Student Chapter of the Year


**Electronic Submission Page**

 

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 Association 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 Completed completed nominations must be submitted via the START Conference Manager by July 1.

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 submitted via the START Conference Manager.

7.3 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.

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.

9. Publicity

9.1 The award shall be publicized through the Bulletin of the Association for Information Science and Technology. 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&T Headquarters and the Jury Chair shall solicit nominations from the student chapters by July 15.

10.2 Nominations are due to ASIS&T Headquarters by July 1.

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 documentation via the START Conference Manager by July 1

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 summit; 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 or provide urls) 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 10 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 5 points

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 Checklist with documentation via the START Conference Manager to the Chair, Student Chapter-of-the-Year Award Jury.


[Approved by Board: 10/31/91] [revised 6/08]