LSAMP at the Smithsonian

LSAMP Winter Workshop
7 - 12 January 2001

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*  *  *    COVER LETTER    *  *  * A summary of where to find the on-line cover letter form and what to include when applying for participation in the '01 Winter Workshop - - Scientific Partners: Joining the Smithsonian Community

at the Smithsonian

1.    To go directly to the on-line cover letter form - - click HERE - - to go directly to the on-line location to prepare and submit the Cover Letter.  NOTE:  For the LSAMP at the Smithsonian '01 Winter Workshop we will be utilizing the Research Training Program "Cover Letter" on-line form.  For item #1 be sure to indicate "other" and record "LSAMP Winter Workshop" in the "please specify" section to ensure that documents for the '01 Winter Workshop are directed to the correct destination.

2.  Learn more about the LSAMP Cover Letter requirement. 

     Why is a cover letter required? 
     Who should submit a cover letter?
     What should be included in the cover letter? 
     How long should the cover letter? 
     What are the technical notes about adding text to the on-line form? 
     Can the cover letter be changed after it's been submitted? 
     What is the select a program requirement? 
     What is a Personal Identification Number?

WHY IS A COVER LETTER REQUIRED?

The most critical part of the application materials required for petition to participate in the LSAMP at the Smithsonian '01 Winter Workshop is the cover letter. Because only 20 teams will be selected from the 27 LSAMP Center nominations, the cover letters submitted by LSAMP Center team nominees will serve as one of the key factors in determining which teams are selected for participation in the workshop.

WHO SHOULD SUBMIT A COVER LETTER?

Both members (student and administrative representative) of the nominated LSAMP Center team must submit a cover letter as part of the application documents.

WHAT SHOULD BE INCLUDED IN THE COVER LETTER?

This one-page letter provides an opportunity for students and LSAMP Center representatives to define their interest in participating in the workshop, include pertinent information not requested in the application form, and offer insight into their natural history background and interests.

We are especially interested in what individuals hope to gain by participating in this workshop and what resources and research expertise Smithsonian scientists can contribute toward your career aspirations.

Center administrative representatives should also include a statement describing their LSAMP affiliation and their duties and responsibilities within the LSAMP network.

The cover letter must be prepared in English by the applicant.

HOW LONG SHOULD THE COVER LETTER BE?

The cover letter should be no more than one page long.  There is no word count limit or suggestion.  Applicants are encouraged to use their best discretion in interpreting these general guidelines. 

TECHNICAL NOTES ABOUT ADDING TEXT TO THE ON-LINE FORM

When entering text directly into the on-line form, be aware that not all browsers offer the word wrap option compatible with the RTP site programming. All text entered will print as a complete, formatted document, regardless of how it may appear on-line.

Do not include graphics, special fonts, etc. as part of the cover letter. All cover letter output will default to the same font and point size, imposed by the programming. Special formatting included in the cover letter can compromise the integrity of the text and generally does not transfer.

MODIFYING ELECTRONIC TEXT SUBMITTED ON-LINE AT THE RTP WEB SITE

Cover letter text entered on-line at the RTP web site may be modified, or completely replaced, up until the application deadline (1 December 2000). After the application deadline, accept and modify functions will automatically be turned off and new entries or modifications will not be added to the current year files.

To review or modify text prior to the application deadline, go to the Review Current Applicant status section, select "Other" to direct your inquiry to the appropriate database, then select the application part to view (application form or cover letter).  To edit your entry, enter your Personal Identification Number and your most recent entry will appear. To modify this text enter your corrections and click the submit button at the bottom of the screen. The old text will automatically be replaced by the new entry.

NOTE: It is not possible to retrieve previous text entries once new text has been accepted by the system!

SELECT PROGRAM

The on-line application for the LSAMP at the Smithsonian '01 Winter Workshop utilizes the same application forms as the Research Training Program summer session.  To direct materials to the appropriate destination, be sure to click the "other" option for item #1 and indicate "LSAMP Winter Workshop" in the "please specify" section. 

Identifying the appropriate program is critical to directing materials to the correct electronic file.

WHAT IS THE PERSONAL IDENTIFICATION NUMBER?

To match nominees accordingly in the electronic system, all applicants must select and enter any unique 9-digit number (e.g. social security number). This number serves as an Application Identification Number electronically linking all materials submitted and allowing access to previously entered data.

This same EXACT number must be entered by applicants to review or update application documents.

The electronic system records the number exactly as entered the first time an applicant registers their file including the use of dashes, dots, spaces, etc.  Because this can become unnecessarily problematic, applicants are encouraged to use only numeric characters and avoid other elements in the Applicant Identification Number.

Applicants who do not submit materials electronically, and do not identify an Applicant Identification Number, will randomly be assigned a number.

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