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Session Program Development

You will need to announce your session to fellow colleagues and students in your discipline.  You might consider developing a Call for Presentations to colleagues in your discipline area and include it in the appropriate Department or Division meetings and/or announcements. 


As the Session Chair, you will need to complete and submit the Academic Excellence Showcase Planning Documents packet, which will include the following:


Academic Excellence Showcase Pre-Planning Worksheet can be found here: AES 2015 Pre-Planning Worksheet

Academic Excellence Showcase Planning Documents can be found here: AES 2015 Planning Documents - Three Parts


The Session Planning and Scheduling form allows you to request specific times and rooms for your session. The Session Organization form requests information such as presenter’s names, faculty sponsor, presentation titles, and A/V Requests. A Proposal to Present form is to be completed and collected from each student author. This commits an author to prepare a presentation and is the basis for scheduling specific presentations. You have the responsibility of accepting or rejecting presentations for your session in a timely manner.  Maintain regular communication with your authors to monitor progress, remind them of deadlines, and provide them with any guidelines or instructions specific to your session. 

You will then be responsible for organizing the Academic Excellence Showcase Planning Documents packet and sending this in ELECTRONIC FORMAT to (Todd 321, ph: X88634, email:

Forms can be obtained from Ethan McMahan (see contact information above).


Scheduling a Session for the Academic Excellence Showcase

Symposia, Creative Arts, and Panel Discussions should be scheduled during one of two time blocks: (1) morning block from 8:30 to 11:30 am, and/or (2) afternoon block from 1:00 to 4:00 pm.  Furthermore, in order to allow attendees the greatest flexibility in planning you should schedule presentations on 15-minute intervals, or multiples there of.  For example:

Posters should be scheduled for one of three sessions:

  1. morning session from 9:00 to 11:00 am,
  2. mid-day session from 11:30 am to 1:30 pm, or
  3. afternoon session from 2:00 to 4:00 pm.

Regardless of the format you employ for your session, feel free to schedule breaks if they are appropriate and/or necessary.


Should I complete an IRB application?

The purpose of Institutional Review Board (IRB) oversight of research is to assure the protection of both the research participants and the researcher. Please check with the IRB to determine whether you are exempt from IRB approval, or must obtain it for your students' research and presentations. For more information about the WOU IRB process, please visit the website at


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Academic Excellence Showcase 503-838-8634 | or e-mail: