**Electronic Submission Page**

Guidelines

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 June 1.

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

Submissions to this web form serve as the student chapter annual report. If this report is submitted by the July 1st deadline, it will also serve as the nomination for the Student Chapter of the Year award and the Student Chapter Membership Competition (see Student Chapter Officer’s Manual, Appendix D). Feel free to attach any supplemental files.

Name of Student Chapter:

Date:

Your name and office held:

Student Chapter Advisor, with contact information:

List all current elected chapter officers, with contact information:

  1. Membership (20 points)

Describe your membership base and average attendance at meetings and events. Items of interest include, but are not limited to:

  • What is your perceived audience (members/non-members, doctoral students/MLIS students, other attendees)?
  • How many people are involved in planning programs or on working groups?
  • What do you do to retain current ASIS&T members or to gain new ones?
  • What is the average attendance at your events and meetings?
  1. Activities (25 points)

Describe the events, activities, meetings, projects, or services provided by your chapter. Items of interest include, but are not limited to:

  • What types of activities did you have (social, business, conference, presentations, workshops, continuing education, etc.)?
  • What is the target audience of your major events?
  • What worked well, or what didn’t work well?
  • What were the costs and financial gains associated with your events?
  • Were the activities attended in-person, online, or both?
  • Did you provide a service to the community (ex., career guidance or consulting service)?
  1. Collaboration (5 points)

Describe your chapter’s collaboration with any SIG, Regional Chapter, other Student Chapter, or other body within or outside ASIS&T this year.

  1. Communication (20 points)

Describe how your chapter communicates with members.  Feel free to include URLs for examples.  Items of interest include, but are not limited to:

  • What media do you use to communicate with your members?
  • How do you advertise your chapter’s events?
  • Do you use social media (Twitter, Facebook, etc.)?
  • What worked well, or what didn’t work well, for reaching your members?
  1.  Financial (10 points)

Describe any financial changes in this year (for example, money received from events, money received from Headquarters, money spent on events, current balance). Please itemize as best as you are able.

  1. Awards and Honors (5 points)

Describe any awards or honors received by the chapter this year.  Please also list the nominations you will make this year.

  1. Administrative (15 points)

Describe how you have administrated chapter business. Also answer two specific questions necessary for maintaining active status:

  • Have all Quarterly Financial Reports and bank statements been sent to ASIS&T Headquarters for the fiscal year so far?
  • Minutes are required for chapter business and committee meeting Have minutes already been sent to ASIS&T Headquarters? If not, please attach here.
  1. Other (0 points – This section is excluded from awards judging.)

Is there anything else you would like to share about your chapter? Is there anything that ASIS&T can do to help your student chapter be more effective and sustainable?

Please submit the Student Chapter Annual Report and attachments by July 1st at:
http://www.softconf.com/asist2/StudChapYear/cgi-bin/scmd.cgi?scmd=basicSubmit


[Approved by Board: 10/31/91] [revised 6/08, 10/15]