CHRONOLOGY
Note: The deadline for nominations is June 1, 2012; the deadline for final packets is September 15, 2012.
- Committee appointed by LAUC-B Executive Committee by January 31.
- Issue First Call for Nominations by February 1st, second call May 1st, or as needed.
- Final packets to be submitted to the committee by September15th.
- Allow time to schedule the reception well in advance of the final date; usually held in November or early December.
COMMITTEE
- Committee appointed by LAUC-B Executive Committee; announcement put into CU News.
- Faculty member appointed by the Chair of the Senate Library Committee. LAUC-B Chair sends a letter of appointment to the faculty representative, thanking the faculty member for agreeing to serve. Make sure the timing of the service on the committee is carefully explained. After the award ceremony, a letter may go from the DLA Chair(s) to the faculty member.
SOLICITATION OF NOMINEES
- Place announcements in the Berkeleyan and CU News, and send letters to Deans, Directors, and Department Chairs.
- Contact Library Representative for the Berkeleyan after checking the publishing schedule. Contact appropriate administrators in California Hall for the letter to the Deans.
- Faculty member on the DLA Committee should announce the Call for Nominations at a Senate Library Committee meeting as early as possible. Otherwise the Chair of the Library Committee can make sure it is announced.
- Make sure the deadline for the intent to nominate, as well as the final date for receipt of the full packets, is spelled out clearly.
- As much as possible, make sure that the nominators realize that they, and not the DLA Committee, are responsible for the entire packet. However, the committee may subsequently request further information. Letters regarding the candidates should be sent to the nominator, not to the DLA Committee Chair.
- Limit to 5 letters of support, in addition to the letter coming from the person doing the nomination.
- A CV is required.
ANNOUNCEMENT(S) OF THE RECIPIENT(S)
- After the decision is made, the committee chair informs the recipient(s), and sends letters to them and the nominators. The letter to the nominators should include a note about the date of the ceremony, and a request that they speak. Letters also go to all nominees, as well as all nominators.
- Announcement of the award should be placed in CU News and in the Berkeleyan. The initial announcement should include the date of the ceremony. A reminder is sent out later, shortly before the actual date.
CEREMONY
- Near the date of the ceremony, place a reminder in CU News, and make sure that everyone on the library staff knows they are invited. A separate letter should be sent to the nominators and any other speakers containing the specific details of the ceremony.
- Check well in advance about the availability of the Morrison Library. Get instructions concerning the use of the room.
- The ceremony is traditionally held in November or December, in consultation with the award recipients and with Alex Warren.
- Plan for preparation before the ceremony, and arrange for clean-up afterwards.
- Solicit at least two estimates for the menu. [Note: the Librarys preferred vendor is Strada]
- Use the LAUC-B DLA Awards funding. The cost was broken down as follows:
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- Invitations:
- Food for 150 people:
- Beverages:
- Flowers:
- Certificate holders:
- Name tags:
- Taping:
Taping can be arranged by contacting the Berkeley Language Center in Dwinelle Hall. Tapes are sent to the award recipient(s), another copy is prepared for the archives.
- Ceremony arrangements:
- Arrange for a volunteer photographer; the photographs should be submitted to the LAUC-B web manager to be put on the website.
- Arrange, if possible, for background music in the Morrison while people gather.
- Determine who will make the opening remarks. It could be the LAUC-B Chair, the DLA Committee Chair, or the University Librarian.
- Arrange the order of the speakers. The Chancellor or the Executive Vice-Chancellor would be followed by the speakers on behalf of the award recipients.
- Decide how many speakers, depending on the number of recipients; give the speakers an idea of time allotted.
The invitation to the Chancellor go through an assistant; the invitation to the Executive Vice Chancellor goes to Cathleen Beemer (cbeemer@berkeley.edu) or his administrative assistant.
- Notes to the Chancellor should be sent in advance. Draft comments should include a copy of the announcement in CU News.
- Invitations should be sent to the members of the Senate Library Committee, the nominators, and to the invitees submitted by the award recipients.
- A separate e-mail invitation should be sent to the University Librarian. He/she can decide with the LAUC-B Chair about who will actually present the awards.
- Get the list of invitees as early as possible from the award recipients. The limit depends on the budget.
- Arrange for award checks with the Library Business Office. The LAUC-B Treasurer needs to approve all expenditures.
- Alcoholic beverages should be ordered separately from the food. An alcohol permit must be obtained from the UC Police at least two weeks in advance.
WEB PRESENCE
The DLA Committee should ask the LAUC-B web manager to place on the web the photos of the recipients and information from the press release.
PRINTING REQUESTS FROM LIBRARY GRAPHICS OFFICE
- Award certificate(s) (binders may be purchased at the bookstore)
- Invitations (limit the number requested and arrange for RSVPs; give the recipients a deadline for submitting names of invitees)
- Programs
INFORMATION FOR UNIVERSITY ARCHIVES
Submit copies of the following items to the University Archvist for inclusion in the University Archives:
- Invitation
- Program
- Recipients
- Nominators
- Chancellor
- Copies of letters to:
- Tapes
- DLA Committee Membership & Charge
- DLA Guidelines
Revised January 2012
Membership & Charge | Committee Procedures | Award Guidelines
Award Recipients | Current Committee