Academic Library Association of Ohio
 
 About               Join/Renew
              Donate               ALAO on FacebookALAO on TwitterALAO Website Photo AlbumALAO Blog




ALAO Procedures Manual -- Appointments and Volunteers

All of the following must be current ALAO members

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. Attend Executive Board meetings as a voting Board member.
  2. Report on ACRL activities to the Executive Board and membership at large.
  3. Collaborate with the Public Relations/Outreach Coordinator.
  4. Collaborate with the ALAO Government Relations Liaison.
  5. Attend or designate a representative to ACRL Chapters Council meetings; write reports for ALAO newsletter and/or submit updates for website, blog and other media.
  6. Serve on the Professional Development Committee.

Membership requirement

ALA/ACRL

Length of Term

Three years, with reappointment possible.

revised March 2016

Top :: Back to Contents


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. Attend at least two Executive Board meetings annually, preferably including the annual Leadership Retreat, as a voting Board member.
  2. Inform Board members of the Guidelines for archiving official records of the association, in print and electronic format.
  3. Deposit archival materials with the Ohio Historical Society.
  4. Capture 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 March 2016

Top :: Back to Contents


Communications Editor

Principal Function

Produce the Chapter newsletter on a quarterly basis; collaborate with other members and officers to maintain other forms of communication for the association.

Specific Activities

  1.  
    Co-chair, with the Public Relations/Outreach Coordinator, the Communications Committee.
  2. Solicit submission of copy for each issue via the ALAO listserv and other appropriate venues; remind Board members of specific information expected for publication.
  3. Work with Membership Chair to inform liaisons of Newsletter deadlines and expectations for reporting Library and Staff News. Ensure that newsletter is vehicle for:
    • Reporting Chapter activities;
    • Informing membership of Board decisions;
    • Announcing and reporting on Chapter programs;
    • Recording other activities that support the ALAO Strategic Plan.
  4. Prepare text according to the Newsletter editorial policy. Follow Newsletter publication and distribution guidelines approved by Executive Board.
  5. Maintain accurate record of any costs for the entire fiscal year; submit invoices to the Treasurer on a timely basis.
  6. Work with the Secretary to preserve each newsletter issue for Chapter Archives.
  7. Report periodically to the Board on Newsletter content, costs, distribution and editorial policy, and makes recommendations as appropriate.
  8. Attend 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.

revised March 2016

Top :: Back to Contents


Government Relations Liaison

Principal Function

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. Attend Executive Board meetings as a voting Board member.
  2. Serve as liaison to the ACRL Legislative Network.
  3. Serve as liaison to the Ohio Library Council’s Government Relations Committee.
  4. Recruit ALAO Legislative Advocates (any member may volunteer: Volunteer Form).
  5. Coordinate activities of Legislative Advocate Network.  note: Advocates do not require appointment by the President.
  6. Coordinate 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. Participate in the Ohio delegation's legislative activity during ALA 's National Library Legislative Day in Washington DC .
  9. Maintain contact with other inter-institutional higher education offices and groups in Ohio, including the State Library.
  10. Ensure 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 March 2016

Top :: Back to Contents


Institutional Membership Liaison 

Principle Function

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.  Every elected and appointed member of the Executive Board functions nominally as the institutional membership liaison if no other individual is so designated at his/her institution. 
  1. Publicize and encourages ALAO membership and renewal. 
  2. Publicize ALAO activities and events to staff at the member's institution.
  3. Ensure that new library staff become aware of ALAO.
  4. Request membership brochures from the Membership Chair as needed.
  5. Review and return updated membership lists sent from the Membership Chair.
  6. Notify the Membership Chair in a timely manner of staff who leave. 
  7. Send news to the Communications Editor of new appointments, new library initiatives of particular note, and people who should be highlighted in the newsletter.
  8. Forward to the appropriate individual within the library, ALAO questionnaires or survey instruments. Follow 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 March 2016

Top :: Back to Contents


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 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. Attend Executive Board meetings as a voting Board member.
  2. Work with Interest Group Chairs to provide advice and resolve concerns.
  3. Facilitate communication and fosters development of Interest Groups.
  4. Coordinate and monitor IG activities for continuity and to prevent scheduling conflicts.
  5. Acts as liaison between President and IG Chairs regarding programming activities. Forward IG Program Proposals to Program Committee Chair (i.e. Vice President/President Elect).
  6. Prepare and update Interest Group Guide for IG workshop at annual Executive Board Leadership retreat.
  7. Report periodically to Board, relaying concerns from IG Chairs as needed.
  8. Make recommendations as appropriate to the Board and IG Chairs.
  9. Serve on the Conference Planning Committee (see Program Committee) for the purpose of representing Interest Groups concerns and needs.
  10.  
    Serve on the Communications Committee.

Membership Requirement

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 March 2016

Top :: Back to Contents


Procedures Manual Coordinator

Principal Function

Regularly review and update the ALAO Procedures Manual; manage all revisions to the manual online.

Specific Activities

  1. Work with all Board members to ensure that the Manual content is reviewed annually.
  2. Update Manual online, collaborating with Webmasters as needed.
  3. Update Manual outline when content revisions are implemented.
  4. Bring major revisions to Board for approval.
  5. AttendsExecutive Board meetings as a voting Board member.
  6.  
    Serve on the Communications Committee.

Membership Requirement

Not required to belong to ALA/ACRL.  Prior service as a member of the Executive Board or as Interest Group or Committee Chair is strongly recommended.

Length of Term

Three years, with reappointment possible.

revised March 2016

Top :: Back to Contents


Webmaster(s)

Principal Function

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. Update information and design on the website, based on input from ALAO officers and other authorized sources.
  2. Serve as Administrator for the Wild Apricot system. Manage online elections process.
  3. Collaborate with Membership Chair, Treasurer and program committees to manage membership database, financial transactions and event registration.
  4. Administer for the Google Apps for Non-Profits site. Maintain listservs and document sharing.
  5. Follow website guidelines established by the Board.
  6. Provide advice and instructions to providers of data to encourage contributions to the website.
  7. Coordinate efforts to improve the website which may involve additional help for programming, design, data input, etc.
  8. Report periodically to the board on web content and design and make recommendations for changes; forward essential information about the site to the Newsletter and the ALAO listserv.
  9. Attend Executive Board meetings as a voting Board member; this responsibility may be shared among the web management team, as desired and feasible.
  10. Serve on the Communications Committee.
  11. Serve on the Program Committee.

Membership Requirement

Not required to belong to ALA/ACRL.

Length of Term

Two years, with reappointment possible.  Staggered terms among the webmasters are strongly preferred.

revised March 2016

Top :: Back to Contents

© Academic Library Association of Ohio (ALAO), A Chapter of the Association of College and Research Libraries, American Library Association

Contact a Board Member
Powered by Wild Apricot Membership Software