TIME LINE FOR THELMA FORDYCE-MACK AWARD PROCESS

 MID JANUARY

· Original memo/process e-mailed to all faculty, with nomination deadline of March 31 and application deadline approximately two weeks later. CC: VPAA, Business Office and Director of Development (manages Thelma Fordyce-Mack funds).

 FEBRUARY 1

· First reminder with March 31 nomination deadline and specific application deadline (approximately two weeks later) e-mailed to all academic affairs personnel with link to application form and instructions.

 FEBRUARY GRADUATION WEEK

· Second reminder with March 31 nomination deadline and specific application deadline emailed to faculty with process attached.

 FIRST WEEK OF SPRING TERM

· Third reminder with March 31 nomination deadline and specific deadline emailed to faculty with process attached. Reminder will also be offered at faculty in-service and information day activities.

As nominations are received--

· Prepare spreadsheet, indicating self-nomination or name of nominator. Send letter to nominee with process packet along with name of nominator.

· Compile a listing of the applications by title. Also, review packet for completeness according to criteria needed.

 MID MARCH (After ACC-RAC event)

· Final e-mail to faculty for March 31 nomination deadline and specific deadline reminder.

 APRIL 2 - 13

· Organize the ad hoc review committees: Assign four FAC Committee members to formulate their review groups (five faculty each from four areas of Classroom Clinic, Research, Academic Support) and submit names to CTL Director. [NOTE: Have last year’s list of submissions for their reference.]

· Formulate grid to verify ad hoc committee members as they review the applications.

· Have review groups plan meetings during week of April 20 – May 15 to review submissions sometime after deadline. Contact Director of Development for dollar amount available (Business Office knows the endowment account to be used).

· Notify ad hoc review committee members of required training session

 MID APRIL

· Deadline for applications.

 FOLLOWING WEEK (April 15 – April 25)

· Faculty Achievement Committee reviews all applications for completion and eligibility.

· Conduct required training for ad hoc review committee members

 NEXT FOLLOWING WEEK (April 20 – May 15)

· Ad hoc review committee members individually assess each project using rating form.

· Four committees meet and submit results of their individual review meetings.

(NOTE: Review meetings are coordinated with CTL office in order to have packets available for each of the meetings.) Formulate a spreadsheet of the results.

 MID MAY

· Contact Director or Development to confirm funding available for disbursement (Business Office has account information).

 FOLLOWING WEEK (May 15 – 25)

· FINAL REVIEW GROUP –CTL Director and FAC members - ad hoc review committee chairs meet to review the results and make the final decision on the awards.

 MEMORIAL DAY

· Memo to the Business Office (manager of the account), outlining the amounts and individuals receiving the awards. CTL Director later hand-delivers letters and checks; non-winners letters are mailed.

· Contact President’s and VPAA’s offices to schedule award presentation at Faculty Recognition Luncheon in July.

 MAY 31

· Generate letters to the award winner(s), and those not winning awards (use data from all reviews; dollar amounts from final review group). Keep until checks are ready. Individuals not receiving awards are advised in their letters that they may view their own review sheets, but that submissions are the property of the FAC.

 FIRST WEEK OF JUNE

Certificates w/seals (College seal from Registrar – on parchment paper; template in file from previous years) for the Awards Reception with appropriate signatures (VPAA, Clinic, Academic Dean and/or Research Director, along w/College President).

· Notify Marketing of the date of the reception for publication in Tuesday News;

· Send requisition to Kim Kent/Marketing to request photographer for reception.

· E-mail reminder to recipients prior to the summer break about Recognition Luncheon award presentation and photo

· FIRST WEEK OF JUNE – Send email to President, VPAA, Acadeimc Dean and Clinic Dean, as well as discipline directors, reminding them of the award presentation and encouraging attendance at the Faculty Recognition Luncheon.

 JULY FACULTY RECOGNITION LUNCHEON

· President needs to be there to present awards, as well as VPAA, Academic Dean and Clinic Dean.

RN/Revised January 2008