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Gayle Porster

October 3, 2012

2012 GANIGP Awards and Scholarships

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Purpose of Session

Explain the time-line

Across-the-board requirements and policy issues

Review of the Awards process and application

Review of the Scholarship process and application

Helpful hints on award submission from NIGP

The evaluation process

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IntroductionGayle Porster, CPPB

GANIGP Chair Awards, Scholarships and Grants Committeegporster@msn.com

404-368-9236Committee Members*

Doreen EidmannPatrick RossDebra Brewer

Nanci Glazer Gay(Will not evaluate if there is a Conflict of Interest)

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Process and Timeline

Early fall, committee meets to create the MOY, BOY and Scholarship applicationsThis year, committee also created the Outstanding

Service application to include categoriesGANIGP follows the design and methodology used by

NIGP for that year for the BOY and the MOY Committee converts the NIGP application to be

applicable to GANIGPAnnounce the application to members by email and web

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Process and Timeline

Receive applications by time and date per instructionsApplicant will receive an email notification of receipt

After date closes, committee members evaluate applications-first individually then by consensus

Committee members determine winners and scholarship amounts (scholarships total 30% of EXPO proceeds)

Awards and scholarships presented at annual Event

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Across the Board

For all Awards and Scholarships, applicant must be a 2012 paid GANIGP member in good standing

Must have attended two chapter business meetings in time period (December 1, 2011 through November 15, 2012) Committee meetings and Expo attendance do not

qualifyMust be actively employed full-time in position as

explained in application

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Across the Board

May submit an application for both an award AND a scholarship, but only one will be awarded

All documentation provided must be able to be read (clear) and be verifiable Suggestions include emails, notes, minutes, certificates,

transcripts, webpage print-outs, etc If not possible, please do your best Confirmation of committee or task force participation will

be required, too The committee will not work to find information not provided

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Across the Board Any application submitted that is falsified, if verified to be

so, will not be consideredThe committee has the right to:

Not make any BOY award at all in 2012 Not make any MOY award at all in 2012 Not make any Outstanding Service award at all in

2012 Not make any Scholarship Award at all in 2012

Determine a minimum number of points to be attained for consideration of an award or scholarship

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Across the Board

Award partial points in a categoryNot award points in more than one category if information

is provided in more than one categoryThe evaluation and scoring by the committee is final and

confidentialAnyone receiving an award or scholarship who attends a

public class or function does so representing the chapter and is expected to behave professionally and with decorum

Recipients are to submit an expense form with documentation within thirty (30) days of utilization

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Awards

Manager of the Year (MOY)

Buyer of the Year (BOY)

Outstanding Service

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Activity

Submission information MUST reflect activities from the time period of January 1, 2011 through November 15, 2012 only. (Any information provided outside of that time period will not be evaluated or considered)

Categories Judged On Contributions to the entity he/she serves Contributions to the GANIGP Chapter Contributions to NIGP/Profession

Manager of the Year and Buyer of the Year

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For each question that you answer, supporting documentation and narrative must be submitted unless otherwise noted.

PROVE YOUR RESPONSES! PROVIDE THE EVIDENCE!Include Confirmation from Committee Chair or Task Force Head

Must attain a minimum of 30 Points for application to be considered and to receive an award

Manager of the Year and Buyer of the Year

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Submission Requirements

Submission form must be included as page 1 followed by supporting documentation and narrative—failure to include this form will cause the application to be rejected

Must be submitted on a CD or USB flash drive and be received or postmarked by Thursday November 15, 2012 at 5:00 PM EST. Hint: Check your CD or flash drive prior to submitting. Make sure your file is

complete and all information is there

If you need to make changes to a submission, a new CD or flash drive containing the complete new submission must be mailed by the due date to the Chair of the committee

Emailed submissions will not be accepted

Questions or requests for clarification must be submitted by email to the Chair of the committee no later than the date indicated

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Submission Requirements

Following the submission form, supporting documentation and narrative must be one continuous file (PDF or Word™)

For each activity on the submission form, supporting documentation and narrative must be submitted (unless otherwise noted)

Please label each section and supporting documentation accordingly: A.1 or B.11

Date all supporting activity

If you have multiple examples to offer under an activity, identify them as A.1a, A.1b etc.

Do not submit the same documentation for more than one category or section since you will not receive points for the same activity more than one time

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Submission Requirements

Hyperlinks are allowed but check to make sure they are direct links to supporting documentation. May also insert graphics and pictures. They do not need to be full sized but must be readable

Evaluators will not search for evidence, make assumptions of work done or “read between the lines”—must be presented in the application

As stated before, evaluators may award partial points

There is no page limit, but understand the application is evaluated based on Quality—NOT Quantity

Must be in a position deemed to be “Manager” per the application if applying for the Manager of the Year Award

Must be in a position deemed to be “Buyer” or eligible per application if applying for the Buyer of the Year Award

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Suggestions for MOY Applications It is okay if you delegated a task, but provide evidence that you did

so and that you monitored and followed-up Emails Meetings Example might be a directive to revise a manual

Provide evidence that you enacted a policy—not just that you continued the policy already in place

Recruiting staff—provide evidence that you did the work or enabled the recruitment Job announcements—especially old ones vs. new ones Evidence you made a request to fill positions/ upgrade a position

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Suggestions for MOY ApplicationsBudget work done—provide evidence you developed the section’s

budget or contributed to the development of the budget Emails or Meetings Not just submitted a repeat of the prior year’s budget

Presentations made—not just providing a welcome or thank you to participants but actually making a presentation

Evidence of staff development program initiated and or continued

Retaining staff—evidence you did work to keep staff Request to upgrade a position or offer a promotion Professional development or membership payment requests

Service on a committee or task force—provide evidence you served, attended meetings—and confirmation

Trainings attended AND completed—provide certificate or transcript

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Suggestions for BOY ApplicationsProvide evidence that YOU initiated, recommended and/or worked

on activities Using emails, meeting appointments and/or notes, etc For concept that leads to Excellence, manual revisions, policy or

procedure development or changes

Provide evidence and confirmation your served and did work for a committee or task force

Provide evidence you received an award and explain what the award was for

If you provided a presentation, provide evidence of the presentation Must be more than offering a welcome or thank you

Trainings attended AND completed—provide certificate or transcript

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Outstanding ServiceAwardNomination of a 2012 Chapter Member in good standing by a

Chapter Member or work associateNominee must have attended a minimum of two chapter business

meetings within the time period designated Nominee must have served as either an office of the chapter or as

the chair of a committee or as an active committee member during the time period designated

Includes at least one reference besides the person nominating In 2012 application process includes short-answer sections that will

be evaluated and not one full essay

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Scholarships

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Scholarships Types and InformationScholarships for training classes

Must provide documentation of class or classes Provide a good estimate of total cost (not to exceed cost)

Scholarships to pursue certification or recertification Will be asked before receiving award amount to provide

evidence of acceptance by certifying organizationScholarships to attend Forum

Good chance the full amount will not be awarded, depending on the number of applicants

Provide an estimate of total costOther types?Can be combined with a grant awardMay be more than one of the above, but then must be prioritized

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Requirements, etc. for Scholarship ApplicationsApplication must be submitted using the application and process

indicated with supporting documentation Must be send electronically and be received by the Chair by the

date and time indicatedOnly work and/or activity done during the time period indicated will

be evaluatedStay within the page limit indicated—25 pagesProvide evidence or documentation for each activity—do not

assume information is known by evaluation team membersDocumentation will only be “counted” onceStay within the word limit for the essay—do not have too few words

and do not have too many– (300-500 words)—only includes the body

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Requirements, etc. for Scholarship ApplicationsThere may be a maximum amount determined by the committee for

every scholarshipPartial points may be assignedPartial scholarships may be awardedMinimum points for a scholarship award in 2012 is 50The same requirements regarding providing evidence of

participation and confirmation of committee, task force, etc work applies as with MOY/ BOY

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Responsibility of Evaluators

Evaluate each application fairly and without prejudice and done in a way to preserve confidentiality

Provide a basic explanation to applicant if application is not awarded or partially awarded—but will not reveal individual or consensus points

Objective is to offer suggestions for future submissions

Provide information to chapter members on winners of awards and scholarships, but not on scholarship amounts or indicate who did not win

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Helpful Hints—provided by NIGP

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Helpful HintsIdentify

the criteria.

If offering up multiple examples, identify

them – a, b, etc.

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Helpful HintsWhen embedding a

document, make sure the judges know precisely what

page/section proves your point.

Judges don’t want to guess.

Show/tell where they should be looking

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Helpful Hints

Good job of telling the relevance of your response.

Good job of attaching the

relevant doc/page.

Good job of presenting an

email that proves your response.

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Helpful Hints

Emails are great proof! (If you haven’t saved your emails, email people/agencies and ask them to verify what it is you are trying to prove.)

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Helpful Hints

Good supporting documentat

ion:

Title page with forum

logo.

Official forum

material that proves you really

did do this!

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Helpful Hints.

Show agendas or

flyers or other formal documentation that proves

your response.

Get in the habit of

putting the year (and not

just month and day) on

your materials to

prove the actual date

you did this.

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Helpful Hints.

Don’t just type out the

names

Show the roster that proves it.

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Helpful Hints.

Don’t just type out the

names of your

instructor information

Show the official

documentation that proves

it.

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Helpful Hints.

A Certificate proves this individual served on a

Chapter committee.

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Helpful Hints.

Again, don’t just state it,

show it

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Other Helpful TipsOffer up clear and convincing proof for each answer!

Date your documentation – and only submit documentation for the time period

Do not handwrite

Do not draw circles, arrows, or other shapes

Do not attach documents that are sideways, too small to read, blurry, etc.

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Other Helpful TipsDo not use an inactive link—make sure it works Do not use a link that takes the evaluators to a “members

only” page (unless you provide a user/password). Do not skip a criteria or misnumber a criteria

Do not answer a question with “See question xx.”Include page numbers

Start early! A great application takes 40+ hours

Proof it carefully. Enlist others to proof, check links, etc.

If in doubt, ASK!!

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Questions?

Contact Gayle Porstergporster@msn.com

404-368-9236