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Home
 Chapter 7 Appointments and Nominations
Chapter 7: Appointments and Nominations
7.2 Nominations (divisional and sections)
7.3 Division appointments and nominations committees calendar
7. 6 Appointments to the Council of liaisions
7.1 AppointmentsThe appointments and nominations process is carried out on two levels within ACRL. On the division levels the process for filling vacant committee positions and preparing a slate of candidates for election is carried out by an appointments committee and by a nominations committee appointed by the ACRL president-elect. At the section level, the task of appointing committee members is the responsibility of the chair-elect of the respective sections. Each chair-elect also appoints a nominating committee responsible for preparing a slate of candidates to fill offices that will become vacant. Neither the president-elect nor chairs-elect can serve on their nominating committee. (For detailed procedures on section appointments see heading under Chapter 4, Sections: Section appointments.) ACRL has a variety of divisional committees and editorial boards that have spaces open for annual appointments. The number of spaces available for individual committees varies depending on the number of terms expiring at the next Annual Conference and the total number of committee members allowed for the committee. Committee appointments are made by the ACRL vice-president in the spring using recommendations from the Appointments Committee. Terms begin after the end of the following Annual Conference. Most appointments are for two-year terms (except committee chairs may be appointed for a one-year term). 7.1.1 RequirementsA nominee or appointee to the ACRL Board, office, or committee must:
ALA Policy 4.4. Member Service Policy ALA Policy 4.5. Requirements for Committee Service 7.1.2 Factors influencing appointmentIn making committee appointments, one goal is to keep continuity of the committee from year to year. Committee members can be on a committee for up to four consecutive years. Many of the committee members ending their first two-year appointments will be reappointed, particularly when their work is important for the continuing task of the committee. However, many positions that open each year will be filled by new appointments to ensure future continuity of membership. Some of the other goals considered in making appointments are:
7.1.3 Appointments processBegining in 2006-2007, coordinating committee chairs appoint the chairs and new members of the component committees included under that coordinating committee's umbrella. The Appointments Committee, appointed by the ACRL vice-president/president-elect, does the initial work of filling vacant committee positions for all other committees. The Appointments Committee makes suggestions and acts in an advisory role to the vice-president, who makes all final appointments for non-coordinating committee component committees. The Appointments Committee is responsible for suggesting committee chairs and members (both reappointments and new-appointments), for non-coordinating committee component committees. The ACRL office supplies the appointments instructional materials. Following these instructions, the Appointments Committee or coordinating committee chair reviews volunteer forms submitted either directly to the appointments committee chair or forwarded from the ACRL office, and the recommendations from the individual committee chairs. Additionally, the Appointments Committee will also receive special instructions from the vice-president regarding committee composition and/or general goals. 7.1.4 Appointments packetThe appointments portion of the packet acts as a road map to assist the committee in completing its task. The packet lists each committee and the committee members' status-those with terms ending after the next Annual Conference (and whether they are eligible for reappointment) and those who have terms that will not end for another year. Additional information on each committee is also included such as the committee charge, total number of positions/positions available, and any special instructions on the composition of the committee. The packet is sent to all Appointments Committee members by October 15. 7.1.5 Committee Volunteer formThe Committee Volunteer form is published in the October issue of C&RL News. The two versions of the form, divisional and section, are also available on the Web. The forms list those divisional committees and sections that will have vacancies. The form should be submitted to either the chair of the committee or the ACRL office prior to the Midwinter Meeting along with a brief background statement outlining qualifications and reasons for wanting to serve. 7.1.6 Committee chair recommendationsThe ACRL office sends committee chairs a form listing the future vacancies on their committees along with eligibility information for each committee member. The chairs are asked to make recommendations regarding current members in addition to suggesting members for new appointments. For each current member being recommended for reappointment or appointment the chair is required to provide a statement about something the member did that led to the decision. The recommendations of committee chairs are due back to the chair of the Appointments Committee by December 15. 7.1.7 Final committee appointmentsThe Appointments Committee submits its recommendations to the vice-president and ACRL executive director or designee before March 30. The vice-president, working in conjunction with the ACRL executive director or designee, makes the final appointments. The vice-president contacts all new chairs recommended for appointment to establish their willingness to serve. Once the vacant chair positions are filled, the ACRL staff begins sending letters of invitation and Appointment Acceptance Forms to appointees. Each appointee is sent an Appointment Acceptance form along with a committee charge, general committee instructions, and policies governing serving on a committee. The appointment forms are due back in the ACRL office by May 15. If an appointee does not return the appointment form to the office or otherwise indicates that he/she cannot accept the appointment, the vice-president is responsible for filling the position with an alternate. 7.2 Nominations (divisional and sections)Committees on nominations are appointed by the president-elect for the division and the chair-elect for each section. The president-elect and the section chairs-elect may not serve as members of the nominating committees. Membership of the Leadership Recruitment and Nomination Committee is limited to no more than 5 individuals to facilitate meeting scheduling and confidentiality of the process. Membership should include one current or former board member. It is important that members know the work of the association and are familiar to some degree with potential candidates. These nominating committees are charged to prepare a slate of candidates to fill positions that become vacant through term expirations. At least two candidates should be nominated for each office. 7.2.1 Nominations packetThe ACRL headquarters staff will prepare complete instructions outlining the process for the committee and identify any vacancies for which nominations are needed. In addition, the staff will send a list of ACRL members and biographical information forms to the committee. It is the responsibility of the committee to solicit nominations through a variety of sources. 7.2.2 Written confirmationWhen the Leadership Recruitment and Nomination Committee chair and the Section Nominating Committee chair send the slate to the ACRL office it should be accompanied by letters from the candidates confirming their willingness to place their names on the ballot. The slate should also indicate the order for listing the candidates' names on the ballot. The slate is due in the ACRL office by September 15. 7.2.3 Biographical informationBiographical information from each candidate is due October 27. Candidates will be e-mailed instructions for using the ALA online ballot information form once they have submitted their letter of consent. Biographical information should be submitted by e-mail. A statement of concern for the ballot is recommended but not required. 7.2.4 Leadership Recruitment and Nomination Committee and Section Committee chairsIt is the responsibility of the chair to:
7.3 Division appointments and nominations committees calendarOCTOBER
DECEMBER
JANUARY
Midwinter
MARCH
APRIL
MAY 1
MAY 15
JULY
SEPTEMBER
7.4 Section nominating committee calendarMARCH
APRIL
JUNE
SEPTEMBER
OCTOBER 27
DECEMBER
JANUARY
7.5 Selection and appointment of ACRL members to represent ALA on appropriate IFLA standing committeesThese guidelines are designed to aid the ACRL Board of Directors and section executive committees in selecting ACRL members to represent ALA on appropriate IFLA standing committees. Individual ACRL members wishing to participate in IFLA may also use the Guidelines. The ACRL International Relations Committee (ACRL IRC) acts in an advisory capacity to the Board in recommending approval for appointment. While any section may bring forth a nominee for a relevant standing committee, ACRL looks to the sections below as the primary bodies to do so. Official representation may be sought for the following standing committees of IFLA:
ACRL members may also be interested in serving on IFLA standing committees not listed above (for example Bibliography, Reference Work, or Education and Training). To determine the ALA unit responsible for bringing forth nominees for IFLA sections not mentioned above, see the complete list of ALA Units and IFLA Sections on the ALA Web site. Overview ACRL should nominate a new representative for each relevant IFLA standing committee during IFLA nomination cycle. This is desirable as overlapping representatives provides more ALA involvement on the standing committee. Additionally, having nominees during each cycle ensures that if for some reason an ALA representative in one cycle is not elected to IFLA, ALA still maintains one representative on a standing committee. ACRL IRC's role in the IFLA standing committee nominations
General Eligibility Any ALA member may be suggested for nomination to an IFLA standing committee. A list of IFLA standing committees and current ALA representatives can be found on the ALA Web site. Individuals can serve on a committee for two consecutive terms. Representatives must be willing and able to fund their own participation. For complete eligibility requirements see below. IFLA Election Process IFLA elections are held biennially. For example, in 2005, elections will be held for various committees, for the period 2005-2009. A list of the various sections within IFLA's structure and the U.S. members (indicating ALA's official representatives) with their terms of office can be found on the ALA Web site. IFLA regulations require that each member, i.e., each association or institution, registered for a standing committee may only nominate one candidate per election. The American Library Association is registered for all IFLA standing committees. Nominees will be declared elected when the number of nominees is fewer than the number of vacancies on that particular standing committee. If the number of nominees exceeds the number of vacancies, the IFLA Secretariat will take a postal ballot in March of the election year. (approved by the ACRL Board of Directors at the 2003 Midwinter Meeting) Procedures for appointment 7.5.1 Bodies responsible for making nominationsThe IFLA Statutes states that only member associations and institutions can nominate individuals for committee appointments and that those organizations can nominate an individual only if that organization belongs to the IFLA section to which the individual is being nominated. As an association member of IFLA, the American Library Association nominates representatives to IFLA standing committees. The ACRL procedures outlined below are used for identifying candidates for ACRL Board endorsement. Once endorsed by the ACRL IRC, the names of those supported by the ACRL Board to be official nominees are forwarded to the ALA IRC IFLA Subcommittee. In turn, the ALA International Relations Committee makes recommendations to the ALA Executive Board who determines the final ALA nominations to IFLA. 7.5.1.1 Identification of ACRL Nominated Representatives7.5.1.1.1 By the ACRL Board: Once a ranked list of possible representatives is approved, the Board or its designate will approach individuals in ranked order until agreement to be considered is secured. Alternatively, a number of candidates may be identified and approached simultaneously if the Board wishes to refer the final recommendation to the ACRL IRC. In either case, the individual(s) will complete the "Request for Approval to be Nominated by ACRL to Represent ALA on Appropriate IFLA Standing Committee" form and will forward it to the ACRL IRC along with other documentation as described below. 7.5.1.1.2 By an ACRL Subunit: If the recommendation is initiated by an ACRL subunit (normally a section), a brief memo of justification outlining why representation is desirable should be forwarded by the Section Chair to the ACRL IRC, which will present all such recommendations with advice to the Board. If the subunit has already secured the agreement of an individual to serve, the memo should be accompanied by the individual's "Request for Approval to be Nominated by ACRL to Represent ALA on Appropriate IFLA Standing Committee" form countersigned by the unit or subunit's Chairperson along with other documentation as described below. 7.5.1.1.3 If a section forwards more than one name, the names should be submitted in ranked order. 7.5.1.1.4 By an ACRL member: If an ACRL member who wishes to nominate him/herself as an official representative initiates the recommendation, the ACRL member must seek support from an ACRL Section. As described above, the individual shall submit a brief memo of justification outlining why representation is desirable and will forward this to the appropriate ACRL subunit along with the individual's "Request for Approval to be Nominated by ACRL to Represent ALA on Appropriate IFLA Standing Committee" form and other documentation as described below. Once the Section's Chairperson countersigns this, the documents are submitted to the ACRL IRC for its support. Following that, the documents are forwarded to the ACRL Board for its review. 7.5.1.2 Responsibilities of the ACRL IRC for Identifying ACRL Nominated Representatives7.5.1.2.1 In executive session, the ACRL IRC will review individuals' nominations, transmitted through the "Request for Approval to be Nominated by ACRL to Represent ALA on Appropriate IFLA Standing Committee" form. The criteria outlined in Section 1.1, Identification of ACRL Representatives, will be followed. 7.5.1.2.2 The Chair of the ACRL IRC will send an acknowledgement to the sender of each application received. 7.5.1.2.3 The Chair of the ACRL IRC presents recommendations to the ACRL Board of Directors as is appropriate. 7.5.1.2.4 If more than one ACRL section brings forth a nominee for the same IFLA standing committee, ACRL IRC recommendations to the ACRL Board of Directors will be presented in rank order with a brief note of justification. 7.5.1.3 Responsibilities of the ACRL Board of Directors for Identifying ACRL Nominated Representatives7.5.1.3.1 Makes all final decisions regarding official ACRL nominated representation. 7.5.1.3.2 Transmits its decisions to the selectees, the appropriate subunit, the ACRL IRC, and to the ALA International Relations Committee. 7.5.2 Terms of appointment7.5.2.1 IFLA Section Committee appointments are for four-year terms (e.g. 2005-2009).ALA announces its nomination process in odd number years (2003), a year before IFLA makes its official call for nomination. This means that the ACRL IRC, the ACRL subunits, and the ACRL Board must have their nominees identified and ready to send to the ALA IRC IFLA Subcommittee by the end of the Midwinter conferences of the next even numbered year. (See separate section on Calendar in 6.) 7.5.2.2 An IFLA committee member serves for a four-year term.The committee member can then be reappointed for a second four-year term. Thus, the maximum term of service is eight years. 7.5.2.3 An individual can serve for only two consecutive four-year terms on any one committee.No person shall be a member of more than one section standing committee at one time, unless he or she is a member of a regional section standing committee. 7.5.3 Criteria for SelectionThe ACRL subunit recommending the individual for an IFLA committee appointment, the ACRL IRC and the ACRL Board should evaluate individuals based on the following criteria at the point of placing their names in nomination for an IFLA standing committee. 7.5.3.1 Mandatory:7.5.3.1.1 The representative shall be a member of ACRL. 7.5.3.1.2 The representative shall be a member of and active in an ACRL divisional or sectional committee concerned with the area being represented. 7.5.3.1.3 The representative satisfies IFLA requirements for nomination to an IFLA standing committee. 7.5.3.1.4 The representative should have a knowledge of at least one working language of IFLA (English is a working language). 7.5.3.1.5 The representative should have reasonable expectation of attending meetings of the standing committee without cost to IFLA, ALA or ACRL. 7.5.3.2 Desired:The following are not listed in priority order and it is understood that perhaps no individual can fully satisfy all desired qualifications. They are meant merely to provide general guidance. Professional qualifications include that the individual: 7.5.3.2.1 Should be fully conversant with the theories underlying the area in question and considered an expert in the field covered by the section. 7.5.3.2.2 Should have been engaged in operations or activities in the area concerned for a substantial period of time. 7.5.3.2.3 As appropriate to the assignment, should have had experience with national or international standard-setting activities. 7.5.3.2.4 Personal effectiveness including that the individual: 7.5.3.2.5 Should be articulate and persuasive. 7.5.3.2.6 Should possess demonstrated abilities in leadership and in dealing with people tactfully. 7.5.4 Responsibilities of ACRL Nominated Representatives to IFLA7.5.4.1 The representative shall provide a written report to the sponsoring subunit on appropriate developments and information from the meeting(s) attended.The representative shall also transmit a copy of his/her report(s) to the ACRL IRC, the Executive Director of ACRL, and the ALA IRC within a month of the conclusion of the meeting unless other arrangements have been made. 7.5.4.2 These reports may appear in appropriate ACRL and ALA publications.7.5.5 Documentation supporting a candidate for an IFLA Standing Committee7.5.5.1 The candidate should provide:This requires that a nominee for an IFLA standing committee should provide a form, Request to Be Nominated by ACRL to Represent ALA on Appropriate IFLA Standing Committee, a resume and a letter to the sponsoring unit describing why the individual's qualifications make him/her a good choice for serving on the appropriate committee. 7.5.5.2 The sponsoring committee should provide:The sponsoring unit should include a letter describing why the unit believes this person is qualified to serve as a representative. 7.5.5.3 Statement of acceptance:The nominee will need to provide the following as required by IFLA in addition to the above information. 7.5.5.3.1 A statement of the nominee that he/she accepts the nomination; 7.5.5.3.2 A short statement of the nominee's qualifications and present position; 7.5.5.3.3 A statement by the nominee that he/she can fulfill the working language and travel requirements. 7.5.5.3.4. A statement that the nominee understands that IFLA, ALA and ACRL will not be providing funds to attend conferences and that the nominee will provide his/her funds to attend IFLA. 7.5.6 Appointment calendar7.5.6.1 Differences between the ALA and IFLA calendars:There are significant differences between ALA and IFLA in IFLA's appointment calendar as well as in the way standing committee nominations are made. 7.5.6.2 In order to meet ALA's and IFLA's deadlines for nominations, the following Calendar is imposed.[Note: This calendar deals ONLY with the nomination process.] The calendar will be described in When //Action terms. 7.5.6.2.1 ALA Annual Conference of every odd year (e.g., 2003, 2005, 2007) // The ACRL IRC chair and the ACRL office will remind all ACRL unit Executive Committees that nominations will be sought for IFLA standing committees. 7.5.6.2.2 Early Fall of every odd year// The ALA IRC Chair will send out a call for nomination to ALA units. 7.5.6.2.3 Early Fall // ACRL IRC Chair and the ACRL Office gather information regarding current ACRL-supported IFLA appointments with regard to which IFLA committees are of direct interest to ACRL, who is currently on the committee, who is eligible for reappointment, and who will be leaving the committee. 7.5.6.2.4 Early Fall // ACRL IRC Chair working with the ACRL Executive Director send a memo to ACRL-supported IFLA appointees, the ACRL Board, and the chairs of ACRL sections informing them that they will have the opportunity to nominate individuals for IFLA standing committees and that they will need to do so prior to the ALA Midwinter meeting. 7.5.6.2.5 Fall // ACRL IRC publishes an announcement of the availability of nominations in the C&RL News. ACRL IRC also announces to appropriate listservs and on the ACRL website. 7.5.6.2.6 Fall // Candidates assemble required paperwork and submit it to the appropriate ACRL unit or subunit for support prior to submitting it to the ACRL IRC for discussion during the Midwinter meeting. The ACRL IRC should receive the paperwork no later than 10 December (or the closest working day to it, if it falls on a weekend). 7.5.6.3 IFLA Nominations calendar: Every even year (e.g., 2002, 2004, 2006) When // Action7.5.6.3.1 Midwinter Conference // ACRL IRC reviews candidates submitted by units. 7.5.6.3.2 Midwinter Conference // ACRL IRC chair brings recommendations to ACRL Board for approval. 7.5.6.3.3 Spring// ACRL Board submits the names of candidates to the ALA IRC IFLA Subcommittee. 7.5.6.3.4 Annual Conference // ALA IRC IFLA Subcommittee reviews nominations and makes recommendations to the International Relations Committee. The ALA IRC reviews and accepts recommendations to forward to the ALA Executive Board. 7.5.6.3.5 Late Fall // IFLA officially calls for nominations that will be due into IFLA Headquarters in the following spring. 7.5.6.3.6 Late Fall // ALA International Relations Committee presents to ALA Executive Board the list of candidates ALA will be proposing for IFLA Committees. 7.5.6.4 IFLA nominations calendar: Every odd year (e.g., 2003, 2005, 2007) following the call for nominations: When // Action7.5.6.4.1 February // ALA submits the nominations to IFLA Headquarters. 7.5.6.4.2 March // IFLA Headquarters notifies ALA of new standing committee members or holds postal ballots for any IFLA committee having more than 20 people on a standing committee. 7.5.6.4.3 April // Elections complete and new members receive orientation materials from IFLA Headquarters. 7.5.6.4.4 August // New standing committee members attend IFLA Conference, assume their duties at the second section meeting of the General Conference and participate in election of officers for the coming two years. 7.5.7 2003 - 2005 timetable for nomination of ALA representatives to IFLA standing committees
Source, ACRL Board, January 2003. 7.6 Appointments to the Council of LiaisonsACRL has a rich history of working with its membership to establish and cultivate relationships beyond ALA. The Council of Liaisons, established in 1995, allows ACRL to systematically identify, develop, and maintain productive channels for formal and informal dialogue as well as partnerships for research, exchange of ideas, discussion of common standards and practice, joint publication and pursuing common goals with other organizations interested in higher education. Liaisons are to help organizations understand the value-added asset libraries can bring to their respective missions and goals. Source: ACRL Board, Annual Conference 2005 7.6.1 Process for Identifying OrganizationsProcess for identifying organizations with which to establish a liaison relationship:
7.6.2 Criteria for Selecting OrganizationsGeneral Principles:
7.6.3 Criteria for Selecting IndividualsThe following criteria to be used for selecting individuals to serve as a liaison on behalf of ACRL at organizations identified by the Council of Liaisons and approved by the Board (Note: individuals need not meet all of these criteria, but preference will be given to those who do.):
7.6.4 Council of Liaisons Communication with ACRL BoardThe Council of Liaisons will annually provide the Board with an updated list of Liaison Organizations and recommend continuation or discontinuation of existing liaison organizations and recommend establishing liaison relationships with new organizations as appropriate. Source: ACRL Board, Annual Conference 2005 7.6.5 CoL Structure, Responsibilities and Funding
Source, ACRL Board, Midwinter Meeting, 2003. Back to Policies & Procedures Index |
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