Service Awards Committee

The Service Awards Committee with the Membership Directory Chair maintains Guild volunteer time records. It approves or disapproves out-of-museum hours for inclusion in time records and determines candidates for service and special awards to be granted by the Guild, Board of Trustees, and Museum. The committee is composed of past Guild Presidents, the sitting President, and President-Elect. The Chair of the Service Awards Committee is the immediate past President of the Guild. If that is not possible, the President will appoint a person to Chair the committee.

Service Awards Committee Chair

  • Reports progress and problems to the Membership Coordinator and attends all meetings scheduled by the Coordinator.
  • Invites the Coordinator to all committee meetings. The Coordinator will attend whenever possible.
  • Acknowledges by thank you note or other means, appreciation for the work done by the volunteers.
  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes to
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Makes any necessary changes and sends to the President Elect and to
  • Attends the Notebook Turnover Meeting in the late Spring and submits in quadruplicate the annual Committee Report using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Coordinator, and the President and one copy will be filed in the Museum Library and Archives. Also, a copy of the report in MSWord format is e-mailed to for posting on the Guild website.


  • With the Membership Directory Chair, or designate, encourage the membership to enter service hours directly into the Volgistics database via the Guild website. When hours are reported on paper, directions on how to do it electronically are e-mailed to members with computer addresses and members are encouraged to use that method. Hours submitted on paper are entered for the guild member by the Chair. Chair answers questions about what is accepted as service hours.
  • Periodically remind the membership to enter volunteer hours and that reports turned in after March 31 will be credited to the following year. Those without computers may enter hours using the Guild Room computer. Paper records may be turned in at any time by members without computer access.
  • Maintain records in an orderly manner.
  • Schedule one or more meetings in the early March to determine candidates for the Special Achievement Ketohs and Special Awards. Invite all active past Presidents, the President Elect, and the current President to attend these meetings. No one present at the meeting can receive one of the awards while serving on the Service Award Committee.
  • Advise the President of all awardees and, with the President and Chair of the Spring Luncheon, plan the award ceremony for the Annual Meeting held at the Spring Luncheon.
  • Order Ketohs (service, education, special, and President’s). Determine any special awards and select appropriate gifts. Arrange engraving on the 2500-Hour, 5000-Hour, Education, and Gift Shop plaques and katsina dolls. The Staff Liaison with the Guild will arrange for awards for those who have attained 7,500 and 10,000 hours.
  • Determine which Guild members have earned a shop discount certificate for volunteering for 300 hours during the year (April 1-March 31) and completing 40 shifts in the Shop during the year. Obtain a list from the Shop Chair of people completing 40 shifts. Have gift certificates made for everyone for presentation at the Spring Luncheon.
  • Alert the Treasurer and/or the Art Department as to the number of hours volunteered so the presentation “hours” check may be prepared.
  • Present the Service Ketohs at the Spring Luncheon Annual Meeting and designate presenters for all other awards. Present the check for total volunteer hours.
  • Recommend candidates for Honorary Membership to the Board of Directors.

Time Line


  • Submit a budget. Estimate how many 5,000 hour awards will be made from the database. Also determine how many other awards need to be replenished. Typically the Board of Trustees pay for the 500 hour Ketohs, the museum pays for the 7,500 and 10,000 awards and the Guild pays for the rest.
  • Become familiar with the method for entering hours into the Volgistics database for guild members. The Membership Directory Chair or designate is responsible for answering questions about data entry while the Chair’s task is to clarify for members the activities that can count as service hours. Together encourage members to enter hours into the Volgistics database.


  • Record hours into the database which are submitted on paper as they come in from members lacking computer access.


  • Remind Guild members both at the Guild meeting and in Artifacts, to enter their hours. Remind them to read the definition of service hours in the Guild Handbook, that record slips can be turned in by those without computer access at any time in the metal box in the Guild Room and that they need to record the date, what they did, and the hours, including travel time, with a total for the sheet. The computer in the guild room may be used for entering hours by Guild members.


  • Remind Guild members to enter hours at the Guild Meeting and in Artifacts as stated for October.


  • Estimate the awards, silver chains, etc. that are needed for the year by looking at the annual hours for each member from a Volgistics reports and the conversion into an Excel spread sheet. Give the order to the Assistant Manager/Buyer in the Shop by the end of the month. The Shop will order these and begin to set aside katsina dolls for awards at this time.


  • Remind Guild members that they have until March 31 to enter hours for the year. Anything after that will be recorded for the next year.
  • Meet at least once with the committee to determine the awards: Special Achievement Ketoh for outstanding or original ideas and Dedication to Existing Project Ketoh.
  • A member of the committee cannot receive an award.
  • Contact Shop Chairman and Coordinator for Education Services to determine names for plaques: Shop Chair, Outstanding Shop Volunteers at North, and at Central, the Lucy Schupp Award (Jr. and Sr. Guides), the Pat Reddinger Award and persons to receive an Education Ketoh. Also obtain from the Shop Chair (or designate) a list of persons who have completed 40 shifts in the shop during the year.


  • On, or near to April 1, meet with Membership Directory Chair and review submissions of service hours to the database. Determine as best you can that file is accurate using Volgistics reports. Any entries after this time will not be included for this year. Allow time for paper reports mailed before April 1 to make their way to Guild Room.
  • Forward names of members who have achieved 7,500 and 10,000 hours to the Staff Liaison for the museum to order awards.
  • Submit a list of shop discount certificates to the person making certificates and then to the Museum Director for his or her signature. Place each signed certificate in a labeled envelope for distribution at the Spring Luncheon. Include silver and gold bears (1500 and 2,500 hours) in envelopes as appropriate.
  • Take katsina dolls and plaques (2,500 and 5,000 hour, 2 education and 3 shop) along with names of people to be engraved to the House of Trophies, North 16th St., Phoenix.
  • Submit award information to the Chair of the Spring Luncheon for inclusion in the program. Confer on the program and order of events.
  • Review website description of committee work and send changes to Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to
  • Attend the Notebook Turnover Meeting and submit notebook and copies of the Committee’s annual report. E-mail report in MSWord to the Guild Webmaster.


  • Present awards at Spring Luncheon. Display plaques with new names at the event.
  • Following the event return plaques to their places in Guild Room and shops.
  • Distribute awards to people who were not at Spring Luncheon.

The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.

rev 5/03/2011