Chapter 8: Meetings
8.2 Scheduling meetings at ALA Midwinter Meetings and Annual Conferences
8.3.1 When can a virtual meeting be held?
8.3.2 Virtual Meeting Services8.3.2.1 Adobe Connect Virtual Meeting Service
8.3.2.1.1 Adobe Connect Meeting Leader Responsibilities
8.3.2.1.2 Adobe Connect Scheduling
8.3.2.1.3 Adobe Connect Training
8.3.2.1.4 Adobe Connect Recording
8.1 Policies
ACRL units meet throughout the year, which can include meetings during the Midwinter Meeting and Annual Conference of the American Library Association.
8.1.1 ALA Open Meeting Policy
All meetings of the American Library Association and its units are open to all members and to members of the press. Registration requirements apply. Closed meetings may be held only for the discussion of matters affecting the privacy of individuals or institutions. (Source: ALA Policy Manual 7.4.4)
8.1.1.1 What is a meeting?
A meeting is defined as "an official assembly, for any length of time following a designated starting time, of the members of any board, committee, task force, commission, etc., during which the members do not separate except for a recess and in which the assembly has the capacity to formalize decisions." Conference calls, Internet chat sessions (and their equivalents), and in-person meetings are recognized as meetings subject to the open meetings policy. (Source: ALA Policy Manual 7.4)
8.1.1.2 What is not a meeting?
There is a distinction between carrying on work of a committee electronically and conducting an electronic meeting. Asynchronous electronic discussions by electronic mail or other asynchronous communication methods do not constitute meetings because they are not an official assembly with a designated starting time. (Source: ALA Policy Manual 7.4)
8.1.2 Meeting Publicity & Reports
Notice of meetings must be announced on ALA Connect and through appropriate communication channels ten days prior to the meeting. The meeting announcement must include the following:
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Name of the meeting and unit
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Date and time
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Location (e.g., meeting room, conference call number, or URL to virtual meeting space, etc.)
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Convener name and contact information
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Agenda
The 10-day notice is waived for an emergency, but not the reporting requirement, which must also explain the nature of the emergency that caused the advance notice to be waived.
The results of the meeting must be made public no fewer than 30 days after the meeting’s conclusion. Reports of meetings should convey a summary of the discussion of each item considered by the unit and any decisions made. (Source: ALA Policy Manual 7.4.2)
8.2 Scheduling meetings at ALA Midwinter Meetings and Annual Conferences
8.2.1 Procedure
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In the fall, ACRL staff liaisons will provide member leaders instructions on scheduling meetings.
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ACRL staff reviews the meeting requests for possible conflicts, confers with member leaders as needed, and then submits the meeting requests to ALA Conference Services.
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After the meeting request deadline, ALA Conference Services distributes a preliminary schedule, which will be shared with member leaders.
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About four to six weeks prior to the conference, ALA Conference Services publishes a meeting schedule with room locations.
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When member leaders receive this schedule, they should notify their members of the date, time, and location of the meeting. When the meeting locations are announced, member leaders should start to publicize the meeting agenda.
8.2.2 Audiovisual equipment
ALA Conference Services will provide basic audiovisual equipment. Requests for audiovisual equipment should be included with your meeting request.
8.3 Virtual Meeting
Virtual meetings are conducted within the environment of ALA/ACRL bylaws and policies. Additional information is available in the ALA E-Participation FAQ and ACRL Virtual Meeting FAQ.
8.3.1 When can a virtual meeting be held?
Provided that ten days advance notice is given, synchronous virtual meetings may be held throughout the year. These meetings are subject to the ALA open meeting policy. The ten-day notice is waived for an emergency, but not the reporting requirement, which must also explain the nature of the emergency that caused the advance notice to be waived.
8.3.2 Virtual Meeting Services
The choice of format for virtual meetings will be at the discretion of the unit and may involve conference calls, virtual meeting services, chat sessions, etc. If the member leader determines that it is necessary to the success of the meeting to view documents synchronosly, utilize polls or voting, whiteboards, or other features, a virtual meeting service may be considered.
ACRL units can select the virtual meeting tool or service that will provide the most appropriate and effective virtual meeting. Many free services are available.
8.3.2.1 Adobe Connect Virtual Meeting Service
ALA provides access to the Adobe Connect virtual meeting service. ACRL has its own licenses to share among ACRL units and staff.
8.3.2.1.1 Adobe Connect Meeting Leader Responsibilities
It is the responsibility of the member leader to conduct the meeting in accordance with the ALA policy on meeting publicity and reporting. In addition, meeting leaders may need to upload documents (by entering the meeting room early or during a practice session) and turn on the meeting recording feature (if needed).
8.3.2.1.2 Adobe Connect Scheduling
Any Adobe Connect meeting must be created by your unit's staff liaison, who will grant member leaders full access to the meeting. To comply with ALA policies on open meetings, please contact your unit's staff liaison at least four weeks before you plan to conduct your virtual meeting. Provide the following information to your unit's staff liaision when requesting a meeting:
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Meeting date
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Start time, end time, and time zone
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First name, last name, and email address of all meeting leaders
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Audio: indicate if VoIP or conference call
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VoIP: requires USB headset for speakers; attendees can listen with computer speakers and participate via text chat.
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No charge
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Conference call: cost is currently $0.07 per minute per line.
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Callers pay
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Registration: indicate if a public registration link is needed
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Estimated attendance
After your unit's staff liaison schedules the meeting, the meeting universal join link will be emailed to the meeting leader(s).
8.3.2.1.3 Adobe Connect Training
To prepare for using the Adobe Connect virtual meeting service, review the training videos and documents.
8.3.2.1.4 Adobe Connect Recording
If a meeting leader recorded a meeting, contact your unit's staff liaison to request the public link to the meeting recording.
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