Spring Family Weekend – Saturday Morning
Information and Timelines for Departments or Student Organizations with Questions
General Information and Department Restricted Scholarships
- At the convocation, invited students are called forward to stand with President Anderson, receive their designated award (as applicable) and have their picture taken with the president.
- Each major, program, and/or organization selects only one award for invitation/presentation at the convocation; other awards are honorably listed in the program booklet but the recipients are not invited to the convocation. (Only invited students who attend the convocation are verbally recognized.) Exceptions are considered with approval from the Associate Vice President for Academic Affairs, Student Academic Issues.
- In all cases, full legal names are requested; no nicknames. Middle initials, middle names, and student ID numbers are also requested for proper identification when students are invited to attend the convocation.
- Department Restricted Scholarships are sent to department chairs from Student Financial Services.
January – Call for recipients, department representatives, and awards
- Academic Affairs requests names of students to be invited to the convocation including those listed in the program only (see above).
- Invited students are to complete a biographical data form which is used for script and mailing purposes.
- Academic Affairs requests academic department honor society rosters that are listed in the program booklet only. These students are not invited to the convocation therefore biographical data forms are not required.
- Academic Affairs requests names of department representatives to be present at the convocation.
- Phi Beta Kappa students do not receive an award at the convocation but are called forward individually to stand as a group to be recognized. Also called forward individually to stand as groups (receiving an award) are the Goldwater Scholarship Nominees, Mach Family, and University Scholar recognitions. Students in all of these groups are to complete either the full or an abridged biographical data form which is used for script and mailing purposes.
Academic Affairs requests awards that are to be presented at the convocation (invited) from academic departments, certain student organizations, and other campus offices.
February – Invitations and Reminders
- Invited students and their families are notified of the student’s inclusion in the convocation. Students are asked to RSVP; deadline is approximately four weeks.
- Reminders regarding student honorees, department representatives, and/or awards are sent after initial requests through deadline date(s).
Awards – General Information
- Awards are typically a plaque, certificate, or book; a congratulatory letter from the awarding department/organization is also sometimes given.
- Student Financial Services strongly urges that awards be given in the typical fashion of a plaque, certificate, or book so that the student's financial aid package is not affected.
- IMPORTANT NOTE: Awards given to students in the form of a check will be reported to Student Financial Services and may affect the applicable student's current financial aid package resulting in an unexpected balance owed on the student's account.
- If the department insists on providing an award in the form of a check, then the department should advise the student to confirm with Student Financial Services regarding any potential effects on their financial aid package before cashing/using the award. Questions regarding this policy should be directed to Glendi Gaddis in Student Financial Services.
- Awards provided in cash and/or gift cards are not allowed.
- All awards should be submitted to Academic Affairs wrapped in plain white paper; a plain white bow is optional. Wrapped gifts and/or envelopes should be clearly and neatly labeled with the students’ name, the name of the award, and the name of the awarding department/organization.
- Plaques are presented as is – no wrapping.
- If the actual award item is unavailable by the due date, the awarding department/organization should prepare a letter of explanation to the award recipient and place it in a plain white envelope, labeled as described above which will be presented to the student in lieu of the actual award at the convocation.
- If it is known prior to Academic Affairs receiving the award that the student will not be attending the convocation, keep the award item and present it at a later time convenient to your department/organization.
- Any awards not presented at the convocation due to students being unable to attend (or no shows), Academic Affairs will ask the students to pick up the award. After a reasonable amount of time, departments will be contacted to pick up the award and present it at a later time convenient to your department/organization.
Program – Ushering for the convocation will be provided by volunteer members of the Student Ambassadors. Ushers are asked to arrive at the Chapel by 8:00am and may leave shortly after the program begins at 9:00am. Tasks include distribution of programs at the doors and assisting families with seating. Ushers should remove the ropes reserving seats for the student honorees five to ten minutes before the convocation begins.
Interdisciplinary Programs follow the same guidelines as outlined for Disciplinary Honors.
Disciplinary Honors – each academic department selects only one award for invitation/presentation at the convocation; other awards are honorably listed in the program booklet but the recipients are not invited to the convocation. (Only invited students who attend the convocation are verbally recognized.) Combined awards include the Frances K. Hendricks Fine Arts Award (ARTH, HCOM, MUSC) and the Outstanding Senior in Biochemistry and Molecular Biology (BIOL and CHEM). Both are considered recognized, including a presented award. All other departments either offer specifically named awards or “Outstanding Junior/Senior” recognitions. Additional awards listed in the program are at the discretion of the departments and are considered not invited to the convocation. All awards to be presented are the responsibility of the awarding department and should be proofread for accuracy (certificates and plaques) prior to delivery to Academic Affairs.
University Awards and National Scholarships provided by the Trinity University Alumni Association, Chapel, Campus & Community Involvement, and Trinity University Women’s Club each provide a plaque, certificate, or other honorarium for these recognitions. Goldwater Scholarship Nominees receive a letter generated by Academic Affairs. Mach Family and University Scholar students receive an award. [As noted above, Phi Beta Kappans do not receive an award at the convocation but are called forward individually to stand as a group to be recognized. This is separate from any other scheduled PBK Event]
Membership of Campus Honor Societies – The following typically have current roster lists/inductees listed in the program booklet:
- Phi Beta Kappa
- University Scholars
- Alpha Lambda Delta National Honor Society
- Alpha Epsilon Delta (Pre-Med)
- Alpha Kappa Delta (Sociology)
- Delta Phi Alpha (Modern Languages & Literatures/German)
- Eta Sigma Phi (Classics)
- Kappa Mu Epsilon (Mathematics)
- Lambda Alpha (Anthropology)
- Lambda Pi Eta (Speech)
- Omicron Delta Epsilon (Economics)
- Omicron Delta Kappa
- Pi Delta Phi (Modern Languages & Literatures/French)
- Pi Kappa Lambda (Music)
- Pi Sigma Alpha (Political Science)
- Sigma Delta Pi (Modern Languages & Literatures/Spanish)
- Sigma Gamma Epsilon (Geosciences)
- Sigma Pi Sigma (Physics)
- Sigma Tau Delta (English)
- Upsilon Pi Epsilon (Computer Science)