Penn State University Libraries - Scholarship Committee

Scholarship Committee Handbook

What is the charge of the Committee? The charge for the Scholarship Committee is to review and select recipients for the University Libraries' scholarships.  In addition, the Committee is charged with promoting the Libraries' scholarships throughout the University system.

Who are the current Committee members?

Scholarship Committee members for the 2013 award cycle include:  Courtney Young, Chair; Ben Goldman, Janet Hughes, Stephanie Mohavedi-Lankarani, and Matt Wayman.

What is the history of the Committee?

There has been a Scholarship Committee appointed every year since 1982.  During the past couple of years, the Dean has tried to keep at least two members from the previous year’s committee on the new committee for continuity.  In 1997, the Committee gained a staff member appointment and was broadened to include a Commonwealth Campus member as well.

Who can be appointed to the Committee and who makes the appointments?

The Dean makes appointments based on recommendations from the Assistant/Associate Deans.  Committee members are officially appointed by the Dean of University Libraries and Scholarly Communications.

How many appointees?

There are typically 4 to 6 appointees.  Appointees can consist of up to three faculty members and one staff member.  The Committee should include at least one Commonwealth Campus appointment.

When are Committee members appointed?

The new Committee is appointed in July, after the previous year’s recommendations have been submitted to the Dean.  This schedule is in order to keep the Scholarship Committee appointments in the same cycle as other University Libraries’ committees.

Who is designated as chair, and is that an appointed position as well?

The chair is appointed by the Dean and it usually is a continuing member from the previous year’s committee.

How are the results of the Committee reported and to whom?

The Committee’s results are reported to the Dean of University Libraries and Scholarly Communications via memo.

When and how often does the Committee meet?

In the past, the Committee met after all scholarship applications had been received; usually in May and usually only met once.

With the appointments made in July, the Committee now meets several times throughout the year to discuss matters relating to publicity of the Libraries' scholarship as well as to revise Committee posters and other publicity materials.

What is the deadline for distribution of the poster?  How is it distributed?

Usually posters are distributed in March to Libraries’ departments, campus locations, and the Financial Aid Office.  Committee members handle distribution of the posters and other publicity materials.  In order to reach all student Libraries' employees at campus locations the Committee must work through a librarian or staff member at each campus for distribution purposes. 

Updates to the descriptions of the University Libraries' scholarships in the Office of Student Aid brochure need to be submitted to that office by April.

Updates to the Committee’s Web page can be made throughout the year.

What are the deadlines for receipt of applications and letters of reference from the candidates?

Letters of application are due to the Dean by the end of the last day of classes in Spring Semester.  Applicants are to ask their references to send letters of recommendation to the Dean by the same date.

How are the candidates notified and what is the deadline for notification?

After the Dean receives and reviews recommendations for awards from the Scholarship Committee, letters are prepared and sent to all applicants--those receiving an award and those not receiving an award. These letters are typically sent by June 1.

Where is the poster posted?

It is up to the departments and campuses which receive the poster to post it.  In addition to the poster, areas will receive table tents.  The University Libraries' Website coordinator may be contacted about publicizing the Scholarships in the spotlight cycle on the University Libraries' Website.  

What forms of advertising are used?

Historically the Committee has advertised in the Collegian, but response was low and the space was expensive, therefore this outlet has been discontinued.  In addition, the brochure has been discontinued as it proved not to be cost effective. 

The Libraries' Public Relations and Marketing Office (PRaM) does create a press release and sends to the Newswires, Collegian, and the CDT and adds to Monday messages.  The Committee sends email messages to student lists.

Other outlets may include: Webpages; having Committee members participate in University Career Days; developing a 8.5"x11" flyer to be posted on strategic bulletin boards in the HUB, Kern Graduate Building, as well as other undergraduate gathering places; and advertise in Commonwealth Campus news publications.

[See Scholarship PR Process]

How is the amount available for the scholarship awards determined?

In April, the Dean’s office receives the estimated income for each of the scholarship/awards from E-Steward via the Libraries' Development Office. The Libraries can only spend the interest earned on each award.  The balance remaining from last year (if not all was awarded) and the interest accrued throughout the year is what is available for spending.  The Committee decides on the amount based on the monies available.

How is the amount available divided among the scholarships?

Each scholarship/award earns its OWN interest.

Who monitors this amount?

Liberal Arts for the Conner and Shibley awards; and Kimlyn Patishnock, Director of Administrative Services, for the Faltz-Miller Scholarship.

Where are the funds held?

Loans and Scholarships Office, Bursar’s Office.

When should the amount of award be determined?

The amount is determined when the Committee meets to review applications and select recipients.  Typically this is during the second or third week of May.

How are the funds distributed to the candidate and when?

Funds are distributed to the candidate through the student’s account.  The Libraries' Development Office disburses the award via E-Steward to the student's account. The amount awarded is usually split in half and distributed over two semesters to the student.  The first semester is usually the fall semester following the selection of the recipients.

Would it be possible to draft a brief history of the endowment of each fund?

For further information relating to the inception of each endowment see the documents titled The Martha Conner Memorial Fund, Adma Hammam Shibley Memorial Scholarship in Library Science, and Ava Faltz-Miller Memorial Scholarship.  Copies of these are available through Susan Walker.

What are the review criteria and the review procedure?

The Committee reviews each applicant based on the criteria for each scholarship.  Those criteria are: 

1. Adma Hammam Shibley Memorial Scholarship in Library Science
   a .First consideration is to undergraduates identified as planning careers in and having a commitment to the field of Library Sciences
   b. Second consideration is to undergraduates enrolled in the College of The Liberal Arts
2. Martha Conner Memorial Award
   a. Qualified undergraduate students who plan to go to graduate library school who need funds to meet necessary college expenses while at Penn State
3. Ava Faltz-Miller Memorial Scholarship
   a. Outstanding full-time students at the Junior level who have demonstrated an interest in library studies, information services, and/or librarianship
   

Can the candidates and their references be interviewed?

Yes, but this has not been the procedure in the past.