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Working
Calendar
January
Select New
Subcommittee Members
Call for volunteers at the first SCOPA meeting of the year. The subcommittee
generally consists of four members, two new and two returning, who serve overlapping
two-year terms. Each year, two incoming SCOPA members may volunteer to serve
on the subcommittee, joining the two returning members. Select one returning
member to serve as subcommittee chair.
Final
Reports Due
Send an e-mail message on January 15 reminding last year's grant recipients
that final reports are due January 31. Include the name of the subcommittee
member to whom the reports should be sent. Emphasize that reports should be
submitted in electronic form to facilitate their mounting on the SCOPA website.
Remind recipients that reports should include a full accounting of expenses
and a narrative describing their project's successes and/or failures. Also,
remind them that they will be expected to participate in a library-wide forum
sponsored by SCOPA in the spring.
February
Review Archives
Review the subcommittee's archives. Pay particular attention to 1) the final
reports from last year's grant recipients, and 2) the grant proposals and
award letters for the current year's recipients.
March
Plan Forum
Plan forum for previous year's grant recipients. Confer with recipients,
review their original proposals and final reports, reserve room, arrange
for any necessary equipment, publicize on YULIB-L and in Library Links.
Format can be one big forum or several small forums.
April
Hold Forum
Hold forum for previous year's grant recipients. Introduce recipients, field
questions, and close discussion by encouraging audience members to submit
grant proposals in the fall.
May
June
Progress Reports
Due
Send an e-mail reminder on June 1 to current grant recipients that mid-term
progress reports are due June 15. Include the name of the subcommittee member
to whom reports should be sent. Review the progress reports once they are
received.
July-August
September
Select Outside
Reviewers
Ask Diane Turner to identify two members from the Library Management Council
(LMC) to serve as outside reviewers. Reviewers are expected to help the subcommittee
evaluate the proposals that are received that fall. They may communicate their
comments by e-mail or by attending a subcommittee meeting.
Call
for Grant Proposals
Circulate the call for proposals for next year's grant program by sending
a letter with the guidelines for submissions to all M&P staff via YULIB-L
and in Library Links. The deadline for submissions is October 31. Indicate
that awards will be announced by December 15.
October
Reminder of
Deadline
Post a message on YULIB-L reminding staff of the upcoming October 31 deadline
for submissions.
November
Distribute
Proposals to Outside Reviewers
Send copies of the proposals to the outside reviewers from LMC and subcommittee
members, together with a copy of the Guidelines for Applicants (or the URL
for the online version) and a note detailing how much money is available.
Ask that evaluations be returned within a couple of weeks.
Judge
Grant Proposals
Review submissions and evaluations and decide on awards (full, partial, or
no funding). Write letters of acceptance and/or rejection.
December
Announce Awards
for Next Year's Grants
Mail letters of acceptance and/or rejection to next year's grant recipients.
Announce awards on YULIB-L and in Library Links by December 15. Send names
of recipients and amount of awards to the library's Business Manager.
Write Annual
Report
Subcommittee chair writes annual report on the subcommittee's activities and
submits it to the chair of SCOPA for incorporation into SCOPA's annual report.
© 2007 Yale University Library
This file last modified 03/03/08
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