The objectives of the Graduate Student Committee are to: 1) increase participation by the Branch's graduate students in Branch affairs; 2) to aid in the incorporation of the graduate student population as an integral part of the Branch; 3) to increase student membership in the Society; 4) to increase the level of involvement and communication between full members and student members; 5) present report at Annual Business Meeting; and 6) submit written report to Secretary following Annual Meeting, which will be published as part of Branch business in the ESA Bulletin (usually March or June of the following year).
Highlight the achievements of Branch students by organizing a Graduate Student Symposium.
To attain the above objectives, the committee has accepted responsibility for:
1. The selection of the graduate student award recipients (Asa Fitch and John H. Comstock Awards).
2. The appointment of various committee members to committees of the Branch, including the Program, Membership, Employment, Local Arrangements, Public Information, and Registration and Hospitality Committees.
3. Organizing and conducting a student sponsored symposium on a topic of general interest to students within the Eastern Branch.
4. Active input into the business of the Program Committee.
5. Moderating submitted paper sessions.
6. Helping the Executive Committee in manners pertaining specifically to the graduate student population of the Branch.
To carry out the objectives outlined, the following guidelines are suggested for the Chair of the Committee:
1. Establishment of the committee and its membership:
a. Call for membership to the committee (from all the Departments of Entomology in the Eastern Branch, including Canada) - Finished by 2 months after Annual Meeting (April 15).
b. Letters of welcome to new Committee members - finished by 9 months before Annual Meeting (June 15).
c. Scheduling of the Committee's first business meeting - finished by 9 months before Annual Meeting (June 15).
d. First business meeting - 8 months before Annual Meeting (July 28).
2. Schedule for Graduate Student Award nominations:
a. Call for nomination by 7 months before Annual Meeting (August 15).
b. Closing date for nominations - 5 months before Annual Meeting (October 1).
c. Evaluation of nominations by all members of the Committee - by 4 1/2 months before Annual Meeting (October 15)j.
d. Notification of award recipient to the Executive Committee and the Program Committee - by end of 5 months from Annual Meeting (November 1).
e. Notification to award recipients and nominees - end of 5 months from Annual Meeting (November 1).
f. Nomination package of outstanding Graduate Student Awardee to ESA, Executive Director 0 June 30.
g. Presentation of awards - Eastern Branch meeting.
3. Graduate Student Committee Symposium:
a. Selection of symposium topic - at planning meeting.
b. Selection of symposium moderator or organizer - at planning meeting.
c. Finalize selection of symposium participants, lecture topics, etc. - by 4 months before annual meeting (November 15).
4. Submitted paper session co-moderators/projectionists:
a. Appointment of committee member to organize projection and moderator activities - planned meeting.
b. Call for volunteers from the regional entomology departments - 7 months before annual meeting (August 30).
c. Finalize selection of moderators - by date set by Program Committee to permit inclusion of names in Program about 4 months before meeting (November).
d. Before the annual meeting, the organizer will send a letter to each of the student moderators indicating the section, time, and place of the submitted paper session that he/she is to moderate.
e. The organizer will coordinate his efforts so that the Local Arrangements Chair is aware that moderators are being arranged. Moreover, the organizer and the Local Arrangements Chair will plan Graduate Student Committee - page 3 the meeting for projectionists and moderators usually scheduled for the first morning of the Annual Meeting.
In addition to the above schedule, the Chair and the committee's appointees must attend the committee meetings (Executive and Committee Chairs, Program, etc.) on the dates set by the Committee Chairs.
Appoint or elect a vice-chair of the GSC (ASAP)
a. The vice-chair will become the next chair of the GSC.
b. The vice-chair should work with the chair on all matters concerning the committee, however, the chair makes the final decision on all issues.
Call for Membership to committee (March - April)
a. Obtain a recent printout of EB student members from Membership Committee, or National ESA Headquarters.
b. Confirm membership and termination dates of current GSC members.
c. Update addresses and phone numbers of past members and new members.
d. Letters of welcome.
Committee Appointments (by June)
a. Appoint student members to the following Eastern Branch committees: Program (will be the organizer of the student symposium), Employment, Local Arrangements (from host school), Public Information, and Registration & Hospitality.
b. Submit a list of all student representatives and their committees to the Branch President and Secretary.
Graduate Student Symposium (May-September)
a. Appoint a student organizer of the symposium, and submit his/her name to the Program Committee Chair and President.
b. Work with the organizer on topics and speakers for the symposium.
Eastern Branch Business Meeting (June)
a. At the location of the next branch meeting. You should receive a letter from the branch president or secretary.
b. You will be expected to present a 1-page report of the committee's business.
c. If you cannot make the business meeting you will be required to submit 30 copies of the written report to the Branch Secretary before the meeting.
Graduate Student Awards
a. Call for nominations for John Henry Comstock Award and Asa Fitch Memorial Award (July).
b. Closing date for nominations should be late August.
c. Evaluation of nominations by all members of the Committee (September).
d. Notification letters of award recipients to Branch President, Branch Secretary, Committee members, and recipients themselves (September - October)
e. Biographies and photos of recipient to program committee chair (October - before program is printed).
f. Notification of Comstock recipient and biography sent to National ESA Executive Director (October).
g. Presentation of awards - Eastern Branch meeting (February).
Student Co-moderators and Projectionists
a. Call for volunteers from the regional entomology departments (September - October).
b. Finalize volunteers and submit names to the Program Committee chair (October - before program is printed).
c. Schedule all volunteers for their sections prior to the branch meeting (February).