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Instruction Section
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Tips for Miriam Dudley Instruction Award

Drafted by Esther Grassian, June 20, 1997
Revised by Mary Jane Petrowski and Loanne Snavely; approved by the Executive Committee, May 1998
Revised by Randy Hensley; approved by the Executive Committee, May 1999
Revised by Elizabeth Dupuis; approved by the Executive Committee, September 2005
Revised by Lisa Janicke Hinchliffe; approved by the Executive Committee, September, 2007

Dudley Award nominations may only be considered if they are accompanied by a current vita. It follows, therefore, that nominees will be aware of the fact that they have been nominated for this award. However, in all other respects, it is important to keep in mind that the nominations are completely confidential, including names of nominees and nominators, letters of nomination, as well as consideration comments by Awards Committee members.

Any previous nominee in the pool can be reconsidered without being re-nominated. Separate files for each nominee will be created and transferred to the incoming Dudley Subcommittee Chair.

Nominees under consideration whose names were submitted previous to the current year will be contacted by the Dudley Subcommittee Chair to provide a current vita. The nominees will be informed that they are eligible for consideration for three years from the first year they were nominated.

Timeline

JULY (After the Annual Conference)

  • The incoming Awards Committee Chair should ensure the ACRL Awards page (http://www.ala.org/ala/acrl/acrlawards/miriamdudley.htm) is updated with the new deadline and new chair's contact information.
  • ACRL will send a packet of materials about general awards processes to the Dudley Subcommittee Chair.
  • The IS Past Chair forms a small subcommittee within the IS Awards Committee, usually three members including the IS Past Chair, simply to consider Dudley Award nominations.

AUGUST - SEPTEMBER

  • Publish the call for nominations on the IS web site, the IS Newsletter (fall issue), C&RL News (September issue) and other appropriate venues.
  • Send or e-mail messages soliciting nominations from all current IS Advisory and IS Executive members; all former IS chairs (if they can be located); and all former IS award winners (if they can be located).
  • Reply to IS Chair to confirm scheduling of one closed meeting at the Midwinter Conference.

OCTOBER - NOVEMBER

  • The Dudley Subcommittee Chair reviews files of past nominees and requests current vitas for all candidates eligible to be reconsidered.
  • Conduct another round of publicity if a quality pool has not been identified by late October.
  • At the end of November, notify ACRL about the number of nominations and applications received and request an extension for the deadline if needed.

DECEMBER

  • Send copies of all nominations to the subcommittee members for individual review.
  • Schedule a conference call with the subcommittee members for initial discussion before Midwinter and/or conduct initial discussions via e-mail.

MIDWINTER CONFERENCE

  • Conduct final discussions to select the recipient, if needed.
  • Notify the IS Awards Chair and IS Chair with the name of the Miriam Dudley Award recipient, and announce this selection at the Executive Committee during the Midwinter Conference. Remind everyone that the selection is to remain confidential until ACRL issues the press release.

IMMEDIATELY AFTER MIDWINTER CONFERENCE

  • Contact the following individuals as soon as possible (in the order listed below).
    • ACRL Executive Director
    • Award recipient
  • Send thank-you letters to all nominators, reminding them that nominees will be considered for three concurrent years.
  • Prepare a media profile for the award recipient as instructed by ACRL for publication in C&RL News, Section web site, and elsewhere. Send a draft to the award recipient to review and ask for a digital photograph. Check with the recipient regarding local media contacts for the announcement.
  • Coordinate publicity announcements with the Awards Committee chair so that all awards can be publicized as a group on ILI-L and Section web site.
  • Although ACRL notifies the Award Sponsor (Elsevier), past tradition has been that the Dudley Award subcommittee chair also sends a letter announcing the winner. 

MARCH-MAY

  • Send brief descriptive article to IS Newsletter Editor for spring issue.
  • Confirm award recipient can attend the Annual Conference. Alert the Award winner about the location of the IS Soiree and send him/her RSVP contact information. Invite Dudley winner and a guest to attend dinner with IS Executive Committee members after the Soiree as a guest of the Section (note: Executive Committee members pay for their own meals).
  • Discuss with ACRL Office wording on the award plaque. ACRL will have the plaque made and sent to Annual. Elsevier will reimburse ACRL for the cost of the plaque itself which is a brass plate mounted on a black silk background on a wooden frame.
  • Ensure correct award information is listed on the IS Conference Program schedule.

ONE MONTH BEFORE ANNUAL

  • Be sure to notify the following individuals as soon as arrangements are made of the exact time, place, and date of the Award presentation:
    • Award recipient
    • Publisher, Elsevier Science
  • Prepare very brief introductory remarks regarding the Award recipient to be delivered at the IS conference program at Annual. (Note: Elsevier representative does not make any remarks.)
  • Check with ACRL that they have sent gentle reminders to ensure that Elsevier brings the check to the program and send recipient's social security number and institutional address to Elsevier.
  • Make arrangements to pick up the plaque before the award ceremony at Annual.
  • Plan to bring or ensure that someone else will have a digital camera to take photographs of the ceremony.

AT ANNUAL CONFERENCE

  • Host Dudley winner during IS Soiree.
  • Meet Dudley winner just before IS Conference Program and introduce the winner to the Elsevier representative. Provide a review of the award program logistics to both.
  • Facilitate photographs.
  • Present the award at the ceremony preceding the IS Conference Program. (IS Chair presents Innovation and Publication awards.)

IMMEDIATELY FOLLOWING ANNUAL

  • Confirm that photographs are sent to Dudley winner and Elsevier representative.
  • Write and submit the Dudley Award Subcommittee Annual Report.
  • Transfer nominee files and other important materials to the IS Past Chair who will chair the next Dudley Award Subcommittee.
  • Send appropriate materials to the IS Archivist for the official archives.

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Last Revised: May 21, 2007