Procedures for Society Unit Endowed & Sponsor Funded Awards

11.1 NOTIFYING HEADQUARTERS
By March 1, each Award Committee Chair should submit to ASEE Headquarters the following items:

• Complete name of awardee, title, address, office and department telephone numbers.
• Citation of 100 words or less (The citation should state the major accomplishments for which the award is being given.)
• A copy of the nomination form/supporting documents. (In the case of a best paper award, the following should be substituted: title of paper, publication and/or presentation details as applicable (title of publication; volume and issue numbers; month of issue; name, date and place of conference where paper was presented; etc.), a brief paragraph describing the contents of the paper, and preferably a copy of the paper.)
• If requested by Headquarters, two 5" x 7" black and white glossy prints of a head/shoulders, non Polaroid, plain background photograph which will not be returned. The back of each photo should be labeled (using adhesive label or felt tip pen), listing the complete name of awardee, ASEE Division, abbreviated name of award, and year. Several copies of any printed award presentation program should be sent to ASEE Headquarters. The division should also send copies to the award sponsor. If any changes occur, such as sponsorship or what the awardee receives as a commemoration, Headquarters should be notified promptly.

11.2 NOTIFYING AWARDEE AND SPONSOR
The awardee should be notified about selection by the appropriate Division or Section officer. In addition, nominators of those not selected should be notified. The Society unit should also notify the award sponsor's representative, giving the name and affiliation of the awardee and details of the award presentation, especially if the representative is to be invited to be present at or to participate in the award ceremony. Presentation of awards occurs at the ASEE Annual Conference .

11.3 PUBLICIZING AWARDS
Headquarters will publicize the awardee in the Annual Conference Awards Banquet Program and the October issue of ASEE Prism. Other publicity, if desired, should be arranged by the Division.

11.4 REIMBURSING AWARDEE TRAVEL EXPENSES
Every effort should be made to eliminate the reimbursement of awardee travel expenses. Awardee travel expenses should be compensated in the form of fixed travel grants. In the case of the Electrical Engineering Division's, Terman Award, the Hewlett Packard Company, not ASEE Headquarters, is directly responsible for reimbursing the awardee for travel expenses.

11.5 PREPARATION OF MEMENTOS AND CASH AWARDS
Preparation of mementos and cash awards is the responsibility of the sponsoring unit.