25 September

Administrative Office

Administrative Office requests donation by M.W. Welch to start proceedings for next scholarship chair This follows IUVSTA Council Meeting at which full report on the Welch Foundation has been given.

15 Oct. - 15 Nov.

Administrative Office

Circulation of announcements. (2-4 copies of the Scholarship announcements are sent to the individual national Administrative societies which are 24 in number. The announcements are for the Scholarship which will begin in September to December of the following year and are for one year. The national societies are advised in a covering note to duplicate and distribute the announcements within the national society and in their national scientific publications. )

30 October

Administrative Office

Notice of the Scholarship may be relayed to appropriate journals and scholarship directories during this time period. (The list of journals and directories currently used by the British Institute of Physics office can be forwarded to the Administrative Office if needed.)

15 Nov. - 15 Feb.

Administrative Office

Distribution of application forms to applicants. (Approximately 20-30 requests by letter will be received at the Administrative Office for application forms. A few application forms can be sent to each national body with the announcement with instructions to duplicate for any internal requests for applications. A few telephone inquiries may be received during this time period from applicants.)

1 March

Administrative Office

The relay of Welch funds for the next student should be received. If not, inform Chairman.

15 March

Administrative Office

Application deadline. (Approximately 10-15 applications are received. 14 were received in 1979. The applications should be reviewed at the Administrative Office for completeness and any missing portions solicited from the applicant. This should be done as the dozen or so applications arrive. The applications are duplicated and a post-card sent to the applicant acknowledging receipt of his complete dossier.)"

15 April

Administrative Office

Each Welch Trustee is sent a set of applications for his review with a form letter which the Chairman will supply and which instructs the member on the rating system. A list of the current committee members and addresses will be supplied by the IUVSTA secretary.

1 June

STD

Deadline for the Chairman to receive assessments from Committee members. (This does not involve the Administrative Office since the results are sent directly to the Chairman.) Results of the assessment are forwarded to the IUVSTA President with a copy to the Administrative Office.

(The IUVSTA STD Chairman does all of this and the Administrative Office receives a copy. In addition, the STD Chairman sends a congratulatory letter to the successful applicant stating that he has won the Scholarship. The Administrative Office also writes the successful applicant informing him (her) of the mode of the two payments in which the Scholarship will arrive and confirming, by telephone, the chosen laboratory.)

As soon as acceptance from the successful candidate is received, the Chairman of the Welch Foundation authorizes the Treasurer of the Foundation to release funds of the Scholarship in 2 instalments. Also upon acceptance by the successful candidate, the Administrative Office informs the unsuccessful candidates, pointing out that a new competition will open in a few months.

15 September (approximately)

Treasurer

Financial Report. (The IUVSTA holds a Council Meeting approximately in September or October of each year and the financial status of the Welch accounts is usually reported at that time. Needed is an accounting of the monies on hand and the monies paid out to the student(s).)

New Welch Trustee.

Normally at this Meeting of the IUVSTA Council, the Welch Scholarship Chairman will submit the name of a new Trustee replacing the Trustee completing his 4-year term. It is the responsibility of the Administrative Office to remind the Chairman of this.

Sept.-Oct. and March-April (approximately)

On these dates, the STD Chairman will report to the IUVSTA Council on the Welch Scholarship. (This is a report which will be the responsibility of the STD Chairman but the Administrative Office is responsible for supplying all details. Further, the Administrative Office is responsible for asking the successful candidate for a mid-term and final report for submission to the STD Chairman.

Administrative Office

The Administrative Office will keep all archival files related to the Scholarship