Materials for the Committee Chair

As the Chair of the Awards or 'Promotion to Distinguished' committee, you are guided by the criteria of the Award/Promotion materials.  Your goals, to create a positive, open climate in which the worthiness of each candidate for the nomination can be fairly reviewed, and to efficiently review each candidate, can be achieved by incorporating the following into your process.  You and the Provost should meet at the outset of the process, to ensure that the Provost’s desired timeline guides the one you set up for the Committee.

1.   Prepare scoring sheets created for each type of award, to be used by committee members reviewing nomination packages.  Easiest approach is to take each criterion identified in the award, and create a scale for each.  Your committee members can use it to follow your guidelines.  You can use any of the following as 3 or 5 point scales, with the highest score being the best rating:

a.    Clearly and consistently demonstrates this quality/has this experience

b.   From time to time demonstrates this quality/has had this experience

c.    No evidence/unclear demonstration

Duplicate copies of your scoring sheets, so that they can be distributed at your initial meeting.

2.   Have an initial meeting with your committee, at which you receive the committee’s charge from the Provost.  Also,

a.    Share a tentative timeline with the committee members.

b.   Determine the next meeting date/time, workable for all committee members.

c.    Distribute scoring sheets for review of the nomination packages.   

d.   Explain where the materials are kept, and the procedure to be used for reviewing them (e.g., they can only be reviewed within Academic Affairs; an appointment is needed to review them; etc.)

3.   Decision-making meeting(s) normally take approximately 15-20 minutes per nomination to be reviewed.  This process is much easier if all committee members have completed their scoring sheets, and bring them to the meeting.  While discussing the candidates, try to keep opinions to a minimum, and stay focused on what is presented in the nomination package.

As Committee Chair, you will be responsible for writing a letter to the Provost to explain what problems the committee members have identified, or why the committee members support the nomination.  Take notes during the discussion, so that you can incorporate comments from the committee into your letter.

If possible, review Examples of nomination letters need for submission to the Provost (or President, as appropriate).

4. Thank you letters are an important part of the work of the Committee Chair.  Ideally, although each letter can use much of the same language, you will have something personal to include about each committee member, regarding his/her contributions to the process. 

The secretary to the Provost can assist you in formatting these letters, and printing them for signature.  In ideal circumstances, for highly involved members, copies can be sent to the Provost, the department chair/supervisor of the committee member, as well as any other relevant administrator.

Thank you letters are greatly appreciated by recipients.