ALAO Procedures Manual

Introduction

This is a working document intended to inform all ALAO board members, elected and appointed, including committee and interest group chairs as well as members of those groups. Board members are responsible for reviewing the documents pertaining to your office or appointment and following the stated procedures and policies. You are also responsible for sharing these procedures with your committee, interest group, or other working group members.

Any board member may propose revisions by submitting changes to the Manual Revision Coordinator (MRC) and/or Past President; please do so in a timely manner so that the manual reflects actual practice. Significant departure from written procedures or policies should be brought to the board for discussion before revision; the MRC or Past President will guide this process. Ideally, every board member will review the relevant sections of the Manual prior to the Annual Leadership meeting, to guide new board members and remind retiring board members of changes that should be incorporated into the Manual.

Contents

1. Executive Board and Officers
   1. About the Executive Board
   2. Elected Officers
      1. President
      2. Vice President/President Elect
      3. Immediate Past President
      4. Secretary
      5. Treasurer
      6. Public Relations/Outreach Coordinator
      7. Membership Chair
      8. Member-at-Large
   3. Appointments
      1. ACRL Liaison
      2. Government Relations Team
      3. Institutional Liaison Officers
      4. Interest Group Coordinator
      5. Liaison to the Ohio ALA Councilor
      6. Manual Revision Coordinator
      7. Newsletter Editor
      8. OCLIS Representative
      9. OLF Representative
      10. Webmasters
2. Committees
   1. Awards Committee
   2. Budget and Finance Committee
   3. Communications Review Committee
   4. Diversity Committee
   5. Nominating Committee
   6. Professional Development Committee
   7. Program Committee
   8. Research and Publications Committee
3. Interest Groups
   1. Collection Management Interest Group
   2. Curriculum Materials Center Interest Group
   3. Distance Learning Interest Group
   4. Instruction Interest Group
   5. Support Staff Interest Group
   6. Technical, Electronic, and Digital Services Interest Group
4. Policies and Procedures
   1. Archives
      1. Guidelines for Transfer of Records to Archives
   2. Awards, Grants and Scholarships
      1. Jay Ladd Distinguished Service Award
      2. Continuing Education Grant
      3. Legislative Advocate Travel Award
      4. Minority Student Scholarship
      5. Research Grant Instructions
      6. Research Grant Application
      7. Student Presenter Award
      8. Support Staff Presenter Award
   3. Budget and Reimbursement
      1. Budget Account Codes
      2. Budget and Planning Process
      3. Budget Request Form
      4. Proposal Form for Project Funding
      5. Reimbursement Guidelines & Request Form [Revised 02/2007
   4. Elections
      1. Candidate Information Form
   5. Interest Groups
      1. Statement of Purpose Guidelines for Potential Interest Groups
      2. Board Guidelines for Interest Groups
      3. Mailing List Distribution Policy
   6. Newsletter
      1. Newsletter Editorial Policy
      2. Newsletter Information Request
      3. Newsletter Calendar
   7. Publications Policy
   8. Sponsorship or Co-Sponsorship Policy
   9. Website
      1. Web Site Editorial Policy
      2. Web Site Information Form
      3. Contributors/Responsibility for Monitoring Web Site
5. General Information
   1. Archives
      1. Locating Archival Information
   2. Awards
      1. Jay Ladd Distinguished Service Award Past Recipients
   3. Program Committee
      1. Annual Conference Planning Task List
   4. Workshop Planning Guidelines
      1. Workshop/Meeting Proposal Form
      2. ALAO Activity Proposed/Actual Expense Report
      3. Checklist for Registration Flyer
      4. Workshop Evaluation Sample
      5. Helpful Hints
      6. Guidelines for Distribution of ALAO Workshop Announcement via Electronic Format
      7. Sample Flyer Template
      8. Sample Flyer
      9. Procedure for Reporting ALAO Workshop and Meeting Registrations (revisions pending)
      10. Procedure for Payment of Invoices and Check Requests (revisions pending)
      11. Procedure for Processing Credit Card Charges (revisions pending)
   The end of management of ALAO finances by the Ohio College Association will require revisions to 4.i - 4.k