ALAO Procedures Manual
Appointments
ACRL Liaison
Principal Function
At the discretion of the President and with the approval of the Executive Board, may serve as the Association representative to ACRL and to the ACRL Chapters Council.
Specific Activities
- Attends Executive Board meetings as a voting Board member
- Reports on ACRL activities to the Executive Board
- Serves as a liaison to the Public Relations/Outreach Coordinator
- Serves as a member of the ALAO Government Relations Team
- Attends ACRL Chapters Council meetings and writes reports for ALAO newsletter
- Serves as the Ohio representative to the ACRL Legislative Network, actively participating in its activities
Membership requirement
ALA/ACRL
Length of Term
Three years, with reappointment possible.
Government Relations Team
Principal Function
Appointed by the President with the approval of the Executive Board to monitor government activity, both federal and state, that may impact Ohio academic libraries and higher education.
Specific Activities
- One member will serve as a liaison to the ACRL Legislative Network.
- One member will coordinate ALAO Legislative Advocate Network.
- The following tasks will be divided among team members as appropriate:
- Monitor legislative and government developments at the state and federal levels that may impact academic funding or programs
- Forward appropriate ALA Washington Office alerts to the ALAO Legislative Advocate Network and others in order to respond to critical developments
- Provide regular updates about government issues to the membership at large through newsletter articles, list-serv postings, and other means
- Participate in the Ohio delegation's legislative activity during ALA 's National Library Legislative Day in Washington DC .
- Liaison with the Ohio Library Council's Government Relations Committee participating in appropriate activities
- Maintain contact with other inter-institutional higher education offices and groups in Ohio
- At least one member will attend Executive Board meetings as a voting Board member.
Length of Term
Three to five years, with reappointment possible.
Note: IRS and Treasury have published final regulations on lobbying by non-profit organizations. Organizations classified by the IRS as 501 (c) (3) must devote themselves exclusively to a narrow range of activities because of the special tax treatment they receive. See Internal Revenue Code for permitted levels of lobbying spending.
Institutional Liaison Officer
Principal Function
An individual in each Ohio academic library who acts for a two year period as a facilitator and liaison between the institution and ALAO.
Specific Activities
- Promotes membership in the Association
- Publicizes and encourages membership renewal at the beginning of each membership year
- Ensures that new library staff become aware of ALAO
- Requests membership materials and sends information to the Treasurer or Membership Chair
- Requests membership brochures from the Membership Chair as needed
- Reviews and returns updated mailing lists sent from the Membership Chair each fall
- Notifies the Membership Chair in a timely manner of staff who leave and new staff who join the institution
- Sends information to the Newsletter Editor
- Sends news of new appointments, people who should be highlighted in the newsletter, and people who leave the institution on forms supplied by Newsletter Editor in time for Newsletter deadlines
- Sends news of library events, research, etc. on forms supplied by Newsletter Editor in time for Newsletter deadlines
- Notifies appropriate Association Officer, Committee or Interest Group of institution staff interested in ALAO offices, committees or interest groups
- Notifies the Nominating Committee of people interested in Executive Board elected positions
- Notifies the Vice-President/President Elect of volunteers for the Program Committee
- Notifies Committee chairs of volunteers for program participation or committee membership
- Forwards to the appropriate individual within the library, ALAO questionnaires or survey instruments. Follows up such inquires to guarantee high response rates
- Attends liaison group meetings at the Association annual conference
Membership Requirement
Not required to belong to ALA/ACRL
Length of Term
Two years, with reappointment possible.
Interest Group Coordinator
Principle Function
Specific Activities
Membership Requirement
Length of Term
Liaison to the Ohio ALA Councilor
Principal Function
Act as liaison between ALAO and the Ohio ALA Councilor.
Specific Activities
- Maintain contact and communications with the ALA Ohio Councilor
- Publicize the date, time, and location of Ohio Caucus Meetings at ALA Annual and Midwinter Conferences
- Attend the Ohio Caucus Meetings at ALA Annual and Midwinter Conferences
- Publish reports of the Ohio Caucus Meetings at ALA Annual and Midwinter Conferences
- Ascertain interest among ALAO membership in running for ALAO Councilor position
- Work with the ALAO board to promote the candidacy of ALAO members for ALA Councilor positions
- Attends Executive Board meetings as a voting Board member
Membership Requirement
ALA
Length of Term
Four years, to overlap the terms of ALA Ohio Councilor. This position may be combined with other board posts.
Manual Revision Coordinator
Principal Function
To coordinate the distribution, organization, and updating of the ALAO Procedures Manual.
Specific Activities
- Organizes documentation to be added, deleted, or revised in the Manual
- Recommends format guidelines for new/updated Manual documents
- Works with Webmasters to update Web Manual
- Maintains master print manual
- Updates Manual Outline annually
- Brings major revisions to Board for approval
- Attends Executive Board meetings as a voting Board member
Membership Requirement
Not required to belong to ALA/ACRL.
Length of Term
Two years, with reappointment possible.
Newsletter Editor
Principal Function
The editor is responsible for producing the Chapter newsletter on a quarterly basis.
Specific Activities
- Solicits submission of copy for each issue via the ALAO listserv and other appropriate venues; reminds Board members of specific information expected for publication.
- Works with Membership Chair to inform liaisons of Newsletter deadlines and expectations for reporting Library and Staff News. Insures that newsletter is vehicle for:
- Reporting of Chapter activities;
- Informing membership of Board decisions;
- Announcing and reporting on Chapter programs and
- Other activities that support the ALAO Strategic Plan.
- Prepares text according to the Newsletter editorial policy. Follows Newsletter publication and distribution guidelines approved by Executive Board.
- Reviews draft copy of Newsletter after online "layout" is complete.
- Forwards completed text to the Webmasters, enhanced for Web access as appropriate.
- Maintains accurate record of any costs for the entire fiscal year; submits invoices to the Treasurer on a timely basis.
- Works with the Secretary to insure copies of newsletter are preserved for Chapter Archives.
- Reports periodically to the Board on Newsletter content, costs, distribution and editorial policy, and makes recommendations as appropriate.
- Serves as member of the Publications Review Committee.
- Attends Executive Board meetings as a voting Board member.
Membership Requirement
Not required to belong to ALA/ACRL
Length of Term
Two years, with reappointment possible.
Representative to the Ohio Council of Library and Information Services
Principle Function
Serves as a representative of the Association to OCLIS. The purpose of OCLIS (http://www.oclis.org) is to:
- Foster cooperation among and understanding of the OCLIS organizations
- Facilitate communication among the various constituencies
- Create awareness of the concerns, needs, and capabilities of the library and information science communities among legislators, governmental officials, and the general public at the local, state, and national levels
- Provide a forum to discuss common issues and concerns
- Encourage and publicize continuing education programs in library and information science held throughout the state
Specific Activities
- Attends Executive Board meetings as a voting Board member
- Reports on OCLIS activities to the Executive Board
Length of Term
Three years, with reappointment possible.
Representative to the Ohio Library Foundation (OLF)
Principal Function
Serves as a delegate from the Association to the Ohio Library Foundation.
Specific Activities
- Attends Executive Board meetings as a voting Board member
- Attends OLF meetings
- Reports on OLF activities to the Executive Board
Length of Term
Two years, with reappointment possible.
Webmaster
Principal Function
To develop and maintain the ALAO web site, under the direction of the ALAO Executive board.
Specific Activities
- Updates information and design on the web site, based on input from ALAO officers and other authorized sources
- Follows web site guidelines established by the Board
- Provides advice and instructions to providers of data to encourage contributions to the web site
- Coordinates efforts to improve the web site which may involve additional help for programming, design, data input, etc.
- Reports periodically to the board on web content and design and makes recommendations for changes; forwards essential information about the site to the Newsletter and the ALAO listserv
- Attends Executive Board meetings as a voting Board member
- Serves on the Communications Review Committee
- Serves on the Program Committee
Membership Requirement
Not required to belong to ALA/ACRL.
Length of Term
Two years, with reappointment possible.
Updated 6/1/06