Organization Manual: Electronic Communications Chair

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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 2020, the ILA/ACRL mailing list is run by the Executive Board. 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, LinkedIn and Diigo. 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 list of Officers and Committees, the Strategic Plan (if changed), the Bylaws (if changed), the Volunteer form, upcoming conferences, scholarship information, Executive Board meeting minutes, and information relating to the ILA/ACRL portion of the ILA fall conference and to the ILA/ACRL spring conference. Archives for the ILA/ACRL Newsletter are also hosted on the website. 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 Newsletter Committee, the Fall Program Committee, the Spring Conference Program Committee, and the Awards Committee.

Social media use began in 2010 to get information out to our members. We have a LinkedIn group, a Facebook group, a Twitter feed and a Diigo group. Our established pattern thus far has to post each newsletter to the LinkedIn group, Facebook page, and Twitter feed 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).

In 2013, the ILA/ACRL Executive Board began sharing documents such as agendas, meeting minutes and financial reports on Google Drive. A Google+ account was created for this purpose: ec[email protected]. The Chair is responsible for assuring that all Board members have access to the Exec Board folder on Google Drive and for managing the permissions for the subfolders. All Board members should be able to add documents to the Exec Board folder on Google Drive, but it may be necessary for the Chair to assist with this task.

Also in 2013, the ILA/ACRL Executive Board began meeting virtually via Google Hangouts. It is the responsibility of the Chair to assure that all Board members have a Google+ account and understand how to participate in Google Hangouts. The Chair is also responsible for sending the Hangout invitations and facilitating the virtual meeting.

In 2014, the Directory Committee was disbanded and its responsibilities were transferred to the Electronic Communications Committee. The Committee is responsible for keeping the Directory and the Google Map up-to-date. Each entry in the Directory should include: institution name and address, contact information for library, link to library web site, and link to local staff directory. Each entry in the Google map should include: location of library, main telephone number, and link back to the institutional entry in the Iowa ACRL online directory.

In January 2016, the Electronic Communications Committee absorbed the members and  responsibilities of the Newsletter Committee. In March 2016, the online Newsletter was replaced by a blog; rather than publishing news and announcements at regular intervals throughout the year, ECC began soliciting and posting news stories on the blog as they became available.

Schedule of Activities

November
Plan to attend the ILA/ACRL Executive Board Transition meeting. Other Executive Board meetings may be called during the year. Plan to attend them. It may be helpful to also attend ILA annual planning meeting if you haven't in the past, to understand relationship between ILA and ILA ACRL. After the Transition meeting, update the information on ILA/ACRL Officers and Committees on the Web site and update permissions for the Web site and the Exec Board folder on Google Drive. Make sure all new Board members have a Google+ account and know how to participate in virtual meetings via Google Hangouts. Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary.

December
Communicate with the members of your Committee. This 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. Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary.

January/February
Place the call for contributed papers for the ILA/ACRL Spring Conference on the Web site. If the Spring Conference Committee Chair doesn't send out via listserv, send it out. Also push out via social media. Solicit and make changes to the Directory and Google Map. At this time also update the schedule of upcoming conferences. Push out conference schedule via social media. Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary.

February/March/April
Place information regarding the ILA/ACRL Spring conference on the Web site as it becomes available. 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, 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). Update ILA/ACRL Volunteer Form (this may be done by the Nominating Committee Chair). Push out all content via social media. Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary.

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). Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary.

June
Post conference pictures on Facebook page. Archive (on the Web site) information regarding the Spring conference. Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary.

July
Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary.

September
Place information about the ILA/ACRL programs at the fall ILA Conference on the Web site and social media. Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary.

October
Post approved Executive Board meeting minutes to the Web site if necessary. Post the newsletter to the Web site, listserv and social media if necessary. Clean up the Web page as necessary. Delete outdated materials. Archive (on the Web site) older materials. 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
2013 Sara Scheib, University of Iowa
2014 Sara Scheib, University of Iowa
2015 Andrew Welch, Drake University
2016 Andrew Welch, Drake University
2017 Dan Coffey, Iowa State University
2018 Kyle Winward, Central College
2018 Wesley Teal, Iowa State University
2019 Wesley Teal, Iowa State University
2020 Maggie Halterman-Dess, University of Iowa

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