About › Manual

Manual

By-laws, 1992, Amended 2002 - Revised 2007

Tags:

IOWA LIBRARY ASSOCIATION CHAPTER
OF THE
ASSOCIATION OF COLLEGE AND RESEARCH LIBRARIES


ARTICLE I
Name


The name of this organization will be the Iowa Library Association Chapter of the Association of College and Research Libraries (hereinafter referred to as the Chapter), an affiliate of the national Association of College and Research Libraries (hereinafter referred to as ACRL), and a Subdivision of the Iowa Library Association (hereinafter referred to as ILA). The Chapter's acronym for all official purposes will be ILA/ACRL.


ARTICLE II
Purpose


The purpose of the Chapter is to represent the common interests of the libraries and library staff in higher education and independent research libraries. The Chapter seeks to enhance library service, user education, and staff development in these libraries.


ARTICLE III
Membership


Section 1. Qualifications

Any person who is a personal member of ILA is eligible for membership. Any personal member of ILA who designates the Chapter as a Subdivision membership and pays dues is a member of the Chapter. Each paid member will have one vote.

Section 2. Dues

Dues are levied by ILA on all members. Dues for the Chapter will be determined annually by the Executive Board and changes presented to the membership for its approval at the Annual Business Meeting. They may be adopted by a majority vote of the members present or through a mail ballot and take effect the following calendar year. The membership will be given at least 30 days written notice of the proposed change in the Chapter dues structure.


ARTICLE IV
Meetings


Section 1. Frequency

There will be an Annual Business Meeting each year held during ILA's annual conference. The Chapter may hold other meetings as necessary at the request of the President. The membership will be given at least 30 days written notice of any additional meetings specifying time, place, and purpose.

Section 2. Quorum

These meetings will be convened upon the presence of a quorum of ten percent of the members.


ARTICLE V
Officers


Section 1. Officers

There will be three officers of the Chapter: a President, a Vice-President/President-Elect, and a Secretary/Treasurer. Officers must be members of both the Chapter and ACRL.

Section 2. Duties

A. The President will:

i. Preside at all meetings of the Chapter;

ii. Serve as Chapter liaison to ACRL;

iii. Subject to Executive Board approval, appoint a delegate to the ACRL Chapters Council who will serve as a non-voting ex officio member of the Executive Board;

iv. Subject to Executive Board approval, appoint an ACRL chapter Government Relations Representative who will serve as a non-voting ex officio member of the Executive Board

v. Subject to Executive Board approval, appoint officers to fill temporarily any vacancy which occurs between elections, (See Article VI, Section 2, vi);

vi. Subject to Executive Board approval. appoint members to fill vacancies on committees as necessary,

vii. Submit an annual budget request each year to ACRL in accordance with ACRL guidelines;

viii. Attend the Annual Planning Session of ILA to plan for the following year's activities in accordance with ILA policies;

ix. Submit an annual report at the end of the term of office to the Executive Officers of ACRL in accordance with ACRL policies;

x. Submit reports as required by ILA policies and bylaws;

xi. Maintain an archival copy of Chapter documents for which this position is responsible. (See Article IX);

xii. Execute the wishes of the membership or Executive Board as expressed in the motions and resolutions passed at any business or Executive Board meeting;

xiii. In consultation with the Executive Board of the Chapter, act upon all issues requiring action prior to the next regularly scheduled business meeting;

xiv. Authorize payment of all Chapter funds up to the amount specified in the Chapter budget in accordance with ILA policies. Unbudgeted expenditures will be subject to Executive Board approval. (See Article VI, Section 2, iv).

B. The Vice-President/President-Elect will:

i. Preside at meetings in the absence of the President;

ii. Assume the position of President upon the conclusion of the term of office of the President;

iii. Serve as chair of Nominating Committee and appoint Nominating Committee members for the coming year, as prescribed in Article VIII, Section 1, B, i and ii;

iv. Appoint chairs of standing committees (except the Nominating Committee) for the coming year in consultation with the Nominating Committee and subject to the approval of the Executive Board. (See Article VI, Section 2, iii);

v. Attend the Annual Planning Session of ILA and preside over the Chapter portion of the meeting to plan for the following year's activities in accordance with ILA policies;

vi. Prepare the Chapter budget, subject to approval of the Executive Board. (See Article VI, Section 2, iv);

vii. Maintain an archival copy of chapter documents for which this position is responsible. (See Article IX);

viii. Act as Parliamentarian of the Chapter at all meetings when questions of form or order arise;

ix. Perform such other duties as may be assigned to the office by the President, membership, Executive Board or Iowa Library Association.

C. The Secretary/Treasurer will:

i. Record the minutes of all business and Executive Board meetings, and produce them for review at the next meeting;

ii. Report at the Annual Business Meeting and at Executive Board meetings on the financial status of the Chapter;

iii. Maintain an archival copy of all Chapter documents for which this position is responsible. (See Article IX);

iv. Collect all archival documents from officers and committee chairs and deposit these in the archival depository before leaving office in accordance with Article IX;

v. Deposit a copy of all Chapter reports, program and meeting notices, and other records of Chapter activities with the Executive Officers of ILA and ACRL in accordance with the policies of each organization;

vi. Perform such other duties as may be assigned to the office by the President, membership, or Executive Board.

Section 3. Vacancies

A vacancy in the office of President will be filled for the unexpired term by automatic advance of the Vice-President/President-Elect. The Vice-President/President-Elect will complete the unexpired term of the President and then serve his or her own year as President. A vacancy in the office of Vice-President/President-Elect or Secretary/Treasurer will be filled as prescribed in Article V, Section 2, A, v. A vacancy in the office of Past President will not be filled.


ARTICLE VI
Executive Board


Section 1. Membership

The Executive Board will consist of the officers of the Chapter, the immediate Past President, the chairs of the standing committees, and two at-large members. The ACRL Chapter Government Relations Representative and ACRL Chapters Council Representative will serve as non-voting ex officio members of the Executive Board.

Section 2. Duties

i. The policies and programs of the Chapter will be determined by the Executive Board, in accordance with all ILA general, financial, and meeting policies. The Board will manage the affairs of the Chapter, subject to its Bylaws, except when a Business Meeting is in session;

ii. Propose dues for the Chapter annually and present proposed dues changes to the membership 30 days in advance for its approval at the Annual Business Meeting or by mail ballot (See Article III, Section 2);

iii. Approve appointments of standing committee chairs made by the Vice-President/President-Elect as chair of the Nominating Committee (See Article V, Section 2, B, iv);

iv. Approve the Chapter budget and unbudgeted expenditures. (See Article V, Section 2, A, xiv and Article V, Section 2, B, vi);

v. Authorize the creation of ad hoc committees and determine their charge and budget. (See Article VIII, Section 2);

vi. Approve temporary appointments of officers to fill any vacancy which occurs between elections. (See Article V, Section 2, A, v);

vii. In the case of a tie vote in elections, determine the successful candidate by majority vote. (See Article VII, Section 6);

viii. Direct the dissolution of the Chapter if needed (See Article X);

ix. Approve all appointments made by President. (See Article V, Section 2,A, iii-vi).

Section 3. Term

The officers and the two at-large members of the Executive Board take office January 1 following their election. (See Article VII, Section 1 and Article VII, Section 2).

Section 4. Meetings

The Executive Board will meet at least once a year at a time and place determined by the President. The President or three members of the Executive Board may call additional Board meetings. At least five days’ notice of meetings should be given to all Board members.

Section 5. Quorum

A majority will constitute a quorum of the Executive Board.

Section 6. Vacancies

Vacancies in a position of at-large member of the Executive Board will be filled at the next election if the vacancy occurs during the first year of office. If a vacancy occurs during the second year of office, the position will not be filled.


ARTICLE VII
Nominations and Elections


Section 1. Officers

The Vice-President/President-Elect and Secretary/Treasurer will be elected annually. Officers cannot serve consecutive terms.

Section 2. Executive Board

The two at-large Executive Board members will be elected for two-year terms. Terms will expire in alternate years, with one member being elected each year for a two-year term. Elected Executive Board members cannot serve successive terms.

Section 3. Nominations

The Nominating Committee will nominate at least one candidate for each elected position. No person will serve as an officer of the Chapter unless he or she is a member of the Chapter and ACRL. No person will serve as a member of the Executive Board unless he or she is a member of the Chapter. If a member of the Nominating Committee becomes a candidate for election, he or she must resign from that committee. The Nominating Committee will verify the qualifications of all candidates for office.

Section 4. Nominating Committee Report

The Nominating Committee will issue a written report of its nominations to the Chapter membership at least 30 days prior to the Annual Business Meeting.

Section 5. Nomination by Petition

Any other nominations signed by not fewer than five percent of the total Chapter membership and presented during the Annual Business Meeting will be included in the official election ballot. Nominations must be accompanied by written consent of the nominee and must meet the qualifications specified in Article VII, Section 3. Write-in votes will not be tallied.

Section 6. Elections

Elections will be by paper ballot mailed to the Chapter membership immediately following the Annual Business Meeting of the Chapter. The Nominating Committee will have charge of the election and the counting and tabulating of all votes cast. For each position, the candidate receiving the largest number of votes will be elected. Twenty-five percent of the membership will constitute a quorum for elections by mail ballot. In the case of a tie vote, the successful candidate will be determined by majority vote of the Executive Board. (See Article VI, Section 2, vii). Results will be communicated to the Chapter Executive Board immediately after they have been tabulated and to the membership in the next issue of the Chapter newsletter.


 

ARTICLE VIII
Committees


Section 1. Standing Committees

There will be at least eight standing committees: the Spring Conference Program Committee, the Nominating Committee, the Awards Committee, the Membership Committee, the Directory Committee, the Newsletter Committee, the Fall Program Committee, and the Electronic Communications Committee. Committee members must be members of the Chapter.

Members will be appointed by the Nominating Committee (except those on the Nominating Committee) and the Chapter notified of the appointments. Members will be appointed for a period of two years, for terms January 1-December 31, Members shall be appointed for a period of two years, for terms January 1-December 31 except for the Spring Planning Committee which shall be appointed from July 1 to June 31. Committee chairs are appointed by the Vice-President/President-Elect (except the Nominating Committee) in consultation with the Nominating Committee, subject to the approval of the Executive Board. (See Article V, Section 2, B, iv and Article VI, Section 2, iii).

Committee vacancies are filled by the President. (See Article V, Section 2, A, v). The President may appoint additional committee members for a one-year term if circumstances demand. Committee terms will be rotated as described below. Committee chairs may serve successive terms as Chair of the same committee with the approval of the Executive Board. In the case of a tie vote, the vote of the President will prevail.

A. The Spring Conference Program Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least six members, including the Chair, appointed by the Nominating Committee. Three members will continue from previous year, if possible;

iii. Plan and publicize the Chapter's Spring Conferences, including invitation and selection of contributed paper sessions.

B. The Nominating Committee will:

i. Be chaired by the Vice-President/President-Elect;

ii. Consist of at least five members, including the chair. New members, are appointed by the Vice-President/President-Elect. Two members will continue from previous year, if possible. Members will serve no more than two years in succession;

iii. Publicize committee vacancies, seek out people in the Chapter to serve on committees every year, and appoint members to committees;

iv. Notify the Chapter membership of appointments to committees;

v. Fulfill responsibilities for nomination and election of officers as outlined in Article VII Section 3.

C. The Awards Committee will:

i. Be chaired by the immediate Past President;

ii. Consist of at least four members, in addition to the chair, appointed by the Nominating Committee. Two members will continue from previous year, if possible;

iii. Designate and publicize awards every year, the nature of which to be determined by the committee, in consultation with the President and/or Executive Board. The amount of the awards should not exceed the amount specified in the Chapter budget;

iv. Consult with the President and/or Executive Board to determine the number of awards to be offered.

v. Notify award winners of their responsibility to report to the Newsletter Committee Chair.


D. The Membership Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least eight members including the chair, appointed by the Nominating Committee. Four members will continue from previous year, if possible;

iii. Consist of representatives from various regions of the state and types of institutions;

iv. Identify potential new Chapter members in the state;

v. Provide membership information as necessary;

vi. Encourage Chapter membership and activity.

E. The Directory Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least eight members including the chair, appointed by the Nominating Committee. Four members will continue from previous year, if possible; ;

iii. Prepare a staff directory of all academic and research libraries in the state every other year;

iv. In cooperation with the Electronic Communications Committee distribute the directory to all Chapter members and others as directed by the President.

F. The Newsletter Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least eight members including the chair, appointed by the Nominating Committee. Four members will continue from previous year, if possible;

iii. Prepare a Chapter newsletter for periodic distribution;

iv. In cooperation with the Electronic Communications Committee distribute the newsletter to all Chapter members and others as directed by the President.

G. The Fall Program Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least four members, including the chair, appointed by the Nominating Committee. Two members will continue from previous year, if possible;

iii. Plan and publicize the Chapter's program(s) and discussion forum at the ILA Annual Conference, including invitation and selection of speakers and papers, in cooperation with the ILA Conference Planning Committee.

H. The Electronic Communications Committee will:

i. Be chaired by a Chair appointed by the Vice-President/President-Elect, in consultation with the Nominating Committee;

ii. Consist of at least four members, including the chair, appointed by the Nominating Committee. The IA-ACRL listserv owner will serve as a non-voting ex officio member. Two members will continue from previous year, if possible;

iii. Develop and maintain the electronic products of the Chapter and post them to the ILA/ACRL web page;

iv. In cooperation with the Newsletter and Directory Committees develop editorial guidelines for the content of electronic information products;

v. Distribute Chapter information electronically as directed by the President and Executive Board.


Section 2. Ad Hoc Committees

From time-to-time, there may be created by the Executive Board, its members appointed by the President, an ad hoc committee to fill a temporary need. The Executive Board will determine the charge and budget of the ad hoc committee. (See Article VI, Section 2, v). Such a committee may exist for a period of up to two years but no longer. If the work of the committee has not been completed in that length of time, it will be disbanded, and a new committee may be appointed by the President, subject to the approval of the Executive Board. (See Article VI, Section 2, v).


ARTICLE IX
Archives


The University of Iowa Libraries is the archival depository for both the ILA and the Chapter. Chapter documents will be deposited annually in the University of Iowa Libraries Special Collections Department. The Secretary/Treasurer of the Chapter is responsible for this action. Before Chapter documents are submitted to the Secretary/Treasurer for archival deposit, working copies will be made as needed and given to new officers and committee chairs for the following year.


ARTICLE X
Dissolution


Upon dissolution of the Chapter, the ILA/ACRL Executive Board will, after paying or making provision for the payment of all liabilities of the Chapter, transfer all assets of the Chapter to the ILA. (See Article VI, Section 2, viii).


ARTICLE XI
Amendments


These bylaws may be amended by a two-thirds vote of the membership present at any business meeting of the Chapter, a quorum being present, or by mailed paper ballot. For a mail ballot, 25 percent of the voting membership will constitute a quorum and a two-thirds majority of those voting will decide the issue. The proposed changes will have been posted on the ILA/ACRL web page or submitted in writing to the membership by the Secretary/Treasurer at least 30 days before the vote. The listserv and newsletter will serve as the vehicles by which members are alerted to bylaw changes. Amendments will take effect immediately unless otherwise specified.

ARTICLE XII
Parliamentary Authority


The parliamentary authority to be used in conducting the meetings and all other business of the Chapter will be the latest revised edition of Henry M. Robert's Rules of Order, insofar as it is not contrary to these bylaws or to the bylaws of ILA and ACRL.

 

Organization Manual: Government Relations Representative

Tags:

This person will be appointed by the current ILA/ACRL President, and should be a member of the Chapter and of ACRL.  This person also serves as the chapter ACRL Legislative Coordinator.

Duties and Responsibilities:

  1. Develop a local advocacy network of individuals within the chapter who will contact their legislators when an issue comes before the House, Senate or other arms of government which impacts academic/research libraries or the higher education community;
  2. Work to create an awareness of legislative and information policy issues at the local level and inform academic/research librarians and others about how they can become involved in advocacy efforts;
  3. Keep informed about ALA legislative initiatives and information policy issues;
  4. Identify and collect examples of academic/research library activities and practices in support of legislative initiatives to be shared with the ACRL Government Relations Committee and the ALA Washington Office;
  5. Promote the legislative agenda developed by the ACRL Government Relations Committee and adopted by the ACRL Board;
  6. Channel information regarding local issues through the ACRL Legislative Network Representative to the ACRL Government Relations Committee and the ACRL Office for appropriate action;
  7. When possible, coordinate the work of the ACRL Legislative Network with the initiatives of the ALA state chapters.
  8. Serve as non-voting Ex Officio member of the ILA/ACRL Executive Board.

Government Relations Representative

1997/98     Dorothy Persson, University of Iowa
1998/99     Jane Kemp, Luther College
2000-2007 John Goodin, Luther College

Organization Manual: Electronic Communications Chair

Tags:

The Electronic Communications Committee began as the ILA/ACRL Ad Hoc Web Committee in 1996. This Committee established the Association's Web site, which currently is found at: http://www.iowaacrl.org. In 1997 the Association also created a mailing list, and the Committee's name was changed to ILA/ACRL Ad Hoc Electronic Information Committee. In 1998 ILA/ACRL changed its bylaws and made this committee a standing one. Beginning with 1999, this new standing committee, named the Electronic Communications Committee, is responsible for the tasks formerly performed by the Ad Hoc Committee.

Responsibilities

As of 2003, the ILA/ACRL mailing list is run by Steve Ostrem at the University of Iowa Libraries. The e-mail mailing list is designed to quickly disseminate information to ILA/ACRL members who have subscribed to the mailing list. 

The ILA/ACRL Web site is found at http://www.iowaacrl.org/. In order to make changes on the Web site, a user must be given the role of ECC member for the website. Committee chairs and officers also have the ability to create and modify content specific to their committee.

The Committee is responsible for running the mailing list and maintaining the ILA/ACRL Web site and social media to include Facebook, Twitter and LinkedIn. This involves adding new information to the Web site and pushing it out via social media, as needed, updating existing information, deleting or archiving old information, improving the design of the Web pages, and general maintenance of the pages. Changes on the Web site are generally made by the Chair, but can also be made by other Committee members designated by the Chair.

Information on the Web site which must regularly be updated includes: the Iowa Academic and Research Libraries Directory, the list of Officers and Committees, the Membership Roster, the Strategic Plan (if changed), the Bylaws (if changed), the Volunteer form, upcoming conferences, scholarship information, and information relating to the ILA/ACRL portion of the ILA fall conference and to the ILA/ACRL spring conference. The ILA/ACRL Newsletter is published electronically and needs to be added to the Web site as soon as it is ready (may be added by newsletter chair). It is usually published three times a year, in March, July, and November. Selected pictures from the ILA/ACRL spring conference are usually added to the Facebook page.

In order for the electronic information to be posted on the Web site in a timely manner, it is crucial that the Committee Chair work together closely with the ILA/ACRL President and the other Committee chairs, in particular the chairs of the Directory Committee, the Newsletter Committee, the Fall Program Committee, the Spring Conference Program Committee, and the Awards Committee (announcements of scholarship opportunities).

Social media use began in 2010 to get information out to our members. Our LinkedIn group is called ILA/ACRL. Facebook page is ILA ACRL. Our Twitter hashtag is ILAACRL. Our established pattern thus far has to post each newsletter to the LinkedIn group and Facebook page, and tweet about conferences with an established hashtag for the conference. Retweet ILA (IowaLA) tweets as appropriate. Leading up to conferences, we have been promoting main speakers via social media to attract additional conference attendees. Following conferences, announce when speakers' or presenters' handouts, slides, Prezi shows, etc are available, hosted either on our website or elsewhere (slideshare, etc).

Schedule of Activities

November
Plan to attend the ILA/ACRL Executive Board Planning meeting. Other Executive Board meetings may be called during the year. Plan to attend them. Helpful to also attend ILA annual planning meeting if you haven't in the past, to understand relationship between ILA and ILA ACRL. Update the information on ILA/ACRL Officers and Committees on the Web site. Place the November Newsletter issue on the Web site. If newsletter committee chair doesn't send out via listserv, send out and also via social media.

December
Communicate with the members of your Committee. Has been done primarily via email. Acknowledge their appointments and outline the work that will be done and their expected contributions. Chair or outgoing chair compose Annual Report of committee activities for President.

January/February
Place call for contributed papers for the ILA/ACRL Spring Conference on the Web site. If conference comm chair doesn't send out via listserv, send it out. Also push out via social media. [FOLLOWING MAY BE REVISED...TO JUST LOOKING AT EACH COLLEGE/UNIV LIBRARY'S WEBSITE ONCE PER YEAR, MAKING SURE OUR LINKS WORK AND CORRECT LIBRARIANS' NAMES ARE LISTED FOR EACH LIBRARY.] Obtain from the Directory Committee Chair all the changes that have to be made in the electronic version of the Iowa Academic and Research Libraries Directory. It is a good idea to communicate with the Directory Chair prior to this and discuss the best way of making the changes in the electronic Directory. Make the changes in the electronic Directory (this is usually a very time consuming process). Note that changing the electronic Directory might occur later in the year, depending on when all the necessary information has been put together by the Directory Committee (in other words, depending on when the print edition of the Directory is ready to go to the Printer). At this time also update the ILA/ACRL Membership Roster and the schedule of upcoming conferences. Push out conference schedule via social media.

February/March/April
Place information regarding the ILA/ACRL Spring conference on the Web site. This information will come from the Chair of the Spring Conference Committee and/or from the President. This information will include a conference registration form (place on Web site in February), a preliminary program, and information about the host college/university and city.  Place information about scholarship opportunities for the ILA/ACRL Spring conference on the Web site (obtain information from Awards Committee Chair).  In March, add the new issue of the ILA/ACRL Newsletter to the Web site.  Update ILA/ACRL Volunteer Form. Push out all content via social media.

April/May
Place last minute updates regarding the ILA/ACRL Spring conference on the Web site and push out via social media (if there are any).

June
Post conference pictures on Facebook page. Archive (on the Web site) information regarding the Spring conference.

July
Place the July Newsletter issue on the Web site and push out via social media.

September
Place information about the ILA/ACRL programs at the fall ILA Conference on the Web site and social media.

October
Clean up the Web page as necessary. Delete outdated materials. Archive older materials which need to be used again the following year. Make changes in design and layout, if desired. Write thank you letters to Committee members. Revise this information about your Committee for the Organization Manual.

 

The Electronic Communications Committee Chair

1996 Barbara Allen, University of Northern Iowa
1997 Barbara Allen, University of Northern Iowa
1998 Barbara Allen, University of Northern Iowa
1999 Megan Adams, University of Northern Iowa
2000 Megan Adams, University of Northern Iowa
2000 Chris Neuhaus, University of Northern Iowa
2001 Chris Neuhaus, University of Northern Iowa
2002 Chris Neuhaus, University of Northern Iowa
2003 Chris Neuhaus, University of Northern Iowa
2004 Chris Neuhaus, University of Northern Iowa
2005 Ryan Gjerde, Luther College
2006 Ryan Gjerde, Luther College
2007 Ryan Gjerde, Luther College
2008 Ryan Gjerde, Luther College

2009 Ryan Gjerde, Luther College

2010 Sara Scheib, Kirkwood Community College

2011 Mara Egherman, Central College

2012 Dan Chibnall, Grand View University

Organization Manual: Newsletter Committee Chair

Tags:

The concept of a committee to facilitate the exchange of information and flow of communication was inherent in organizing the Chapter. The Bylaws of 1984 designated a Communications Committee to publish a directory of academic and research libraries and prepare news for the Catalyst and other releases. The 1989 survey of the Chapter suggested additional communication would benefit the organization, and the Strategic Plan (1990) called for initiation of a newsletter. The bylaw amendments of 1998 called for renaming the Newsletter Committee.

The Newsletter Committee experimentally piloted an ILA/ACRL Newsletter through quarterly issues in 1991. The following year an ad hoc committee was established, and an editor and committee members volunteered. Triennial issues (March, July, and November) were published--timing that was favorably evaluated. Electronic editions (available via the ILA/ACRL lists and web site) became permanent in 1997. Beginning with the July issue of 1997 distribution of the print edition was restricted to ILA/ACRL members and, beginning with the first issue of 1998, the print edition was discontinued. Beginning in 2008 the newsletter changed frequency and format once again, with the use of the new iowaacrl website. Frequency changed to 7 smaller, more focused issues per year. In 2009, the two summer issues were combined, resulting in a total of six newsletters published during the year. All issues of the ILA/ACRL Newsletter since March, 1996 are to be found on the ILA/ACRL web site at http://www.iowaacrl.org/newsletter/index.html

The chair of the Newsletter Committee serves as editor and brings together articles and announcements not only from the Executive Board but also from the membership. Effort is made to reach all types of academic and research libraries.

Schedule of Activities

November
Attend the transitional ILA/ACRL Executive Board planning meeting as an ACRL Executive Board member. Discuss needs, events, and special activities of the coming year.   

December
Correspond with members of the Committee acknowledging their appointments and outlining the work that will be done and their expected contributions. Send a copy to the President so that communication channels are open. Assign the libraries to Committee members who will report on those specific institutions. Plan individual issues for the year and collect ideas for special themes for the March and Summer issues.

Plan to attend Executive Board meetings throughout the year to report on the Newsletter Committee, and to assume responsibility as appropriate.

January
Begin preparation for the first issue of the year. Send notice to newsletter committee members to collect news from their assigned libraries. January/February issue will also include a statement prepared by the President. Begin putting articles and images into the iowaacrl.org website and remind authors who have not sent their copy. Begin discussion of special topic for March issue and get volunteers to investigate and write pieces for that issue.

February
Email the URL to the ILA Office and ILA liaison for approval of the January/February newsletter content.  Once they have replied stating everything is fine, you can publish the newsletter and send link to Electronic Communications Chair for inclusion on the Iowa ACRL homepage. Send email notice of new newsletter with link to ILA/ACRL listserv.  The Electronic Communications Chair has also pushed out the information via various social networking sites.

Follow-up on special topic for March newsletter.

March
Email the URL to the ILA Office and ILA liaison for approval of the March newsletter content.  Once they have replied stating everything is fine, you can publish the newsletter and send link to Electronic Communications Chair for inclusion on the Iowa ACRL homepage. Send email notice of new newsletter with link to ILA/ACRL listserv.  The Electronic Communications Chair has also pushed out the information via various social networking sites.

Make plans for coverage of the Spring Conference and Business Meeting.

April
Collect reports and photos from the Spring Conference, including a paragraph from the ILA/ACRL scholarship winner.  Email the URL to the ILA Office and ILA liaison for approval of the Spring newsletter content.  Once they have replied stating everything is fine, you can publish the newsletter and send link to Electronic Communications Chair for inclusion on the Iowa ACRL homepage. Send email notice of new newsletter with link to ILA/ACRL listserv.  The Electronic Communications Chair has also pushed out the information via various social networking sites.

May
Remind newsletter committee members to collect news from their assigned libraries before everyone leaves for summer break.

June/July
Publish library news/special topics issue and letter from the president.  Email the URL to the ILA Office and ILA liaison for approval of content.  Once they have replied stating everything is fine, you can publish the newsletter and send link to Electronic Communications Chair for inclusion on the Iowa ACRL homepage. Send email notice of new newsletter with link to ILA/ACRL listserv.  The Electronic Communications Chair has also pushed out the information via various social networking sites.

September/October
Prepare and publish pre-conference newsletter edition highlighting ACRL-sponsored sessions and officer candidates. Plan committee member coverage of ACRL-sponsored conference sessions and ILA/ACRL Business Meeting. Email the URL to the ILA Office and ILA liaison for approval of content.  Once they have replied stating everything is fine, you can publish the newsletter and send link to Electronic Communications Chair for inclusion on the Iowa ACRL homepage. Send email notice of new newsletter with link to ILA/ACRL listserv.  The Electronic Communications Chair has also pushed out the information via various social networking sites.
 

November
Collect reports and photos from ILA Conference, including a paragraph from the ILA/ACRL scholarship winner and complete newsletter.  Election results are normally included in this issue as well.  Email the URL to the ILA Office and ILA liaison for approval of content.  Once they have replied stating everything is fine, you can publish the newsletter and send link to Electronic Communications Chair for inclusion on the Iowa ACRL homepage. Send email notice of new newsletter with link to ILA/ACRL listserv.  The Electronic Communications Chair has also pushed out the information via various social networking sites.

December
Write letters of appreciation to committee members, prepare the annual report for ILA/ACRL Executive Board, and update these Organization Manual pages. Attend the transitional ILA/ACRL Executive Board planning meeting and pass activity information to the incoming Chair. Discuss plans for the following year including ideas that were not used and suggestions that should be considered.

Special Information
When each newsletter is linked to the ILA/ACRL home page, send the link to the ILA/ACRL mailing list.  Also notify the ILA Executive Director, who will then post the link to other ILA officers and mailing lists.

The Newsletter Committee Chair

1991 Georgia Quirk, University of Northern Iowa (Communications Committee)
1992 Barbara Allen, University of Northern Iowa (Ad Hoc Newsletter Committee)
1993 Barbara Allen, University of Northern Iowa (Ad Hoc Newsletter Committee)
1994 Gregory Wool, Iowa State University (Communication Committee)
1995 Richard Reitsma, Northwestern College
1996 Peter Hartford, University of Iowa
1997 Jeff Dodd, University of Iowa
1998 Linda Scarth, Mount Mercy College
1999 Sandra Keist, Grand View College
2000 Ann Ford, University of Iowa
2001 Ann Ford, University of Iowa
2002 Steve Ostrem, University of Iowa
2003 Steve Ostrem, University of Iowa
2004 Steve Ostrem, University of Iowa
2005 Amy Paulus, University of Iowa
2006 Amy Paulus, University of Iowa
2007 Kate Hess, Kirkwood Community College
2008 Kate Hess, Kirkwood Community College
2009 Judy Mitchell, Hawkeye Community College
2010 Leslie Ross, St. Ambrose University
2011 Amy Paulus, University of Iowa
2012 Clint Wrede, University of Northern Iowa

Organization Manual: Directory Committee Chair

Tags:
In 1983, a Communications Committee was created and charged to prepare and distribute a staff directory of all academic and research libraries in the state. Other publications and publicity were to be handled by the Committee. To further the communication capabilities of the Chapter, a newsletter was initiated in 1991, and produced and distributed by this Committee. The success of the ILA/ACRL newsletter led to the need for a new organizational arrangement, and subsequently, development and adoption of the 1992 Bylaws. The Communications Committee was divided into the Directory Committee that continues to prepare and distribute the staff directory and the Newsletter Committee (formerly the Communications Committee) that publishes the newsletter. The directory is now linked from the Chapter's Web site at http://www.iowaacrl.org..  The electronic directory undergoes a comprehensive revision annually, with other changes made as they come to the attention of the Directory Committee Chair. 

Schedule of Activities  

November/December – Incoming Chair

Attend the transitional ILA/ACRL Executive Board planning meeting. Obtain electronic files, past records, and information on the Committee's assignment. Executive Board meetings will be called several times during the year. Plan to attend and assume responsibility as appropriate.  

Correspond with members of the Committee acknowledging their appointments and outlining the work that will be done and their expected contributions. Send a copy to the ILA/ACRL President so that communication channels are open.  

Begin keeping records of information changes such as errors or omissions from the previous directory, phone and FAX number changes, e-mail changes, school name changes, etc. Send changes to Chair of the Electronic Communications Committee.  Request an end-of-year list of ILA/ACRL members from the ILA office. 

At least two months before the ILA/ACRL Spring Conference: 

Divide the Iowa colleges, universities, and other research libraries among the Committee members. Send the assigned institutions and corresponding sections from the previous Directory to them for updating. Encourage each to gather information in writing for optimal accuracy. Consider sending a sample letter for committee-wide use. State a deadline for replies.  

Check formatting on the files from the previous directory and adjust as necessary.  

At least one month before the ILA/ACRL Spring Conference: 

Compile information received from Committee members and make sure all formatting is consistent.  Look out for the tendency to cross off the name of someone who left and add a new name without concern for maintaining alphabetical order. 

Email edited sections of directory file to Committee members. Ask them to verify what you have typed and also the order in which the names are given. They may have to check back with the libraries.  

At least two weeks before the ILA/ACRL Spring Conference: 

Send updated files to the Chair of the Electronic Communications Committee. 

Extract two lists of library directors from the directory file information: one with full contact information, one with email addresses only.  Send these to the members of the ILA/ACRL Executive Board.  If directory updates later in the year include director changes, edit these two files accordingly and resend. 

At the ILA/ACRL Spring Conference: 

During the business meeting, report on Directory Committee activities and thank Committee members by name. 

Following the Spring Conference: 

Write letters of appreciation to committee members.  Make changes in the electronic Directory as needed the rest of the year.

October

Attend the ILA Annual Meeting and provide a brief report on the Directory at the ILA/ACRL membership meeting. 

November/December – Outgoing Chair 

Prepare the annual report. Update these Organization Manual pages. Make plans with the next Chair for passing the records of the Committee. Attend the Annual Planning Session and pass information and directory-related computer files to the incoming Chair, archival records for the year and two copies of the Directory to the outgoing Secretary/Treasurer, and Organization Manual revisions to the incoming Vice-President/President-Elect.  
 

Special Information  

  1. Decide whether additional important people in the preliminary pages need to be included in the index, e.g., ILA office staff.
  2. Information to include in the Calendar can be obtained from the ILA office or website, Library Journal, American Libraries, Library Hotline, and/or the ALA website.
  3. Evaluate the special libraries that are listed in the Directory. Are they members? Have they been active in the organization? Do they cooperate through interlibrary loan? Should they continue to be included?
  4. If someone is a member of ILA/ACRL, their name should be included in the Directory.
  5. Remember that all names listed in the Directory also need to appear in the Index.
  6. The Index function of word processing was used at one time. Due to the number of changes and the different people who will use the computerized information, making the Index manually is probably a better idea.
  7. [Still needs editing to match current schedule of publication, based on discussion at ILA/ACRL Exec.] There has always been a problem in applying a calendar year to an academic publication. The ILA year begins on January 1 as does the Chapter's membership year. Much of the calendar year is an unsettled time when the Membership Committee is working on recruiting new members. The membership tends to stabilize in the late summer, and at that time a membership directory becomes feasible. Starting with the 1992-93 year, the Directory reflects membership near the end of the calendar year, and will designate the leadership for the following calendar year.
 
 

The Directory Committee Chair  

1983 Eleanor Mathews, Iowa State University

1984 Liga Briedis, Drake University

1985 Lorna Peterson, Iowa State University

1986 Lorna Peterson, Iowa State University

1987 Thomas Shaw, Cornell College

1988 Thomas Shaw, Cornell College and Lorna Peterson, Iowa State University

1989 Jeanne M.K. Boydston, Iowa State University

1990 Tracy Russell, Iowa State University

1991 Georgia Quirk, University of Northern Iowa

1992 Philip Howze, Iowa State University

1993 Julie Hansen, William Penn College

1994 Peter Hartford, University of Iowa

1995 John Forys, University of Iowa

1996 Joan Loslo, University of Northern Iowa

1997 Ross Petra, University of Northern Iowa/Randall Roeder, Coe College

1998 Randall Roeder, Coe College

1999 Michael Levine-Clark, University of Iowa

1999 Susan Knippel, Iowa State University

2000 Susan Knippel, Iowa State University

2001 Joyce Lindstrom, Iowa State University

2002 Susan Moore, University of Northern Iowa

2003 Susan Moore, University of Northern Iowa

2004 Susan Moore, University of Northern Iowa

2005 Kris Stacy-Bates, Iowa State University

2006 Kris Stacy-Bates, Iowa State University

2007 Kris Stacy-Bates, Iowa State University

2008 Karen Goodell, Palmer College of Chiropractic 

Organization Manual: Membership Committee Chair

Tags:

 

The Membership Committee is responsible for connecting libraries and library staff members with the statewide professional organization. To accomplish this, the Membership Committee utilizes e-mail, Web and other technologies to identify potential members and invite them to join the organization. In addition the Membership Committee maintains membership lists, and communicates with the ILA Executive Assistant, the ILA/ACRL Executive Board, ILA, and ALA. Following is a list of activities which may be undertaken to conduct the business of the Membership Committee.

Schedule of Activities

November 
After appointment as Chair of the committee, determine whether ILA/ACRL or the Chair's library will support copying and distribution costs. In general most communication with members is done by email.

December 
Attend the transitional ILA/ACRL Executive Board planning meeting. Plan the year's activities with the Executive Board and the Communication Chair. Obtain current membership lists for ILA's academic librarians and ILA/ACRL members from the ILA Executive Assistant.

Correspond with members of the Committee acknowledging their appointments and outlining the work that will be done and their expected contributions. Send a copy to the President so that communication channels are open. Draft letters for mass emails in January and in March and the special letter to be sent to those who join. 
Executive Board meetings may be called during the year. Plan to attend and assume responsibility as appropriate.

January

Send a recruiting email to everyone on the December membership list.  Send a letter to the library schools for distribution.

 
February 
Begin sorting those who have joined from those who have not joined in order to develop a second mailing list. Divide the new members among the Committee members, have them send a welcome letter to the new members. Identify those who have not renewed and those who have not responded due to staff changes. Develop a three-way conversation between the ILA office, the Chair, and the Committee members in order to stay current with the progress of the Committee's work.

March 
Send the second invitation to join. Expand this mailing to support groups or others as advisable. Encourage Committee members to follow up and to promote the Spring Conference. 
Prepare for additional membership through the Spring Conference registration. Request ALA/ACRL brochures from the ALA office for the registration table, and have a sign made.

April 
Provide a membership table at the Spring Conference. Include ILA/ACRL brochures and membership forms. Find committee members to volunteer to help. At the Business Meeting give a brief report of membership numbers. Send out a "thank you" email to all current members.

June 
Send Newsletter Chair information for the summer Newsletter.

July/August

Fill out application for a booth on the exhibition floor at the fall ILA Conference.  This is turned in to ILA by the ILA liaison. 

Send a letter to the directors of all academic libraries asking them for the names and email addresses of recently hired librarians.
September
Send a letter to the full membership and new librarians to recruit both mentors and protégés for the mentoring program. Pair mentors with protégés. At the end of the month, send a letter to each participant informing them of who their mentor/protégé is with contact information and materials outlining their respective roles. Encourage the pairs to meet face-to-face at the annual conference in October.

Send a letter to the directors of all academic libraries asking them for the names and email addresses of recently hired librarians.

September

Send a letter to the full membership and new librarians to recruit both mentors and protégés for the mentoring program. Pair mentors with protégés. At the end of the month, send a letter to each participant informing them of who their mentor/protégé is with contact information and materials outlining their respective roles. Encourage the pairs to meet face-to-face at the annual conference in October.

October 
Set up the membership booth at ILA, include brochures, ACRL goodies (contact the chapter representative), copies of the newsletter.  Develop a schedule for booth minders, ask for volunteers from the executive board and the membership committee. Write the annual report and give it at the annual meeting.  Send information to the Newsletter Chair for inclusion in the November newsletter.

November 
Write letters of appreciation to committee members and update these Organization Manual pages.

December

Attend the transitional ILA/ACRL Executive Board planning meeting, passing copies of information and other files to the incoming Chair; archival records for the year to the outgoing Secretary/Treasurer; and Organization Manual revisions to the incoming Vice-President/President-Elect.

Special Information

1. The Executive Assistant will provide a complete ILA/ACRL membership list as well as customized lists of certain sub-groups upon request. It will provide essential information, and revised editions will be helpful as the membership changes throughout the year.

2. Level of past membership at year-end:

1983 128 
1984 172  
1985 124  
1986 144  
1987 151  
1988 206  
1989 258  
1990 266  
1991 257  
1992 226  
1993 226  
1994 214  
1995 247  
1996 227 (October) 
1997 230 (October) 
1998 238  
1999 217  
2000 219  
2001 192  
2002 191 (November) 
2003 189 (November)
2004 205
2005 206
2006 217
2007 186
2008 182

2009 167

2011 149

The Membership Committee Chair

1984 Rod Henshaw, Iowa State University 
1985 Duncan Brockway, University of Dubuque 
1986 Tom Kessler, University of Northern Iowa 
1987 Jane Kemp, Luther College 
1988 Lorna Peterson, Iowa State University 
1989 Mary McInroy, University of Iowa 
1990 Susan Brinkmeyer, Mount Mercy College 
1991 Tracy Russell, Iowa State University 
1992 Susan Marks, University of Iowa 
1993 Katherine Martin, University of Northern Iowa 
1994 Selina Lin, University of Iowa 
1995 Herbert Safford, University of Northern Iowa 
1996 William Sayre, University of Iowa 
1997 Daria Bossman, Morningside College 
1998 Margaret Emons, Iowa Central Community College 
1999 Leo Clougherty, University of Iowa 
2000 Daria Bossman, Morningside College 
2001 Ellen Neuhaus, University of Northern Iowa 
2002 Ellen Neuhaus, University of Northern Iowa 
2003 Kathy Parsons, Iowa State University 
2004 Stephen Dew, University of Iowa 
2005 Susan Knippel, Iowa State University  
2006 Mary Heinzman, Saint Ambrose University  
2007 Elizabeth Gardner, Southeastern Community College
2008 Elizabeth Gardner, Southeastern Community College

2009 John Goodin, Luther College

2011 Pam Rees, Grand View University

Organization Manual: Nominating Committee Chair

Tags:

The Nominating Committee is responsible for the nomination and election of officers in addition to identifying and appointing members to committees. Committee chairs and members are announced at the Annual Business Meeting. The election is held electronically (as of 2009) with the electronic voting booth opening following the Annual Business Meeting. Timely scheduling is necessary to get election results into the November newsletter.

A thorough reading of this page is helpful, as is a review of the bylaws regarding committees and voting.

Schedule of Activities

November/December
Attend the transitional ILA/ACRL Executive Board planning meeting. Discuss publicity needs with the Newsletter Committee Chair.

Executive Board meetings may be called during the year. Plan to attend and assume responsibility as appropriate.

January
Correspond with members of the Committee acknowledging their appointments and outlining the work that will be done and their expected contributions. Send a copy to the President so that communication channels are open.

February
Update and submit the Volunteer/Nominations Form to the chair of the Electronic Communications Committee for posting on the web page. Communicate with Committee members to solicit development of ideas.

March
Observe activity in the Chapter to identify potential chairs and committee members.

The Spring Conference committee is appointed on July 1, so seek members and a committee chair at this time.  Remember that committee chairs must be approved by the Executive Board.

April/May
Attend Chapter's Spring Conference. Distribute volunteer form at the Spring Conference, including it with conference packets if possible. Using the listserv and other electronic communications (FB, Twitter, etc.), send an invitation to volunteer including a link to the online form. 

June/July
ILA/ACRL newsletter deadline. Volunteer Form published in newsletter.

Contact potential nominees for elected office (VP/President Elect; Secretary/Treasurer; At-Large). Obtain current Chapter membership lists from the ILA Executive Office. Verify qualifications including: ILA and ILA/ACRL membership plus ACRL membership as required and avoidance of consecutive and/or successive terms [see Bylaws (1995) Article VII, Sections 1,2,3]. Request written acceptance of the nominations and forward to the President.  The slate of candidates must be approved by the Executive Board.

August / September
Catalyst deadline. Any bylaws changes must be presented to the membership 30 day in advance of a vote (via the Catalyst and/or member listserv). [Secretart/Treasurer will have the exact language of the proposed changes.]

Gather biographical information and statement of interest from each officer candidate. Submit the biographical sketches and their statement of interest to the Newsletter committee. The slate of candidates must be announced to each Chapter member at least 30 days prior to the Annual Business Meeting. Use the Web page and listserv to announce names of nominees.

Contact potential Committee members and confirm willingness to serve. Verify ILA/ACRL membership [see Bylaws (1995) Article VIII, Section 1]. Resolve size of committees in accord with the bylaws.

October
Compile a list of Committee chairs. Present it, with a list of Committee members, at the Annual Business Meeting. Introduce the candidates for elected office at the Annual Meeting. Distribute additional information sheets about the candidates as necessary. Work with the ILA Executive Office to set up and test the electronic voting booth. Have a draft ballot ready in case paper ballots are requested.

Immediately after the Annual Business Meeting, finalize the electronic and paper ballots, adding any nominations received by Petition, if applicable.  (Paper ballots will be sent upon request or to members without email addresses.) Include the following on the ballots:

  • links to the candidates information;
  • voting period;
  • how winners will be announced.

Forward to the ILA Executive Office for posting in the electronic voting booth. If there are bylaws revisions for voting, include a short explanation. Prior to voting, consult with the ILA Executive Office to ensure the member list is current.

Announce the opening (one week after the Annual Business Meeting) and closing dates for voting to all the members via email, or via paper if no email is available. Those elected to office will be asked to participate in the ILA Planning Day (currently in November) so the election will need to be in a timely manner to accommodate notification of winners and their participation at Planning Day.

If paper ballots are sent, include with the ballot a short cover letter, biographical information about the candidates, a short explanation of any by-laws revisions, and a return envelope with the name/address of the Chair of the Nominating Committee.   Do not open any returned ballots until they are to be tallied. Contact the ILA Executive Office for electronic vote tallies as soon as the voting period has ended. Announce results by notifying all candidates, the Executive Board, Newsletter Chair (for inclusion in the Newsletter), ILA Executive Assistant, and others as appropriate.

November
Write letters of appreciation to the Committee Members, prepare the annual report to submit to the President, and update these Organization Manual pages. Attend the ILA Annual Planning Session and pass records to the incoming Chair, archival records for the year to the outgoing Secretary/Treasurer, and Organization Manual revisions to the incoming Vice-President/President-Elect.

Special Information

1. For each position, try to have at least four possible names, and for Vice-President/President-Elect, two or three names is advisable. Strive for as much balance (re., geography, type of library, position held) as possible.

2. Per chapter by-laws, chairs for the Fall Program, Spring Conference, Electronic Communications, Newsletter Committee, Membership Committee, and Directory Committee are appointed by the Vice-President/President Elect, in consultation with the Nominating Committee and with the approval of the Executive Board.

2.  Refer to the bylaws for specific committee information and make-up.

3.  Refer to the bylaws for specific information regarding the voting process and officer duties.

The Nominating Committee Chair

1983 Patrick Wilkinson, University of Northern Iowa
1984 Jamie Coniglio, Iowa State University
1985 Elizabeth Kaschins, Luther College
1986 Dorothy Persson, University of Iowa
1987 Theresa Walker, T. Walker & Associates
1988 Patrick Wilkinson, University of Northern Iowa
1989 Jane Kemp, Luther College
1990 Phil Van De Voorde, Iowa State University
1991 Jill Miller, Kirkwood Community College
1992 Catherine Rod, Grinnell College
1993 Leo Clougherty, University of Iowa
1994 Tina Herb, Kirkwood College
1995 Robert Rose, University of Northern Iowa
1996 Mary McInroy, University of Iowa
1997 Mary Beveridge, Drake University
1998 Chris Neuhaus, University of Northern Iowa
1999 Ed Goedeken, Iowa State University
2000 Jane Campagna, Scott Community College
2001 Rachel Crowley, Morningside College
2002 John Pollitz, St. Ambrose University
2003 Ellen Neuhaus, University of Northern Iowa
2004 Kathy Parsons, Iowa State University
2005 Rebecca Stuhr, Grinnell College
2006 Jean Donham, Cornell College
2007 Mary Heinzman, St. Ambrose University
2008 Brett Cloyd, University of Iowa
2009 Mary Iber, Cornell College
2010 Ryan Gjerde, Luther College
2011 Rebecca Funke, Des Moines Area Community College

Organization Manual: Fall Program Committee Chair

Tags:

The activities of the Fall Program Committee are to plan and publicize the ILA/ACRL concurrent session and ILA/ACRL Discussion Forum at the ILA Fall Conference.

The bylaws revision of 1995 created a separate committee to plan Fall Conference programs. Formerly, those responsibilities were part of the Program Committee. In 1994, the ILA/ACRL Discussion Forum began; prior to the change in bylaws, the forum was organized on an ad hoc basis.

Schedule of Activities

November
Correspond or meet with members of the Committee, acknowledging their appointments and outlining the work that will be done and their expected contributions. Begin developing list of potential speakers for the concurrent session and discussion forum. By this time, ILA may have already requested such a list. If possible, potential speakers should be qualified to speak on a theme related to the conference theme. NOTE: some years the conference theme is not announced until November or later.
Plan to attend the ILA/ACRL Executive Board planning meeting. Plan to attend the ILA Planning Meeting as potential speakers and topics need to be identified and turned in during this meeting.  Make contact with the ILA Fall Conference Planning Committee liaison

December
In consultation with the ILA Conference Planning Committee liaison, determine priority list of potential speakers (see Special Information note 3 below).
Executive Board meetings may be called throughout the year. Plan to attend and assume responsibility as appropriate. Submit sub-division speaker request.

Jan./Feb.
During this time, the ILA Conference Planning Liaison should have contacted and arranged for a speaker and the chair can begin "negotiating" the specific content of the presentation.

March
The specific format of the Discussion Forum (number of presenters, etc.) should have been determined by this time and initial contact for a moderator and/or presenters should be made (see Special Information note 6 below). Determine date and time of ACRL sessions (usually Thursday afternoon).

April
Session managers for concurrent session and discussion forum are appointed. These may be one person or two, the chair or her/his designee. By this time the basic details for the discussion forum should be in place (speakers, moderator, format, room arrangement). The person designated to introduce the concurrent session speaker should also have been determined (this may be the chair of the committee or her/his designee.) Give a written and oral report during the business meeting at the ILA/ACRL Spring Conference

May
ILA Conference Planning Committee liaison completes session checklist and submits to ILA office. Chair notifies liaison of person who will serve as "host" for concurrent session speaker. Speaker contract completed and signed. Session details finalized with speaker.

Chair, in consultation with the speaker, writes article describing concurrent session for July/August Catalyst. Chair may also write separate article about discussion forum, at his/her discretion. Fall conference information should also be submitted to the ILA/ACRL Communications Committee, for publication in the Chapter newsletter (July issue). The Catalyst deadline is May 31. 

August
Check on hotel and travel arrangements for speaker via the ILA Conference Planning Committee liaison. Establish "host" for speaker.

September
Chair confers with Conference Planning Committee liaison to ensure that all details are in place. Final arrangements, if needed, regarding host duties (picking up speaker at airport, etc.,) are concluded.  Confirm session managers and introducer for the speaker.

October
ILA Conference. Prepare and give written and oral committee reports at the ILA/ACRL business meeting.
Arrange for session write-up for the November ILA/ACRL Newsletter.

November
Write letters of appreciation to Discussion Forum participants and concurrent session speaker (confer with Conference Planning Committee concerning the latter), prepare the annual report, and update these Organization Manual pages. Attend ILA/ACRL Executive Board meeting and pass activity information to the incoming chair, archival records for the year to the outgoing Secretary/Treasurer, and Organization Manual revisions to the incoming Vice-President/President-Elect.

Special Information

  1. The chair need not (and should not) do all the work. Publicity, for example, can be assigned to one or more committee members. The chair will need to monitor delegated activities to ensure they are completed in a timely manner.
  2. The list of potential speakers should include addresses (including e-mail addresses) and phone numbers.
  3. A member of the ILA Conference Planning Committee will be assigned as a liaison to the Fall Program Committee. It is that person's responsibility to contact proposed speakers for the concurrent session and that person's responsibility to negotiate a speaker agreement. It is the responsibility of the committee chair to work with the speaker, once such is found on the actual content of the session.
  4. It is the responsibility of the chair to contact and arrange for any "speakers" at the discussion forum. Any persons involved in this program should be Iowa librarians and there will be no reimbursement or other expenses provided for this forum without the approval of the current ILA/ACRL President.
  5. Most expenses for the concurrent session speaker will be covered by ILA. These include airfare, lodging, meals, and related expenses. In most years, this will also include a $200 honorarium. If the speaker requested requires more than a $200 honorarium, the additional honorarium expense will have to come from the ILA/ACRL treasury. Any such additional expense will require the approval of the ILA/ACRL President.
  6. The ILA/ACRL Discussion Forum was instituted in 1994. The intent of this forum was to provide an opportunity for ILA/ACRL members to get together to discuss a topic of mutual interest, usually specifically related to the theme developed by the concurrent session speaker. The original idea was to have one or two persons either react to the concurrent session speaker's address or to present a short presentation on a related topic. The notion of having someone make such a short presentation was simply t o serve as a starting point for the discussion which would follow.

The Fall Program Committee Chair

Ad Hoc Chairs, pre-1996

1994 Kris Gerhard, ISU and Bob Rose, UNI
1995 Carolynne Lathrop, University of Dubuque

Fall Program Chairs

1996 Carolynne Lathrop, University of Dubuque
1997 Richard Reitsma, Northwestern College
1998 Katherine Martin, University of Northern Iowa
1999 John Pollitz, St. Ambrose University
2000 Rachel Crowley, Morningside College
2001 Stephen Dew, University of Iowa
2002 Kathy Magarrell, University of Iowa
2003 Kathy Magarrell, University of Iowa
2004 Kathy Magarrell, University of Iowa
2005 Becky Lutkenhaus, University of Northern Iowa
2006 Barbara Robb
2007 Barbara Robb
2008 Amy Paulus, University of Iowa
2009 Amy Paulus, University of Iowa

Organization Manual: Spring Program Committee Chair

Tags:

The activities of the Spring Program Committee are to plan and publicize the Chapter's Spring Conference. Characteristically, this has involved sponsoring a keynote speaker, a second speaker and/or a panel reacting to the main speaker, and organizing presentation sessions for Chapter members.

When the ILA/ACRL Bylaws were formulated in 1976, the President was designated to serve as Program Chair. That practice continued for a number of years. In some cases, co-chairs were appointed and the Spring and Annual Meeting responsibilities were divided. The Bylaws of 1992 designated a Chair, appointed by the Vice-President/President-Elect, who would oversee and coordinate all programs for the year. A by-laws revision in 1995 split the Program Committee into two separate committees, Spring and Fall.

Guide for chair and committee

Drafted by Brett Cloyd and Jan Dellinger, May 2008

  1. The chair leads the planning process of the committee. With the chair’s guidance, the committee should:
    • If not already confirmed, set a date and location for the conference.
    • Make local arrangements (catering, facilities, equipment, pre-conference social)
    • Call for proposals and selection of concurrent presentations
    • Identify session managers and volunteers to help at the day of the conference
    • Establish a conference schedule
    • Develop an evaluation tool to get feedback from attendees
    • Prepare conference folders.
    • Write committee meeting minutes
    • Coordinate conference registration (see #7 below)
    • Establish subcommittees as needed.
    • Meet as often as needed but be aware of committee members’ ability to travel.
  2. The chair should coordinate the planning process of the Committee with the ILA/ACRL Executive Board. The chair serves on the Board during the conference planning year and provides committee updates at each Board meeting. 
  3. The chair solicits ideas for keynote speaker and conference theme from Spring Program Committee and the Board.
  4. The chair contacts potential keynote speakers in early fall to negotiate honorarium and travel arrangements based on guidelines set by the Board.
  5. The chair or the chair’s designate:
    • communicates with the keynote speaker about conference theme and presentation details
    • provides advice to keynote speaker about travel plans
    • arranges for the keynote speaker’s local housing and transportation
    • completes the ILA Speaker Agreement form with keynote speaker 
    • provides ongoing communication with the speaker during the planning period.
  6. The chair ensures good publicity for the conference. Options for the committee include
    • Publicity: write articles for ILA Catalyst and ILA/ACRL Newsletter
    • Create handouts to distribute at ILA Annual Fall Conference with a save this date component.
    • Send conference information via the ILA/ACRL listserv
    • Work with Electronic Communications Committee to post conference information on the ILA/ACRL web site.
  7. Conference registration. Registration is a key component to the conference. It is usually best for one person on the committee to take on this responsibility. That person should be the chair or the chair’s designate. Components include:
    • Developing a registration form
    • Announcing a registration period
    • Receiving registrations and checks
    • Maintain a registration database
    • Acknowledge registrations by email and coordinate with the ILA Office in submitting conference registration payments.
    • Create name tags and paper registration receipts for conference day.
    • Work with chair to coordinate volunteers at a registration desk.
    • Design the conference program for conference folders.
  8. The chair oversees the conference budget and makes a final report on conference expenses and income to the Board at its summer meeting. The chair works with the Board President to pay all conference bills.
  9. The chair provides the conference welcome at the opening session, provides assistance to the keynote speaker, and generally oversees the conference day.
  10. The chair will create an electronic file of key documents from the planning process, including committee minutes, registration form, presentation selection rubric, publicity pieces, registration database, conference program, evaluation form and other documents that might assist the next conference committee.  The chair will provide this file to the next chair.

Schedule of Activities

October
Correspond with members of the Committee to acknowledge their appointments and to outline both the work to be done and the expected contributions from each committee member. Send copies of key communications to the President so that communication channels are open.

November
Attend transitional ILA/ACRL Executive Board planning meeting, which provides an opportunity to discuss the coming year's activities with other Officers and Chairs. Meet with the Committee or with President and/or Local Arrangements Chair to discuss programming ideas and to formulate and refine plans for the Spring Conference. Publish "Call for Presentations" form in November Chapter newsletter and on the ILA/ACRL web site (a previous "Call for Presentations" form should be available at http://www.iowaacrl.org/conference/1999/call.html.) Develop and submit a budget to the incoming President.

December
In consultation with the Committee Members and new President, begin contacting speakers and presenters for the Spring Conference. See that publicity plans are in place. Contact the Newsletter Committee Chair to coordinate publicity in the Newsletter. Confirm all speakers and presenters in writing, using the ILA speaker agreement form, and including travel and accommodation arrangements.

January-April/May
Continue planning of conference details.

February
ILA/ACRL Newsletter deadline. Submit article about the upcoming Spring Conference. Catalyst deadline. Submit another (shorter) article to the Catalyst announcing the upcoming Spring Conference. Consider separate mailing for the Spring conference.

March
Post news of Spring Conference on Web site (many copies of previous WWW Spring Conference Advertising can be found at http://www.iowaacrl.org/conference/index.html). Send Conference information to the ILA/ACRL Listserv ia-acrl@list.uiowa.edu and, if appropriate, to listservs in surrounding states. Reconfirm arrangements for the Spring Conference speakers a week before event. Check accommodations, meals, registration, facilities.

April/May
Spring Conference. Coordinate reporting of events at Spring Conference with Chair of the Communications Committee. Submit bills to the President for payment. Write letters of appreciation to all speakers and presenters.

November
Write letters of appreciation to committee members, prepare the annual report, and update these Organization Manual pages. Attend the transitional Executive Board meeting and pass activity information to the incoming Chair. Pass archival records for the year to the outgoing Secretary/Treasurer.

Special Information

  1. This Committee often works closely with the President through the planning process. The Chair need not do all the work. A Local Arrangement Chair (residing in the conference city) should be appointed either from within the Committee or as an ad hoc member, to help with finalizing local details. Publicity can be assigned to one or more committee members; however, contact will need to be maintained in order to develop a coordinated effort. It is also possible to utilize communication mechanisms set up by other Chapter committees to make sure publicity is as widespread as possible.
  2. Arrangements may be necessary for speakers and conference attendees arriving on the day before the event. Dinner as a group is appropriate.
  3. Ascertain the equipment needs of all speakers and presenters as soon as possible. The committee should also determine the equipment and technological capabilities of the host site early in the planning process.
  4. If a speaker's equipment demand is not feasible, given the capabilities of the host site, compromises/solutions should be arrived at between the committee and the speaker as soon as possible.
  5. Line up technical support personnel well in advance of the Spring Conference (possibly enticing these individuals with free admission, if approved by the Executive Board).

The Program Committee Chair

1983 Patricia Foley, University of Iowa
1984 Patricia Foley, University of Iowa
1985 Spring--Rod Henshaw, Iowa State University, Fall--David Tyckoson, Iowa State University
1986 Elizabeth Kaschins, Luther College
1987 David Tyckoson, Iowa State University
1988 David Tyckoson, Iowa State University
1989 David Tyckoson, Iowa State University
1990 William Sayre, University of Iowa, Tim Skeers, Drake University
1991 Jan Fryer, Iowa State University
1992 James Kennedy, Buena Vista College
1993 Robert Rose, University of Northern Iowa
1994 Janice Simmons-Welburn, University of Iowa
1995 Katherine Rattenborg, University of Iowa

The Spring Program Committee Chair

1996 Chris Neuhaus, University of Northern Iowa
1997 John Goodin, Luther College
1998 Ellen Neuhaus, University of Northern Iowa
1999 Barbara Allen, University of Northern Iowa
2000 Kathy Parsons, Iowa State University
2001 Jennifer Davis, St. Ambrose University
2002 Sandra Keist, Grand View College
2003 Jane Campagna, Scott Community College
2004 Claudia Frazer, Drake University
2006 Stephen Dew, University of Iowa
2007 Brett Cloyd, University of Iowa
2008 Jan Dellinger, Hawkeye Community College
2009 Lisa McDaniels, University of Iowa


Organization Manual: ACRL Chapters Council Rep.

Tags:

This person will be appointed by the current ILA/ACRL President, and should be a member of the Chapter and of ACRL.
S(he) should commit to two or more years as Chapters Council representative, as effectiveness of that group is much strengthened by continuity.

Specific duties:

  1. Attend Chapter Council meetings at ALA mid-winter and annual conferences (meeting currently held Sunday mornings from approximately 8:30 -11 AM). Chapter President and Vice-President /President Elect will also attend if possible. Fulfill service to Chapters Council in ways determined by the Council. Assist in the coordination of our Chapter's activities and presence on Chapter Council.
  2. Serve as communication liaison between Chapters Council and the Iowa Chapter. Report back to Executive Board items of interest to the Board; carry concerns back to the national level.
  3. Heighten awareness of national ACRL activities and of activities in other state Chapters, through writing articles for the newsletter or posting information to the listserv when appropriate. Take general membership concerns back to Chapters Council when appropriate
  4. Serve as a non-voting Ex Officio member of the ILA/ACRL Executive Board.

Chapters Council Representative

1999 Mary McInroy, University of Iowa
2000 Linda Scarth, Mount Mercy College
2001 Linda Scarth, Mount Mercy College
2002 Linda Scarth, Mount Mercy College
2003 Linda Scarth, Mount Mercy College
2004 Amy Paulus, University of Iowa
2005 Amy Paulus, University of Iowa
2006 Amy Paulus, University of Iowa
2007 Rachel Crowly, Briar Cliff University
2008 Lisa McDaniel, University of Iowa
2009 Kathy Parsons, Iowa State University
2010 Kathy Parsons, Iowa State University

Syndicate content