The EYH large group registration is now closed.

All groups should use the EYH lottery process for individuals and groups of 2-6. Individuals and groups of 2-6 students who want to register for EYH use the separate EYH lottery process.

Registration for Large Groups of Students in Grades 6-8 (Groups of 10-20 Students): Three Required Steps

Step 1: Submit a large group application.

New for 2020! The EYH conference will be holding a separate registration process for large groups of students from a single organization. The large group application process is available to groups of 10-20 students in grades 6-8 that operate as a part of a Virginia public school or official, recognized community agency. Please contact us at eyh@jmu.edu if you are unsure whether your group qualifies for this application process. There will be a limit of ONE group application per organization.

Large group applications must be submitted using the online application form linked at the bottom of this section.  The deadline for submission of applications for large groups is Friday, February 7, 2020 at 5:00 pm. You can find a preview of the full application here. Individual student names do not need to be submitted at this time but will be required within approximately one week of receiving an acceptance notification from eyh@jmu.edu.

Submitting an application through the large group application process does NOT guarantee an acceptance for your group in the conference.  Groups that are accepted will have to complete additional steps to finish their conference registrations and secure their spots.  Groups that are not accepted as large groups may enter their students in the online EYH lottery as individuals or multiple smaller groups of 2-6 students, if desired.  The person who submits the large group application will serve as the contact person for the entire group regarding acceptance decisions and instructions. This person will be responsible for making sure that all group members complete all remaining registration steps if the group is accepted.

All complete applications from large student groups will be evaluated using a selection process developed by members of the EYH board. Selection criteria include: 1) lack of year-round access to available resources to involve students in STEM; 2) teacher/staff member commitment to providing instruction in STEM before and after attending EYH; 3) distance from JMU or another university that impedes a group’s availability for attending programs for enrichment in STEM; 4) commitment to provide transportation to/from the event; 5) previous EYH attendance.

Acceptance notifications will be sent via email to the contact person for the group by February 13, 2020. Groups that are accepted will need to confirm their attendance and submit individual student names and additional student information by 9 pm on February 22, 2020. 

The application deadline for large groups has passed. Please enter the EYH lottery instead. 

 

Step 2: Confirm your group's attendance and submit information about the students in your group.

Accepted large groups will be emailed instructions to confirm their attendance and submit the following information for each student in their group: First Name, Last Name, School Name, Home or School Zip Code, Student's Grade, Whether the student has attended EYH before. This information will have to be submitted for all students in the group at the same time. A paper form that can be used to collect this information is posted here. Failure to complete this step by 9 pm on February 22 will forfeit your group's acceptance to EYH.

 

Step 3: Finish each student's online registration by submitting the Online Registration Form by the deadline in the instruction email sent to the group leader. 

Group leaders of accepted groups that have confirmed their groups attendance by the listed deadline will be emailed instructions for having each member of their group complete the online registration form for EYH.  This step is required to secure each student's spot.  Failure to complete the online registration form by the deadline listed in the emailed instructions will forfeit a student's spot at EYH, and this spot will be offered to a student on the waiting list. Completing the online registration form is an individual process for each student. The form will ask for additional contact information, lunch preferences, t-shirt sizes, and the student’s top 6 workshop choices. It is very important that each student makes their workshop selections individually based on their interests. The specific workshops fill on a first-come, first-served basis, so it’s possible that some of the choices will be not be available when a student completes their registration.  Please have backup choices planned and try to complete each student's registration as soon as possible for the widest selection of workshop choices.  

 

Step 4: Complete and submit a Release Form Packet.

The Release and Consent Packet contains liability release documents and consent and assent forms related to program evaluation. Each student must have a parent/guardian complete and sign the release form in order to attend. The consent and assent forms are optional, and further details regarding these documents are included on the front page of the packet.

Completed release forms will be turned in when you arrive at the EYH conference on Saturday, March 21, 2020. All participants will bring their completed forms to the conference check-in table when they arrive on March 21st. Please triple-check that each student has a completed and signed release/permission form with them when they leave for the conference.

Link to Release Form Packet (Coming soon)

 

2020 EYH Registration Timeline (Large Groups)

Friday, February 7 at 5 pm

Deadline for Submitting a Large Group Application

Thursday, February 13

Acceptance Decisions for Large Groups Announced via Email

Saturday, February 22 at 9 pm

Deadline for Accepted Large Groups to Confirm Attendance and Submit Individual Student Names 

By Wednesday, February 26

Accepted Groups That Have Confirmed Attendence by the Deadline Receive Instructions via Email for Accessing the Online Registration Form

Thursday, February 27 (opens 7 pm) – Wednesday, March 4 (closes 7 pm)

Accepted Large Groups That Have Confirmed Attendance Submit the Online Registration Form for each Student to Finish their Online Registration

(Complete this form early for the best selection of workshop choices.)

Saturday, March 21

Completed Release Forms signed by a parent/guardian are submitted at the conference by all fully registered students.

 

 

Registration for Adults Accompanying a Student to EYH

We have plenty of space for accompanying adults, but all adults planning to attend must register for the conference after their student has finished both phases of online registration.  The emailed instructions for accepted students will include information for how to register as an adult accompanying accepted students. Again, adults do NOT need to submit a form during the lottery period as accompanying adults will be invited to register later.


How to Cancel Your Registration or Pre-registration If You Can No Longer Attend

If you discover after registering/entering the lottery that you can no longer attend EYH, it is extremely important that you cancel your registration/lottery entry by emailing eyh@jmu.edu as soon as possible.  No-shows waste our limited financial resources and take spaces in workshops that could be filled with other interested participants.  By canceling your registration if you cannot attend, you help us to accommodate more students and keep EYH free for all participants.

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