Dean's Community Service Award Frequently Asked Questions

We now accept nominations for the 2017 DEAN'S COMMUNITY SERVICE AWARDS.
DEADLINE IS EXTENDED TO Friday, March 10, 2017.

Please click here to submit your nomination. 

When are nominations accepted?

Typically the nomination period is in the fall, but this may change from year to year. The request for nominations (RFN) is emailed to all HMS/HSDM faculty members, trainees, students and staff once the nomination period is open. The HMS Office for Diversity Inclusion and Community Partnership works closely with the diversity and communications offices at the affiliated hospitals and institutions to disseminate the RFN to faculty, fellows and residents. Please note: only staff members who receive a paycheck from HMS/HSDM are eligible for the staff award. We also post the RFN and deadlines on the Community Service Award website as soon as they are determined.

Can I send a letter of support, or do I need to submit my nomination online?

All nominations must be submitted via the online nomination form. Nominations and “letters of support” that are mailed, emailed, or faxed will not be accepted.

What information do I need to know before submitting my nomination online?

Before you begin your online nomination, it will be very helpful for you to have the following information about the person you are nominating:

  • advanced degree(s)
  • position, faculty rank, or year of graduation
  • current affiliation
  • department/division
  • email address
  • best phone number
  • other recognition/awards received (if applicable)
  • service to communities/organizations (if applicable)

You will be asked to provide some information about the nominee’s service including how often and how long the nominees has volunteered or provided service to the community organization. You will also be asked to tell us about the type(s) of service provided and importantly the impact the nominee has had on the organization/activity and the community/individuals served.

As a precautionary measure, we strongly recommend that you save your narrative as a Word document and copy it into the online form in case you encounter technical difficulty.

Who is eligible to submit a nomination?

There are no eligibility requirements for nominators –anyone may submit a nomination. We also accept self-nominations since we recognize that your colleagues may not always be aware of the important work you do in our community.

How many people can submit a nomination for a single nominee?

There is no limit to the number of nominations that may be submitted for an individual.

Can I nominate more than one individual for an award?

Yes, you may nominate more than one individual for the Dean's Community Service Award.

How can I improve the chances that my nominee will receive an award?

Please refer to the “Nomination Guidelines” located on the Dean’s Community Service Award website.

How will I know if my nomination has been submitted properly?

After submitting your nomination, you will receive an email (at the address provided) that your nomination was submitted successfully. You will also see a webpage confirming the submission of your nomination. If you are unsure, or do not receive such confirmation, please contact Ellen McCarthy at hms_csaward@hms.harvard.edu or (617) 432-7212.

What should I do if I am having technical difficulty with the online nomination form?

Only nominations that are complete and contain valid information are accepted. If you are experiencing difficulty submitting your nomination or moving forward in your nomination, please consider the following to troubleshoot before contacting us:

If a required item is incomplete or skipped, you will see “Please answer this question” immediately above the missed item(s).

Phone numbers and email addresses must be provided in a valid format. If a format is invalid, you will be prompted to enter a valid US phone number (i.e., XXX-XXX-XXXX) and/or email address (e.g., xxx@hms.harvard.edu) before the nomination can be submitted.

Some browsers may not be compatible with the software. You should try another using another browser such as Explorer, Safari, or Firefox.

If you continue to experience difficulties in submitting your nomination, please contact Pinar Kilicci-Kret at dcp_csaward@hms.harvard.edu or (617) 432-1083.

Who is going to read my nomination?

Your nomination will be read by members of the advisory committee, which includes faculty and staff from across the Harvard Medical School and Harvard School of Dental Medicine community. It will also be read by individuals within the Office for Diversity Inclusion and Community Partnership (DCP) who administer the Dean’s Community Service Award. The names of nominators are shared only with the advisory committee and designated individuals within DCP.

In the event your nominee is selected to be a recipient of a Dean’s Community Service Award, we do provide awardees and their department chairs and chiefs with a redacted copy of his/her nominations. Although we carefully remove the nominator’s names and other personal identifying information, nominations may contain personalized content that it may be possible for an awardee to recognize who wrote a nomination by the information provided.

  • Your nominee will only receive your nomination if s/he becomes a recipient of the Dean’s Community Service Award.
  • We do not provide copies of nominations to the nominees who did not receive an award.
  • We do not provide the names of individuals who submitted a nomination to any award recipient or other nominee.


How are the recipients selected?

An advisory committee comprised of faculty and staff from across the Harvard Medical School and Harvard School of Dental Medicine community will review the nominations and make recommendations to the Dean’s Office.

When and how will the recipients be announced?

The recipients are generally announced in March/April depending upon when the committee meets. We first contact all recipients by phone and email to inform them of their award.

Once all recipients are notified, we will post the recipients’ names on the Community Service Award website. We will also notify all individuals who submitted a nomination to let them know whether or not their nominee was selected for a Dean’s Community Service Award.

We will also email the public affairs, communication, and diversity offices at the affiliated institutions to provide them names of all recipients and nominees from their institution.

Will I be notified about the outcome of my nominee?

Yes. Everyone who submitted a nomination will receive an email to let them know whether or not their nominee was selected for the Dean’s Community Service Award. The recipients may be posted on the website before you receive an email notification.