Academic Library Association of Ohio
 
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ALAO Procedures Manual
Appointments and Volunteers

ACRL Liaison

Principal Function

At the discretion of the President and with the approval of the Executive Board, may serve as the Association representative to ACRL and to the ACRL Chapters Council.

Specific Activities

  1. Attends Executive Board meetings as a voting Board member.
  2. Reports on ACRL activities to the Executive Board and membership at large.
  3. Collaborates with the Public Relations/Outreach Coordinator.
  4. Collaborates with the ALAO Government Relations Liaison.
  5. Attends or designates a representative to ACRL Chapters Council meetings; writes reports for ALAO newsletter and/or submits updates for website, blog and other media.
  6. Serves on the Professional Development Committee.

Membership requirement

ALA/ACRL

Length of Term

Three years, with reappointment possible.

revised 6/09

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Archivist

Principal Function

At the discretion of the President and with the approval of the Executive Board, serves as Chapter Archivist in accordance with approved Guidelines.

Specific Activities

  1. Attends at least two Executive Board meetings annually, preferably including the annual Leadership Retreat, as a voting Board member.
  2. Informs Board members of the Guidelines for archiving official records of the association, in print and electronic format.
  3. Deposits archival materials with the Ohio Historical Society.
  4. Captures screen print of ALAO Website (homepage and top level pages for Interest Groups, Committees) for annual report.

Membership requirement

Not required to belong to ALA/ACRL

Length of Term

Three years, with reappointment possible.

revised 7/14


Communications Editor

Principal Function

The editor is responsible for producing the Chapter newsletter on a quarterly basis, and collaborates with other members and officers to maintain other forms of communication for the association.

Specific Activities

  1. Solicits submission of copy for each issue via the ALAO listserv and other appropriate venues; reminds Board members of specific information expected for publication.
  2. Works with Membership Chair to inform liaisons of Newsletter deadlines and expectations for reporting Library and Staff News. Insures that newsletter is vehicle for:
    • Reporting of Chapter activities;
    • Informing membership of Board decisions;
    • Announcing and reporting on Chapter programs and
    • Other activities that support the ALAO Strategic Plan.
  3. Prepares text according to the Newsletter editorial policy. Follows Newsletter publication and distribution guidelines approved by Executive Board.
  4. Maintains accurate record of any costs for the entire fiscal year; submits invoices to the Treasurer on a timely basis.
  5. Works with the Secretary to insure copies of newsletter are preserved for Chapter Archives.
  6. Reports periodically to the Board on Newsletter content, costs, distribution and editorial policy, and makes recommendations as appropriate.
  7. Serves as member of the Communications Review Committee.
  8. Attends Executive Board meetings as a voting Board member.

Membership Requirement

Not required to belong to ALA/ACRL

Length of Term

Two years, with reappointment possible.


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Government Relations Liaison

Principal Function

To monitor legislative and government developments that have a particular bearing on the work of academic libraries and coordinate the organization's legislative advocacy efforts at the state and federal levels of government. 

Specific Activities

  1. Attends Executive Board meetings as a voting Board member.
  2. Serves as liaison to the ACRL Legislative Network.
  3. Serves as liaison to the Ohio Library Council’s Government Relations Committee.
  4. Recruits ALAO Legislative Advocates (any member may volunteer: Volunteer Form).
  5. Coordinates activities of Legislative Advocate Network.  note: Advocates do not require appointment by the President.
  6. Coordinates activities with both the Public Relations/Outreach Coordinator and ACRL Liaison.
  7. Inform ALAO members about relevant legislative matters, through the Legislative Advocate Network, newsletter articles, listserv postings, and other means.
  8. Participates in the Ohio delegation's legislative activity during ALA 's National Library Legislative Day in Washington DC .
  9. Maintains contact with other inter-institutional higher education offices and groups in Ohio, including the State Library.
  10. Ensures that ALAO legislative activities remain compliant with IRS rules for 501 (c) (3) organizations.

Membership requirement

ALA/ACRL

Length of Term

Three years, with reappointment possible.

revised 3/14

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Institutional Membership Liaison

Principle Function

To facilitate communication between the member's institution and ALAO. Any member of ALAO may volunteer to act as Institutional Membership Liaison, using the volunteer form accessed from the Get Involved page on the website.  
  1. Publicizes and encourages ALAO membership and renewal. 
  2. Publicizes ALAO activities and events to staff at the member's institution.
  3. Ensures that new library staff become aware of ALAO.
  4. Requests membership brochures from the Membership Chair as needed.
  5. Reviews and returns updated membership lists sent from the Membership Chair.
  6. Notifies the Membership Chair in a timely manner of staff who leave. 
  7. Sends news to the Communications Editor of new appointments, new library initiatives of particular note, and people who should be highlighted in the newsletter.
  8. Forwards to the appropriate individual within the library, ALAO questionnaires or survey instruments. Follows up such inquires to guarantee high response rates.

Membership requirement

Not required to belong to ALA/ACRL

Length of Term

Liaisons may serve as long as is mutually agreeable between the liaison and membership chair; no formal appointment by the President is necessary.

revised 3/14

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Interest Group Coordinator

Principle Function

Appointed by the President to facilitate communication, coordinate activities and serve as a resource for ALAO’s Interest Group Chairs. The terms appointed for of incoming and outgoing IG coordinators are intended to overlap, from the time of the annual Executive Board leadership retreat through the final meeting of the Conference Planning Committee following the annual conference.

Specific Activities

  1. Attends Executive Board meetings as a voting Board member.
  2. Works with Interest Group Chairs to provide advice and resolve concerns.
  3. Facilitates communication and fosters development of Interest Groups.
  4. Coordinates and monitors IG activities for continuity and to prevent scheduling conflicts.
  5. Acts as liaison between President and IG Chairs regarding programming activities. Forwards IG Program Proposals to Program Committee Chair (i.e. Vice President).
  6. Prepares and updates Interest Group Guide for IG session at annual Executive Board Leadership retreat.
  7. Reports periodically to Board, relaying concerns from IG Chairs as needed.
  8. Makes recommendations as appropriate to the Board and IG Chairs.
  9. Serves on Conference Planning Committee for the purpose of representing Interest Groups concerns and needs.
  10. Serves as Chair of the Presenter Grant Committee.

Membership Requirement

Current ALAO member
Prior service as an Interest Group Chair
ALA/ACRL membership is not required.

Length of Term

Two year, 6 month appointment. Begin term as a co-coordinator at the annual board leadership retreat and assume full responsibility at the first meeting of the Conference Planning Committee following the annual conference. Reappointment possible.

revised 8/09

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Procedures Manual Coordinator

Principal Function

To update the ALAO Procedures Manual and manage revisions to the manual online.

Specific Activities

  1. Works with all Board members to ensure that the Manual content is reviewed annually.
  2. Updates Manual online, collaborating with Webmasters as needed.
  3. Updates Manual outline when content revisions are implemented.
  4. Brings major revisions to Board for approval.
  5. Attends Executive Board meetings as a voting Board member.

Membership Requirement

Not required to belong to ALA/ACRL.

Length of Term

Three years, with reappointment possible.

revised 5/14

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Webmaster(s)

Principal Function

To develop and maintain the ALAO website, under the direction of the ALAO Executive board.  The position may be shared by three or more people, as necessary for distribution of work load.

Specific Activities

  1. Updates information and design on the website, based on input from ALAO officers and other authorized sources.
  2. Administrator for the Wild Apricot system. Manage online elections process.
  3. Collaborates with membership chair, treasurer and program committees to manage membership database, financial transactions and event registration.
  4. Administrator for the Google Apps for Non-Profits site. Maintain listservs and document sharing.
  5. Follows website guidelines established by the Board.
  6. Provides advice and instructions to providers of data to encourage contributions to the website.
  7. Coordinates efforts to improve the website which may involve additional help for programming, design, data input, etc.
  8. Reports periodically to the board on web content and design and makes recommendations for changes; forwards essential information about the site to the Newsletter and the ALAO listserv.
  9. Attends Executive Board meetings as a voting Board member; this responsibility may be shared among the web management team, as desired and feasible.
  10. Serves on the Communications Review Committee.
  11. Serves on the Program Committee.

Membership Requirement

Not required to belong to ALA/ACRL.

Length of Term

Two years, with reappointment possible.

revised 9/13

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