Timetable for Incoming Committee Chairs

 

Virtual Annual Conference Prior to Becoming Chair

  • Attend committee’s Virtual Annual meeting (if possible)
  • Attend Virtual Advisory Council meeting (if possible)
  • Attend IS New Leadership Orientation (held virtually, and/or in-person at Annual conference)

Immediately after ALA Annual Conference

  • Assume responsibility for chairing committee
  • Set up a committee email list via the IS Committee List Administrator if one is not automatically arranged for your committee
  • Send welcome message to committee members:
    • Include the address for the committee email list and a link to the committee’s roster
    • Ask members to check their roster listing for accuracy
    • Share expectations with regard to committee participation
  • Greet the new Committee Secretary and clarify secretary responsibilities
  • Review previous committee, Advisory Council, and Executive Committee minutes published on Section web site
  • Contact outgoing committee chair (if there is a transition) to arrange for transfer of any committee materials not posted in ALA Connect

Mid-August

  • Transition should be completed. Contact  the committee’s Executive Committee liaison if committee files have not been received from outgoing committee chair
  • Verify information on committee roster. Changes to information must be made by individual members in the “My ALA” section of the ALA Web site. If email addresses have changed, send the corrections to the IS Committee List Administrator

September

  • Begin discussion of committee plans and projects for coming year
  • Identify projected budget expenses
  • Submit requests for funds to develop section brochures and manuals (if necessary) to the committee’s Executive Committee liaison.
  • Submit article to IS Newsletter (if appropriate)

October

  • Submit Annual Planning Information via web form by October 15
  • Schedule Virtual Midwinter meeting (to take place during November or December). Post meeting to the ACRL-IS group calendar in ALA Connect at least 10 days prior to the meeting
  • Create agenda for Virtual Midwinter meeting and post to the ACRL-IS group calendar in ALA Connect at least 10 days prior to the meeting

November - December

  • Conduct Virtual Midwinter meeting
  • Attend Virtual Advisory Council meeting

December - January

  • Submit any items to Section Chair for Executive Committee to discuss and/or approve before ALA Midwinter
  • Remind members with lapsing appointments to submit the Committee Volunteer form if they wish to be reappointed to that committee or appointed to another committee
  • Obtain minutes from Committee Secretary, revise as needed, call for committee approval, and have the Committee Secretary send the approved minutes to the Section Secretary by deadline (before Midwinter conference)

Two Weeks After ALA Midwinter Conference

  • Notify committee members and visitors when minutes have been posted to Section web site
  • Send committee appointment and reappointment recommendations to the Section Vice-Chair

March

  • Prepare article for IS Newsletter (if appropriate)
  • Schedule Virtual Annual meeting (to take place during April or May). Post meeting to the ACRL-IS group calendar in ALA Connect at least 10 days prior to the meeting
  • Create agenda for Virtual Annual meeting and post to the ACRL-IS group calendar in ALA Connect at least 10 days prior to the meeting

April - May

  • Invite incoming chair (if there is a transition) to attend Virtual Annual committee meeting
  • Conduct Virtual Annual meeting
  • Attend Virtual Advisory Council meeting

May - June

  • Submit any items to Section Chair for Executive Committee to discuss and/or approve before ALA Annual conference
  • Obtain minutes from Committee Secretary, revise as needed, call for committee approval, and have the Committee Secretary send the approved minutes to the Section Secretary by deadline (before Midwinter conference)

Two Weeks After ALA Annual Conference

  • Submit Annual Report for your committee
  • Send thank-you letters to all members of your committee

August

  • Send materials to be archived to the outgoing Section Secretary/Archivist
  • Send reimbursement forms for committee expenditures to the Section Chair for approval
  • If your term as committee chair has ended, arrange for transfer of any committee materials not posted in ALA Connect to the incoming committee chair

Throughout Your Term

  • Maintain ongoing communication with all committee members regarding committee business as necessary between conferences:
    • Forward information posted to the IS Advisory email list
    • Advance projects assigned to the committee
    • Encourage committee members (if appropriate) to monitor email lists to generate ideas for plans and projects
  • Maintain communication with your committee's liaison from the Executive Committee, and Advisory Council, as necessary. In particular, seek the advice of the your Exec liaison on committee activities, and seek approval of the Executive Committee on proposed committee projects or publications
  • Establish and maintain appropriate timetable for accomplishment of projects, tasks, etc. which have been approved by the Executive Committee
  • Respond in a timely fashion to calls for Advisory Council input and advice
  • Review and update committee files and web publications that are the responsibility of your committee

Document created 1991.
Revised 1995.
Revised 1998.
Revised 2004.
Revised 2006.
Revised 2012.
Revised April 2013.


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