How to do it! Awards Timeline/Checklist
Library Awards Planning
Committee:
Each member will select duties from checklist: those will be their tasks for the year
Post duties and assigned committee member names to wiki
**what to do with committee members who supervise students who have been nominated, or colleagues, or subordinates, or bosses?
Timeline:
1st meeting: convening the committee: held in the beginning of fall term (early October). Meeting will cover expectations, assignments, determining the timeline, procedures
March 1st = call for nominations opens officially
March 1st-31st = gather nominations, announcements every week.
4-5 weeks before the event (first week in April?) = distribute nomination packets, members grade before meeting.
April 1st or 2nd week = meet to decide winners
Totten:
There are @125 student workers/year
Design awards nomination form: post doc on wiki
Reminder 1st week of each term: send link to doc on wiki
Send reminder 1 month before awards for library faculty/staff to nominate: send link to doc on wiki
Committee meets 4-6 weeks before event to decide winners
Notification email from awards chair, official letter to students from Karyle Butcher (hasn't been done in a few years (KGD 09)
Confirm date of event with students, ask them to invite their friends/family, ask for RSVP of number to expect
Check nomination criteria: is the graduating sr actually graduating? is the student scholarship nominee actually a graduating sr? If a student has won the previous year and is nominated for a 2nd year in a row that is a consideration when deciding the winners for the current year.
Get student id numbers for scholarships/checks to UABC: need at least 10 business days to process checks/money transfers: Kerrie Cook has index # to charge
Create certificates with edited nomination information in PowerPoint file, send to 4th floor for printing, have KB sign, roll like diploma
Ask student supervisor/person who nominated the student to prepare a short speech highlighting student and photograph for slideshow
KB will introduce each student at ceremony, student supervisor/person who nominated the student will give speech
group photo taken at awards ceremony and added to Messenger
Service Awards:
Contact Kerrie Cook and/or Library HR dept for list of faculty/staff reaching 10, 15, 20, 25, 30, etc + year milestones of service as of May 1st of the current year.
Contact printing & Mailing to request certificates to be printed/framed: the certificates will have President's signature: KB signature?
Gift certificates from OSU Bookstore:
10 years = $20
15 years = $30
20 years = $40
25 years = $50
30 years = $60
Request OSU Bookstore certificates from UABC: give her a deadline: need at least 10 business days to process
Notify supervisors & faculty/staff they have reached a service milestone
Excellence Awards:
There are @80 faculty/staff at library
Design awards nomination forms for outstanding project, faculty, and staff: post doc on wiki
Reminder 1st week of each term: send link to doc on wiki
Send reminder 1 month before awards for library faculty/staff to nominate: send link to doc on wiki
Kerrie Cook gathers all nominations and sends them (in electronic form) to committee: photocopy packet of nomination forms, distribute to all members, members grade nominations before in person meeting, meet to decide (see timeline above).
Committee reviews and meets 4-6 weeks before event to decide winners
Notify supervisors & faculty/staff they have won an award
Confirm date of event with winners
Gift certificates: $50 American Dream Pizza for outstanding projects, $50 OSU Bookstore for individuals
Need at least 10 business days to process gift certificates: Kerrie Cook has index # to charge
Create certificates with edited nomination information in PowerPoint file, send to 4th floor for printing, have KB sign, roll like diploma
Ask nominator to prepare a short speech highlighting project/individual
KB will introduce each student at ceremony, student supervisor/person who nominated the student will give speech
Event:
Reminder 1st week of every term, weekly reminders for month before
Set date by February 1st: send to LAMP to have them put it on their schedules OR mid-April once we know student winners & their schedules [will be mid-May, give 2 weeks with W/Th dates]
Reserve staff lounge and/or Willamette East & West by February 15th
Decide on menu and place order by March 1st: catering for drinks/linens/cake/balloons: contact catering or American Dream for food
Estimated numbers for food orders: combined event = @75, students = 40, faculty = 30, faculty/staff = ?
For American Dream ordering: 70 people, 10 pizzas (1 with no cheese, 5 pizzas = vegetarian)
For catering cake = 1/2 sheet
Send event reminder to LAMP, winners' supervisors, winners 4 weeks before event
Design program with winners' names, include recognition of faculty/staff scholarship and service for the year (publications, service, presentations) 4 weeks before event
Send program to Printing/Mailing 2-3 weeks before event
Program alternative: pull information from Drupal: scholarship recognition/achievements (presentations, other awards, poster sessions, publications, grants): email staff to update their profile page. [Is there an LFA web page to refer people to?]
Confirm dates for Karyle Butcher/Faye Chadwell with Kerrie Cook 2 weeks before event
Confirm dates with winners and their supervisors 2 weeks before event
Send skeleton outline of event schedule to Karyle Butcher (via Kerrie Cook) 10 days before event: why we are here, who we are honoring: time estimates, who does/says what during event
Room set-up:
Decorations: 2 sets of 8 or 9 orange and black balloons; Congratulations banner on library easle/stand
Set-up crew for room: move tables/chairs: draw/attach map of room lay-out: extra chairs in Spec Coll (Kerrie Cook has key): polycomm for Bend/Newport staff: seating for winners at front: space for pictures of winners
Set-up crew for food
Clean-up crew for room
Clean-up crew for food
Final email message thanks and invitation for new committee members: 2008 example
Survey attendees?