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All subcommittee (selection committee) appointments are completed.
The Awards Committee Co-chairs begin communications via the awards discussion list: archivists-awardscmte@ConnectedCommunity.org. All awards committee members are automatically added to the list. Members should make sure that their contact information (mailing address, e-mail and telephone number) is up-to-date in the SAA database.
Awards Committee Co-chairs solicit information for any changes that subcommittees wish to make to their awards webpages, criteria, or nomination forms.
Awards Committee members should acquaint themselves with the Awards Committee microsite as a great source of information that includes many resources for all subcommittees (you must login to access this info). In addition, award descriptions are perpetually available on the SAA website here.
New subcommittee chairs and outgoing subcommittee chairs should be in touch with each other regarding any advice or additional material not already posted to the microsite (e.g., citation, email to winner, email to nominees, publicity and marketing examples).
Article on current year award recipients appears in the September/October Archival Outlook. Information also is added to other SAA communication outlets (e.g., In the Loop, website, social media, etc.)
All subcommittees should begin discussions on where to advertise and promote their respective SAA award. Develop a plan for disseminating information about the award and encourage nominations using a variety of mediums.
All subcommittees implement plans to encourage nominations.
Awards promo disseminated by SAA (e.g., in November/December Archival Outlook, In the Loop, social media, and other venues).
New subcommittee members should receive their login information from SmarterSelect.
All subcommittees continue to send publicity and/or reminders about award nominations to venues and via their own networks.
Awards promo published in In the Loop with links to SAA website.
Social media and listservs also used by SAA staff to promote awards nominations.
SAA home page highlights awards competition.
In the Loop includes promo about Awards competition with links to SAA website. Social media and other outlets used for ongoing promotion.
February 28: Deadline by which all nominations must be submitted via the online award submission system.
(The exception is the Fellows’ Ernst Posner Award for best essay in most recent volume of
American Archivist because there are no nominations for this award.)
March 1: Awards subcommittees are provided access to submissions via SmarterSelect (the online award submission system) and can begin their evaluations. (Fellows’ Ernst Posner Award subcommittee begins reviewing essays from previous volume of American Archivist.)
April 24: The date by which all subcommittee chairs notify the Awards Committee Co-chairs and the SAA Awards office of their decision. Awards Committee Co-chairs ensure that one individual/group is not selected for multiple awards/scholarships.
May 1 (for 2024, may change annually): The date when all Awards subcommittees contact awardees and other applicants. Please CC the Co-chairs and SAA Awards on all notification emails.
May 8: Deadline for subcommittees to submit completed award citations to Awards Committee Co-chairs and SAA Awards. The press release form (pdf) should be filled out with the following information:
By the end of May: SAA prepares news releases (based on citations) and submits them for review and approval by award recipients. Award recipients provide SAA with list of outlets to send releases. SAA disseminates releases.
SAA adds general announcement to website under Awards Competition and recipients’ names to each specific recognition.
SAA orders awards plaques (allow 4-5 weeks for production).
SAA prepares award certificates.
SAA sends information regarding how recognitions will be celebrated during the SAA Annual Meeting to the Awards Committee via the discussion list (archivists-awardscmte@ConnectedCommunity.org) and in a separate message to award recipients.
SAA cuts scholarship checks to educational institution (not to scholarship winners) and mails to educational institution (must be done prior to end of fiscal year on June 30).
SAA cuts checks for cash prizes for awards (must be done prior to end of fiscal year on June 30).
SAA Vice President appoints next Awards Committee Co-chair and new subcommittee members as needed for next awards cycle. Incoming and outgoing subcommittee chairs should be in contact with each other to ensure a smooth transition.
For an onsite ceremony, SAA to bring plaques, award certificates, and applicable prize checks for distribution. (If an awardee is unable to attend the Annual Meeting, SAA will dispatch applicable prize to them.)
Awards recognitions continue to be promoted through a variety of communication channels at SAA Annual Meeting.
Awards Committee meets during SAA Annual Meeting. All Subcommittee members are encouraged to attend.
Awards recognitions celebrated during SAA Annual Meeting.
Awards Committee Co-chairs prepare and send annual meeting minutes and an Annual Report to the requested email address, with a copy to the committee’s discussion list: awards-committee@forums.archivists.org.