2011-2012 Field Site Coordinator Calendar

July

• Summer Institute

August

• Multi-Fest
• If your region holds a "Parent/Student/Teacher" meeting to start the school year, send the specifics to Cathy Morton-McSwain as soon as the event is scheduled.
• Update teacher contact information and send to Cathy Morton-McSwain and CC Mary Bartron. This must include: name, home address, home phone number, work phone number, e-mail (the one that they check), club meeting location with date and time. This due no later than September 15th.

September

• Send copies of all new Student Applications to Mary Bartron. Please include the entry GPA.
• Send a list of all currently active students to Mary Bartron and cc Mary Cottrell. This list should contain name, address, current grade in school, name of HSTA teacher and school name.
• Obtain Updated Student Contracts and Teacher Agreements. Send copies to Jill Simmons and Mary Bartron.
• Send out HSTA Tuition Waiver packets (due in November) to all early/fall senior graduates
• Fall Professional Development Session.
• Update LGB contact information. Send copy of updated information to Mary Bartron and cc Mary Cottrell.
• Send 2011 - 2012 the schedule of LGB meetings to Claire Bragonje.
• Postcards sent out to local legislators and government leaders.
• Begin contacting all Spring 2011 HSTA graduates from your region to obtain contact information and confirmation of college being attended. Updated contact information due to Kas Kasten by October 15th.
• Notify the CRA that serves your region if you know of any clubs in your region that would benefit from a visit with them.
• Assist teachers in achieving the goal of 6 hands-on activities per semester. Coordinate with your teachers the scheduling of at least one guest speaker per semester per club.
• Begin the annual Performance Evaluation process. Instruction and forms will be sent to FSCs.

October

• Fall Professional Development Session (if not held in September)
• FSC Report due by the 10th to Ann Chester and Claire Bragonje and CC LGB Chair and CC Mary Bartron.
• Meetings set up by each club to invite legislators. Don't forget to invite Wallace Jones, Taylor Perry or Ann Chester to your legislative reception so that the JGB is represented.
• Updated contact information for Spring 2011 HSTA Graduates from your region due to Kas Kasten by October 15th.
• Begin contacting all HSTA Graduates prior to 2011 from your region to update contact information and update college status. Due to Kas Kasten by Dec. 2nd.
• Continue the annual Performance Evaluation process.

November

• Tuition Waiver Packets due for early/fall graduates.
• Doc 1's due by the 15th to Cathy Morton-McSwain and Sara Hanks.
• Final approval of Performance Evaluations will be completed by the November LGB meeting. Evaluations are sent forward to Claire Bragonje. Appeals go to the HSTA JGB Subcommittee following LGB action.

December

• FSC Report due by the 10th to Ann Chester and Claire Bragonje and CC LGB Chair and CC Mary Bartron.
• Send out HSTA Tuition Waiver packets to Spring Graduates (due no later than Feb. 10).
• Send out Sara Spencer Memo to Spring Graduates.
• Complete contacting all HSTA Graduates prior to 2011 from your region to update contact information and update college status. Due to Kas Kasten no later than Dec. 2nd.

January

• Confirm all student grade point averages from previous semester.
• Notify the CRA that serves your region if you know of any clubs in your region that would benefit from a visit with them.
• Assist teachers in achieving the goal of 6 hands-on activities per semester. Coordinate with your teachers the scheduling of at least one guest speaker per semester per club.
• All Science Symposium project revisions due to Cathy Morton-McSwain or Sara Hanks by Jan. 30th.
• Legislative Reception in Charleston. (Regional Displays presented.)

February

• HSTA Waiver applications due from seniors no later than March 2nd. SAT or ACT scores need to be recorded on the "Outcomes Form" and e-mailed to Mary Barton.
• Memo with list of seniors who are eligible for waiver due to Kas Kasten at February JGB meeting.
• FSC report due on the 10th to Ann Chester and Claire Bragonje and CC LGB Chair and CC Mary Bartron.
• Collect Sara Spencer essays from seniors and present to LGB. Submit chosen regional essay to Claire Bragonje no later than Feb.14th.
• Statewide Legislative Reception in Charleston. (Regional Displays presented.) (If not held in January)
• Recruit current 8th graders for following HSTA school/club year
• Disperse summer forms (either at club meetings, mail, or parent meeting)
• Special Requests concerning FSC and HSTA teacher attendance at Summer Institute due to Local Governing Board.

March

• March 1 deadline for all Symposium Presentation Submission Forms (PSF) to Home Office
• Send out letters to students "check off if planning to attend symposium and summer institute, if not list reason and send to FSC by March ____"
• JGB committee decides on Sara Spencer Scholarship winners and announces at March JGB.
• Obtain Symposium Permission Slips.
• Revised budgets, if rejected in February, will be submitted by Ann & Jill to Fin. Comm. at March JGB mtg. Therefore, it is likely all regions will know their approved budgets for FY13 at the March JGB mtg.
• Special Requests concerning Field Site Coordinator and HSTA Teacher attendance at Summer Institute due to Joint Governing Board.

April

• FSC report due the 10th to Ann Chester and Claire Bragonje and CC LGB Chair and CC Mary Bartron.
• Doc 2s due on April 16th.
• f a state-wide Science Symposium is held, it will be the last Saturday in April. Date for 2012 Science Symposium will be set in the fall of 2011.
• If regional Science Symposiums are held, all are to be completed by the end of April.
• Send names and presentation titles of all students who presented projects to Mary Bartron by April 30th.
• Sara Spencer scholarships announced and awarded at Symposium.
• Special Requests concerning student attendance at Summer Institute due to Claire Bragonje and Central Admin no later than April 16th.
• Summer Institute Forms due no later than April 16th. Please submit Summer Institute Forms to Mary Bartron

May

• Summer Institute Forms due no later than May 1st. Please submit Summer Institute Forms to Mary Bartron.
• Senior Award Days, Graduations, and Recognition Dinners. Don't forget to invite Wallace Jones, Taylor Perry or Ann Chester to the Senior Dinner so that the JGB is represented.
• Finalize local budget spending
• Complete Teacher Performance Appraisal if LGB requests
• Ensure club activities include health care professional visits and shadowing experiences.
• Encourage teachers and students so HSTA club activity does not end in April.

June

• Confirm all student grade point averages from previous semester (important this is done before summer participation)
• Verify information regarding student eligibility for HSTA waiver. Additional June Report on Graduating Seniors due by 15th. High School Outcomes form and final grade transcripts due to Transitions & Records Coordinator by 15th.
• FSC report due by the 10th and special senior report to Ann Chester and Claire Bragonje and CC LGB Chair and CC Mary Bartron.
• Community Service Report on all regional community service for the year. Due to Mary Barton by June 30th.
• Senior Award Days, Graduations, and Recognition Dinners.
• Send out letters to students to remind/confirm arrival and departure for Summer Institute.

Every Month

• Ensure club activities include health care professional visits and shadowing experiences.
• Any teacher who quits or is hired needs submitted on a completed current teacher roster (see HSTA webpage). This will assure none are "on board" without legal payroll authorization.
• Any new student accepted needs Student Contract, Transcript Request Form and Publication Release form. Please include entry GPA.
• Club Reports due each month (can be done by club secretary, another responsible student, or teacher)
• Budget Forms completed and submitted as needed (ex: ACT/SAT Reimbursement and Pro Card Monthly Statements)
• Collect Community Service Verification Sheets as student submit, or at the end of each semester
• Submit Budget Spreadsheet to LGB at each meeting
• Create LGB Agendas & Minutes before and after each meeting.
• Submit Travel Forms by the 15th of each month for travel done in the previous month.
• Review and sign monthly Pro-cards Reports sent by Nelda Watson.
• Use the WVU MyTime online program to submit sick leave and annual leave. Annual leave is to be submitted pior to use. Part-time Field Staff must use the MyTime program to record time worked. Report problems with MyTime to Claire Bragonje.
• Submit all P-Card receipts within 48 hours of purchase.

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