RUSA Guide to Policies and Procedures
Chapter 7: Awards
RUSA awards recognize outstanding achievement by individuals and/or institutions in the library profession. These awards honor librarians, publishers, libraries, and authors for significant current or past achievements such as publications, program development, and leadership in the profession. All RUSA awards must conform to the guidelines contained in the Awards Manual of the American Library Association. Awards include a citation and/or a cash award. RUSA awards may be made to individuals or groups. Depending on the terms of the award, recipients need not necessarily be members of RUSA.
Information on submission and applications forms is available from the RUSA office. The deadline for application for most awards is December 15. Awards are presented at the following ALA Annual Conference. For information about current committees and past award recipients, go to the Awards page of the RUSA Web site.
Committee responsibilities
RUSA awards may be administered at the section, committee, or division levels. Any committee administering a RUSA award is responsible for the following:
- establishing the terms of the award, including the nomination criteria and selection process
- publicizing the award and criteria for nomination
- posting calls for award nominations on appropriate electronic discussion lists
- identifying ways to encourage award applications
- working to ensure a good pool of applications
- nominating candidates for award consideration
- selecting, notifying and announcing recipients of the award
- compiling information for a press release about the recipient and forward it to the RUSA office
- writing the citation (if one is to be presented). Citations should not exceed 150 words.
- working with the donor(s) to ensure that support for the award remains available, and that the purpose of the award is agreeable to both the donor(s) and to RUSA
- reviewing the purpose and procedures of the award
RUSA staff responsibilities
RUSA staff will assist committees with the awards process. RUSA staff are responsible for the following:
- assisting in the establishment of any new awards by providing information on current RUSA awards and interpretation of award policies and procedures
- ensuring that RUSA awards are publicized along with other ALA awards
- assisting with printing of citations and by preparing plaques and any other materials needed for an award
- ensuring that awards are periodically reviewed by the RUSA unit responsible for their administration
Selection
Designated RUSA Awards Committees review applicants and nominees for the respective awards. Although work may take place year round, final selection of award winners is made at a closed meeting of the committee at the ALA Midwinter Meeting. Awards committees must strictly adhere to the selection criteria established for the award. All RUSA award winners are announced on the RUSA Web page, on RUSA-L, in RUSA Update, and in RUSQ. All RUSA award procedures stipulate that committees should not be compelled to make awards in years when suitable candidates have not been identified.
Funding
Cash recognition awards should not be less than $3,000. Recurring funding for an award must include an amount to cover the costs of the award's administration. The administrative funding is used to cover the cost of publicity and to reimburse RUSA staff time. Award donors must be willing to provide sufficient funding to cover the cost of the award and its administration. The amount of administrative funding needed for an award should be determined in consultation with RUSA staff prior to the establishment of an award and is currently set at a minimum of $600.00. Conference travel awards should not be less than $1,000 and must provide an annual administrative fee of $250. Source: RUSA Board Jan., 2000; reaffirmed by RUSA Executive Committee, October, 2006
RUSA awards coordinating committee
This Committee assists all the awards committees of the division by serving as a clearinghouse for information about awards policies and procedures. Members of this Committee provide orientation for new committee chairs. The Coordinating Committee is also responsible for reviewing new award proposals before presenting them to the RUSA board for approval.
RUSA awards ceremony and reception
RUSA award presentations are made at a special ceremony and reception during the ALA Annual Conference, typically on Monday afternoon following the RUSA President's program. The President solicits donations to underwrite the reception and presides at the awards ceremony.
Establishing new awards
Any RUSA committee, section or other group may propose the establishment of a new RUSA award. However, care should be taken to make certain that the purpose of each award is not duplicated. The number of RUSA awards should remain limited however to ensure that the prestige of each award is not diluted.
All proposed RUSA awards must be reviewed by the RUSA staff and must also be approved by the RUSA Awards Coordinating Committee, the RUSA Board of Directors and the ALA Awards Committee. Proposals for new awards should include the following information:
- name of award. The name should reflect the nature of the award and also recognize the donor.
- definition and criteria of award. Specify the person(s) or group(s) eligible to receive the award, the purpose(s) for which the award will be given, and a brief outline of the criteria to be followed in selecting a winner.
- number and frequency of award. Designate the number of possible recipients at any one time and how frequently the award is presented.
- selection of committee to administer the award. Indicate the person who appoints the committee to administer the award. Include particular group or groups, if any, from which committee members will be chosen. State the number of committee members and any special qualification needed by the jury members.
- deadline for nomination of candidates. Specify the form that nominations may take as well as the method for delivering nominations (such as by mail, web page, email, phone, etc.). The deadline for nomination should be December 15. The dates of the Midwinter Meeting may affect the date nominations are due.
- screening of candidates and recommendation. Indicate the means used to determine the selection of the award recipient.
- presentation of the award. Specify dates for the announcement and presentation of the award. All RUSA Awards should be presented at the RUSA Awards Ceremony at the subsequent ALA Annual Conference.
- form and/or type of award. Designate the form and/or type of award to be given (cash, citation, medal, etc.).
- donor. Specify the individual, group, institution, etc. who will provide funds for any cash award, as well as the overhead costs necessary to administer the award.
- contact person. Include the name, address, telephone number, and email address of the sponsor.
Ten copies of the award proposal must be submitted to the RUSA Awards Committee Chair at least one month prior to the Award Committee's regular meeting at either the Midwinter or Annual Conference. New award proposals will require at least six months for review and administrative processing.
Reviewing awards
Each award should be reviewed as part of the administering unit's regular review process. Each review should consider the appropriateness of the award's purpose, the criteria for nominations, procedures for selecting an award winner, and the adequacy of funding.
Modifying awards
From time to time, the criteria for nomination, selection, or review of an existing award may need to be revised. Awards Committees may propose revisions when necessary. All revisions should take into account the original intent of the award, the impact of revisions on the potential applicant pool, and the potential impact on funding. Revisions must be approved by the RUSA Awards Coordinating Committee, RUSA Board, and the ALA Awards Committee.
Suspending awards
Awards selection committees may request a suspension of an award if necessary. All suspension requests must be approved by the RUSA Awards Coordinating Committee, RUSA Board, and the ALA Awards Committee. Reasons for suspension typically include lack of a sponsor, inadequate funding, or a lack of eligible nominees.
Awards calendar
August
- RUSA office prepares composite press release to call for award nominations.
Fall
- Award Committee chair/members publicize the call for nominations, including posting the call to appropriate electronic discussion lists, contacting library schools, etc.
December 15
- Deadline to submit award nomination for most awards.
Midwinter
- Committee selects award recipient in closed session.
Two weeks after Midwinter
- Chair notifies recipient and provides information on presentation time and requests 2 head photographs (b/w or color). Chair also notifies RUSA office of recipient. Chair submits “ALA Award Recipient Media Profile” to RUSA office. Use forms found under "Related Files" at bottom of this page.
March 1
- Chair submits citation copy (where applicable).
April
- RUSA office notifies donors of award recipient and makes arrangement for check. Staff arranges for plaques and citations.
June 1
- Chair notifies recipient of time, place and protocol for the award presentation.
June
- Chair and donor present award to recipient.
After Annual Conference
- Chair forwards appropriate materials to incoming chair, including the names of unsuccessful nominees who might be considered in future years.
Related Files
|
