Dear Sponsors:

We hope that the beginning of school has gone well and we now look forward to communicating with you as we plan for the new school year. We look forward to Virginia Commonwealth University (VCU) hosting the VJAS Research Symposium in Richmond, Virginia from May 16 – 18, 2017. Presentations will be held on Wednesday, May 17th.

We have revised our VJAS Handbook and the Appendices and they are now available to download on our website (http://vjas.org/rules--guidelines-forms.html). As always, please refer to our Handbook and Appendices for complete, detailed information.  Below are a number of important points we would like to highlight at this time.

  • Please remember that Membership Application and Fees are due January 16. Please use the Membership Application (Appendix B). We are asking for complete information regarding the school and a flat fee of $50/school.
  • The Phil Robinson Research Grant deadline has now been extended to December 1.  Please note your school must be a member.
  • This year’s deadline for submitting papers with the appropriate student entry fees is no latter than Wednesday, February 22, 2017. Please use the VJAS Paper Submission Forms (Appendix C).



Please don’t hesitate to contact us if you have any questions or suggestions.
We greatly appreciate all that you do and look forward to your participation!

Susan Booth, VJAS Director, susan.science@gmail.com, 757-897-3104
Se Jeong, VJAS Committee Chair, VJAS swj3af@virginia.edu
Carolyn Conway, VAS Associate Executive Officer, vasoffice@vacadsci.org, 804-864-1450
 
 
Part I of this month’s update focused on VJAS paper preparation. Part II will cover the VJAS paper submission process in more detail.

Dear VJAS School Sponsors:

We would like to again thank those schools who have already submitted their VJAS School Membership Applications and Membership Fees. If your school plans to submit VJAS papers this month, we strongly recommend that your school joins VJAS now! Please remember that the VAS Office Staff will need to generate your school’s VJAS Membership Certification Letter which includes the VJAS School Number for your school. The VJAS School Membership Application can be found in Appendix B (http://www.vjas.org/rules--guidelines-forms.html).

Reminder: Paper Submission Deadline is Wednesday, February 24th!

VJAS Paper Preparation:
Part I of this month’s Sponsor’s Update covered Paper Preparation. Please review here: 
http://www.vjas.org/sponsor-blog.html

VJAS Paper Submission:
Please refer to the VJAS Handbook pages 29 and 30 for complete information (available here: http://www.vjas.org/rules--guidelines-forms.html). Below are some key points!

The designated VJAS Head Sponsor at each VJAS Membership School is responsible for each of the following: 
  • For each student’s paper there must be the initial printout of the paper (marked as the original in red) plus four copies of the paper (i.e. a total of 5 copies of each student’s paper). 
           o Each copy of the paper must include all required VJAS Paper Submission Forms (Student Entry                     Form, Reader’s Evaluation Form, Judge’s Evaluation Form) plus the appropriate additional forms                 as needed (Certification Statement Form, Continuing Project Form, VJAS Mentor and/or                                     Research Facility Form).
           o Each copy of the paper (with forms on top of paper) must be securely stapled.
           o Remember to make sure ALL printing and copying is single-sided!
           o The 5 copies of each student’s paper (with the original on top) should be held together by a rubber                  band (preferrably a rubber band that is 7” in length). 
  • The VJAS papers should be sorted by category (to facilitate the Paper Check-In Process). It will also be helpful if the papers in each category are sorted alphabetically by last name of students. 
  • The VJAS papers should be appropriately packed in a box or envelope for sending or delivery to VJAS. 
  • The 2016 School Entry Form must be completed. An electronic copy of the School Entry Form should be emailed to the VAS Office at vas@smv.org by Wednesday, February 24, 2016 (or earlier if possible). A print out of the completed School Entry Form should be placed in the box and/or envelope along with the papers. NOTE: The School Entry Form plus instructions for completing the School Entry Form were sent to the VJAS Head Sponsors of all current VJAS School Members earlier this month.
  • A single check for Student Entry Fees ($15 per student) should also be placed in the box and/or envelope along with the papers. Please note that for multiple author papers, each student must pay the $15 Student Entry Fee. 

Mailing or Delivering VJAS Papers:
  • The designated VJAS Head Sponsor at each VJAS Member School should send ALL student papers in bulk to the VAS Office in Richmond. The papers should be sent using First-Class Mail or express delivery (UPS or FedEx). The mailing address is VA Junior Academy of Science, c/o Virginia Academy of Science, 2500 West Broad St., Richmond, VA 23220. 
  • If deemed appropriate, the designated VJAS Head Sponsor at each VJAS Membership School can deliver the student papers to the VAS-VJAS Office located in the Science Museum of Virginia in Richmond. The VJAS papers should be given to the Front Desk Staff of the Science Museum of Virginia. The SMV front desk staff will notify the VAS Office as the papers arrive so that the VAS Office Staff will know to come pick up the papers. 

Looking Ahead/Special Notes:
  • Accepted VJAS Paper Lists will be posted on the VJAS website in early April. 
  • Abstract Submission will be done online by those students whose papers are accepted for presentation at the 2016 VJAS Research Symposium. Stay tuned for detailed instructions early Spring.
  • Special Interest Awards and Scholarship applications are due April 30th and Appendices for specific instructions and details on how to apply.
  • Student Officer applications are also due April 30th (See Appendix D). 
  • Please encourage your student to nominate you (for awards) for your efforts (See Handbook Section VII. Awards). 

Please don’t hesitate to contact us if you have any questions or suggestions. 
We greatly appreciate all that you do and look forward to reviewing your students’ paper entries!

Susan Booth, Director, VJAS, 757-897-3104, susan.science@gmail.com
Se Jeong, VJAS Committee Chair, swj3af@virginia.edu
Carolyn Conway, VAS Associate Executive Officer, 804-864-1450, vas@smv.org
 
 
Dear Sponsors:

Part I of this month’s update will focus on paper preparation. Part II will cover paper submission in more detail.

First, thank you to those schools who submitted their VJAS School Membership Applications and Membership Fees by the January 15 deadline. Second (for those schools who have not yet joined VJAS for the current year), if your school has students who plan to submit VJAS papers later this month, we strongly recommend that your school join VJAS as soon as possible! This will allow time for our office to generate the VJAS Membership Certification letter to the Head Sponsor that includes the school’s VJAS School Number. The VJAS School Membership Application can be found in Appendix B (http://www.vjas.org/rules--guidelines-forms.html).

Reminder: The VJAS Paper Submission Deadline is Wednesday, February 24th!

VJAS Paper Preparation:
Below are some main highlights of the paper preparation and submission procedures. As always, please refer to our Handbook and Appendices for complete, detailed information. These documents may be accessed at http://www.vjas.org/rules--guidelines-forms.html
  • All paper submission forms can be found in Appendix C. For your convenience, they are also posted as a separate PDF file on our website for easy download and printing.
  • Please submit the papers in proper categories (Handbook pages 13 & 14).
  • For easy identification of 12th grade seniors, we ask that for all 12th grade/senior papersan “A” be placed following the school number at the top right of each form (Student Entry, Readers and Judges Evaluation Forms).
  • For easy identification of 8th grade students, we ask that for all 8th grade papers, a “B” be placed following the school number at the top right of each form (Student Entry, Readers and Judges Evaluation Forms).
  • Last year there were a large number of disqualifications for student papers that were submitted with 2-sided printing. This year please ensure that all of the student papers are only printed on a single side! If school staff members will be making copies of your students’ papers please let them know of our single-sided printing requirement.
  • For your convenience, we have a “Check List for Paper Submission” in Appendix A. We encourage that both you and your students refer to this Check List as they are preparing and finalizing their VJAS papers. 

We would also like to remind that we have very detailed specifications for the structure of papers. Please refer to the Handbook section that has the full requirements for the papers as well as information regarding assembly of the paper (Handbook pages 24-28).

VJAS Paper Submission:
Stay tuned for Part II of the Sponsor’s Update later this month.

Please don’t hesitate to contact us if you have any questions or suggestions. 
We greatly appreciate all that you do and look forward to processing student papers!

Susan Booth, Director, VJAS, 757-897-3104, susan.science@gmail.com
Se Jeong, VJAS Committee Chair, swj3af@virginia.edu
Carolyn Conway, VAS Associate Executive Officer, 804-864-1450, vas@smv.org
 
 

Dear Sponsors:

Happy New Year! I hope everyone had an enjoyable holiday and a relaxing winter break. As students arrive back at school, the VJAS Leadership Team would like to emphasize some important deadlines and reminders.

If you still have not visited our new and improved website, please do so at www.vjas.org

Membership Application and Fees are due January 15! Thank you to those schools that have already joined VJAS for the current year. If your school has not joined, please use the Membership Application found in Appendix B which is downloadable at this link on our website: http://www.vjas.org/rules--guidelines-forms.html.

We are asking for complete information regarding the school and a flat fee ($50/school).

School Entry Forms and Student Entry Fees are due February 24 with the papers! School Entry Forms will be e-mailed to current VJAS School Members in a separate letter later this month.

For you and your student’s convenience, the VJAS Paper Submission Forms (also known as Appendix C) have been posted as a standalone/separate PDF file for you to download, type and print. We would like to remind you that there is a designated ordering of these pages that are attached at the beginning of the student’s papers (refer to VJAS Handbook for specific details). Please pay close attention!

Please don’t hesitate to contact us if you have any questions or suggestions. 
We greatly appreciate all that you do and look forward to your participation!

The VJAS Team,

Susan Booth, Director, VJAS, 757-897-3104, susan.science@gmail.com
Se Jeong, VJAS Committee Chair, swj3af@virginia.edu
Carolyn Conway, VAS Associate Executive Officer, 804-864-1450, vas@smv.org

 
 
Dear Sponsors,

The Virginia Junior Academy of Science (VJAS) now has a newly revised website! The VJAS website can be accessed at www.vjas.org. As indicated at the bottom of the Home Page, the website is currently in beta form and there will be occasional modifications to the website. You are encouraged to navigate through the available links and offer any suggestions and comments that would help us make the VJAS website better. Your feedback is very important!

The VJAS website has a page dedicated to the 2016 Research Symposium/Meeting which will have the latest news and information about the upcoming Research Symposium. One of the most important components of the newly revised website is the updated 2015–2016 VJAS Handbook and Appendices which can be accessed via the Rules and Guidelines (Forms) link at the top of the Home Page (or via http://www.vjas.org/rules--guidelines-forms.html).

The VJAS Handbook serves as the official rules and guidelines for VJAS activities including the Research Symposium/Meeting. All forms - including VJAS Membership Applications, Student Entry Forms, and all other VJAS paper submissions forms - can be found in the Appendices. Note that the Appendices are bundled into one PDF file that is fillable on your computer after download (parts A, B, C and D). Download the PDF file and fill out the appropriate section(s), and print out only the pertinent pages for submission.

As the holidays are quickly approaching, we strongly encourage and recommend that you submit your VJAS School Membership Application and Membership Fee as soon as possible. Joining early will ensure you are in the loop and doing so now will be one less item on your agenda as the busiest time of the school year arrives.

Please do not hesitate to contact us if you have any questions or suggestions. 

We look forward to seeing everyone at Mary Washington University!

Sincerely,

VJAS Team

Susan Booth, Director, VJAS 757-897-3104, susan.science@gmail.com
David Torain, Associate Director, VJAS david.torain@hamptonu.edu
Se Jeong, VJAS Committee Chair, VJAS swj3af@virginia.edu
Carolyn Conway, Associate Executive Officer, VAS 804-864-1450, vas@smv.org
 
 
Dear Sponsors,

Welcome Back! The Virginia Junior Academy of Science (VJAS) Research Symposium will be held on May 17-19, 2016 at the University of Mary Washington. A revised VJAS website is currently under revision and will be made available to everyone once it has been finalized. A revised Handbook has been prepared for the start of your new school year. This updated Handbook plus the revised Appendix will initially be distributed to past sponsors via email and later made available on the new VJAS website. Please take your time to read through it to make sure nothing is missed. We are here for you so if you have any questions, then please do not hesitate to contact us.

Remember that the Phil Robinson Research Grant is available to assist students with their research expenses. For a student to be eligible, his/her school must be a VJAS member for the coming year at the time that the student applies for this grant. Therefore please submit the school’s VJAS School Membership Application Form and Fee prior to October 1 submission deadline for grant applications. Additionally, if your students are interested in exploring potential research topics and/or ideas, encourage them to look at the special awards listed on the VJAS website.

By involving yourself in VJAS you are assisting to develop scientific research to present at the Academy, where students explain how they conducted research, drew conclusions, with their public presentations. All student science research receives feedback from experienced scientists and science educators. Students who present at the Research Symposium have an opportunity for publishing abstracts of their research and receive awards and scholarships among the STEM disciplines at http://www.vjas.org.

To receive future Sponsor Updates and the Voice, Student Newsletter, please make arrangements for your school to join VJAS this fall using the School Membership Application found in the Handbook and/or VJAS website. Following receipt of your School Membership Application and membership fee at the VAS Office your school will be added to the 2015-2016 VJAS Membership database and subsequently receive periodic email communications about VJAS events.

Along with this letter, we are attaching the Superintendents Memo for you to share with your Principal and Curriculum Leader, as well as the Voice. We appreciate your support and you do make a difference in science education by your dedication in the advancement of science by discovering and encouraging scientific aptitude among Virginia’s students.

Sincerely,

The VJAS Team

Susan Booth, Director, VJAS 757-897-3104, susan.science@gmail.com
David Torain, Associate Director, VJAS, david.torain@hamptonu.edu
Se Jeong, Committee Chair, VJAS, swj3af@virginia.edu
Carolyn Conway, Associate Executive Officer, VAS, vas@smv.org
 
 
Dear Sponsors,

As we get ready for those holidays, we need you to encourage your students to continue to collect their data and write their papers. Hopefully, at this time, you have reviewed the Handbook and understand any revisions that have been made. If you still have questions, then do not hesitate to contact us since we are here to help you.

This purpose of this Sponsor Update is to stress VJAS Membership Applications and Membership Fees. We are encouraging one and all to submit their Membership Applications early. Over the past several years, many schools waited until the paper submissions deadline to send in their memberships. We hope that for 2014-2015 you will submit your School’s Membership Application and Membership Fee by the January 15, 2015 deadline. This will ensure that you are kept in the loop since we will have your school’s current contact information.

Please realize that the Membership Application registers you with VJAS. There are both School and Individual Membership Applications and Fees. You can find the details located in your Handbook as well as the Membership Applications found in Appendix B which are downloadable using the link in the “For Teachers” section of the website. There are separate forms for School Membership and Individual Membership (for those students who attend schools that do not join VJAS this year and for home schooled students).

In summary, we are asking for a completed Application Form from each School Member or Individual Member and a membership fee of $50 per School Member or $10 per Individual Member.

Sincerely,
Susan Booth, Director, VJAS
757-897-3104, susan.science@gmail.com

David Torain, Associate Director, VJAS
david.torain@hamptonu.edu

Carolyn Conway, Associate Executive Officer, VAS
804-864-1450 (Academy Office), vas@smv.org
 
 
Dear Sponsors,

We hope that the beginning of school has gone well and we now look forward to communicating with you as we plan for the new school year. As you have probably heard by now, the next Research Symposium will be held at James Madison University (JMU) in Harrisonburg, May 20 - 22, 2015. We regret that this date is not as convenient due to a shift from Wednesday to Friday. However, the date for each year’s meeting is always determined by the host institution.

The VJAS Committee met at the end of June, reviewed our processes and the May meeting, and considered suggestions from you and from our Chairs and Judges. The VJAS Handbook and Appendix has been revised and is on the website at www.vjas.org.

We encourage you to download both documents and review them accordingly. Several submission dates have been changed; directions for mailing applications for Special Awards and Scholarships have been clarified; and a statement about the use of valid safety procedures has been added to the Student Entry Form (item 9).

Also, please note that the new deadline for the Robinson Grant application is November 1, 2014 and the deadline for the VJAS Paper Submission is February 25, 2015.

Special Note: We have made some very important changes to this year’s Handbook and Appendix. The changes are in red in order to make these changes more noticeable.

Check out the Website where you can find the Sponsor Updates, the VJAS Voice, links to Twitter and a lot more.

Please don’t hesitate to contact us if you have any questions or suggestions. We greatly appreciate all that you do.

Susan Booth, Director, VJAS
757-897-3104, susan.science@gmail.com

David Torain, Associate Director, VJAS
david.torain@hamptonu.edu

Carolyn Conway, Associate Executive Officer, VAS
804-864-1450 (Academy Office), vas@smv.org