Doctoral Student Colloquium

IMPORTANT NOTICE: Participation in the Doctoral Student Colloquium is restricted to students who have applied for and been accepted into the colloquium. The colloquium will not be open to observers.

View a pdf of the 2011 Doctoral Colloquium program.

Contents

Introduction

The iConference takes place February 8—11, 2011, in Seattle; the Doctoral Student Colloquium will be a culminating day-long event on February 11, from 9 am to 5 pm. For those who have been selected to participate, congratulations! You are among a distinguished group of graduate students.

Please read the following participation instructions thoroughly. They contain essential information about your program obligations, as well as requirements for conference registration, hotel, and travel. In addition, the requirements surrounding expense reimbursement are summarized.

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Section 1: Poster Requirements

All Doctoral Colloquium participants are expected to contribute a poster to the iConference poster sessions. This will be an excellent opportunity to explain your research and get feedback on your ideas.

  1. Preparing a Poster Abstract. The iConference proceedings are being published in the ACM Digital Library. You should prepare a poster abstract of one-to-two pages in length that fully conforms to the appropriate ACM format template at http://www.acm.org/sigs/publications/proceedings-templates.

  2. ACM Copyright Transfer. The following bibliographic and copyright information must be included by you at the bottom of the first page, left-hand column of your poster abstract:

    Permission to make digital or hard copies of all or part of this work for personal or classroom use is granted without fee provided that copies are not made or distributed for profit or commercial advantage and that copies bear this notice and the full citation on the first page. To copy otherwise, to republish, to post on servers or to redistribute to lists, requires prior specific permission and/or a fee.
    iConference 2011, February 8-11, 2011, Seattle, WA, USA
    Copyright © 2011 ACM 978-1-4503-0121-3/11/02…$10.00

    Please note that ACM will also contact you directly to have you complete a copyright transfer form.

  3. Submitting Your Poster Abstract. You will need to submit your poster abstract to our conference management software no later than December 10, 2010. The preferred file format for submission of the final version of your paper or poster abstract is .rtf, .doc, or .docx (these can be generated in OpenOffice or Microsoft Word). PDF files will be accepted only if they conform to the following additional requirements: Thumbnails have been embedded in the PDF file; 1 scalable fonts have been embedded (Type 3 fonts [bit-mapped] will not be acceptable); the PDF has been optimized for fast Web viewing. Please note that we will not copyedit your abstract.

    CLICK HERE to view instructions for uploading your poster abstract, bio, and photo into our conference management software.

  4. Preparing Your Poster and Poster Session Logistics. There are two poster presentation sessions planned in which you will participate. The first will be held Wednesday, February 9, from 5:30 to 7:00 p.m. The second will be held Thursday, February 10, from 5:30 to 7:00 p.m. Both sessions will take place in the Madison Ballroom of the Renaissance Seattle Hotel.

    CLICK HERE to view poster parameters and session logistics.

  5. Contact Information. If you have questions about preparing and submitting your poster abstract, please contact Proceedings Co-Chairs . or .. If you have any questions about poster parameters or session logistics, please contact Doctoral Colloquium Co-Chairs ., ., or .

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Section 2: Other Program Requirements

The poster co-chairs have identified the following requirements, which will help contribute to making this a successful program.

  1. Guiding Questions for Faculty Mentors. The Doctoral Colloquium Co-Chairs ask that you provide questions that you would like to ask of the faculty mentors, or topics that you would like to discuss. These might relate to issues of undertaking your particular research project, analyzing data, or presenting findings in a thesis, a paper, a presentation, or a job talk. Topics might also be about the aspects of applying for and engaging in an academic or professional career. Questions and topics should be sent to Katie Campana at kcampana@uw.edu by Tuesday, December 14.

  2. Presentation of Research. Please prepare a brief, formal presentation about your research. You will present this to the faculty mentors and your fellow student participants during the Doctoral Colloquium for feedback and discussion. Your presentation should last 10 minutes, and include the parts of your research with which you particularly want reaction or assistance.

  3. Materials for Print Program. Please provide a 350-word biography and a photo of yourself by December 10, 2010, to be published along with your research statement in the Doctoral Colloquium program. This program will be available to all iConference Participants. CLICK HERE to view instructions for uploading your poster abstract, bio, and photo into our conference management software.

  4. Contact Information. If you have any questions about the program requirements, please contact Doctoral Colloquium Co-Chairs ., ., or .

Section 3: Registration, Hotel, and Travel

Please make the following arrangements as soon as possible; note that several are time-sensitive.

  1. Registration. Please visit our Registration page and register immediately, using the registration code that was sent to you in your acceptance letter. We can only reimburse you for the cost of early bird student registration, which ends Dec. 14, 2010. If you fail to register by that date, you will have to bear the additional cost of registration. If you have any difficulties with registration, please contact ..

  2. Accommodation. Please book your hotel room at the official iConference hotel, the Renaissance Seattle Hotel. As special block of double rooms has been reserved for Doctoral Colloquium participants. To book your room, please contact . at 206-694-4950, or email mckinnon@renaissanceseattle.com. Be sure to tell Randy that you are a Doctoral Colloquium participant. Please note that we wll not reimburse for stay at hotels other than the conference venue. Additional lodging information can be found on our Accommodation page.

  3. Travel. You are responsible for booking your own travel. For those flying to the conference, coach class airfare will be reimbursed at the total ticketed price--understand, however, that you have a maxium budget as defined in Section 4 below. Anyone traveling in conjunction with either personal or business travel must also notify Dora Tkach at dtkach@uw.edu prior to confirming travel. Reimbursement for travel is only for actual costs incurred, and requires an original receipt. “See Section 4: Expenses and Reimbursement" for more information.

  4. Visas. If you are coming from outside the U.S. and need a formal letter of invitation in order to secure a visa, please contact ..

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Section 4: Expenses and Reimbursement

Thanks to a generous grant from the National Science Foundation, we are able to help participants defray many of the costs associated with participating in the iConference Doctoral Colloquium. In order to be reimbursed, each participant is expected to participate in all four days of the conference.

  1. Each participant has an expense budget which may be used to cover any combination of flights, ground transportation, conference registration at early bird rate, conference hotel lodging, and meals not provided at the conference. For those traveling from North America, the budget is up to $1020 US. For those traveling from overseas, the budget is up to $1315 US. Anyone traveling from within 50 miles of the conference will only be reimbursed for registration. Meals will be only reimbursed up to per diem rate which is $71 per day. An e-mail confirmation/receipt of an e-ticket purchase or conference registration is acceptable as long as it shows that payment was received. If you are traveling by car, please provide results from MapQuest or similar source. You can be reimbursed for the mileage and parking fees at the hotel. Car rentals, parking fees associated with car rentals, and alcoholic beverages will NOT be reimbursed.

  2. International students are required to provide a copy of their stamped I-94 card, identity page from passport, copies of work authorization for J-1 and I-20 for F-1 holders. Copies must be made while you are here and be readable! (Canadian travelers only require a copy of their driver’s license and social insurance card, or a copy of their passport photo page.)

  3. To receive reimbursement, you will need to submit your original receipts, a completed Travel Reimbursement Form, and a completed Contact Information Form. You will submit everything to:
    Dora Tkach
    The Information School
    Mary Gates Hall, Suite 370
    Box 352840
    Seattle, WA 98195-2840
    Phone: 206-616-7849
    Fax: 206-616-3152
    Email: dtkach@uw.edu
    Once all original receipts and the two forms are submitted, you will be e-mailed a PDF ”Expense Report” form that you must print, sign and return to Dora Tkach by fax, mail or scan the document and return via e-mail as an attachment. The Expense Report Form is also available at the link below. Please allow up to 4 weeks for processing.
    We strongly recommend that you make photocopies for your own records.
    CLICK HERE to view the iConference Doctoral Colloquium Travel Reimbursement Form.

    CLICK HERE to view the iConference Contact Information Form (to be submitted at same time as the Travel Reimbursement Form).

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Doctoral Colloquium Co-Chairs
  • ., University of Washington
  • ., University of California, Irvine
  • ., Indiana University, SLIS

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