Academic Library Association of Ohio
 
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ALAO Procedures Manual
Committees.

All committee chairs are appointed by the President and are ex-officio members of the Executive Board.  Committee chairs recommend to the President, when necessary, the names of other ALAO members for appointment to the committee.  All committee members must be current ALAO members.

Awards Committee

Purpose

Identify and nominate Ohio academic library staff members for appropriate recognition and awards.

Specific Activities

  1. Identify, nominate and select Ohio academic library staff members for appropriate recognition and awards, consulting with other individuals and ALAO groups as needed.
  2. Work with other ALAO units (interest groups, etc.) to coordinate the announcements of all ALAO awards and presentation of plagues or other forms of recognition.

Membership

Past President (Chair), President and the Vice-President/President-Elect.   Other ALAO members may be appointed to the committee, at the President's discretion.

Length of Term

Responsibilities terminate with the announcement of recognition and/or awards

revised March 2016

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Budget and Planning Committee

Purpose

Draft a strategic plan for the organization every four years for adoption by the board; review Chapter finances and the strategic plan annually, develop the annual budget, and make recommendations concerning Chapter finances to the Board.

Specific Activities

  1. Draft strategic plan for organization every four years.
  2. Review spending proposals from Chapter units; make recommendations to the Board on funding specific expenditures.
  3. Review and revise the strategic plan annually; propose to the Board any necessary changes in plan objectives.
  4. Review dues structure and other means for revenue enhancement; recommend to the Board changes when appropriate.
  5. Prepare annual budget as a draft proposal to the Board at the Annual Leadership Retreat; present the budget proposal for approval at the September board meeting.

Membership

Treasurer (Chair), Membership Chair, Vice-President/President-Elect, Past President, one first year Board Member-at-Large and one second year Board Member-at-Large. Other ALAO members may be appointed to the committee, at the President's discretion. The Vice President/President-Elect may be excused from service if his or her duties as Program Chair are particularly demanding; the President may serve in that ex-officio position.

Length of Term

Terms coincide with the term of service for each elected or appointed Board member.  Other members, if appointed by the President, have an initial term of two years and may be reappointed.

revised March 2016

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Communications Committee [replaces the former Communications Review Committee]

Purpose

Produce, update and maintain all regular forms of communication to members and the public, including the ALAO Newsletter, Website and social media (including, but not limited to: ALAO listserv, blogs, Facebook page, Twitter account, etc.).  Ensure good coordination among all individuals who provide communication content of any type to members and the public.  Specific activities noted here are in addition to those listed in the Procedures Manual for each committee member.

Specific Activities

  1. Collaboratively develop and maintain effective procedures for updating the Web site with timely announcements and news.
  2. Set clear guidelines for shared responsibility for updating and refreshing content on social media and the Web site, including posting of images and other graphic material.
  3. Annually conduct a review, led by the Past-President, of the ALAO Newsletter, Web site and other communication forms to members.
  4. Report recommendations at the April or May meeting of the Executive Board.

Membership

Communications Editor and Public Relations/Outreach Coordinator (co-chairs), Webmaster(s), Membership Chair, Procedures Manual Coordinator, Interest Group Coordinator, and others appointed by the President as needed.  Past-President serves ex-officio, and chairs the annual review process.

Length of Term

Terms coincide with the term of service for each elected or appointed Board member.  Other members, if appointed by the President, have an initial term of two years and may be reappointed.

adopted March 2015, revised March 2016

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Conference Planning Committee (also known as Conference Program Planning Committee or CPPC)

See Program Committee

Conference Site Selection Committee

Purpose

Seek out and identify potential conference sites up to three years into the future, following guidelines approved by the Executive Board.  The committee brings their recommendations to the Executive Board for approval.

Guidelines

  1. Locate the conference around the state if possible, with Columbus/central Ohio serving as the location in odd-numbered years (2007, 2009, 2011, etc.), alternating with sites in the Northeast, Southeast, Northwest, or Southwest areas.
  2. Select sites that can be used repeatedly on a cost-effective and reasonably budgeted basis. 
  3. Consult with the Treasurer regarding budgetary constraints and any required pre-payments. 4. Maintain a database or spreadsheet of sites that have been reviewed, including information on specific location, capacity, and number of rooms, cost estimates, technology services provided, and other relevant variables. Also provide explanations of why certain sites have been rejected by the Program Committee.

Site Selection Criteria and Recommendations

  1. Dates of availability:  Reserve conference sites for use between the second weekend in October and the second weekend in November.
  2. Capacity: the venue should accommodate a conference of 400-450 people, including: • one banquet room for the entire group • at least six rooms in close proximity for concurrent sessions • adequate space for 25-30 exhibitors and poster sessions
  3. Advanced costs: a large pre-payment is not desirable but is not sufficient cause for rejecting a possible site.
  4. Services available: Determine the cost and availability of internet access and technology support, as well as audiovisual equipment, tables, chairs, podiums, added electrical for vendor/exhibitor area, and other incidentals.; Get details on extra costs, and any requirements regarding multiple vendors for conference services.
  5. Parking: Easy access to 350 parking spaces is desirable, without added cost.
  6. Facilities: Consider the number and location of restrooms, food service availability and catering options, space for morning and afternoon refreshment breaks in close proximity to exhibitors and poster sessions, secure area for coats and/or raingear, cell phone and wireless internet access. A vegetarian option for lunch is necessary; fresh fruit and fare that features locally grown food is desirable.
  7. Hotel rooms: Determine the conference rate and any requirements for guaranteeing a certain number of rooms or adding more rooms at the conference rate after the initial negotiation. The number required can vary significantly from year to year, depending on pre-conference activities and length of the conference.
  8. Outside attractions: Investigate options for nearby shopping, restaurants, and other cultural and leisure activities.
  9. Labor: Ask for clarification regarding the use of union and non-union laborers and staff.

Membership

At least three and no more than five individuals, including: a former Program Committee member who serves as committee chair; a current member of the Executive Board, one member with computer/technology expertise, and both the Treasurer and Past President, Ex Officio.

Length of Term

Two years, with the exception of the Immediate Past President who serves one year only.

Feb. 2008; revised May, June 2008; May 2014; March 2016

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Diversity Committee

Purpose

Address various aspects of human diversity, including ethnic and racial; gender and disability issues; international or cross-cultural issues; gay, lesbian, bisexual, and transgender issues; and age. This Committee serves as an advisory group to ALAO to assist the organization in providing leadership for diversity by acting as a bridge to promote understanding across racial and cultural lines and to help foster and sustain diversity throughout the organization.

Specific Activities

  1. Plan, organize and hold educational programs and activities that may:
    - Develop among Ohio academic library personnel a sensitivity and positive attitude toward human diversity.
    - Encourage library personnel in Ohio to interact with other individuals and organizations that promote diversity.
    - Encourage the incorporation of diversity concerns in all areas of Ohio library policy and practice.
    - Develop and/or share recruitment and retention strategies to attract a diverse population to careers in Ohio libraries.
  2. Award the ALAO Diversity Scholarship annually to a qualified student enrolled in an ALA-accredited MLS program who exemplifies the qualities needed to ensure a diverse library workforce.  See Procedures for awarding the scholarship.
  3. Communicate regularly to the members of ALAO about activities and items of interest concerning diversity.
  4. Produce a diversity column for the ALAO Newsletter.
  5. Sponsor a program for each ALAO annual conference.
  6. Serve as a link between ALAO and other groups concerned with issues of diversity.

Membership

Past President; Public Relations Coordinator; Past Committee Chair; Committee Chair, appointed by the President; and other ALAO members recruited by the Committee Chair and appointed by the President for 2 year staggered terms, with the option of a second term.  The Committee Chair recruits a Vice-Chair/Chair Elect, whose role is determined collaboratively by all members of the committee.  The Committee Chair also serves on the Nominating Committee and ex-officio as the Past Committee Chair.

 

In consultation with the Diversity Committee Chair and the Program Committee Chair, the ALAO President may appoint one or more members of the Diversity Committee to serve on the ALAO Program Committee. 

Length of Term

Terms coincide with the term of service for each elected Board member.  Other members, if appointed by the President, have an initial term of two years and may be reappointed.

revised March 2016

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Nominating Committee

Purpose

Prepare a slate of candidates for elected positions on the Executive Board representing various geographic regions and all sectors of academic libraries.  The committee is appointed by the President promptly after each annual meeting, including ALAO members who are not current board members, if possible. The immediate Past-President chairs the committee.

Specific Activities

  1. Committee Chair (Past President) initiates the nomination process in consultation with the entire committee, after reviewing the Election Procedures.
  2. Solicit names for potential candidates, as necessary, from the membership at large.
  3. Review suggested candidates with specific attention to: their potential; geographic area represented; categories of staff represented.
  4. Contact final candidates to determine their willingness to serve after having forwarded copy of relevant office duties.
  5. Ensure that each candidate completes the online Candidate Information Form on the ALAO Web site.
  6. Collaborate with the Webmaster(s) to prepare the ballots, following procedures for a valid election.
  7. Reports election results to the President. In the event of a tie in an election, the Board will break the tie by a ballot considering the recommendation of the Nominating Committee. The President will make the final decision if the board vote is evenly split.
  8. Ensure those elected and not elected are officially notified of election results by the President.
  9. Ensure election results are included in the next Chapter newsletter.
  10. Ensure distribution of results to the ACRL Liaison and the newly elected board members for publication in appropriate media.
  11. Ensure that Election Procedures are updated as necessary.

Membership and Length of Term

Past President (Chair), Diversity Committee Chairperson, and other members appointed by the President. Membership Chair serves in an advisory capacity.  The President is strongly encouraged to appoint members who are not current board members to work on the Nominating Committee.  Responsibilities terminate with reporting of election returns to the President.

revised March 2016

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Presenter Grant Committee (PGC)

Purpose

Select recipients of the Student Presenter Grant and Support Staff Presenter Grant, and administer the process for awarding the grants in collaboration with the Conference Planning Committee and Treasurer.

Specific Activities

  1. Student Presenter Grant procedures
  2. Support Staff Presenter Grant procedures

Membership

Chair of the Professional Development Committee also serves as Chair of the PGC; one first year Board Member at Large, Support Staff Interest Group Chair (or co-chair); other ALAO members may be appointed at the President's discretion.

Length of Term

Terms coincide with the term of service for each elected or appointed Board member.  Other members, if appointed by the President, have an initial term of two years and may be reappointed.

revised March 2016

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Professional Development Committee

Purpose

Promote continuing education and professional development activities among the membership.

Specific Activities

  1. Identify the continuing education and professional development needs of the membership and seeksways to meet those needs.
  2. Foster sharing of professional development opportunities among members and member institutions.
  3. Make recommendations on financial support for professional development activities among the membership.
  4. Promote ALAO within the membership and the library community through encouragement of professional development activities.
  5. Keep the membership informed of committee activities and publicize professional development opportunities on a timely basis.
  6. Administer scholarship awards, including the continuing education grant, that further professional development.

Membership

All Executive Board Members at Large; one (or two) second year members serve as chair/co-chairs. The ACRL Liaison serves ex officio.  Additional members may be appointed by the President from the membership at large.

Length of Term

Terms coincide with the term of service for each elected or appointed Board member.  Other members, if appointed by the President, have an initial term of two years and may be reappointed.

revised March 2016

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Program Committee

Purpose

Provide for continuing education opportunities for members, primarily as the Conference Planning Committee (CPC).  See also: Checklist for Annual Conference Planning.

Specific Activities of the Committee Chair (Vice President/President Elect)

  1. Recommend to the President names of individuals for the Committee.
  2. Initiate the planning for the fall conference; may delegate the coordination of the conference to a Program Committee member or another ALAO member as appropriate.
  3. Establish meeting schedule (in-person, conference call or Web-based) with committee members.

Specific Activities of the Committee

  1. Plan the annual conference and pre-conference workshops (as desired) as the Conference Planning Committee (CPC).
  2. Collaborate with other board members (Interest Group and Committee Chairs) to develop opportunities for continuing education activities for the membership in addition to the annual conference, and actively seek to sponsor worthwhile continuing education activities.
  3. Assess member continuing education needs periodically.
  4. Review annually and update the written workshop procedures as necessary.
  5. Involve the Interest Group Coordinator in the process of selecting the annual conference theme, reviewing annual conference program proposals, and scheduling those sessions to optimize participation of all Interest Groups.
  6. Follow current Chapter workshop guidelines.
  7. Meet with incoming Program Committee.
  8. One member of the CPC serves on the Conference Site Selection Committee.

Membership 

Vice President/President Elect (Committee Chair), Interest Group Coordinator, Public Relations/Outreach Coordinator, other ALAO members recommended by the Vice President and appointed by the President.

Length of Term

Terms coincide with the term of service for each elected or appointed Board member.  Other members, if appointed by the President, have an initial term of two years and may be reappointed.


revised March 2016

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Research and Publications Committee

Purpose

Facilitate research collaboration, professional development and mentoring, promote research funding opportunities, and highlight member accomplishments and publications.

Specific Activities

  1. Promote the development of research and publishing skills through activities which include:
    1. Sponsor a biennial session on a research-related topic (such as grant writing, research design, human subjects protections, project management, publication process, etc.). 
    2. Provide a venue for research partnership and mentoring opportunities.
  2. Promote research funding opportunities with timely announcements in all appropriate ALAO communication venues.
  3. Provide ALAO sponsored funding opportunities with an annual Research Grant Awards program.
  4. Highlight member accomplishments through the ALAO Newsletter, annual conference sessions, self-managed member biographies, and other venues.

Membership and Length of Term

Five to seven ALAO members, serving staggered two-year terms with the option of one additional two-year term. 

revised March 2016

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