1. Formulates general policies regarding awards and honours administered by the Association, and submit such policies and specific recommendations for approval by the Board of Directors;
  2. Formulates a general programme designed to meet the needs and desires of the Association in the matter of awards and honours, a may be approved by the Board; and
  3. Selects, subject to the approval by the Board, the recipients of the existing awards and honours.

Committee Membership

The Chair of the Awards Committee shall be the Deputy President of the Association. The Chair’s responsibilities shall be to submit the nominations to the members of the Awards Committee, to supervise the ballot vote, to present the results to the Board.

Membership of the Awards Committee shall total six (6) excluding the Chair. The term of members of the committee shall be 3 years with two members turning over each year.

If a Committee member is a nominee of one of the Awards, they will abstain from voting on that nomination. The IARSA Conflict of Interest Policy shall be in effect.

Members of the Awards Committee shall be nominated by the Executive Director of the Association and ratified by the Board and shall be appointed by the President.

Criteria for Membership on Awards Committee to be used by the Executive Director in selecting nominees for the Awards Committee 

  1. The Awards Committee must be IARSA Members in good standing well aware of IARSA basic operations and functions
  2. Have a well recognized international reputation in the profession for their accomplishments.
  3. The membership of the Awards Committee must reflect the technical and geographical diversity of IARSA membership.

 

Awards Conflict of Interest Guidelines

Definition: An Awards Committee member or a member of the IARSA Board of Directors is considered to be in a Conflict of Interest when one of the following situations arises: The member is from the same organization as the nominee.

  • There is a family link between the member and the nominee.
  • The member is a former research supervisor or has been a student of the nominee within the past 5 years.
  • The member has had a research grant or contract relationship with the nominee within the past 5 years.
  • The member is uncomfortable with participating in the deliberations of the Board due to previous conflicts or any other reason.
  • The member is a nominee.

Guidelines:

When an Awards Committee Member is in a Conflict of Interest situation, he or she shall refrain from voting for that particular IARSA Award (s). When a member of the IARSA Board of Directors is in a Conflict of Interest situation, he or she shall refrain from any votes brought forward to the Governing Council by the Awards Chair for that particular award. Such a Board member may, however, present a Section nomination to the Board when representing that Section. However, he or she shall be absent from any discussions of the nomination, unless the Council requests information from the member in Conflict, which is deemed necessary for full consideration of the nomination.

Voting Process

The Awards Chair, after ensuring that all conditions of the award have been satisfied and that the procedures were followed, in turn forwards the nomination and its supporting documentation to the IARSA Awards Committee.

Steps

  1. The awards committee will review the submissions and the CVs or papers and prepare a short-list of candidates for each Award.
  2. Hold a teleconference and, if required, prepare a list of questions to be sent back to the original nominators via the selected person from the secretariat. i.e. person must fill out further endorsements or letters attached.
  3. Before voting takes place the awards committee discusses the various short-listed nominees and answers to any questions.
  4. The nominations are then put to a vote by ballot will of the committee. The ballot must include a “no award” option.

Ballot

The ballot shall consist of the names of the candidates for each award. Provisions shall be made for a “no award” option on the ballot. Each committee member shall rank the candidates from 1 to N, where N is the number of candidates. For example, if there are four (4) candidates for a particular award, the committee members shall rank the names from 1 to 5 (with no number being used more than once, and a score of 1 designates the committee members first choice). The respective nominations shall be circulated prior to the ballot voting. The voting shall take place by a secret ballot process.

Following the vote, the Awards Committee Chair shall announce the results at a suitable conference call meeting of the committee for final discussion and approval. The candidate with the lowest score for each award will be declared the winner.

If there are two or more names that receive the same lowest score, then only those names shall be resubmitted to the Awards Committee by the Chair of the Awards Committee for a second round of voting – the second round of voting, if necessary will take place by a secret ballot process. The Chair of the Awards Committee shall only vote to break a tie, for example, when there are only two or more people left and they each have the same number of votes.

Confidentiality

The deliberations of the Awards Selection Committee and its subcommittees are confidential. The contents of nominations are also confidential and should not be shared, except for appropriate publicity of the winners as described in the guidelines of the IARSA Awards Recognition Committee. The names of selected awardees are to remain confidential until the Board of Directors has endorsed the selections, the winners have received official notice, and the chair has informed the committee members that this information may be shared. Subcommittee assignments are also to be held confidential. Should a nominator seek feedback on how his/her nominee fared, all such communications should be directed to the chair of the Awards Selection Committee.