Awards Committee

General Duties

• Review the recommendations of the previous year’s chair. 
• Recruit new Committee members
  • Confirm each committee member has active CSHP membership.
  • Communicate by email to each member of the committee expressing appreciation for serving. Include a copy of the committee’s “Terms of Reference” and objectives for the coming year.
• Contribute to the Branch Bulletin or news mailings, when appropriate, to announce calls for submissions, award recipients, call for committee members and ad-hoc judges, etc.

Branch Council Meetings

• Provide the Branch Council with written and/or verbal progress reports at Branch Council Meetings. Including:
  •  Award winners (once an award winner is chosen, report at the next Branch Council meeting).
  • Important developments, concerns, feedback received or other relevant information regarding the awards process.

Coordination of Awards

• Promotion of awards
  • Request for distribution of e-nouncements (by the Communications Officer) prior to award deadlines
  • Provide the Communications Officer with the information required to maintain the awards section of the CSHP-BC Branch website including:
    • updating and clarification, if necessary, of award descriptions and deadlines.
    • addition of new awards.

• Judging of awards
  • Coordinate all award submissions via the email: awardscshpbc@gmail.com
  • Respond to applicants that their submission has been received and will be considered for the award (if applicable).
  • Coordinate judging of awards by the Awards Committee which includes:
    • Emailing instructions, award submissions (blinded if necessary), evaluation forms, deadline (usually 2-3 weeks) and request for RSVP that able/or not to meet deadline
    • Determine the winner based on responses. If necessary, facilitate further communication among judges in case of a tie or difficulty in determining the award winner.
  • Coordinate judging of awards by the ad-hoc Award judges by:
    • Recruiting ad-hoc judges (CSHP members only) for relevant awards.
    • Emailing ad-hoc judges instructions, evaluation forms, submissions (blinded if necessary), and deadline (usually 2-3 weeks from email, except for Pharmacy Practice (Poster) Award).
    • Tally evaluations and determine the winner(s).
    • Liaise with Ontario Branch representative to advise of their publication award winners.
  • Liaise with Ontario Branch representative for judging of BC Branch publication submissions.
  • Coordinate the random selection of winners for the Continuing Education Travel Grants once confirmation of funding from the sponsor has been received. If funding confirmed prior to a CSHP BC Branch event, may arrange for live draw to occur at the event.
  • Liaise with the Advancement Officer at the Faculty of Pharmaceutical Sciences Office of Development and Alumni Engagement to determine the winner of the Student Award.
  • Liaise with Alberta Branch Awards Chair or Student Representative regarding Future Professional Pharmacy Student Award with respect to award criteria, deadlines for submission, etc.
  • Determine Hospital Participation award winners based on attendance rates provided by Programs Chairperson.

• Awards Announcements
  • Email the award winner a congratulatory letter (cc BC Branch President, Treasurer and/or Programs Chairperson, as applicable).
  • Announce the award name(s) and winner’s name(s) to Council members during the Award Chairpersons Report at the next BC Branch Council Meeting.
  • Announce the award name(s) and winner’s name(s) to CSHP-BC Branch members in the subsequent Award Report of the Newsletter.
  • Provide a list of all award winners in the Annual Awards Report.

• Financial commitments
  • Liaise with CSHP National and BC Branch Treasurer regarding the availability of funds for:
    • Continuing Education Travel Grant
    • Pharmacy Practice Residency Award 
  • Liaise with Development and Alumni Engagement Office (UBC) and the BC Branch Treasurer with respect to transferring of funds from CSHP-BC Branch to UBC for the CSHP BC Student Award.

Annual General Meeting

• Request for e-announcement (by the Communications officer) to call for poster abstracts for the AGM by the first week of September.
• Notify award winners via congratulatory letter (cc Programs Chairperson) advising them of their complimentary admission to the AGM and requesting for a RSVP at least one week prior to the AGM date.
• Provide an annual written report (electronic format) to be distributed to BC Branch members prior to the AGM which includes a list of all award winners for the year.
• Coordinate the presentation of the CSHP BC Branch Distinguished Services Award by one of the award nominators as deemed appropriate and suitable. In the case where the award nominators are not available for the AGM, the Awards Chairperson or delegate will present the award themselves. Specifically for the presentation of this award, time is allotted during the awards ceremony for a short introduction of the award recipient, including a short biography and summary of accomplishments and a short speech made by the recipient.
• Coordinate the presentation of the following awards with their sponsors by inviting them to be present during the Awards ceremony.
  • Pharmacy Practice Residency Awards
• Provide the BC Branch Treasurer with a list of names and CSHP membership numbers of monetary award recipients so that cheques may be arranged from National for presentation (along with plaques) to the winners during the awards portions of the AGM.
• Liaise with the Programs Chairperson to confirm the list of award winners who will be attending the AGM with complimentary admission (one week prior to the AGM).
• Arrange for the purchase and engraving of award plaques to be presented at the AGM
• Chair the Awards portion of the AGM:
  • Communicate with the BC Branch President and Programs Chairperson as to how many awards are to be presented, equipment required, time required, etc.
• Write all sponsors of awards, thanking them for their contributions to the Branch awards.

General Duties at the end of term

• Update the Terms of Reference for the Awards Committee and present updates and revisions at the BC Branch Council meeting for approval
  • Provide the Communications officer with an electronic version of the approved update for incorporation onto the website
• Provide an appendix (Award Chair End-of-term Summary) to the minutes of the first meeting of the new term which includes:
  • Summary of how the previous terms’ recommendations were carried out or disposed.
  • Summary of significant changes implemented during term (if not incorporated into the Terms of Reference).
  • Recommendations for consideration for the new Awards Chairperson.
• Thank committee members for their service and notify them that a new committee will be established for the coming year.
• Update the archive of award winners.
• Assist the incoming Chair, with respect to becoming familiar with responsibilities including:
  • Providing an electronic copy of the updated and approved Term of Reference for the Awards Chairperson.
    • Clarify any questions regarding the Terms of Reference
    • Discuss with the incoming Chair the Terms of Reference that are most pertinent to the first two months of term.
  • Transferring of pertinent electronic files including the Awards Committee Chairperson Survival Manual.
  • Handover of leftover supplies (if any) e.g. padded envelopes, certificate holders, envelopes.
  • Provide a list of any unfinished business.
  • Provide an electronic copy of the appendix from no. 21 above: Award Chair End-of-term Summary.
  • Provide the Awards Chairperson the Award Gmail name and password.