Policies and Procedures

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 7/2013

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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, or growth of DEI knowledge and leadership.

Eligibility

• Applicant must be a current ALAO member
• Applicant may not have received this grant in the previous three award cycles.
• Funded event must occur between January 1 and December 31 of the year awarded.
  

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 will be printed in the December issue of the ALAO Newsletter, and will be posted on appropriate listservs and on the ALAO website.
• 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 website, 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 10/2022

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Diversity Student Scholarship

Description

ALAO values diversity in its membership, in the profession, and in future library professionals. For that reason, we offer a $1,500 scholarship to a promising student enrolled in an ALA-accredited MLS program who exemplifies the qualities needed to ensure a diverse library workforce.  The scholarship funds will be sent to the recipient after institutional enrollment is confirmed by the Diversity Committee chair or designee.

Administration


The ALAO Diversity Committee will review the continuation and administration of the scholarship annually.  Criteria for a successful scholarship application are noted below.  Early in the new fiscal year, after selection of the scholarship recipient is made and after enrollment is verified by the Diversity Committee chair or designee, the chair of the ALAO Diversity Committee makes arrangements with the treasurer to process a check from the fiduciary agent, drawn on ALAO funds.  Well in advance of the institution’s academic year, the funds are sent directly to the recipient, along with a letter signed by the president of ALAO on ALAO letterhead stationery.

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.

Basic criteria for scholarship candidates:
A qualified candidate will…

1. Be a full time or part time student enrolled in or recently accepted to an ALA-accredited MLS program, either on campus or via distance education, for the fall term following the call for scholarship applications,
   
2. Currently live in Ohio, and
   

Demonstrate the following:

1. Potential in the field
   
2. Leadership ability
   
3. Diversity in one or more ways, including, but not limited to: race/ethnicity, sexual orientation, life experience, physical ability, and a sense of commitment to these and other diversity issues.

Revised 2/2014, 2/2018

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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 their 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 made available as a Google form. 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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Kathryn L. Venditti Mentoring Award

History

The Kathryn L. Venditti Mentoring Award was established in 2016 in memory of longtime ALAO member Kathryn Venditti. Kathryn was an outstanding academic librarian at Ashland University from 1999-2015. A former ALAO Jay Ladd Distinguished Service Award winner, she was an active leader in the field and a loyal colleague. In particular, Kathryn is remembered for her supportive mentorship to many emerging librarians. The ALAO Executive Board voted to establish this award in her name to honor her generous spirit, exhibited through her lifelong mentoring of new and experienced librarians.

Purpose

The Kathryn L. Venditti Mentoring Award is given annually to an academic librarian who has demonstrated excellence as a mentor to a librarian, library worker, or library science student. Through this award ALAO strives to foster a culture of mentoring within the Association.

Criteria

Nominees will have a sustained record of effective mentorship, as demonstrated by activities that may include but not be limited to advising, developing, coaching, sponsoring, advocating, guiding, and/or supporting librarians, library workers, or library students.

Eligibility

Preference is given to nominees who work in academic libraries. Nominees need not be members of ALAO.

Procedures

The Awards Committee will solicit nominations in spring and select the winner. Presentation of the award will occur at the Annual Conference in the fall. Nominations should include a single page describing the nominee’s record of mentorship. The Award does not have to be presented each year. 

Approved 4/2016

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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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Research Grant

Statement of Purpose

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.

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Special Recognition Award

Statement of Purpose

The Special Recognition Award will be awarded in instances when ALAO wishes to honor an individual or other entity for their exceptional service to ALAO.  Through this award ALAO will recognize those individuals or groups who have been key to the success of the organization.  The award may include, at the discretion of the ALAO Board in consultation with the ALAO treasurer, a monetary value not to exceed $250 given as a donation in honor or memory of the award recipient.

Criteria

Nominees will have a sustained record of exceptional service and support to ALAO, with a continued affiliation with or support of ALAO that exceeds five years.

Procedures

Any member of the ALAO Board or ALAO membership may nominate candidates for this award as the need arises.  The Award Committee will review the nomination and bring a recommendation to the ALAO Board. The Special Recognition Award will be granted through a majority vote of the board, with the consent of the treasurer. The total monetary donations shall not exceed $500 in any budgetary year.

Approved 9/2017

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Student Conference Grant

Statement of Purpose

The Academic Library Association of Ohio (ALAO) seeks to provide opportunities for students and new graduates to encourage participation and professional growth towards a career in academic libraries. To that end, each year the ALAO Executive Board may award one free registration plus up to $150 to an undergraduate student with a demonstrated interest in the library field, or to a student enrolled in a Library and Information Science (LIS) graduate program to support attendance or presenting 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 presenting at the conference. An ALAO Executive Board member or volunteer from the membership will be assigned as a mentor to help the recipient prepare their program, highlight ALAO membership benefits, and facilitate networking opportunities at the conference.

General Information

The Student Conference Grant is awarded to one person or program, either a presentation or poster session at the ALAO Annual Conference. Priority will be given to applicants with an accepted program proposal for the upcoming ALAO 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, lodging, and/or presentation-related expenses. If grant monies have been dispersed and the grant recipient fails to appear at the conference, ALAO may request the check be returned, depending on the extenuating circumstances around the absence.

Eligibility

Undergraduate students with a demonstrated interest in a library career (e.g. student workers, library volunteers, members of the Luminary program, etc.), students currently enrolled in an accredited LIS program, or a recent graduate (within one year) from an LIS program, are eligible to apply for the Student Conference Grant. Applicants may be full or part-time students who have expressed a career interest in academic librarianship. Priority will be given to applicants with an accepted program proposal for the upcoming ALAO conference. Completed applications include completed application form, plus 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, and a program proposal submission if the student plans on presenting. ALAO membership is not required.

Procedures

1. The Student Conference Grant is administered by the Presenter Grant Committee (PGC), comprised of the Professional Development Committee Chair (who also serves as Chair of the PGC), one first year Board Member at Large, and Support Staff Interest Group Chair (or co-chair); other ALAO members may be appointed at the President's discretion.

2. During February through March the Conference Planning Committee (CPC) announces the Call for Proposals for the Annual Conference. The Call for Proposals will make reference to the Student Conference Grant. The Call for Proposals submission form includes an embedded link to the Student Conference Grant page on the ALAO website. This page will include details about the Student Conference 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 may submit program proposals in response to the CPC’s Call for Proposals (applicants are not required to submit a proposal).

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 the presenter portion of the grant selection are based on the CPC’s acceptance of 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. The Chair will confirm student status (or recent graduate status) with LIS program or undergraduate institution.

10. PGC will evaluate applicants and contact the grant recipient.

11. PGC assigns or recruits a mentor.

12. The Chair notifies the grant recipient by September 1st. 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 the necessary information to provide free registration and a disbursement to the grant recipient.

14. The grant recipient must follow the instructions provided by ALAO for one free registration to 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. The PGC reserves the right to suspend the grant for a year if no suitable candidate is determined.

17. The PGC will contact the ALAO Treasurer to review the financial viability of offering free registration along with up to $150 to support travel, lodging, and presentation related expenses every 5 years beginning in 2027.

Formerly approved as Student Presenter Award 6/2009; revised 2/2015, 9/2016
Replaced as Student Conference Grant 1/2023

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Support Staff Conference 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 one free registration and up to $150 annually to support and encourage support staff to attend and/or present at the ALAO Annual Conference.

General Information

All support staff currently employed in an Ohio academic library are encouraged to apply. Priority will be given to applicants with an accepted program proposal for the upcoming ALAO conference. Co-presenters may apply jointly for the grant, in which case grant money may be shared amongst the awardees at their discretion. Grant monies may be applied to registration, travel, hotel, and presentation-related expenses. If grant monies have been dispersed and the grant recipient fails to appear at the conference, ALAO may request the check be returned, depending on the extenuating circumstances around the absence.

Eligibility

Support staff currently employed in an Ohio academic library are eligible to apply for the Support Staff Conference Grant. Priority will be given to applicants with an accepted program or poster proposal for the upcoming ALAO conference. Completed applications include completed application form and an essay of 250 words or less describing how attending the ALAO Conference will help enhance the applicant’s library and work experience. ALAO membership is not required.

Procedures

1. The Support Staff Conference Grant is administered by the Presenter Grant Committee (PGC), comprised of the Professional Development Committee Chair (who also serves as Chair of the PGC), one first year Board Member at Large, and Support Staff Interest Group Chair (or co-chair); other ALAO members may be appointed at the President's discretion.
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 Conference Grant. The Call for Proposals submission form includes an embedded link to the Conference Grant page on the ALAO website.
3. From June through July, 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. After the CPC has made final program selections, the CPC’s Proposal Coordinator notifies the accepted proposals by support staff presenters and encourages them to apply for the grant.
5. Grant applications are sent to the Chair of the PGC. Applications must be received by the first Friday in August. 
6. 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.
7. Priority is given to presenters. 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.
8. 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.
9. 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.
10. 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.
11. Grant recipients must follow directions provided from ALAO for free registration to the conference.
12. he PGC creates the grant certificate. A member of the PGC will announce the grant recipient and present the certificate at the Annual Conference.
13. If a grant recipient withdraws from attending the conference, the PGC reserves the right to bestow the grant on another applicant.
14. The PGC reserves the right to suspend the grant for a year if no suitable candidate is determined.
15. The PGC will contact the ALAO Treasurer to review the financial viability of offering free registration along with up to $150 to support travel, lodging, and presentation related expenses every 5 years beginning in 2027.
    

Formerly: Support Staff Presenter Award, approved  6/2009; 
Revised 9/2016; replaced as Support Staff Conference Grant, approved 5/2018
Revised 1/2023

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TEDDY Award 

Statement of Purpose
For Distinguished Service by an ALAO member in the fields of Technical, Electronic and Digital Services.  

General Information

1. The TEDDY recognizes an individual's significant contributions to the technical, electronic or digital services fields.

2. Contributions may include service, innovative practices, presentations, publications, and leadership in the profession.
3. Nominees must be current ALAO members, who have worked in or are currently working in an Ohio academic library in the area of technical, electronic, or digital services.
   
4. The TEDDY is awarded annually at the ALAO Conference. 
   

Past award recipients are listed on the TEDSIG page.

Approved  2008; 
revised 2/2017

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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 and approved by the Executive Board 4/1993.

Revised by Karen Wilhoit, Treasurer, 11/2004

Updated by Alison Ricker, Procedures Manual Coordinator, 3/2013 

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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.   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 according to federal guidelines. 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 2/2007; revised 7/2015

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.  Direct payment to service providers by ALAO Debit or Credit Card is possible, and may be essential to secure facility reservations or pay other pre-event expenses for workshops and conferences.  Contact the Treasurer for use of the debit/credit card.  The Executive Director of SWON also has access to the card, as do the President and President Elect.  Use the form linked below to request payment (either by check or debit/credit card) 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).  Revised 3/2013

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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	Web Managers 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 ACRL Liaison, Communications Editor and Web Manager(s), for public announcement in all appropriate ALAO publications

Revised 5/2015

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Inclusion Suggestions and Incident Reporting

Workflow Document for Inclusion Suggestions and Incident Reporting

Adopted 6/21/2021

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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."

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 guidance. 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 to Establish an Interest Group

Interest Groups are strongly encouraged to organize a planning committee to coordinate IG activities. The planning 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 planning 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.  Reappointment is possible.  The IG chair will consult with the planning committee to find a co-chair.  It is recommended that co-chairs have staggered one-year terms; initially, this will mean that one of the co-chairs will agree to a two-year term, to ensure continuity.  IGs are free to determine the structure that works best for the group. 

In the event that a co-chair cannot be identified, the existing chair will consult with the planning committee and the IG Coordinator to identify a person to chair the IG during the upcoming year. When an IG does not have a chair 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.

Responsibilities of Interest Group Chairs

Chairs will hold at least one meeting of the IG planning 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 planning 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.

As non-voting members of the Executive Board, Interest Group Chairs are encouraged but not required to attend the Board meetings. Co-chairs may alternate or share responsibilities for attendance at Board meetings, and may relay concerns and information to the Board by way of the Interest Group Coordinator.  All IG Chairs must remain in close communication with the Interest Group Coordinator. 

Specific activities of Interest Group Chairs:

1. Meet with IG Coordinator quarterly to receive pertinent updates and discuss workshop planning.  These meetings will occur online (WebEx, Adobe Connect, etc.) and are mandatory.

2. Attend a training workshop led by the IG Coordinator at the annual leadership retreat.  ALAO President, Vice President, and Web Manager(s) may also take part.  The one-day workshop is essential for establishing expectations for the year, to orient new IG Co-Chairs, and provide a forum for questions and troubleshooting.  

3. Submit written quarterly board reports on the ALAO Board site.

4. Submit regular reports to the newsletter.

5. Access the Board-only section of alaoweb.org and ALAO Board Google groups site for information available to all Board members.

 

The ALAO President or IG Coordinator may request that an IG planning committee recommend the replacement of an existing chair if the chair cannot or will not substantially fulfill their responsibilities.

Interest Group Activities

1. Frequency and location of Interest Group meetings other than that at the ALAO annual conference will be determined by the Interest Group.

2. Interest Groups cannot plan or sponsor programs independently without ALAO authorization.

3. Any outside fundraising activities conducted by Interest Groups (e.g. for sponsorship of programs) must be approved in advance by the ALAO Executive Board.

4. Net income from programs sponsored by Interest Groups is transferred to the ALAO treasury.

5. Information items from the Interest Group should be submitted regularly to the ALAO Communications Editor for communication to the ALAO membership.

6. Interest Group goals and objectives should be updated as necessary and submitted to the ALAO Executive Board for approval.

More information:  Workshop Planning Checklist (Word document).

Adopted 6/1998; revised 8/2009, 4/2016

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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
• "Notes from the Trenches" Anecdotes and Best Practices from the Library World.  All members are invited to contribute to this regular column.
• Other current topics in the profession as space permits.

Any member may 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	September 1	September 15
December	December 1	December 15
March	March 1	March 15
June	June 1	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)

Adopted 6/1999; revised 2/2016; revised 4/2019

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Newsletter Calendar

In addition to the specific items noted for each issue, the following information should be submitted at appropriate times during the year:

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

September Issue (Deadline September 1):

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	Membership Chair
Annual Budget Report (past & current yrs.)	Treasurer
Legislative Reports	Legislative Team Members
ALA Annual Report (highlight ALAO members' contributions	ACRL Representative
ACRL Chapters Council Report	ACRL Representative
People and Library News	Any member is welcome to contribute
Notes from the Trenches	Any member is welcome to contribute
Funding Opportunities Column
Research & Publications Grant	Research & Publications Committee Chair(s)
Continuing Education Grant	Professional Development Committee Chair(s)
We Here Grants	Professional Development Committee Chair(s)
Student Presentation Grant	Professional Development Committee Chair(s)
Support Staff Presentation Grant	Professional Development Committee Chair(s)

December Issue (Deadline December 1):

News Article	Responsible Person
Annual Conference Report	President
Conference Program Session Summaries (brief reference to Website 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
Scholarship Award Recipient	Diversity Committee Chair
Membership Update	Membership Chair
Legislative Reports	Legislative Team Members
Interest Group Reports	All Interest Group Chairs
People and Library News	Any member is welcome to contribute
Notes from the Trenches	Any member is welcome to contribute
Funding Opportunities Column
Research & Publications Grant	Research & Publications Committee Chair(s)
Continuing Education Grant	Professional Development Committee Chair(s)
We Here Grants	Professional Development Committee Chair(s)
Student Presentation Grant	Professional Development Committee Chair(s)
Support Staff Presentation Grant	Professional Development Committee Chair(s)

March Issue (Deadline March 1):

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	Membership Chair
Legislative News	Legislative Team Members
Interest Group News; Workshop flyers	Interest Group Chairs
People and Library News	Any member is welcome to contribute
Notes from the Trenches	Any member is welcome to contribute
Funding Opportunities Column
Research & Publications Grant	Research & Publications Committee Chair(s)
Continuing Education Grant	Professional Development Committee Chair(s)
We Here Grants	Professional Development Committee Chair(s)
Student Presentation Grant	Professional Development Committee Chair(s)
Support Staff Presentation Grant	Professional Development Committee Chair(s)

June Issue (Deadline June 1):

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	Any member is welcome to contribute
Notes from the Trenches	Any member is welcome to contribute
Funding Opportunities Column
Research & Publications Grant	Research & Publication Committee Chair(s)
Continuing Education Grant	Professional Development Committee Chair(s)
We Here Grants	Professional Development Committee Chair(s)
Student Presentation Grant	Professional Development Committee Chair(s)
Support Staff Presentation Grant	Professional Development Committee Chair(s)

Adopted 6/2099; revised 8/2009, 2/2016, 7/2018, 4/2019, 6/2021

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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.

Adopted 6/1996

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Receiving Payments by Check

Procedures for recording payments made by check, when checks are received by an individual acting on behalf of ALAO other than the fiscal agent or treasurer. Typically, this occurs only during the registration period for workshops, the annual conference and other events hosted by ALAO, when someone declines to use the online payment process.  The procedure requires login privileges to both the Board-only area on alaoweb.org and to the shared Google drive for current board members.  

Interest Group, Committee, or other sponsoring group:

1. As checks are received, record the information on the appropriate form (linked from the Board-only area to the shared Google drive).  
   
2. Photocopy received checks and file.
   
3. Send received checks to Treasurer weekly, noting the following:  a) Your IG, committee, or group b) Attendee name and institution c) Check #

Treasurer:

1. Confirm receipt of paper check.
   
2. Mark invoice paid in Wild Apricot.
   
3. Let IG, committee, or other group know when above steps are complete.

Final Step: Interest Group, Committee, or other sponsoring group confirms status as paid with attendee after receiving confirmation from Treasurer.

Note: Web Managers and Treasurer should go into Google Drive, find the spreadsheet resulting from form submissions, and turn on email notifications. The spreadsheet will alert you when a form is filled out.

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Adopted 11/2015

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.

Adopted 3/1989

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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 Web Managers  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 webpage item time sensitive?
• Date after which item should not be posted
• Date when item should be removed from the website
• Under what section of the website does the information best fit?
• File name, if sent as an attachment

Please include any information that will help the Web Managers put your file on the website quickly!

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

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

Please email requests to webrequest@alaoweb.org 

Revised 4/2019

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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
Web Managers	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; Kathryn Venditti 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

Revised 7/2014; 4/2019

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