A certain number of top posters (the number to be decided year by year) will be awarded scholarships, which will entitle one student per poster to free registration. Other students are entitled to steeply discounted registration.

In addition, a best poster award is presented during the conference. The best poster is determined based on voting done by conference attendees after the times earmarked for poster viewing.

Each student poster gets 2 pages in the conference proceedings. So, students of accepted posters are asked to submit a camera-ready copy of their thesis. Since students are often hard to contact, it is very important to obtain contact information about the faculty advisors early in the process.

1. Determine the requirements for poster proposals. (February of previous year)
   • Post a web page with the details. This page will be linked from the conference page by Web Publicity Chair
   Note that every poster proposal must have a letter of support from the faculty advisor.
2. Collect poster proposal submissions
   • submitted by hard copy
   • submitted electronically - In this case, set up an electronic submission procedure (Summer of previous year)
3. Send acknowledgement of each submission to proposer. Acknowledgement should include:
   • Date of notification of acceptance - after the (January Meeting)
   • Deadline for submission of camera ready copy of proposal description
4. Evaluate proposals, either personally or by requesting others to read them and determine proposals that are acceptable (to be done by January Meeting).
5. Rank the poster submissions and determine the posters which will be awarded scholarship. Note that no more than 50% of the poster submissions may be awarded scholarship.
6. Notify poster proposers and their faculty advisors in writing of acceptance or rejection. (within a week of January Meeting.) Acceptance letter should include:
   • Format and deadline for submission of camera ready copy, and address of CCSCNE Editor to whom it should be mailed.
   • Copyright release form, that must be signed by all poster presenters
   • If the primary student author was awarded scholarship, this should be mentioned. Registration fee must be sent by all other student poster presenters
   . Registration form must be filled out by all the presenters immaterial of whether they were awarded scholarship or not.
   • The times of poster presentation during the confrence, the size of the poster board provided, the materials the students are expected to bring, whether they will have access to an electric socket/internet at the poster site
   • Details about the award for the best poster - how it will be judged and when the award will be handed out.
7. Compile a list of accepted posters and scholarship awardees for the CCSCNE Editor. (within a week after January meeting)
   Serve as liaison between CCSCNE Editor and poster presenters for submission of camera ready copy, copyright form, registration form, and where applicable, registration fee.
8. Forward a list of all accepted poster titles, authors, affiliation and faculty advisors to the Publicity Chair (Web) for posting on the Web.
9. Arrange for judging posters. This may be done in either of the following ways:
   • Let the conference attendees vote. Prepare a ballot for best poster award, which lists all the posters: titles and student authors. Forward the ballot to General Chair two weeks before the conference for inclusion in the attendee packet.
   • Appoint a jury and let the jury vote.
   In either case, the emphasis in judging the merit of posters shall be on the content first, and presentation second.
10. During the conference: Tabulate the student poster ballots, determine the award winners, and arrange for awarding of prizes during the conference.
11. After the conference: Follow up with the Treasurer for mailing the award checks to the student winners.