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STUDENT CHAPTER-OF-THE-YEAR AWARD
E-SUBMIT
GUIDELINES
NOMINATIONS
REPORT FORM & CHECKLIST
The Student Chapter-of-the-Year Award was established in 1986. It is administered by the Chapter Assembly.
1. Nature of the Award
1.1 The award shall consist of a certificate for the student chapter, and a certificate for each member of the governing body of the student chapter.
2. Purpose of the Award
2.1 The purpose of this award is to recognize outstanding student chapters for the participation in, and contributions to, the American Society for Information Science and Technology and the
advancement of information science.
3. Eligibility
3.1 All ASIS&T student chapters in good standing are eligible to receive this award. There is no limit on the number of times a student chapter may win the award, and more than one student
chapter may win in a given year.
4. Administration
4.1 The Student Chapter-of-the-Year Award is sponsored by the Society-at-Large and is administered by the Chapter Assembly.
5. Nominations
5.1 The Student Chapter Annual Activities Report and Student Chapter-of-the-Year Criteria and Checklist and attached documentation shall comprise the nomination package.
5.2 Six copies of the completed nominations must be returned to ASIS&T Headquarters by May 31.
5.3 Nomination packages may not be used again; a new nomination package must be completed each year.
6. Jury Committee
The Student Chapter-of-the-Year Award Jury shall be composed of five members, with appointment intervals of one year. The Jury to judge the nominations shall consist of the Chapter Assembly
Representative for Student Chapters, who shall serve as chair; one member from the Education Committee, to be appointed by the Education Committee Chair; one member from SIG/ED, to be appointed by the SIG/ED Chair; and two
members to be chosen by the ASIS&T President.
6.2 Members of the Jury may serve a second term, if reappointed.
7. Selection of the Awardee
7.1 The Jury shall make their decision, based upon the documentation submitted.
7.2 Each voting juror assigns points to each student chapter nomination, based on
the criteria and weights used in the evaluation of the nomination form, and transmits each student chapter's total to the Jury Chair.
7.3 The Jury Chair totals the points from all jurors, and the winner is the student chapter with the highest total score. If the first and second place student chapters have less than ten points
difference in total score, a tie shall be declared, with both student chapters receiving the award.
7.4 The Jury Chair shall notify the Chapter Assembly Director, the Chair of the Awards and Honors Committee, and the ASIS&T Executive Director that a winner has been declared by the 30 days
before the start of the ASIS&T annual meeting.
7.5 The Jury Chair shall provide a 50-250 word abstract, stating why the award was given. This abstract will be used to publicize the award. Material for this abstract can be taken from the voting
rationales provided by the members of the jury.
7.6 The Jury Chair shall submit the nomination packets and the results of jury deliberations to ASIS&T Headquarters, after selection of the awardee(s) has been completed.
8. Presentation of the Award
8.1 The award shall be announced and presented to the Student Chapter Chair or delegate by the Chapter Assembly Director at the banquet of the annual meeting of the Society.
8.2 The winner of the Student Chapter-of-the-Year Award is kept secret, known only to the Jury Chair and the ASIS&T Executive Director, until the award is presented at the banquet.
9. Publicity
9.1 The award shall be publicized through the Bulletin of the American Society for Information Science and Technology and in Chapter Notes. Press releases may be sent to additional sources
suggested by the winning chapter. Publicity is the responsibility of ASIS&T Headquarters.
10. Deadlines
10.1 ASIS&TT Headquarters and the Jury Chair shall solicit nominations from the student chapters by June 15.
10.2 Nominations are due to ASIS&T Headquarters by May 31.
10.3 Selection shall be made and the Chapter Assembly Director, the Chair of the Awards and Honors Committee, and the ASIS&T Executive Director shall be notified that a winner has been
declared by 30 days before the start of the ASIS&T annual meeting.
10.4 Appointments to the Jury Committee shall be made in advance of the award year and no later than the start of the ASIS&T annual meeting.
STUDENT CHAPTER ANNUAL ACTIVITIES REPORT
-AND-
STUDENT CHAPTER-OF-THE-YEAR CRITERIA AND CHECKLIST
STUDENT CHAPTER NAME:
This package is being submitted as
___ our required activities report only
___ our self-nomination for the Student Chapter-of-the-Year Award
CHAIR
VICE-CHAIR
SECRETARY
TREASURER
ASSEMBLY REPRESENTATIVE
ALTERNATE ASSEMBLY REPRESENTATIVE
NEWSLETTER EDITOR/PUBLICATIONS CHAIR
MEMBERSHIP CHAIR
OTHER OFFICERS (please specify)
Year covered: July 1, 200__ to June 30, 200__
Please submit six complete sets of documentation to ASIS&T Headquarters by May 31
STUDENT CHAPTER-OF-THE-YEAR CRITERIA AND CHECKLIST
I. MEMBER-RELATED CRITERIA 15 points
A. Membership
Membership at year begin ________
Current membership ________
Net increase (decrease) _______
Retained Members ________
New Members ________
Number of members active locally ________
Number of members active/visible
in state, local, federal affairs ________
Programs for recruitment, techniques of welcome and encouragement of participation:
Programs for retention, techniques of welcome and encouragement of participation:
II. CHAPTER ACTIVITIES 40 points
Meetings (list all meetings with dates and number of attendees for each meeting; describe any special welcome to new members, students, or first-time
attendees. May indicate benefits to members and varieties of meetings).
Total number of meetings ________
Number of cooperative ventures with other
organizations ________
High attendance ________
Low attendance ________
Average attendance ________
Ratio average attendance to membership ________
High number of guests ________
Low number of guests ________
Average number of guests ________
Special events (institutes; seminars; conferences; sponsored programs or events held at ASIS&T annual or mid-year meetings; activities aimed at
attracting student members or in conjunction with any local student chapters; cooperative ventures with other organizations).
Projects and Programs
Placement service
Special projects (career guidance; service to institutionalized; promoting ASIS&T and information science; assisting the community; referral service;
etc.). Describe extent of member participation in each:
Public relations (news releases; community programs)
Annual and mid-year meetings hosted; cosponsored with other organizations
Other Projects
III. COMMUNICATIONS 15 points
Chapter
Number of newsletters (attach copy of each) July 1, 200__ to June 30, 200__
Attach any special publications, fliers, etc.
Minutes kept at meeting? _____
Minutes kept for committee meetings? _____
Special publications (directories, proceedings, etc; describe and/or attach copies)
National
Were financial reports submitted on time? _____
Were they in proper format? _____
Was the annual report submitted on time? _____
Was it in proper format? _____
Do your newsletters receive proper
national distribution? _____
IV. FINANCIAL 15 points
Health of chapter (attach a copy of the chapter's annual financial report for the last ASIS&T fiscal year - October 1 through September 30). Please note
useful expenditures for local and national membership; any increase in financial health.
V. AWARDS 5 points
Awards received by the Chapter (date given; purpose; nature of award)
Awards given by the Chapter (date given; purpose; nature of award)
VI. ADMINISTRATION 10 points
Was your Chapter data submitted in a timely matter to headquarters and Assembly Director?
VII. SOCIETY SUPPORT ACTIVITIES
Contribution to ASIS&T Development Fund $ ________
Number of institutional members recruited _________
Did your chapter provide any volunteer services to headquarters? _________
Please describe your follow-up efforts on non-renewed members.
VIII. PERTINENT CORRESPONDENCE (attach all copies)
IX. OTHER (attach documentation of other relevant activities as described in the Chapter Officers manual)
Report submitted by (please print) ______________________________________
Chapter office held __________________________________________________
Signature _______________________________ Date______________
Please submit six (6) copies of Checklist with documentation to:
Chair, Student Chapter-of-the-Year Award Jury
American Society for Information Science and Technology (ASIS&T)
1320 Fenwick Lane, Suite 510
Silver Spring, MD 20910-3602
[Approved by Board: 10/31/91] [revised 5/02]
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