CONOVER PORTER AWARD

TIME TABLE OF PROCEDURES

(Earlier revisions 1988, 1991, 1993, April 1994 and 1998)

Prior to the fall meeting of the year before the award is presented (from now on called the odd year), there shall be constituted the Award Committee composed of the current chair and the two immediate past chairs of the Africana Librarians Council as of July 1st of the odd year. The Chair of the Award Committee will be the immediate past Chair of ALC.

The Chair of the Award Committee is to serve as overall coordinator of the entire cycle of events required for granting the biennial Conover-Porter award. This should include preparation of a timeline from the procedures document and reminding other ALC members as well as ASA Executive Office personnel of the responsibilities they need to complete as required for effective implementation of all aspects of the process.

Prior to July of the odd year, the Chair of the Bibliography Committee should review and update the official address list to which press releases and the request for nominations are sent.

By July 1 of that year (the odd year), the Chair of the Bibliography Committee will send out notices requesting nominations for the award, using the nomination form and mailing list used previously, in consultation with the ALC Chair if changes are needed. (forms and mailing list available on disk). The Chair of the Bibliography Committee also forwards updates to the ALC Webmaster as needed to keep the ALC Web site up to date throughout the cycle of nominations and announcement of the award.

Individuals who nominate books should include at least one, preferably more reviews with the nomination. The Chair of the Bibliography Committee should request free copies of the books nominated for the Award Committee if unavailable.

If publishers nominate books, they should provide free copies for the Award Committee.

Fall meeting (odd year):

1. Bibliography Committee and the Award Committee should review its charge and discuss the selection criteria to be used in the review process. The attached evaluation form will form the basis of this discussion. Members will be urged to submit
nominations.

2. Make progress report at the ALC Business Meeting.

Before Spring meeting of the following year (even year, year the Award is given):

1. The Chair of the Bibliography Committee will inform the Award Committee of all nominated titles as soon as possible after the close of nominations on January 1. (and supply any available reviews and review copies provided by publishers).

2. In case any conflict of interest arises due to the nomination of titles authored or compiled by members of the proposed Award Committee, the Chair of the Bibliography Committee will notify the Chair of ALC, who will then confer with the Executive Committee to fill the vacancy or vacancies by appointment.

3. The Award Committee should meet immediately before the start of the ALC spring meeting to review the nominated titles and make a decision on the Award.

During Spring meeting:

1. The Award Committee Chair will discuss the Committee's recommendations with the ALC Executive Committee.

2. The Chair of the Award Committee will report its activities at the ALC Business Meeting, keeping the winning title confidential.

3. If the winner lives outside North America the ALC Chair should contact the ASA Executive Secretary and request funding for transportation and lodging for the winner.

Summer (even year)

1. The Chair of the Conover Award Committee should notify the Executive Secretary, the President, and the Chair of the Publications Committee of ASA of the winning title and request that the finalists be announced in the conference program.

2. The ASA Executive Secretary will notify the winning author (s)/compiler(s), and publisher (s).

3. A press release describing the winners and finalists will be drafted by the Conover Award Committee Chair and approved by the Award Committee. The press release should be headed: "For release after " and date of day of awards handed out at the annual meeting of ASA. Drafts of earlier releases will be held by the Chair of the Bibliography Committee.

4. The Chair of the Bibliography Committee should prepare envelopes for distribution of the press release. Include all nominees as well as those who received original announcements of the award.

Fall meeting (even year):

1. Announce the finalists at the ASA Business Meeting, at the ALC Business Meeting, and at the Bibliography Committee Meeting.

2. The Chair of the Bibliography Committee should distribute the press release concerning the winner at and immediately following the fall meeting.

3. The Chair of ALC should invite finalists to attend the Business Meeting, introduce them and invite them to attend other ALC events.

4. Award will be handed out and the press release read by the Chairs of the Awards Committee and the ALC at the ASA award ceremony.

Post-Announcement (after fall ASA meeting)

1. The Chair of the Bibliography Committee will collect the mailing addresses of the awardees and forward them, together with a copy of the press release announcing the winners of the award, to the office of the Executive Director of the African Studies Association.

2. The Chair of the Bibliography Committee will contact the Executive Director, pointing out that letters of congratulation are to be issued by the ASA Office.

Rev. 01/03