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Calendar of Activities

September 

  • All Awards Committee and Subcommittee Member appointments begin.
  • The Awards Committee Co-Chairs begin communicating with Subcommittee Chairs and Members via SAA Connect, which also operates as the awards discussion email list archivists-awardscmte@ConnectedCommunity.org. All Chairs and Members are automatically added to the list by SAA. Members should make sure that their contact information (mailing address, e-mail and telephone number) is up-to-date in the SAA database. 
  • All Awards Subcommittee Chairs and Members acquaint themselves with the Awards Committee microsite and descriptions for Awards and Scholarships on the SAA website. 
  • Incoming Subcommittee Chairs and outgoing Subcommittee Chairs should be in touch with each other regarding any advice or information, as needed for a smooth transition.
  • Prior award cycle recipients are announced in an article in the September/October Archival Outlook. Information also is added to other SAA communication outlets (e.g., In the Loop, website, social media, etc.)

October 

  • Subcommittee Chairs lead the development of a publicity plan for disseminating and promoting information relating to their awards. See Publicity and Promotion

November/December

  • Subcommittee Chairs and Members implement the publicity and promotion plan to encourage as many nominations as possible for their respective awards. 
  • Subcommittee Chairs ensure that the plan is followed by Members.
  • Awards promo disseminated by SAA (e.g., in November/December Archival Outlook, In the Loop, social media, and other venues).

January

  • New Subcommittee Members receive their login information from SmarterSelect. If you do not receive this information, reach out to the Awards Committee Co-Chairs.
  • Subcommittee Chairs and Members continue to send publicity and/or reminders about award nominations according to the publicity plan. See Publicity and Promotion
  • SAA staff continue to promote awards through In the Loop, the SAA website, social media, and email lists.

February

  • SAA staff continue to promote awards through Awards promo published in In the Loop, with links to SAA website, social media, and email lists.
  • Awards Committee Co-Chairs and SAA staff will communicate if the number of applications for any of the awards are concerningly low and then communicate that to the appropriate Subcommittee Chair who will work to develop a plan to increase nominations.
  • February 28: Deadline by which all nominations must be submitted via the online award submission system, SmarterSelect. Exception: the Fellows’ Ernst Posner Award is exempt from the February 28th deadline because there are no nominations for this award. 

March 

  • SAA gives all Subcommittee Chairs and Members access in SmarterSelect to view applications for each award in that Subcommittee’s purview. See Training on SmarterSelect
  • Subcommittee Chairs lead the Subcommittee Members in planning for the evaluation and selection of award recipients. This includes:
    • Communicating how applications will be evaluated
    • Reviewing application eligibility for each award
    • Ensuring check-ins with the Subcommittee Members for steady progress
    • Establishing deadlines that must be met
    • Reviewing the rubric in SmarterSelect for each award (if adjustments are needed, contact the Awards Committee Co-Chairs and SAA Staff)
  • Subcommittee Members will evaluate each application according to the criteria in the award descriptions and eligibility guidelines through SmarterSelect.
  • Awards Committee Co-Chairs will stay in regular communication with Subcommittee Chairs to ensure progress, answer questions, or provide other support for Subcommittees as needed. 

April

  • Subcommittee Chairs and Members continue to evaluate applicants.
  • Awards Committee Co-Chairs continue to have regular communication with Subcommittee Chairs to ensure steady progress and support Subcommittees as needed.
  • April 24: Deadline for Subcommittee Chairs to notify the Awards Committee Co-Chairs and the SAA Awards email address of their decision.
  • Awards Committee Co-Chairs and SAA staff ensure that one individual/group is not selected for multiple awards/scholarships. If there are any discrepancies, these will be communicated to Subcommittee Chairs by May 1.

May

  • May 1 (may change annually): Subcommittee Chairs communicate the following to all award recipients and nominators:
    • Notification of award via email using SAA Awards Committee templates as guides. Upon request by a recipient or nominator, Subcommittee Chairs may use the SAA Digital Letterhead.
    • Request any needed information to complete the award citation and press release that must be submitted by May 8.
  • Subcommittee Chairs notify an email/letter of regret to the nominators for award applications that were not selected. 
  • May 8: Deadline for Subcommittee Chairs to submit citations for each award recipient (approximately 150 words), which SAA staff will use for press releases, announcements on the website, social media, and during the Awards Ceremony. Make a copy of the SAA Awards Committee Press Release Form.
  • Subcommittee Chairs solicit feedback from the Subcommittee and provide feedback to Awards Committee Co-Chairs. 

May-June

  • SAA prepares news releases (based on citations) and submits them for review and approval by award recipients. Award recipients provide SAA with a list of outlets to send releases. SAA disseminates news releases.
  • SAA publishes a general announcement to the website and updates the Award Recipients website and the individual Award Descriptions webpages with the new award recipient names.
  • 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 distributes scholarship checks to educational institutions (not to scholarship winners) prior to the end of fiscal year on June 30.
  • SAA distributes checks for cash prizes for awards (must be done prior to end of fiscal year on June 30).

July

  • For an onsite ceremony, SAA will bring plaques, award certificates, and applicable prize checks for distribution. If an awardee is unable to attend the Annual Meeting, SAA will dispatch the applicable prize to them.

August

  • Awards recognitions continue to be promoted through a variety of communication channels at SAA Annual Meeting.
  • The Awards Committee meets during the SAA Annual Meeting or virtually around the time of the Annual Meeting to encourage as many Subcommittee Members to attend as possible. Awards recognitions celebrated during SAA Annual Meeting.
  • Awards Committee Co-Chairs prepare and send annual meeting minutes and an Annual Report to the SAA Council liaison and SAA Governance, with a copy to the committee’s discussion list: awards-committee@forums.archivists.org.