About The Recognition Selection Committee

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The Recognition Selection Committee   The committee will consist of five members, two technical, two administrative staff, plus one from either group.   Four committee members will serve one year terms. One member will serve a two year term to ensure continuity and cross training. When the program is established the person serving the two year term will act as committee chair for two years. Subsequent members serving two-year terms will serve as co-chair in their first year and committee chair in their second year.   Committee membership will be established by volunteerism. The Department Chair will send email asking for volunteers. If there are more staff volunteers than positions, a lottery will be held and new members will be selected from a random drawing. Staff that have never served on this committee will be considered before staff that have previously served. If there are not enough volunteers from either the administrative or technical staff, individuals will be asked sequentially via an alphabetical list. If all decline, starting at the top of the list staff that have never participated will be assigned to serve.   After two years of service, staff must take at least a one year break before becoming eligible to serve on the committee again.   The sponsor of the recognition selection committee is the Department Chair. The sponsor will assist with the recruitment of committee members, authorize the annual awards budget, sign the personalized certificates, present the award at the monthly event, review/approve changes to the process requested by the selection committee and may resolve award recipient selection if the committee requires assistance.     The Committee Guidelines for Award Selection   The Selection Committee will make the final decision for award selections and notify the Department Chair.   Selection process for the “Effort” award:   A rotating committee of two members (one administrative, one technical) will meet monthly to review nominations. The selection process is to determine if the circumstances and/or special effort of the nominee is valid and meets at least one of the criteria listed on the nomination form. (e.g. completing a project on time, showing up for work does NOT meet the criteria.) Both committee members must agree that a nomination is valid. If only one committee member supports the nomination, no award will be given. However the committee members may check back with the nominator for additional information and re-evaluate their decision.   If a group/team is selected, each person will receive a $25 Amazon gift certificate or choice of award.   If the nominator wishes to remain anonymous to the award recipient, the committee will compose the description of the special effort and allow the nominator to review it prior to the monthly award and web posting.   Selection process for the Outstanding staff award:   All five committee members will meet twice a year to review nominations. Each committee member will independently read and rank the nominations prior to the committee meeting. At the meeting the ranking of all nominations will be compared and through discussion the committee will arrive at a decision. The committee determines the process for selecting the recipient.   If a consensus is not reached through discussion, the majority rules. The committee may ask for more information from nominators when necessary. In extreme cases when the committee is unable to reach a decision, the committee may defer the selection to the Department Chair.   When there is an outstanding runner up for this award, the committee may award a $50 honorable mention award. The honorable mention award is not intended to be given semi-annually, but reserved for the exceptional cases when it is difficult for the committee to decide between two staff.     The Committee Roles and Responsibilities   At the committee’s initial meeting the assignment of roles and responsibilities will be determined by committee members. If there is not a volunteer for the two-year term appointment (co-chair in the first year, committee chair in the second year), members will draw straws.   Committee chair responsibilities: Coordinate schedules for full committee meetings, reserve conference rooms. Coordinate monthly assignments for rotating Special Effort award sub-committee. Follow up with committee members to assure all duties listed below are completed. Deal with any issues that arise (e.g. attendance issues). Coordinate the selection process of new committee members.   The committee co-chair is responsible for the committee chair’s duties when the committee chair is not available.   These duties may be distributed among committee members: Establish deadline dates for nominations. Send email reminders of upcoming deadlines for submitting nominations. Contact award recipient and nominator(s) to assure attendance at award event. If award recipient is unable to attend, make other arrangements to give recipient their award. Announce the award at birthday/award event. Write content for awards web page and coordinate content with anonymous nominators. Prepare personalized award certificate. Order and maintain supply of frames/mat. Order gift certificates/visa cards. Maintain record of award recipients to validate eligibility of nominees. If nominee is not eligible for an award, inform nominator of previous awards and when the person will be eligible. Return nominator’s information. Maintain awards web page; monthly add new award recipients. Annually update committee members mailing list.   Initial set up duties: Establish web pages for nomination criteria Establish awards web page Establish nomination forms Establish automated process to forward nominations to committee members. Establish automated process to forward original outstanding staff award nomination information to people nominator lists as additional contacts that may support the nomination.   Annual Time Commitment Full Committee: 1-3 hours three times a year. An initial committee meeting to establish committee roles/duties, two meetings to discuss nominations and time to read nominations prior to meeting. Monthly meeting of rotating sub-committee: Estimate 1 hour a month to read nominations and discuss. 6 hours for two members, 4 hours for three members. Committee duties: Committee chair, co-chair – 2-3 hours a year. Committee members – 1-2 hours a year.

	Computer Science & Engineering University of Washington Box 352350 Seattle, WA  98195-2350 (206) 543-1695 voice, (206) 543-2969 FAX [comments to staff-awards]