2020-21 Affiliate Team Handbook 

Introduction 

We are excited to start our 15th season of the Award for Aspirations in Computing (AiC), and our 9th
year with regional affiliates. Whether you are a new affiliate and just getting your feet wet, or an
affiliate coordinator who has been with us since the start, welcome to the 2020-21 season. We are truly
grateful for the hard work you put into making this program available to the young womxn, our future
CS and IT graduates, who are inspired and motivated by the encouragement and recognition they
receive from YOU.
Research shows that encouragement helps individuals persist in the face of adversity.​ ​Individual
encouragement is essential to retention when girls and women express doubts about whether
they belong in computing. Women report more often than men that they entered computer
science because of a teacher, family member, or friend's encouragement. Support can make a
big difference in a girl's belief that she is competent enough to succeed at computing tasks,
which can lead to persistence in the field.

​ ringing Young Women into Computing Through the NCWIT Aspirations in 
from B
Computing Program​, Communications of the ACM

Everything we do through NCWIT is research-based. The Award for Aspirations in Computing was
founded as one strategy to provide the support network that young womxn interested in computing
often do not have in their classrooms, in their schools and in their homes.

This Aspirations in Computing Affiliate Team Handbook outlines the key activities for running your
program smoothly this year and provides links to online resources to help you be successful. Let’s get
started!

2020-2021 Season Program Goals  

1. Create an inclusive (gender, race/ethnicity) application, selection, and award process.

2. Leverage a variety of communication channels to increase promotion of Recognitions.
3. Increase the percentage of applicants from populations underrepresented in tech.
4. Expand* the NCWIT Collegiate Award.
● AiC recognizes the 2020-21 program year will be conducted under extraordinary
circumstances and uncertainty. When we say, “expand,” we do not necessarily mean
increase overall applicants. While we continue to strive for this, the 2020-21 goal is to
reach more institutions and a more diverse population of applicants.

1 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 

2020-2021 High School Award Dates & Deadlines 

Sept 1-Nov 5 High School Applications open
Oct 15 High School Applications early deadline
Nov 12 High School Award Parent Approval and Endorsement deadline
Nov 13- Dec 11 High School Award Review Period
Dec 18 Deadline for Affiliates to flag apps w/ review outliers for National Awards
Jan 11 National HS Award Winner Notification
Feb 12 Affiliate Award Recipient Selections Due
Feb 19 HS Affiliate Award Recipient Notification
& Certificate of Distinction awardees selected
Feb 26 Non-Winner Notification
Feb 28 Regional Affiliate HS Award Notification
Mar 5-7 National HS Award Winners Event Weekend
Mar 12 HS Endorser Email Notification

2020-2021 Educator Award Dates & Deadlines 

Sept 1-Dec 7 EA Affiliate Award Applications open
Dec 9 - Jan 31 Affiliates review EA Award Applications
Feb 12 EA Affiliate Award Selections Due
Feb 22 EA Affiliate Award Recipients Notified
Mar 5 EA Affiliate Non-Recipient Notifications
Jan 22-Feb 15 National Educator Award Applications Open (by invitation only)
Feb 17-Mar 12 National Educator Award Applications are reviewed
Mar 26 National Educator Award Winner Selected

2020-2021 Collegiate Award Dates & Deadlines 

Sept 1-Oct 15 Collegiate Award Applications (Preliminary) open
Oct 21 Collegiate Award Endorsements (Preliminary) deadline
Oct 22-Nov 22 Collegiate Award Applications (Preliminary) Reviews
Dec 1 Collegiate Award (Preliminary) Finalists Selected
Dec 8 -Jan 22 Collegiate Award Applications (Finalist) open
Jan 29 Collegiate Award Recommendations (Finalist) deadline
Feb 1-Feb 26 Collegiate Award Applications (Finalist) Reviews
Mar 31 Collegiate Award Recipients are Finalized & All Recipients are Notified

2 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 
 

2020-2021 AspireIT Dates 

YEAR ROUND! ALL AspireIT apps submitted are pulled on closed dates for review
October 1, 2020 SPRING/SUMMER Application Deadline
November 1, 2020 SPRING/SUMMER Program Notification
December 1, 2020 SPRING/SUMMER Partnership Agreement Execution
Jan 1- Aug 31, 2021 SPRING/SUMMER Program Implementation Period
March 15, 2021 SUMMER/FALL Application Deadline
April 15, 2021 SUMMER/FALL Program Notification
May 15, 2021 SUMMER/FALL Partnership Agreement Execution
June 1- Dec 31, 2021 SUMMER/FALL Program Implementation Period

Key Affiliate Dates 

August 2020 Publicize & Promote, Gear Up
September AiC Affiliate Assistance Fund Application Period (exact dates tbd)
Nov 15 Signed Affiliate Agreements Due
Dec 14 Affiliate Award Event Dates Due
(avoid National Award Event Weekend Mar 5-7 if possible)
Feb 12, 2021 Affiliate Award Recipient Selections Due
Feb 28, 2021 AiC sends Regional Affiliate HS Award Notification
Feb – June, 2021 Affiliate Award Events Held
May/June All HS Awardee Event - confirmed date TBD
August 31, 2021 End of Year Affiliate Surveys & Event Surveys Due​*

NOTE ABOUT DATES: While these dates are set, they are subject to change due to unforeseen
circumstances. Should any changes be made, they will be shared with you by your RAM. For the most
updated dates, please refer to the ​Affiliate Google calendar​.
*​
Affiliate Surveys are required for accountability to program funders; Event surveys are for program
evaluation purposes.

3 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 

FALL Webinar and Q&A Dates for 2020 

Sep 3 at 12pm MT Monthly Affiliate Webinar - Thursday
Sep 9 at 5pm MT Collegiate Applicants Q&A Session - Wednesday
Sep 9 at 6:30pm MT HS Applicants Q&A Session - Wednesday
Sep 16 at 12pm MT Affiliate Q&A Session - Wednesday
Sep 22 at 5pm MT HS Applicants Q&A Session - Tuesday
Sep 24 at 7pm MT HS Applicants Q&A Session - Thursday
Oct 1 at 12pm MT Monthly Affiliate Webinar - Thursday
Oct 6 at 6pm MT HS Educators/Endorsers Q&A Session - Tuesday
Oct 7 at 7pm MT HS Parents Q&A Session - Wednesday
Oct 8 at 5pm MT HS Applicants Parents Q&A Session - Thursday
Oct 14 at 12pm MT Affiliate Q&A Session - Wednesday
Nov 5 at 12pm MT Monthly Affiliate Webinar - Thursday
Nov 10 at 6pm MT HS Volunteer Reviewers Q&A Session - Tuesday
Nov 18 at 12pm MT Affiliate Q&A Session - Wednesday
Nov 19 at 5pm MT HS Volunteer Reviewers Q&A Session - Thursday
Dec 3 at 12pm MT Monthly Affiliate Webinar - Thursday
Jan 24 at 6pm MT CA Finalists Q&A Session - Thursday

For links to registration and/or zoom and for the most updated dates/times, please refer to the ​Affiliate
Google calendar​. To share all upcoming Q&A dates and registrations with applicants, please ​find them
online​.

MASTER Season Timeline & Monthly Focus Items 

Below is a Master Timeline with monthly tasks that will assist each Affiliate in reaching our program
goals. These tasks are broken down by committee but If your region is smaller or your committee is still
growing, you can still focus on these tasks as a whole and/or combine roles as needed. To view the
recommended Affiliate Structure Model - go to the ​Coordinator Tool-kit​ and click the ​BUILD YOUR
AFFILIATE COMMITTEE​ button on the right navigation.
● Affiliate Coordinator
● Sponsorship & Sustainability
● Program Promotion
● Award Application
● Award Selection
● Award Event
● Aspire IT and Community

4 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 

June / July
❏ Jumpstart on recruiting and filling committee positions
❏ Connect with your Regional Affiliate Manager about any new plans or changes for the upcoming
season
❏ Organize your team/committee. ​Consider filling positions like promotion/outreach, recipient
selection, sponsorship, budget, event, etc. You may even benefit from subcommittees.
❏ Head start on fund development and identifying potential new sponsors ​- ​sustainability piece of
this includes not just financial sponsors but also active sponsors to help run the program and
host the event
❏ Reach out to event attendees who expressed interest in sponsoring next year, as soon after the
event as possible while it is still fresh in their minds.
❏ Develop community partnerships to fund and sponsor the award event and other AiC program
activities (meetups, outreach events, etc.)
❏ New applicants can register and get parent/guardian approval anytime! ​Share this link
https://www.aspirations.org/user/register​ with all new applicants between now and September
1 to jump start the process!

August
❏ Ensure all team/committee members, or other volunteers are registered on aspirations.org
❏ Organize your team/committee. ​Consider filling positions like promotion/outreach, recipient
selection, sponsorship, budget, event, etc. You may even benefit from subcommittees.
❏ ​Identify and recruit potential sponsors, prizes, swag.​ ​A great way to encourage sponsorship is
to invite potential partners to serve on your affiliate committee, assist with outreach and
promotion during the application period, with the local selection and review process, or with
event planning.
❏ Create a promotion/publicity plan.​ ​ ​Identify and connect with potential contacts who can help
spread the word. Build a list of contacts (K-12 organizations and schools, college/university
outreach programs and recruitment offices, local media, social media, past award
recipients/applicants/educators)
❏ Organize publicity materials. ​Order resources or download digital resources from NCWIT to
distribute to educators, others.
❏ Update your Affiliate Website. ​Be sure current contact and sponsor information is correct, add a
recent photo from the previous season, add any information about summer or fall opportunities,
or upcoming awards season/event.
❏ Awards Application Committee works with the Program Promotion Chair during the application
season to ensure maximum outreach to all schools - ​compile or update comprehensive list of
school contacts (preferably more than one contact at each school) for all schools and districts in
region for outreach purposes (include contact names, emails, and phone numbers for
promotion/outreach)

5 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 
❏ New applicants can register and get parent/guardian approval anytime! ​Share this link
https://www.aspirations.org/user/register​ with all new applicants between now and September
1 to jump start the process!

August (continued)
❏ Applicant Liaisons reach out to each new applicant who has started an application, to offer help,
guidance and support.
❏ AspireIT Applications for Spring/Summer of 2021 are due by October 1, 2020​ - Serve as a
conduit for those interested in AspireIT. Educate AiC Leaders and potential Partners on the
AspireIT program. Aide in connecting them together and encouraging them to complete
applications for funding. ​AspireIT Award notifications will be sent November 1, 2020.

September – ​HS, Educator & Collegiate Applications open September 1​st

❏ Coordinate and submit Affiliate Agreement signed by non-profit partner/sponsoring partners.
❏ Hold monthly meetings (more frequent closer to event to connect with committee team
members). Manage finances, budget, and purchases.
❏ Start planning your event​ ​- D
​ o you have an event date?​ Remember, we advise all Affiliates to
plan a virtual event and to have a swag and trophy distribution plan (at least as a back-up for
2020-21).
❏ Continue to identify and recruit potential sponsors
❏ Promote, Promote, Promote the application period! ​Consider creating an internal ‘promotion
schedule’ where you can reach out to contacts and regular intervals throughout the application
period and ensure the message is being spread. Be sure to include emails and follow-up emails
to past recipients/applicants/educators.
❏ Continue seeking new contacts/opportunities for promotion of the application period. ​Who else
can help you get the word out?

October
❏ Hold monthly meetings (more frequent closer to event to connect with committee team
members). Manage finances, budget, and purchases. ​Do you have an event date?
❏ Continue to identify and recruit potential sponsors
❏ Applications chair & Liaisons assist in reaching out to girls if additional information is needed
during the review and selection time including updating bios on the portal.
❏ Provide ongoing outreach to applicants during the application period to encourage completion,
offer help and reminders to complete.
❏ Provide follow-up encouragement/outreach to non-recipients and
non-submitted/non-completed applicants
❏ Check for parental approval and educator endorsement to move from started to submitted.
❏ Invite contacts to sign up as National Reviewers
❏ Confirm event venue (or digital platform) and date

6 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 
❏ Start planning and coordinating the annual award ceremony. ​Remember, we advise all
Affiliates to plan a virtual event and to have a swag and trophy distribution plan (at least as a
back-up for 2020-21).
❏ AspireIT Applications for Spring/Summer of 2021 are due by October 1, 2020

November
❏ HS Applications close November 5 & HS Endorsements are due November 12
❏ HS Application - Educator endorsements and Parent/Guardian approvals are due Nov 12 - no
exception
❏ High School Award Review period (Nov 13-Dec 11)
❏ Create your local award recipient Selection Committee
❏ Continue planning and coordinating the annual award ceremony (be sure to plan a virtual event
and to have a swag and trophy distribution plan at least as a back-up for 2020-21).
❏ AspireIT Award notifications will be sent November 1, 2020.

December
❏ Educator Award Applications close December 7
❏ National Award winners and honorable mention recipients are selected and notified (Jan 11)
❏ Affiliate organizes local HS and educator applications, reviews and selects award recipients
based on AiC award program standards for selection​ - a great way to engage potential or
current sponsors is to invite them to be on the selection committee - it's quite an honor to help
select the recipients. It should be stressed that not just ONE person should be selecting the
recipients (this happens too often) but rather it should be at least 2-3 and more in larger regions.
❏ Continue planning and coordinating the annual award ceremony. ​Do you have an event date?
Due by December 14.​ Please remember to follow CDC guidance for in-person events.
❏ Continue to gather sponsors

January/February/March 2021 
❏ Educator National Applications Open (by invitation only) - January 15-February 15
❏ Affiliate Award HS and Educator recipient​ s​ elections due February 12th​. AiC needs ​at least​ 4
weeks to get trophies and swag to you, so if your event is Feb. 12, you should finalize
selections no later than Jan. 12. Be sure to have a plan in place for trophy and swag
distribution.
❏ Once you submit your selections, verify that they are 100% accurate in the Aspirations portal.
❏ Coordinate local affiliate notifications to recipients
❏ Notify and send publicity kit to awardee schools as affiliate recipients are selected
❏ Follow UP with recipients and make sure each recipient knows they are an award recipient - ​can
be via phone or email and a great time to send a BIO update reminder too!
❏
❏ Certificate of Distinction awardees selected (Feb 19)

7 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 
❏ Regional Affiliate HS Award Notification (Feb 19) and Non-recipient notification (Feb 26)
❏ EA National Award Winner selected - March 26

January/February/March 2021 (continued)

❏ AspireIT Applications for Summer/Fall of 2021 are due by March 15, 2021 - ​Serve as a conduit for
those interested in AspireIT. Educate AiC Leaders and potential Partners on the AspireIT program.
Aide in connecting them together and encouraging them to complete applications for funding.
❏ AspireIT Award notifications will be sent April 15, 2021.

Award Event Season! February through June 2021:

❏ Plan and implement Aspirations Award events. Please remember that the NCWIT AiC guidance is
to plan for a virtual event in 2020-21. If you are holding out for an in-person event, ensure you
follow CDC guidance on in-person gatherings and also plan on a virtual event as a back-up.
❏ Finalize ceremony details​ - Be sure the primary focus of your event is student recognition, not
another event where the Aspirations Award takes second, third or last priority.
❏ Publicize, publicize, publicize
❏ Invite ​all award recipients​, parents, educators, community partners and sponsors, media, etc.
❏ Order trophies. Reminder: NCWIT needs a minimum of 4 weeks to process your trophy order.
❏ Distribute and collect event surveys to award recipients and all event attendees
IF PLANNING AN IN PERSON EVENT:
❏ Arrange catering, photographer, and other event details ​- You do not need to hire a professional
photographer. Invite a student or colleague who enjoys taking pictures

July/August
❏ Summer is the best time to plan and rebuild before the award season
USE the PLANNING GUIDE​!

Post Award Event

❏ Complete all Affiliate Final Reports and Surveys
❏ Fill out and return all reports and surveys to NCWIT. Make a copy for your team, as appropriate
❏ Hold a wrap-up meeting to talk about the season and event. Use this time to begin making plans
for next season too!
❏ If time and committee exists, share and/or hold opportunities for the Aspirations Award
recipients and applicants as appropriat​e
❏ Thank sponsors, donors, committee and all volunteers
❏ Create an album with your Affiliate name and year and upload photos to the NCWIT Flickr site
❏ Hold a wrap-up meeting to talk about the season and event - ​Use this time to begin making
plans for next season too!

8 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 

Post Award Event (continued)

❏ Work with local contacts, partners and advocates in education, industry and nonprofit to
promote all affiliate events such as meetups, workshops, outreach events, AspireIT programs,
and award application periods

YEAR ROUND
❏ Oversight of all committees
❏ Recruiting and committee positions as needed
❏ Program outreach (recognitions, AspireIT & other program opportunities)
❏ Work to build local AiC community partnerships
❏ Work with local contacts, partners and advocates in education, industry and nonprofit to
promote all affiliate events such as meetups, workshops, outreach events, AspireIT programs,
and award application period
❏ Keep connected with recent and past award recipients - ​emailing them once in awhile, offering
tidbits of advice/ideas/notification about events/etc. and keeping them updated about
opportunities developed by the Program Promotion Committee (which might include meetups,
outreach events, serving as an application liaison to assist new applicants and/or an invitation to
serve on a panel at award events).

How to Get the Most Out of the Coordinator Toolkit  

The Toolkit can be accessed through your Coordinator Dashboard. It can also be accessed through the link below:
https://www.aspirations.org/affiliate-team-online-toolkit

Coordinator Toolkit - road map

The ‘toolkit’ is our collection of resources and information located online and is available to you when you login to
aspirations.org​ and go to the Coordinator’s dashboard. The Toolkit has been ​designed to provide you with
information on all parts of the Aspirations program, detailed specifics on how to run the awards season, and
resources to help with promotion. ​It can be found in the right side navigation and is divided into the following
sections: NCWIT - the Big Picture, Affiliate Roles & Responsibilities, and How To…

NCWIT - The Big Picture

● Overview of NCWIT
○ Learn about the history, mission and structure of NCWIT
● Alliances: How NCWIT is Organized
○ A great resource when seeking out other NCWIT members in your area
● Supported Program: Aspirations in Computing
○ Learn the details and components of Aspirations in Computing
■ The AiC Community; HS Award, Educator Award, Collegiate Award and AspireIT
● Overview: Regional Affiliates
○ Learn about the 79 Affiliates and how you/they support Aspirations

9 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 
 

Affiliate Roles & Responsibilities 

● Handbook and Online Tools
○ Access the Team Handbook and online tools & resource links (all compiled in one place)
● Your Role per Program
○ Aspirations (High School) Award
○ Educator Award
○ Collegiate Award
○ AspireIT
○ AiC Community
● Outreach & Promotion Goals
○ Outreach Goals and strategies for HS, Educator and Collegiate Awards

How To……. 
● Connect with Other Affiliates
○ AiC Slack
○ Affiliate Shared Directory
○ Affiliate Directory
● Build Your Affiliate Committee
○ Strategies for recruiting & Guidelines for Committee Structure
● Reach More Applicants
○ Strategies for reaching more applicants - printed resources, school search tools, NCWIT Alliances
and tips on using local media outlets
● Order AiC Resources
○ Details on how to order free resource materials from NCWIT
● Pursue Financial Support
○ Tips on finding and securing partners and sponsors
● Review & Select Award Recipients
○ Guidance on Reviewing and Selecting HS Awardees as well as Notifying Awardees
○ Includes guidance on how to promote diversity in the selection process
● Plan your Award Event
○ An Essential Tool that includes everything you need to know to plan your event - such as tips on
managing attendees, effective event formats, past event ideas, links to powerpoint templates,
talking points for presenters, sample panel question, program templates and much more!
● Master the Details of your Event
○ A detailed checklist for event day to ensure everything goes smoothly
● Wrap-Up the Annual Season
○ The final To Do list once the event has taken place

10 last updated: 8/5/20

   
2020-21 Affiliate Team Handbook 
 
The 2020-21 Aspirations in Computing Award Team 

Edie Cheng, Aspirations in Computing Erika Karsh, Aspirations in Computing

Director Recognitions Program Manager
edie.cheng@ncwit.org erika.karsh@ncwit.org

Bridget Quinn, Aspirations in Computing Lauren Tomkinson, Aspirations in

Regional Affiliate Manager Computing Recognitions
bridget.quinn@ncwit.org Program Coordinator
lauren.tomkinson@ncwit.org

Eva Bradshaw, Aspirations in Computing

Regional Affiliate Manager Susahnn Valente, Aspirations
eva.bradshaw@ncwit.org Helpdesk Coordinator
lauren.tomkinson@ncwit.org

John Kelly, Aspirations in Computing

Regional Affiliate Manager Kate Pickle, Program Manager, AspireIT
john.kelly@ncwit.org kate.pickle@ncwit.org

Kathy Zettl-Schaffer, Aspirations in Tanner Bergamo, AspireIT Program

Computing, Regional Affiliate Manager Coordinator
kathy.zettl-schaffer@ncwit.org tanner.bergao@ncwit.org

Susie Park-Kelly,, Aspirations in Computing Terina-Jasmine Alladin, Community

Regional Affiliate Manager & Affiliate Manager, AiC
Program Coordinator tj.alladin@ncwit.org
susie.park-kelly@ncwit.org

Lyn Swackhamer, Director of Aspirations

Evaluation ​lyn.swackhamer@ncwit.org

11 last updated: 8/5/20