SLA SCHOLARSHIP COMMITTEE PRACTICES

It is the practice of the Special Libraries Association to provide financial assistance to individuals pursuing careers in the library/information profession.

The purpose of this policy is to set forth guidelines, including but not limited to the application and selection processes, for use by the Scholarship Committee and other appropriate individuals/groups. The Chair of the Scholarship Committee is responsible for implementing this policy with the assistance of the Manager, Membership Development.

Headquarters receives an collects all applications and documents pertaining to scholarship applicants. A folder is created for each scholarship applicant containing the application form, the essay, letters of recommendation, college transcripts and provisional acceptance from a library school. Completed folders are forwarded tot he Committee Chair and members of the Committee according to established deadlines.

At the same time, requests are sent to Chapter Presidents to interview applicants in his/her geographic area. All documents pertaining to applicant are sent to the President for interviewing purposes. It is suggested that a qualified Chapter member interview each applicant within the following month. The completed interview form should be returned to the Scholarship Committee Chair by the established deadline.

The Chair and Committee members examine the contents of each folder to be certain it is complete. Their impressions of each applicant are recorded on a rating sheet. A tentative list of possible winners and alternates should be selected with substantiating reasons for the selection.

The Scholarship Committee should conduct a conference call each Spring to make the final selection of the winners and alternates. To be considered for the final selection, the applicants folder must contain the following.

1. Complete application form

2. Essay

3. Transcript(s) of college credits

4. Provisional acceptance by an accredited library school to do graduate work

5. Personal letters of reference(3)

6. Interview form from SLA Chapter designated interviewer

Criteria for Selection

A. Preference shall be given to SLA members.

B. Preference shall be given to those applicants who display a special interest and aptitude in special library work and who are judged capable of making special contributions to the library profession.

C. Applicants should receive the endorsement of the local Chapter President, or a member designated to interview unless the applicant is living in an area without a chapter.

D. Applicants must submit evidence of high academic achievement.

E. Applicants must submit a statement of provisional acceptance by a recognized library school.

F. Applicants must submit evidence of financial need.

G. Affirmative Action Scholarship applicants must be a member of a minority group, defined by the U.S. Government as: Black, Hispanic, Asian or Pacific Islander, American Indian or Alaskan Native.

Report to the Executive Board

Copies of the Scholarship Committee's report containing its recommendations for scholarship winners and applicants should be sent to Headquarters. A brief resume should be prepared for each winner and alternate emphasizing the factors in the applicant's qualifications that provided the basis for selection of that individual. At least one alternate should be selected for each winner, if possible. The original folders containing the information on the winners and alternates should be returned to Headquarters at the same time.

Letter to Winners

Letters are sent notifying winners, alternates and non-winners of the Committee's selections. In this letter, scholarship winners should be informed that they may attend the Annual Conference and Awards Banquet free of charge.

Scholarship Committee Files

Files of Scholarship winners and a list of all applicants should be sent to the Headquarters archives as soon as possible. Files of non-winners should be retained for one year and then discarded.

Follow-up with Scholarship Winners

Scholarship winners are given their checks at the Annual Conference, or in the case of nonattendance, checks should be mailed to winners just prior to Conference. Checks should be made payable to the winner and the institution that he/she will be attending.

Winners are given complimentary membership to SLA for one year.

Yearly Recommendation Regarding the Number of Scholarships

The number/amount of scholarships awarded each year is determined by funds available and contributions made during the previous year. If the Committee wishes to change the number or amount of awards, the Chair must submit these recommendations to the Board at the January meeting. Changes go into effect the following academic year. It is not necessary for the chair to appear before the Board, although he/she may present the Scholarship Committee report personally, if so desired.

Processing Scholarship Applications

Headquarters

Applications for Scholarships are directed to Headquarters rather than to the Scholarship Committee Chair.

Applications must be postmarked by the last business day of October. This date will be updated each year on application instructions.

Acknowledgment Letters

A brief letter of acknowledgment is sent upon receipt of the application by Headquarters in order to avoid a long delay in contact with the applicant.

This should include another reminder that the applicant is responsible for seeing that each item required is supplied.

Folders

A folder is prepared by Headquarters for each applicant. When completed, it should contain the following items.

1. Scholarship application form

2 College transcript(s)

3. Essay of 500 to 1,000 words expressing reasons for interest in special librarianship

4. Check list indicating completeness of contents of folder

5. Three letters of recommendation from references.

6. Provisional acceptance from the library school of the applicant's choice

Chair and Headquarters

Because of the shortness of time, the folders should be sent to the Chair as early as possible.

Only completed folders can be considered by the Committee. All incomplete folders should be retained by Headquarters.

Chapter Interviews

Headquarters sends a letter to Chapter Presidents with a list of scholarship applicants in their area, requesting Chapter interviews. Documents for each applicant in the Chapter are sent with this letter along with interview forms and instructions. It is suggested that a qualified Chapter member interview each applicant within the following month. Personal interviews are encouraged, however, telephone interviews will be accepted under extreme conditions.

Timetable

Approximate Date Activity

Summer News release and announcements of scholarships to Chapters library press, and library schools sent by headquarters. Some announcements should also be sent to Chair.

October Board of Directors approves number and amount of scholarships in annual budget process.

Deadline for receipt of scholarship applications at headquarters. A brief

letter of acknowledgment is sent upon receipt of the application by headquarters.

December Completed scholarship packets sent to Committee Chair and members.

Letters requesting interviews and pertinent scholarship documents sent to Chapter Presidents. Interview forms and instructions are also sent.

January Deadline for receipt of interviews from Chapter Presidents. Interview form should be sent directly to Committee Chair.

March Committee conducts conference call to discuss applicants and select winners and alternates. Notification is sent to headquarters immediately thereafter.

April Headquarters notifies winners, alternates and non-winners. Press release written and distributed.

May Annual Report of Committee should be sent to headquarters by the date set by the Executive Director.

June Announcement of the winners is made by the Chair at the Annual Meeting and by the President at the Awards Banquet. Additional publicity about winners sent to newspapers and journals by headquarters.

The Chair of the Scholarship Committee is responsible for implementing this policy with the assistance of the Manager, Membership Development.

Approved: January 1991
Supersedes: June 1990