Operations Manual
Updated:
February
2008
Minnesota Library
Association
Academic and
Research Libraries Division (ARLD) - Executive Board
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Chair |
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Chair-elect/program
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Past Chair |
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Secretary |
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Members at large |
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Member communications |
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General info |
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Web coordinator |
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Legislative liaison |
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Other positions |
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MLA Annual Meeting |
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ARLD Day |
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Other ARLD-sponsored events |
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Description, Nomination,
Eligibility criteria |
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Nomination Form Appendix A |
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Timeline & Procedures Appendix B |
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Appendix A MN Librarian of the Year Nomination Form |
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Appendix B MN Librarian of the Year Timeline &
Procedures |
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The
ARLD Board generally meets monthly, except in the summer, when there are
usually 1-2 meetings, as needed. Times are determined by the schedules of the
Board members. The MLA office is traditionally the site, and there are various
conference rooms available in the building. ITV and conference calls are
possible, so that members do not always have to travel to the Twin Cities.
All
7 elected members work on programs and other groups as needed.
Elected
members serve two-year terms, with the exception of the Chair-elect. The
Chair-elect serves a three year term (first as Chair-elect, then Chair, then
Past chair)
Chair-elect
Main MLA annual meeting program planner for ARLD, and a member of the MLA
annual meeting program planning group.
Chair
Past
Chair Chairs the ARLD Day planning workgroup
Secretary
Member
Communications
Members
at large volunteer for projects, as needed.
Appointments
are generally for 2 years, ending in December, although it may depend on the
nature of the job or project.
Web
person Maintain the Web site, work with Member Communications person and MLA
office, solicit feedback as needed.
Legislative
liaison Gather pertinent info on legislative matters from various sources and
communicate to ARLD members. Serve on the MLA Legislative Committee.
Other
appointed members may include:
The
Member Communication person is mainly in charge of keeping the membership
informed via the listserv and other avenues, but all Board members, especially
the Chair, Chair-elect, and Legislative Liaison, are encouraged to be involved
in these activities.
The
ARLD listserv is maintained out of the MLA office, and is used to get the word
out about items such as:
ARLD activities
Legislative info
News about local training
Job openings
MLA activities
News from ACRL
Other
listservs that may be utilized include:
MLA
WAAL (WI Assn of Academic Librarians)
MINITEX
CLIC
Other organizations, such as SLA,
ASIST, HSLM, student lists
The
ARLD Brochure is periodically updated and sent via MINITEX to all academic
libraries in the state. It contains info on activities, Board positions, and
applications for membership.
The
ARLD Web page is maintained by a volunteer who is appointed and serves on the
Board. Like the listserv, it is maintained out of the MLA office, and includes
background info as well as updates and registration info for upcoming events.
Each
fall ARLD holds elections for three offices chair-elect, one member at large,
and either secretary or member communications, whichever has a term about to
expire.
Each
elected person serves for two years, with the exception of the Chair-elect, who
serves three.
When
vacancies come up during the year among the elected officials, there is little
documentation in the bylaws about how exactly to handle it. Recently, the Board
has done its best to fill vacancies by either having the Chair send out a call
and appoint an interested member, or adding a short-term position on the next
ballot. An example would be electing a member-at-large for 1 year to fill out
the term of someone who has moved.
A
Nominations committee of two people is pulled together in October, and it is
often made up of Board members. The outgoing member at large and the past chair
are likely recruits.
In
recruiting candidates, it is ideal to have a mix based on geography and type of
institution.
The
MLA office sends out ballots and receives the completed ones.
Jul/Aug
Name a Nominations Committee
Sept
Recruit, announce vacancies at MLA
Oct
Nominations committee finalizes ballot
Nov
Hold election, with results tabulated by Nov 30
Dec
New Board members are invited to the December Board meeting
Goals:
·
Encourage
member involvement:
·
Suggesting
topics, proposing talks and posters, presenting
·
Plan
programs that draw members and non-members to the meeting
·
Provide
programs of interest to academic and non-academic librarians
MLA
Annual Meeting
The
Chair-elect serves as the main ARLD program planner for this event, and is a
member of the MLA program planning group, which meets several times in the
winter and spring.
Timeline:
Nov/Dec Review previous ideas, plan how to
get input from members
Jan First
meeting of the MLA program planning group
Identify
areas of interest to suggest to members
First
call for program ideas/proposals
Feb Second
call for program ideas/proposals
Deadline
for proposals (including preferred day/time for ARLD business meeting)
Mar Rank
proposals and decide which to send forward
Recruit
or plan additional programs, if needed
Proposals
due to MLA
April MLA
committee selects programs
Notify
submitters
Arrange
to co-sponsor programs, when appropriate
May Listserv
message about dates and ARLD-sponsored programs
Request
equipment needs from presenters
June Final
program info due to MLA
Jul/Aug Set session moderators (usually Board members)
Publicize
program to ARLD members
Plan
the business meeting
Correspond
with speakers
Prepare
evaluation forms
Sept Send
e-mail reminder just before early registration deadline
MLA
ANNUAL MEETING (sometimes in early October)
Send
thank you to each presenter (usually done by moderator)
Oct Summarize
evaluations (moderators often do their sessions)
Debrief
Prepare
list of future ideas
o
Correspond
with speaker before the meeting, obtain and prepare bio/intro
o
Arrive
early to ensure room is properly set up and greet speaker(s)
o
Make
sure technical connections are working and find assistance if necessary
o
Introduce
speaker(s)
o
Keep
the speakers to the time limits
o
Moderate
the question and answer session at the end of the presentation
o
Hand
out and collect evaluations
o
Tabulate
evaluations
o
Write
Thank You note to speakers
ARLD
Day
Past
Chair usually serves as the chair of this event.
Sometimes
students are offered reduced or free admission for volunteering to work at
registration, serve as tech support, or other volunteer tasks. Often music is
included as part of the program, during registration or an early break.
Timeline:
Jul/Aug Arrange venue
Oct Review
previous ideas, pick a theme
Nov/Dec First call for program
ideas/participants/posters
Contact
outside speakers, if any
Jan Second
call for program ideas/participants/posters
Set
Board subcommittees posters, food, entertainment, etc.
Feb Deadline
for posters
Publicize
program
Mar Registration
begins
Prepare
evaluation forms
Ask
presenters about equipment needs
April Registration
closes about 10 days beforehand
ARLD
Day often the final Friday in April
May Send
thank you note to each presenter
Summarize
evaluations
Debrief
Prepare
list of future ideas
Other
ARLD-sponsored events
ARLD
Dialogues are informal lunchtime gatherings around the state
that focus on issues of interest to librarians interested in instruction.
The agenda usually includes introductions, a short
talk on an instruction-related topic, and discussion about that topic or any
others that interest the group. They usually happen over lunch, with MLA
subsidizing part of the lunch.
Any ARLD member may host a dialogue. Details
to work out include finding a room, figuring out the parking situation, and
deciding how to order box lunches. ARLD will pay for the lunches.
Sponsors can work with a Board member to find a
speaker, announce the session, and take RSVPs, or take care of those details by
themselves. The MLA office can write checks for the lunches, take registration,
and take care of other details as needed.
A group size of 16 or less seems to work out well.
ARLD
has no budget responsibilities of its own. Each year in the late summer or
fall, the Chair submits a proposed budget to the MLA office, noting possible
costs for the MLA annual meeting, ARLD Day, and any other events, such as the
ARLD Dialogues.
Events
are expected to either break even, or bring in money, which goes to MLA. At any
event, the cost should be less for MLA members than for others, although no set
amount is specified.
There
may be a small amount of money that comes to ARLD from ACRL, based on our
number of members, and it must be used for very specific purposes. The ACRL
office will send notices about this, as well as any special opportunities.
ARLD
members can participate in MLA/MEMO legislative events in several ways.
MLA/MEMO Legislative Day happens in February or March depending on the start of
the legislative session. Legislative Day offers librarians a chance to meet
with state representatives and state senators to talk about library issues. The
MLA/MEMO Legislative Forum occurs in June or July. The Forum begins the process
of creating the MLA/MEMO Legislative Platform for the following legislative
session. This platform is presented to the membership at the MLA Annual
Conference.
The
Minnesota Academic Librarian of the Year Award was established in 2006 by the
Academic & Research Libraries Division (ARLD) of the Minnesota Library
Association (MLA). ARLD is the
Minnesota chapter of the national Association of College & Research
Libraries (ACRL), a division of the American Library Association.
Award
This
award recognizes an academic librarian who has made an outstanding contribution
to academic libraries or librarianship in Minnesota.
Recognition of Award
The
recipient of the Minnesota Academic Librarian of the Year Award is recognized
at the Awards Banquet at the MLA Annual Conference and is presented with a
plaque.
Criteria
Nominees
should have notable and demonstrated achievements in one or more of the following areas:
·
Service
to Minnesota libraries
·
Significant
and influential academic library service
·
Leadership
in the planning or implementation of a model academic library program or
project
·
Contributions
to academic librarianship through research and publication
Eligibility
Nominees
must be a member of ARLD[1]
and a member of MLA for the latest
two years.
Selection Process
The
MLA/ARLD Awards committee receives and evaluates nominations from the ARLD
membership. Individuals submitting nominations must submit the following:
Notification
The
award recipient will be notified prior to the MLA Annual Conference. The
recipient will be announced and awarded a plaque at the MLA Awards Banquet at
the MLA Annual Conference held each fall. Announcements will also be sent to
the ALA Association of College & Research Libraries (ACRL) Chapter Topics
Newsletter and to the MLA Newsletter, and will be posted on the ARLD Web site
at http://www.mnlibraryassociation.org/ARLD%202005.htm
.
The
staff in the MLA office support the activities of ARLD in a variety of ways:
ARLD
serves as the Minnesota Chapter of ACRL, and ACRL members residing in Minnesota
are automatically members of ARLD, whether they belong to MLA or not.
ACRL
does not seem to communicate this to their members, so it falls to ARLD.
ARLDs
responsibilities to ACRL include sending someone to ACRL Chapter Council
meetings at ALA Annual and Midwinter, monitoring the Chapter Council listserv,
and contributing news to Chapter Topics, the Chapter Council e-newsletter.
The
ARLD Chair submits an annual report to the ACRL office in August. ACRL will
send the chapter $1 for each member, and $10 for each new member, if the
chapter has incurred expenses that fall into the categories specified by ACRL.
·
Special
projects, such as the ARLD Recruiting brochure
·
Vendor
Relations Coordinator
·
Library
student and Library school liaison
·
MLA
committee liaison, including Awards, Membership, Legislative, Intellectual
Freedom, Newsletter, and Nominations
·
Chairing
special ARLD events, e.g. @ Your Library training
·
Events
assistance including registration, assisting speakers, signage
January
ARLD
Day
MLA
meeting
ALA
Midwinter
February
ARLD
Day
MLA
meeting
MLA/MEMO
Legislative Day (May be March - depends on when the session starts)
March
ARLD
Day
MLA
meeting
April
ARLD
Day