ALAO Procedures Manual
Appointments
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
- Attends Executive Board meetings as a voting Board member
- Reports on ACRL activities to the Executive Board and membership at large
- Collaborates with the Public Relations/Outreach Coordinator
- Collaborates with the ALAO Government Relations Liaison
- 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.
Membership requirement
ALA/ACRL
Length of Term
Three years, with reappointment possible.
revised 6/09
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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
- Solicits submission of copy for each issue via the ALAO listserv and other appropriate venues; reminds Board members of specific information expected for publication.
- 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.
- Prepares text according to the Newsletter editorial policy. Follows Newsletter publication and distribution guidelines approved by Executive Board.
- Maintains accurate record of any costs for the entire fiscal year; submits invoices to the Treasurer on a timely basis.
- Works with the Secretary to insure copies of newsletter are preserved for Chapter Archives.
- Reports periodically to the Board on Newsletter content, costs, distribution and editorial policy, and makes recommendations as appropriate.
- Serves as member of the Communications Review Committee.
- 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
- Attends Executive Board meetings as a voting Board member
- Serves as liaison to the ACRL Legislative Network
- Serves as liaison to the Ohio Library Council’s Government Relations Committee
- Coordinates the ALAO Legislative Advocate Network.
- Coordinates activities with both the Public Relations/Outreach Coordinator and ACRL Liaison.
- Inform ALAO members about relevant legislative matters, through the Legislative Advocate Network, newsletter articles, listserv postings, and other means.
- Participates in the Ohio delegation's legislative activity during ALA 's National Library Legislative Day in Washington DC .
- Maintains contact with other inter-institutional higher education offices and groups in Ohio, including the State Library.
- 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 6/09
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Institutional Liaison Officer
Principal Function
An individual in each Ohio academic library who acts for a two year period as a facilitator and liaison between the institution and ALAO. [The "Membership Liaison Network" has been largely inactive in recent years.]
Specific Activities
- Promotes membership in the Association
- Publicizes and encourages membership renewal at the beginning of each membership year
- Ensures that new library staff become aware of ALAO
- Requests membership materials and sends information to the Treasurer or Membership Chair
- Requests membership brochures from the Membership Chair as needed
- Reviews and returns updated mailing lists sent from the Membership Chair each fall
- Notifies the Membership Chair in a timely manner of staff who leave and new staff who join the institution
- Sends information to the Communications Editor
- Sends news of new appointments, people who should be highlighted in the newsletter, and people who leave the institution on forms supplied by Communications Editor in time for Newsletter deadlines
- Sends news of library events, research, etc. on forms supplied by Communications Editor in time for Newsletter deadlines
- Notifies appropriate Association Officer, Committee or Interest Group of institution staff interested in ALAO offices, committees or interest groups
- Notifies the Nominating Committee of people interested in Executive Board elected positions
- Notifies the Vice-President/President Elect of volunteers for the Program Committee
- Notifies Committee chairs of volunteers for program participation or committee membership
- Forwards to the appropriate individual within the library, ALAO questionnaires or survey instruments. Follows up such inquires to guarantee high response rates
- Attends liaison group meetings at the Association annual conference
Membership Requirement
Not required to belong to ALA/ACRL
Length of Term
Three years, with reappointment possible.
Revised 7/12
Principle Function
Appointed by the President to facilitate communication, coordinate activities and serve as a resource for ALAO’s Interest Group Chairs.
Specific Activities
- Attends Executive Board meetings as a voting Board member
- Works with Interest Group Chairs to provide advice and resolve concerns
- Facilitates communication and fosters development of Interest Groups
- Coordinates and monitors IG activities for continuity and to prevent scheduling conflicts
- Acts as liaison between President and IG Chairs regarding programming activities. Forwards IG Program Proposals to Program Committee Chair (i.e. Vice President)
- Prepares and updates Interest Group Guide for IG session at annual Executive Board Leadership retreat
- Reports periodically to Board, relaying concerns from IG Chairs as needed
- Makes recommendations as appropriate to the Board and IG Chairs
- Serves on Conference Planning Committee for the purpose of representing Interest Groups concerns and needs
Membership Requirement
Current ALAO member
Prior service as an Interest Group Chair
ALA/ACRL membership is not required.
Length of Term
Two years, with reappointment possible.
revised 8/09
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Liaison to the Ohio ALA Councilor
Principal Function
Act as liaison between ALAO and the Ohio ALA Councilor.
Specific Activities
- Maintain contact and communications with the ALA Ohio Councilor
- Publicize the date, time, and location of Ohio Caucus Meetings at ALA Annual and Midwinter Conferences
- Attend the Ohio Caucus Meetings at ALA Annual and Midwinter Conferences
- Publish reports of the Ohio Caucus Meetings at ALA Annual and Midwinter Conferences
- Ascertain interest among ALAO membership in running for ALAO Councilor position
- Work with the ALAO board to promote the candidacy of ALAO members for ALA Councilor positions
- Attends Executive Board meetings as a voting Board member
Membership Requirement
ALA
Length of Term
Four years, to overlap the terms of ALA Ohio Councilor. This position may be combined with other board posts.
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Manual Revision Coordinator
Principal Function
To update the ALAO Procedures Manual and manage revisions to the manual online.
Specific Activities
- Works with Webmasters to update Manual online
- Maintains print copies of the manual
- Updates Manual Outline annually
- Brings major revisions to Board for approval
- 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 7/12
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Representative to the Ohio Council of Library and Information Services
Principle Function
Serves as a representative of the Association to OCLIS.
Specific Activities
- Attends Executive Board meetings as a voting Board member
- Reports on OCLIS activities to the Executive Board
- Represents ALAO at meetings and in deliberations of the Ohio Council of Library and Information Services.
Length of Term
Three years, with reappointment possible.
Revised 7/12
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Representative to the Ohio Library Foundation (OLF)
This position vacant since 2008. The primary role of the ALAO representative to OLF had been to participate in discussions so that ALAO could help fund a scholarship for a graduate library school student. The Ohio Library Foundation ceased to exist as an independent foundation in 2005 and its funds were transferred to the Columbus Foundation. During the next year, an advisory group established the Brahms-Rebenack Scholarship guidelines for Kent State University School of Library and Information Science students and the ALAO OLF representative participated in that group. No OLF representative was appointed for 2008/09 or in the years since.
updated 7/12
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Webmaster(s)
Principal Function
To develop and maintain the ALAO web site, 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
- Updates information and design on the web site, based on input from ALAO officers and other authorized sources
- Follows web site guidelines established by the Board
- Provides advice and instructions to providers of data to encourage contributions to the web site
- Coordinates efforts to improve the web site which may involve additional help for programming, design, data input, etc.
- 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
- Attends Executive Board meetings as a voting Board member; this responsibility may be shared among the Web management team, as desired and feasible
- Serves on the Communications Review Committee
- Serves on the Program Committee
Membership Requirement
Not required to belong to ALA/ACRL.
Length of Term
Two years, with reappointment possible.
Revised 7/12
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