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ALAO Procedures Manual
Policies and Procedures

Archives

Guidelines for Transfer of Records to Archives

ALAO creates the following types of records, and copies should be forwarded annually to the ALAO board member acting as Archivist:

  1. President's files: Correspondence, memoranda, reports
  2. Financial reports
  3. Executive Board files: Minutes, Reports, Rosters
  4. Elections: Vitae, Ballots
  5. Conference and workshop files: Publicity, Committee meeting minutes, Flyers
  6. Committee and Interest Group Files: Minutes, Workshop flyers, Publications
  7. Membership lists
  8. Newsletters
  9. ALAO Website (screen print of front page should be included in the annual report)
  10. Conference memorabilia/PR giveaways

Interim, quarterly, etc. reports of the Executive Board are distributed during scheduled Board meetings and need not be archived. Only annual reports for each year need to be submitted to the Archivist.

President's files should be kept by the Past President for one year following the presidential term for reference. Relevant documents should be then forwarded to the ALAO Archivist. 

Committee and Interest Group Chairs should forward copies of minutes and workshop flyers, etc. to the Archivist. If the Archivist misses a Board meeting, the President should forward a copy of any handouts to the Archivist.

The ALAO Archivist reserves the right to determine what materials to retain, in consultation with the Executive Board.

Archival materials are housed at the Ohio Historical Society's Ohio Historical Center, 1982 Velma Ave. Columbus, OH 43211. A list of materials currently held is available.  In past practice, the position of Archivist has been held concurrently with that of Secretary or Procedures Manual Coordinator.  It has also been an appointed position with sole responsibility for archival material.  The President will appoint the Archivist in consultation with the Executive Board, to optimize effectiveness and efficiency among all board members.

revised 7/13

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Awards and Grants

Continuing Education Grant

Purpose
To facilitate participation of current ALAO members at continuing education events, such as conferences, workshops, seminars, etc., which are related to the member's current position or in pursuit of a professional library degree.
Eligibility
  • Applicant must be a current ALAO member
  • Applicant may not have received this grant in the previous three award cycles.
Selection Criteria
Awarding of grants will be based on
  • Rationale for requesting the grant.
  • Extent of financial support provided by the employer to attend the event or educational opportunity
  • Completeness of application – include all items requested on the application form.
  • Preference will be given to Ohio residents or employees of Ohio libraries.
Procedures
  • The amount of money available for Continuing Education Grants is set forth in the ALAO budget, and the numbers and amounts of grants are determined by the Professional Development Committee (PDC). Currently, the total award amount available is $2500.00.
  • Recipients may use the grants to attend any library-related event or educational opportunity. If the event costs less than the amount of the grant, ALAO will not provide the excess money to the recipient. If the amount of the grant awarded is less than the cost of the event, the recipient is responsible for the balance.
  • Announcement of the program, application forms, and the deadline for submission to the Southwest Ohio and Neighboring Libraries (SWON) will be printed in the December issue of the ALAO Newsletter, and will be posted on appropriate listservs and on the ALAO web site.
  • Shortly after the deadline date the PDC chair will check each applicant’s eligibility and then compile applications into an electronic file, deleting any identifying information about the applicant or their institution. This ensures a blind review by PDC members. The chair will forward this document to the committee for review. The committee has discretion to award any money not required by the primary grant recipient to other applicants, the combined awards not to exceed the total previously approved by the board for this purpose. The committee may choose to confer Honorable Mention Awards not to exceed $200. Recipients of Honorable Mention Awards are eligible to apply again next award cycle.
  • The PDC chair will notify award recipient(s) by email and will arrange payment with the ALAO Treasurer.
  • The PDC will announce the grant winner(s) in the ALAO Newsletter and on the ALAO web site, and the winner(s) will be recognized at the annual conference. 
  • Within sixty days of the beginning of the event or educational opportunity, the recipient(s) must submit a brief report signifying proof of attendance.

revised 5/14

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Jay Ladd Distinguished Service Award

The nomination criteria for the Jay Ladd Distinguished Service Award include:

  1. Member of ALAO for a minimum of five years.
  2. Promotes academic libraries and librarianship not only on his/her campus but within the state as well, and/or
  3. Provides sustained leadership in the promotion of the Academic Library Association of Ohio, e.g., committee service, interest group chair, position on the Executive Board.

The nomination form is available in PDF or DOCX format. The Awards Committee, chaired by the Past-President, is responsible for soliciting nominations and selecting the awardee.

A list of the previous award winners is in the General Information section of the Procedures Manual, and also available on the ALAO website.

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Legislative Advocate Travel Award

Purpose
By extending the opportunity to attend ALA's Legislative Day in Washington, D.C. to members of the Legislative Advocate Network, this award rewards current involvement and promotes future interest in legislative matters among academic librarians.

Amount of Award
Up to $ 600 to be used for travel/lodging expenses incurred on a trip to ALA Legislative Day in Washington DC.

Application Process
A letter of application and interest will be sent to the Government Relations Liaison via US Post or email. Applicants will supply details of their legislative activities. Examples include making phone calls or writing messages or letters to legislators, hosting visits by legislators to campus libraries, visiting legislators in their offices, and communicating information about legislative matters to colleagues. Expertise and leadership on specific issues would also be evidence of activity and commitment. Legislative advocates with limited experience but have the interest in learning more about legislative advocacy will be encouraged to apply.
The Government Relations Liaison will also request the name and phone number of a reference who is familiar with the applicant's advocacy efforts and interest.

Selection
The Government Relations Liaison will review applications and nominate a recipient. The ALAO Executive Board will consider the nominee(s) at its February meeting and vote on the selection.

Award Notification and Disbursement
The recipient will be notified immediately and directed to the ALAO Treasurer to work out details of reimbursement. The winner's name will be announced at the annual conference.

Report
The winner will be asked to contribute an article for the June issue of the ALAO Newsletter about the Legislative Day experience.

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Diversity Student Scholarship

Description

The scholarship of $1,500.00 helps support a student enrolled in an ALA-accredited MLS program who exemplifies the qualities needed to ensure a diverse library workforce. The scholarship will be applied directly to the recipient's bursar account for tuition at his or her academic institution.
Administration
The ALAO Diversity Committee will review the continuation and administration of the scholarship annually.
Early in the new fiscal year, after selection of the scholarship recipient is made, the chair of the ALAO Diversity Committee makes arrangements with the treasurer to receive a check from the fiduciary agent, drawn on ALAO funds.  The Diversity Committee chair then sends the check to the director of the ALA-accredited MLS program with a cover letter signed by the president of ALAO on ALAO letterhead stationary.  This should be accomplished well before the start of the institution's regular academic year.
The ALAO Diversity Student Scholarship recipient will be announced at the ALAO annual conference and will receive a complimentary registration for ALAO's Annual Conference, along with at least one year of mentorship from a selected ALAO Board Member.

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Research Grant

General Information
The Academic Library Association of Ohio (ALAO) seeks to promote research among its membership, and, to that end, the ALAO Executive Board, through the ALAO Research and Publications Committee, may award up to $1000 annually to support and encourage research projects proposed by ALAO members. Multiple grants whose total funding does not exceed $1000 may be awarded. Both ongoing and new research projects are considered. Grants are intended to help in funding such incremental research costs as the organization of data, the hiring of interviewers or other assistants, the purchase of specialized software, and modest travel costs associated with research. Grants may not be used for purchase of hardware. Grants are limited to investigations related to issues in libraries, librarianship, and information science and technology.
Procedures
  1. Early in the fall the Chair will put out announcements about the grant, including application information, deadlines, and contact information. Outlets will include the ALAO Newsletter, the ALAO listserv, and other venues deemed appropriate.
  2. Submissions will be directly to the Chair, in electronic format only. Applications must be received by November 1 for consideration.  The time table for submitting and reviewing applications may vary from these guidelines, with approval of the Executive Board.
  3. The Chair will remove identifying information from the submissions and send them to the Committee for a blind review.
  4. All applications will be reviewed as-is. No information will be requested from the applicants.
  5. Committee members will discuss the strengths and weaknesses of the applications
  6. If, despite the blind review, a committee member knows that an application is from his/her institution, the committee member must let the committee chair know as soon as possible and that member shouldn't comment on that particular application.
  7. Each member will submit a ranked list of applicants to the chair. The chair will compile one ranked list and will send it to the committee. If there is a tie, the committee will repeat the procedure with just the tying applicants.
  8. The review and voting process will be completed within one month of the deadline.
  9. All applicants will be notified of the results by the Chair within one week of the voting.
  10. The Chair will contact the Treasurer with the information necessary to provide a check to the grant recipient(s).
  11. The Chair will announce the grant recipient(s) at the Annual Conference.
  12. The Committee will follow up with grant recipient(s) to produce an article for the ALAO Newsletter.
Access current application procedures from the Research and Publications Committee page, as funding and deadlines are subject to change.

Student Presenter Award

Statement of Purpose

The Academic Library Association of Ohio (ALAO) seeks to provide opportunities for students and new librarians to grow professionally and encourage participation towards a career in academic libraries. ALAO also recognizes the need to spotlight current research, particularly if the research is in new and emerging fields and technologies. To that end, the ALAO Executive Board may award up to $150 annually to a student to present at the ALAO Annual Conference. Grant monies are intended to assist with the costs incurred in preparing the presentation and modest travel costs associated with the presentation. An ALAO Executive Board member or volunteer from the membership will be assigned to mentor with the recipient on preparing the program, highlight membership benefits and facilitate networking opportunities at the conference.

General Information

The Student Presenter Grant is awarded to one program, either a presentation or poster session at the ALAO Annual Conference. If more than one student presenter is involved in a program, the grant is awarded to the program. Disbursement of grant monies amongst the student presenters is at the discretion of the eligible parties. Grant monies may be applied to registration, travel, hotel, and supplies. If grant monies have been dispersed and grant recipient fails to present at the conference, the full amount of the grant check must be returned to ALAO.

Eligibility

Students currently enrolled in an eligible Library and Information Science (LIS) program or recent graduate (within one year) from an eligible LIS program, which have submitted a program proposal approved by the Conference Planning Committee for inclusion in the Annual Conference program are eligible to apply for the Student Presenter Grant. Applicants may be full or part-time students who have expressed a career interest in academic librarianship. Completed applications include completed application form, program proposal submission, letter of recommendation from LIS faculty or supervisor, and an essay of 250 words or less describing how attending and presenting at the ALAO Conference will benefit the applicant in their future academic library career. ALAO membership is not required.

Procedures

1. The Student Presenter Grant is administered by the Presenter Grant Committee (PGC), which is comprised of the Interest Group Coordinator, Support Staff Interest Group Chair, and Chair of the Professional Development Committee. The IG Coordinator serves as Chair of the PGC.

2. During February and March of each year the Conference Planning Committee (CPC) announces the Call for Proposals for the Annual Conference. The Call for Proposals will make reference to the Student Presenter Grant. The Call for Proposals submission form includes an imbedded link to the Presenter Grant page on the ALAO website. The Presenter Grant page will include details about the Student Presenter Grant plus the required application form, which provides the ability to identify the presenter as a student.

3. From February through April the PGC publicizes the grant to the ALAO and library school listservs.

4. Applicants submit program proposals in response to the CPC’s Call for Proposals.

5. In June after the CPC has made final program selections, the CPC’s Proposal Coordinator notifies the accepted presenters and encourages them to apply for the grant.

6. The CPC Proposal Coordinator forwards proposal submissions of eligible presenters to the PGC Chair. The proposal submissions include full contact information and CPC ranking.

7. Grant applications are sent to the Chair of the PGC. Applications must be received by the first Friday in August.

8. The Chair will remove identifying information from the submissions and send them to the PGC, for blind review. All applications will be reviewed as-is. No information will be requested from the applicants.

9. Criteria for grant selection are based on the CPC’s rank for the program, letter of recommendation and application essay. Both programs and poster sessions will be considered, with programs weighted more heavily than poster sessions. Programs or posters where the grant applicant is the primary driver of the program are weighted more heavily than programs or posters where the grant applicant is serving a less prominent role.

10. Each PGC member will submit a ranked list of applicants to the Chair. The Chair will compile one ranked list and will forward it to the PGC to facilitate selection of the grant recipient.

11. PGC recruits and assigns mentor.

12. The Chair notifies the grant recipient by September 1. Once the recipient acknowledges acceptance of the grant, the Chair will notify all other applicants of the results.

13. The PGC will contact the Conference Registrar and Treasurer with contact and necessary information in order to provide a check to the grant recipient(s). The check must be mailed to the recipient at least one month prior to the conference registration closing date.

14. Grant recipients must register for the conference.

15. The PGC creates the grant certificate. A member of the PGC will announce the grant recipient and present the certificate at the Annual Conference.

16. If a grant recipient withdraws from presenting before the conference, the PGC reserves the right to bestow the grant on another applicant.

17. The PGC reserves the right to suspend the grant for a year if no suitable candidate is determined.

Approved by the ALAO Executive Board 22 June 2009

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Support Staff Presenter Grant

Statement of Purpose

The Academic Library Association of Ohio (ALAO) seeks to encourage support staff development and participation in ALAO activities. To that end, the ALAO Executive Board may award up to $150 annually to support and encourage support staff to present at the ALAO Annual Conference. Grant monies are intended to assist with the costs incurred in preparing the presentation and modest travel costs associated with the presentation.

General Information

The Support Staff Presenter Grant is awarded to one program, either a presentation or poster session at the ALAO Annual Conference. If more than one support staff presenter is involved in a program, the grant is awarded to the program. Disbursement of grant monies amongst the support staff presenters is at the discretion of the eligible parties. Grant monies may be applied to registration, travel, hotel, and supplies. If grant monies have been dispersed and grant recipient fails to present at the conference, the full amount of the grant check must be returned to ALAO.

Eligibility

Support staff currently employed in an Ohio academic library, which has submitted a program proposal approved by the Conference Planning Committee for inclusion in the Annual Conference program are eligible to apply for the Support Staff Presenter Grant. Completed applications include completed application form, program proposal submission and an essay of 250 words or less describing how attending and presenting at the ALAO Conference will help enhance the applicant’s library and work experience. ALAO membership is not required.

Procedures

1. The Support Staff Presenter Grant is administered by the Presenter Grant Committee (PGC), which is comprised of the Interest Group Coordinator, Support Staff Interest Group Chair, and Chair of the Professional Development Committee. The IG Coordinator serves as Chair of the PGC.

2. During February and March of each year the Conference Planning Committee (CPC) announces the Call for Proposals for the Annual Conference. The Call for Proposals will make reference to the Support Staff Presenter Grant. The Call for Proposals submission form includes an imbedded link to the Presenter Grant page on the ALAO website. The Presenter Grant page will include details about the Support Staff Presenter Grant plus the required application form, which provides the ability to identify the presenter as support staff.

3. From February through April the Support Staff Interest Group Chair publicizes the grant to the ALAO and SSIG listservs, while local membership chairs publicize the grant to local support staff.

4. Applicants submit program proposals in response to the CPC’s Call for Proposals.

5. In June after the CPC has made final program selections, the CPC’s Proposal Coordinator notifies the accepted presenters and encourages them to apply for the grant.

6. The CPC Proposal Coordinator forwards proposal submissions of eligible presenters to the PGC Chair. The proposal submissions include full contact information and CPC ranking.

7. Grant applications are sent to the Chair of the PGC. Applications must be received by the first Friday in August.

8. The Chair will remove identifying information from the submissions and send them to the PGC, for blind review. All applications will be reviewed as-is. No information will be requested from the applicants.

9. Criteria for grant selection are based on the CPC’s rank for the program and application essay. Both programs and poster sessions will be considered, with programs weighted more heavily than poster sessions. Programs or posters where the grant applicant is the primary driver of the program are weighted more heavily than programs or posters where the grant applicant is serving a less prominent role.

10. Each PGC member will submit a ranked list of applicants to the Chair. The Chair will compile one ranked list and will forward it to the PGC to facilitate selection of the grant recipient.

11. The Chair notifies the grant recipient by September 1. Once the recipient acknowledges acceptance of the grant, the Chair will notify all other applicants of the results.

12. The PGC will contact the Conference Registrar and Treasurer with contact and necessary information in order to provide a check to the grant recipient(s). The check must be mailed to the recipient at least one month prior to the conference registration closing date.

13. Grant recipients must register for the conference.

14. The PGC creates the grant certificate. A member of the PGC will announce the grant recipient and present the certificate at the Annual Conference.

15. If a grant recipient withdraws from presenting before the conference, the PGC reserves the right to bestow the grant on another applicant.

16. The PGC reserves the right to suspend the grant for a year if no suitable candidate is determined.

Approved by the ALAO Executive Board 22 June 2009

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Budget

Budget and Planning Process

Assumptions

  1. The strategic planning process should provide for input from members, board, committee chairs, interest group, and other ALAO constituencies.
  2. The result should be a four-year organizational strategic plan, adopted by the board, which would then be reviewed annually, with annual objectives written to carry out the plan. The standing committee for Budget and Planning will be responsible for drafting, reviewing and revising the plan, and will bring proposed revisions to the Annual Leadership Retreat.
  3. There should be a direct relationship between the budgeting process (allocation of resources) and the strategic plan, with its annual objectives.
  4. The budget cycle should correspond to the "official year," that is, July 1 through June 30.
  5. Spending proposals should be considered by the board at one time, in competition with each other and in the context of reliable estimates of income and expenditure. They should not be acted upon piecemeal over the course of the year. Spending proposals will be considered at the annual board retreat and formally approved at the September board meeting.
  6. Operating expenses of the organization, such as the newsletter, membership mailings, web hosting, etc. should be funded from predictable income sources such as dues.
  7. Programs should be separately budgeted, with income used to support the programs themselves as well as allow for a moderate profit.
  8. The budgeting process should be reiterative, following an established cycle of planning, goal setting, and resource allocation.
  9. The organization should maintain a cash reserve in an amount deemed appropriate by the Board.

Regular Planning/Budget Cycle

Every Four Years
Spring
Budget and Planning Committee drafts strategic plan for the organization. They may survey the membership (with board approval) at the Committee's discretion. Completed strategic plan is submitted to the board for approval at the Annual Board retreat.
Retreat
Board reviews and approves draft strategic plan
Annually
Spring
Board members submit budget proposals for the coming year to the Budget and Finance Committee. Outgoing board members should work with their incoming counterparts in preparing these proposals.  The Activity Proposed Budget/Actual Expense Report form may be used for any ALAO activity budget planning purpose (speaker honoraria, awarding of grant monies, workshop expenses, travel expenses, etc.).
Retreat
Review budget proposals and annual objectives, based on four-year ALAO strategic plan; update as necessary. Treasurer and Budget committee present proposed annual budget to the board for review.
September
Annual budget and any revisions to the strategic plan are approved by the Board.

Drafted by Gary Hunt and Margy Kramer,
revised by the Executive Board,
and approved by the board on April 13, 1993.
Revised by Karen Wilhoit, Treasurer, November 16, 2004

Updated 3/21/13 A.Ricker, Procedures Manual Coordinator

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Budget and Project Funding Requests

ALAO Board and Interest group members should review their budgetary needs for their committees, and/or groups and submit a request in writing (by electronic means, preferably) to the Treasurer by June 1 for the following fiscal year. Requests must include a statement of rationale and purpose for all funding, as well as an indication of how the funded project/activity supports ALAO's current mission.  

The Activity Proposed Budget/Actual Expense Report form should be used for any activity requiring ALAO funding.  Specific requests for payment and/or reimbursement should be made with the Reimbursement/Payment Request form (Excel file).


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Reimbursement Guidelines

ALAO Executive Board members, Program Committee members and others required or invited to attend Board meetings may request to be reimbursed for their mileage to meetings. The ALAO Budget expense for mileage reimbursement will not exceed $500 annually.

Reimbursement may be available for members whose libraries cannot support travel, or for extenuating circumstances that should be detailed in the Reimbursement/Payment Request form (Excel file).

Mileage reimbursement requests will be reviewed on a case by case basis. This fund is discretionary; the President and Treasurer will review and decide to approve or not approve each request.

Mileage will be reimbursed at the rate of $.25 per mile. Mileage reimbursement is dependent on the strength of the budget and may not be possible at all times.

Consideration of other types of reimbursement (e.g., mailings unrelated to conferences or workshops, long distance phone costs, photocopying, printing, etc.) may be made at the discretion of the Executive Board.

Approved by the ALAO Board 2/23/07

Request for Reimbursement or Payment

All requests for reimbursement or payment should be submitted to the Treasurer in the appropriate fiscal year (July - June), preferably within 30 days of the expense. June expenses may be submitted through July 30 of the subsequent fiscal year. Use this form to request payment for speaker honoraria, award recipients, and other expenses, in addition to reimbursement requests related to activities as a Board or Committee member.

Reimbursement/Payment Request form (Excel file).  updated 3/21/13


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 Elections

The ALAO Nominating Committee nominates candidates from among the general membership for the positions of vice president/president-elect (annually), membership chair (every two years), treasurer (every two years), secretary (every two years), public relations/outreach coordinator (every two years) and for members-at-large (annually).  Ideally, three members-at-large are elected each year, so that terms of office are staggered among that six-member group.  Elections are held in the spring of each year with the results announced in early May.

Self-nominations or nominations of others are equally welcome.  Informal recommendations may be sent to the Past President, who also serves as chair of the Nominating Committee.  A Candidate Information Form must be submitted online for each nominee.  Access to the form will be announced in appropriate venues (listserv, website, newsletter, etc.).  Completed forms are due by the deadline announced on the website for each election cycle, no later than two weeks before online elections commence.

Paper ballots shall be provided to members who are unable to cast an online ballot due to disability or lack of Internet access.  The Nominating Committee is responsible for preparing and distributing necessary paper ballots, and providing a mechanism for validating membership status of each elector while ensuring confidentiality of each ballot.  An elected member of the Executive Board who is not a candidate for office shall be designated as recipient for paper ballots, to be tallied with a member of the Nominating Committee.

Recommended timetable for elections (minor adjustments are expected, to accommodate academic schedules, holidays, etc.):

 Feb. 15 Broadcast email notifying members of the online election schedule, with the reminder that elections are open only to members who have paid dues for the current year.  Mail same notice to any member lacking email.  Include directions for requesting a paper ballot.
 mid- to late-February
Candidate Information Form due [form may vary from year to year]
 March 15
Online balloting opens; broadcast explanatory email to members
 March 15
Paper ballots mailed to members unable to access online ballot
 March 30
Email reminder sent to members who have not voted online
 April 5
Final reminder sent to members who have not voted, including postcard to members without email
 April 15
Polls close
 April 25
Webmaster reports online results to the Past President and President; Past President informs President of the paper ballot tally
 April 30
Past President communicates election results to all candidates
 May 5
President communicates results to Communications Editor and Webmaster(s), for public announcement in all appropriate ALAO publications

draft; revised 1/11

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Interest Groups

Statement of Purpose Guidelines for Potential Interest Groups

The following guidelines for a statement of purpose are intended for use by groups which desire affiliation with ALAO as interest groups. Contact the Interest Group Coordinator for guidance.

The proposal statement to the ALAO board should address the following points:

  • The group's purpose in forming, including a definition of success for the goal(s)
  • The specific interest or focus of the group, the goals the group's activity and existence will meet
  • Long- (beyond one year) and short- (within the year) term objectives for meeting its goals, including a definition for a successful objective
  • Beneficiaries of the group's activity
  • Potential members of the group
  • How the group's interest related to the purpose of ALAO as stated in its constitution: "to advance academic library services in Ohio by defining, studying, and promoting the interests of academic librarianship and the personnel of academic libraries"

6/91 - approved by Board 5/88

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Board Guidelines for Interest Groups


Definition
Interest groups organized for the purpose of discussing specific concerns and issues in the field of academic librarianship may affiliate with ALAO as deemed appropriate by both the interest group membership and the Executive Board. Contact the Interest Group Coordinator for quidance.
Interest groups shall govern themselves in accordance with these guidelines.
Recognition Procedure
Request for recognition as an ALAO Interest Group must be signed by ALAO members from at least six different libraries. A written request for recognition and statement of purpose of the Interest Group must be submitted to the ALAO Executive Board for review and approval.
Membership
Membership in ALAO is required for membership in an Interest Group.
Continuation
Affiliation of Interest Groups with ALAO will continue as long as deemed appropriate by both the Interest Group membership and the ALAO Executive Board.
Organizational Structure
Interest Groups are strongly encouraged to organize a coordinating committee to coordinate IG activities. The coordinating committee should consist of ALAO members who are interested in assisting with the formulation and organization of workshops and other meetings that will interest ALAO members. Ideally committee members should represent the diverse sizes and geographic locations of academic libraries in Ohio.
The coordinating committee will decide who among them should chair the committee and the IG. This person will receive a formal appointment from the ALAO president, and their term will begin at the ALAO annual retreat and end at the retreat the following year. The IG chair will consult with the coordinating committee to find a "vice chair/chair-elect" who will automatically become chair at the next ALAO annual retreat. In the event that a vice chair cannot be identified, the existing chair will consult with the coordinating committee and the ALAO president to identify a person to chair the IG during the upcoming year. When an IG does not have a chair or a vice chair/chair-elect the ALAO president will appoint an ALAO member to chair the IG. In all cases IG chairs should be identified and recommended for appointment to the ALAO president by the Spring ALAO board meeting.

Chairs will hold at least one meeting of the IG coordinating committee to plan IG goals and activities for the year. Also, at least a brief meeting of the committee and any interested ALAO members will be held at the ALAO Annual Conference if a program or discussion is also planned.
Chairs will maintain communications among the IG coordinating committee members regarding all activities and attempt to include all members of the committee in the organization and planning of activities. Chairs will follow through on IG plans to ensure that activities are completed and that appropriate information is provided to appropriate ALAO Board Members as outlined under Interest Group Activities.
The ALAO President may request that an IG coordinating committee recommend the replacement of an existing chair if the chair cannot or will not substantially fulfill their responsibilities.

Each Interest Group Chair is a voting member of the ALAO Executive Board and strongly encouraged to attend all Board meetings. Written reports are to be submitted on the ALAO Board member web site prior to each Board meeting. The Interest Group Coordinator may relay concerns and information to the Board, if an IG Chair is unable to attend Board meetings. All IG Chairs should remain in close communication with the Interest Group Coordinator, especially when planning workshops or other professional development activities.
 
Interest Group Activities
  • Frequency and location of Interest Group meetings other than that at the ALAO annual conference will be determined by the Interest Group.
  • Interest Groups cannot plan or sponsor programs independently without ALAO authorization.
  • Any outside fundraising activities conducted by Interest Groups (e.g. for sponsorship of programs) must be approved in advance by the ALAO Executive Board.
  • Net income from programs sponsored by Interest Groups is transferred to the ALAO treasury.
  • Information items from the Interest Group should be submitted regularly to the ALAO Communications Editor for communication to the ALAO membership.
  • Interest Group goals and objectives should be updated as necessary and submitted to the ALAO Executive Board for approval.
More information is available on workshop planning.

revised 8/09

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Newsletter

Newsletter Editorial Policy

Purpose
The purpose of the ALAO Newsletter is to advance the goals of the organization and serve the membership. The most relevant goals of ALAO to the Newsletter are:
  1. To contribute to the professional development of all academic library personnel in Ohio.
  2. To promote and speak for the interests of Ohio academic libraries.
  3. To promote study, research, and publication relevant to academic libraries.
Content
The advancement of these goals shapes our editorial policy. The emphasis will be on ALAO activities, including but not limited to:
  • Conference planning and conference reports
  • Summary reports of the meetings of ALAO committees and interest groups
  • Executive summary of Executive Board meetings
  • People and Library News (limit of 50 words per item)
  • ACRL news and legislative updates
  • Other current topics in the profession as space permits.
Membership liaisons are asked to provide timely news of personnel changes at members' libraries, along with notices of major library events, gifts, endowments, renovations, etc.
Format
Material submitted for the Newsletter should follow good journalistic style. Please limit submissions to 400 words. Be concise and clear, and use simple sentences and active voice. A byline must accompany each article, stating the author's name, ALAO office or position (if any), and institution. Submissions should be sent electronically; attachments to e-mail (such as Microsoft Word documents) are preferred. Contributed news and other reports may be edited due to space limitations or editorial decisions. Authors are asked to provide informative headlines for their articles.

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Newsletter Information Request

We depend on you to help shape the content of our newsletter! We are very interested in notices of events concerning your library and staff, and other announcements or news pertinent to academic libraries in Ohio. E-mail submissions are preferred; all contributions may be edited for sake of brevity.

News Deadlines

Issue Deadline for Submissions Publication Date
September August 15 September 15
December November 15 December 15
March February 15 March 15
June May 15 June 15

An appropriate administrator should approve library and staff news prior to submission. Solicited material for the newsletter includes:

Staff News: personnel changes, significant awards and honors, publications, presentations, important campus committee assignments.

Library News: programs and events, significant acquisitions and major gifts, new buildings and renovations, grants received.

Other: meeting and conference announcements; conference and workshop reports; other statewide library events; current legislation relevant to academic libraries; research, publication and funding opportunities.

Include this information with your submission:

Sender's Name
Position Title
Institution
ALAO office (if any)
Date
Phone
E-mail

If items are time sensitive, indicate a date after which the item should not be used.

Send your contributions to the Communications Editor (see current Board Directory)


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Newsletter Calendar

September Issue (Deadline August 15):

News Article Responsible Person
Annual Conference Update President
Leadership Retreat Report President
Jay Ladd Distinguished Service Award: call for nominations Past President
Preliminary Plans for next year's conference VP/Pres. Elect
Interest Group Reports ALL Interest Group Chairs
Membership Update and Form Membership Chair
Annual Budget Report (past & current yrs.) Treasurer
Executive Board Roster (complete) Secretary
Legislative Reports Legislative Team Members
ALA Annual Report (highlight ALAO members' contributions & activities) ACRL Representative
ACRL Chapters Council Report (reference URL for Chapters Topics online) ACRL Representative
People and Library News Membership Liaisons
Research Funding opportunities; highlight ALAO members' research & publications Research & Publications Comm. Chair
Calendar of Events, Deadlines Editors


December Issue (Deadline November 15):

News Article Responsible Person
Annual Conference Report President
Conference Program Session Summaries (brief reference to Web site where summaries are posted) Program Committee
Executive Board Meeting Report President
Elections - Call for Nominations Past President
Jay Ladd Award Recipient Past President
Membership Survey (when needed) Membership Chair, Past President
Call for Conference Proposals VP/Pres. Elect
Program Committee Report VP/Pres. Elect
Research Grant recipient Research & Publications Comm. Chair
CE Grant Program - announcement & application Professional Development Comm. Chair
Scholarship Award Recipient Diversity Committee Chair
Membership Update and Form Membership Chair
Legislative Reports Legislative Team Members
Interest Group Reports ALL Interest Group Chairs
People and Library News Membership Liaisons
Board Roster (without full addresses) Secretary notifies Editor of changes
Calendar of Events, Deadlines Editors


March Issue (Deadline February 15):

News Article Responsible Person
Board Meeting Report President
Roster of Candidates for Election Past President
Annual Conference Update VP/Pres. Elect
Membership Survey Report (if relevant) Membership Chair, Past President
ACRL Chapter's Council Report / ALA Midwinter Report ACRL Representative
Research Grant: Call for proposals Research & Publications Comm. Chair
Membership Update and Form (list new members) Membership Chair
Legislative News Legislative Team Members
Interest Group News; Workshop flyers Interest Group Chairs
People and Library News Membership Liaisons
Board Roster (without full addresses) Secretary notifies Editor of changes
Calendar of Events, Deadlines Editors


June Issue (Deadline May 15):

News Article Responsible Person
Board Meeting Report President
Election Results Past President
Annual Conference Update VP/Pres. Elect
ALAO Activities (if relevant) Membership Chair
ACRL National Conference Report (if relevant) ACRL Representative
Interest Group News; Workshop flyers Interest Group Chairs
People and Library News Membership Liaisons
CE Grant Program (announcement & application) Professional Development Committee Chair
Board Roster (without full addresses) Secretary notifies Editor of changes
Calendar of Events, Deadlines Editors

Other Information to be submitted at appropriate times during the year:

  • Reports from Representatives to other organizations
  • Notices regarding ALAO website, blogs, Facebook page, etc.

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Publications Policy

This policy covers handbooks, directories, articles, commentaries, monographs, and questionnaires that are or could be construed to be responsibilities of ALAO (or one it its units) due to content, scope, organization or presentation, credits, statements of affiliation, byline or signature using an ALAO officer title, or the use of the ALAO name, logo, or acronym.

All publications must receive prior approval of the ALAO Board for:

  • contents
  • purpose
  • intended audience
  • method of presentation (format, appearance, etc.)
  • credits and bylines
  • manner of dissemination

The approval request must be accompanied by an ALAO Activity Proposed/Actual Expense Report. Use of the ALAO name, logo, and acronym is reserved to official ALAO publications which have received prior approval of the ALAO Board.

Official ALAO colors are cream and teal. The teal is further specified as Pantone color 327U for flat or uncoated paper and 328C for glossy or coated paper.

Implied approval is given for publications of the Program Committee, Public Relations Coordinator, Membership Chair, and for the ALAO Newsletter.


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Sponsorship or Co-Sponsorship Policy

ALAO may sponsor or co-sponsor activities, publications, and continuing education opportunities in keeping with its purpose of advancing academic library service in Ohio.

ALAO may sponsor or co-sponsor other activities and publications that the Board believes will meet the ALAO purpose, priorities, and funding requirements.

A required presentation to the Board for approval of the activity would include information about objectives, audience, funding, and timeline.


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Website

Website Editorial Policy

The purpose of the ALAO website is to advance the goals of the organization and serve the membership. The most relevant goals of ALAO to the website are:

  1. To provide relevant information concerning upcoming activities supported and sponsored by ALAO.
  2. To provide a forum for information from related organizations that will benefit the membership and staff in all academic libraries in Ohio.
  3. To complement information contained in the ALAO Newsletter.
  4. To provide web resources and organizational information of benefit to the membership and staff in all academic libraries in Ohio.

The advancement of these goals shapes the editorial policy of the ALAO website. There is at present no limit on the length of material that may be submitted for inclusion on the website. Emphasis will be placed on the following materials:

  • ALAO information and activities;
  • ALAO Newsletter;
  • Annual conference activities;
  • ALA/ACRL issues; and
  • Legislative concerns of potential interest to the membership.

Information of a time-sensitive nature, such as positions available, elections within ALAO and ALA, and other library-related topics may be considered for inclusion upon request.

In the event the webmasters question the appropriateness of any submitted item, the ALAO President will be the final authority in determining whether an item should be posted.

Material submitted for placement on the ALAO website should be in electronic format, as a text-only file, or within the body of email.

Submissions should be clear and concise, and follow good journalistic style appropriate for presentation on a webpage. 

Each submission must include: 

  • Sender's Name
  • Institution
  • Email Address
  • Phone number
  • Is the information for this web page item time sensitive?
  • Date after which item should not be posted
  • Date when item should be removed from the web site
  • Under what section of the web site does the information best fit?
  • File name, if sent as an attachment
Please include any information that will help the webmasters put your file on the website quickly!

Items submitted for posting should be placed on the ALAO website within 5-6 days.

The webmasters reserve the right to modify the layout of any submission as needed to comply with accepted standards of good web design in terms of clarity of presentation and visual style. They support the concept of universal access in web design.

The webmasters reserve the right to refuse any submission deemed inappropriate to the mission of the website.


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Web Site Update Requests and Information Form

The success of the ALAO website depends upon the timely submissions from the membership, Board, committees, interest groups, and other ALAO members. 

Board members, login to alaoweb.org and submit update requests using the form in the "Board Only" section of the website.

All others, send your information to the webmasters, in accord with the editorial policy noted above (see current board directory)

Updated 3/11/14

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Contributors and Responsibility for Monitoring Sections of the ALAO Website


Person Responsible Task
All Board Members Relevant Calendar of Events items & Pertinent sections of the Procedures manual
Webmasters Front page & Job announcements -- posted for two months or until closing date, if known
President General Information
Vice President Annual meeting & Programs
Past President Election Information & Jay Ladd Distinguished Service Award
Treasurer Financial information
Membership Chair Roster & Membership recruitment information; welcome new members on front page
Secretary Board roster
Committee Chairs Committee information
Interest Group Chairs Interest group information
Communications Editor Newsletters, news items (blog) & announcement updates
Procedures Manual Coordinator Updates to procedure manual
Liaisons/Representatives Information of interest to the membership

Updated 7/8/14

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Workshop Planning Guidelines

Guidelines and forms for planning meetings, requesting funds and reporting expenses are in the General Information Section of this manual. See Workshop Planning Guidelines.
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