10.1 NOTIFYING HEADQUARTERS
By March 1, each National Award Committee Chair should submit to ASEE Headquarters the following four items:
ASEE Headquarters will contact the Award Chair or designee regarding participation specifics at the awards ceremony.
10.2 NOTIFYING AWARDEES
As soon as the Awards Policy Committee confirms the committee selection, a congratulatory letter of notification from Headquarters will be sent to each awardee with copies to the Award Committee Chair, the Chair of the appropriate sponsoring Council or other unit, and the sponsor's representative. No awardee should be notified by the Award Committee in advance of the official letter. At the same time, to meet publication deadlines, ASEE Headquarters will request two 5" x 7" black and white head and shoulder, non Polaroid, photographs of the awardees.
10.3 NOTIFYING NOMINATORS
ASEE Headquarters will notify the nominator of the awardee. At the same time, Headquarters will inform the nominators of the candidates who were not selected. The renomination procedure will be outlined for the nominators.
10.4 REIMBURSING AWARDEE TRAVEL EXPENSES
Assistance with the cost of travel to the awards ceremony should come in the form of a fixed price travel grant rather than an open-ended reimbursement of expenses.
10.5 PUBLICIZING AWARDS
Headquarters will publicize the awardees in the Annual Conference Awards Banquet Program, the September issue of ASEE Prism, and in a news release sent to professional and technical journals, libraries, associations and other organizations.
10.6 SENDING PUBLICATIONS TO SPONSORS
At appropriate intervals, headquarters will send several copies of the Awards Nomination Booklet, issues of ASEE Prism featuring the particular awards and recipients, a news release, and the Annual Conference Awards Banquet Program to the national awards sponsors, to the sponsors of Society Unit awards that are processed through Headquarters, and to others as requested by Society Unit Officers.
10.7 OBTAINING QUALIFIED CANDIDATES
It is the responsibility of the Award Committee Chairs to devise a process which will encourage the nomination of as many well qualified candidates as possible. New Chairs may want to contact their predecessors for tips and guidelines based on their previous experience. Appendix A provides an example of one method that has been successful for several awards the preliminary search for candidates.