Tips for Making Appointments
Drafted by R. Hensley, Chair-Elect, 1997
Approved by IS Executive Committee, Annual Conference, 1997
Revised by M. J. Petrowski, Chair-Elect, 1998
Approved by IS Executive Committee, 1998
Revised by M. J. Petrowski, Chair, 1999
Approved by IS Executive Committee, 1999
Revised by J. S. Caspers, Chair, 2007
Approved by IS Executive Committee, 2007
1. Section Web Site
Immediately after the annual conference, the Section chair (a) requests that the ACRL staff liaison change the permissions for the administration of the online volunteer system for IS to that of the new Vice-Chair/Chair-Elect, and (b) directs the IS web administrator(s) to make any necessary changes to the Committee Appointment Information page at http://www.ala.org/ala/acrlbucket/is/iscommittees/committeeappointments.htm . The Chair will also solicit input from the Vice-Chair/Chair-Elect with regard to changes on the Committee Appointment Information page.
2. Conference Program Planning Committee
By October, appoint a chair and core group. The Vice-Chair/Chair-Elect may solicit members in addition to selecting from the volunteer pool. This committee must begin deliberations by Midwinter (meeting at Midwinter and/or beginning discussions virtually) to begin work on the program proposal that is due to ACRL by the end of May. (ACRL funds the program, hence the review process.) The proposal must be seen by IS Executive before submission to ACRL.
3. Nominating Committee
By November, the Vice-Chair/Chair-Elect should have appointed a Nominating Committee (a chair and usually two members). This committee must begin their deliberations at the time of the Midwinter conference to begin developing a slate which is due to ACRL by September 15. This committee is appointed for one year (Midwinter to Midwinter). It is customary to offer the Chair position of this committee to the past past Chair.
4. Midwinter Reminder
Before and at the Midwinter conference, the Vice-Chair/Chair-Elect will announce to committee chairs that if members of their committee (including themselves) have appointments that are ending, they need to submit a volunteer form to be considered for appointment (or reappointment). Many members believe they will automatically be considered for appointment to a new committee or reappointment. This announcement can be made via the Advisory listserv and also at the first advisory council meeting.
5. Volunteer Form Acknowledgment
Most volunteers will submit the online form on the ACRL web site. Although they receive a system- generated acknowledgment, many volunteers appreciate confirmation that their form has been received by a person. It is a good idea for the Vice-Chair/Chair-Elect to acknowledge receipt and indicate when appointments will be made since many volunteers do not fully understand the appointment cycle and will expect immediate action. The volunteer form does not ask whether they are willing to serve as an Intern or whether they can only serve if they are given a virtual appointment (due to travel constraints). Periodically the Vice-Chair/Chair-Elect should request from the ACRL staff liaison a spreadsheet including volunteer names, email addresses, and form submission dates. Using the email addresses, individual messages (or in months with many submissions a bulk mailing) can be sent to each volunteer to welcome them and to solicit the information about interning or a need for virtual membership.
6. Term Lengths
Appointments include: one-year appointments for chairs; one-year appointments for interns; one- or two-year appointments for committee members.
One-year member appointments are made for the following reasons: a member who needs to complete a committee project, a need for continuity on a committee/task force, or for achieving balance between continuing members and new members. In general, committees should be evenly balanced between continuing and new members.
7. Task Forces
The Vice-Chair/Chair-Elect may also need to appoint a task force chair and members for different terms, to be set by IS Executive Committee. The Bylaws state that no task force may be continued beyond two years without review and approval by the IS Executive Committ ee.
Task forces are usually given a due date for the completion of their charge. Nothing needs to be done with continuing task forces except to confirm that all members understand what that deadline is, unless there are members wishing to resign.
8. Resignations
In cases of resignation, the Vice-Chair/Chair-Elect should appoint new members only if they are needed to complete projects or charges. Terms of appointment in this circumstance can be determined by the Vice-Chair/Chair-Elect with the approval of IS Executive Committee.
9. Continuing Members
The Vice-Chair/Chair-Elect should confirm that members of committees who have another year to complete in their two year appointments, in fact know they are continuing; the Vice-Chair/Chair-Elect can do this or have the committee chairs do this. In some cases continuing members may wish to resign or change committee appointments. The Vice-Chair/Chair-Elect can determine whether or not switches are advisable. This confirmation process allows the Vice-Chair/Chair-Elect to know just how many appointments are needed for each committee.
10. Committee Size
It is important that the committees are not so large that accomplishing their charges is made more difficult by having to manage a large number of people. Committees generally have between 3 and 10 members, and only in special circumstances exceed 10.
11. Committee Chairs
In general, appointments of chairs of committees should be done on the basis of proven leadership ability and leadership potential as evidenced by previous performance on the committee, so that chairing a committee can be viewed by members as a promotion opportunity. However, the Vice-Chair/Chair-Elect can consider chair appointments from outside the current committee roster when issues of leadership or fresh perspective on the committee charge make an outside appointment advantageous.
Committee chairs are appointed for a one year term of office. Current chairs should be consulted for their recommendations about committee members who show leadership abilities sufficient to be appointed committee chair.
Co-chairs are generally assigned only if the committee is working on a complex project which requires an experienced chair to lead and continuity in the committee, or when the committee is engaged in work that requires deep knowledge of ACRL policies and procedures, or other compelling reasons which may indicate that one chair will not be sufficient to manage that committee's work. Appointing a co-chair may often be a temporary measure to address a special circumstance and not necessarily a revision of a committee's continuing structure.
12. Reappointments
In general, committee members who have served a two-year term are not reappointed for another two-year term on the same committee in order to include new members with fresh perspectives. However, some reappointments can be made for an additional two-year term if it is deemed important to a particular activity of the committee or if the need to achieve continuity is facilitated by the reappointment. No member may serve on the same committee for more than four years. Although it is preferable that the chair position changes each year in order to provide leaderhsip opportunities to more members, committee chairs may be appointed for an additional one-year term if it is warranted by the committee's current work or lack of experience among other committee members. Chairs should not be appointed for a third term.
13. Interns
Interns are appointed for a one-year term and are usually members of the Section who are volunteering for committee service for the first time. Interns who are completing their term are usually offered a full two-year appointment on the same committee. Interns may wish to be appointed to some other committee and that appointment can be made if the intern is able to contribute to the new committee. Service as an intern does not count as part of the four-year consecutive term limit for members.
14. Virtual Members
The Vice-Chair/Chair-Elect may appoint virtual members to committees where it has been determined that virtual membership would be beneficial to the committee's charge and function. Only IS members who are not able to attend both Midwinter and Annual meetings (usually due to lack of financial support) are eligible to serve as virtual members. Virtual members are expected to actively participate in the work of the committee, assuming all committee member responsibilities outlined in IS policy, but they are not required to attend face-to-face meetings. They have the right to participate in debate, and make motions; however, they are not counted in determining the quorum nor do they have the right to vote. Note: this section was adapted from the IS policy document Virtual Members on Instruction Section Committees and Task Forces with which the Vice-Chair/Chair-Elect should be familiar.
15. Candidates for Section Office
Candidates were selected to run for Section offices because of their demonstrated leadership in the Section. In order not to lose those leaders who are not elected, committee appointments (preferably leadership positions) should be made to candidates who are not elected. The Vice-Chair/Chair-Elect should consult with all candidates during the appointment process to determine their interests. Because election results are not known until after the appointments deadline, several appointments should be reserved. Once election results are known, these last appointments can be filled.
16. New Committees and Task Forces
New committees and task forces will be appointed in keeping with the above tips as appropriate. Draft charges are required by the Vice-Chair/Chair-Elect in order to explain to perspective appointees what the committee or task force will be responsible for accomplishing. Charges are drafted and approved by the IS Executive Committee.
17. Appointment Offers and Confirmations
The Vice-Chair/Chair-Elect begins making appointments for the coming year shortly after Midwinter with the bulk of appointments being offered by early March. In order to appear in the ALA Handbook of Organization appointments must be accepted by Annual (or shortly thereafter: ACRL will set a deadline each year). Appointments are also made throughout the year as members resign and new task forces are created.
Procedurally, confirmation of continuing appointments and initial appointment offers are made via the online Committee Appointment System. After a volunteer accepts an appointment by responding to the offer, the IS Vice-Chair/Chair-Elect and an ACRL staff person receive a notice via the system. The Vice-Chair/Chair-Elect responds to that notice by contacting the new volunteer with an acknowledgement message which includes a link to the committee roster, date of the first conference the volunteer is expected to attend (if not a virtual appointment), expectations for committee members (i.e., a link to the Responsibilities of Committee Chairs, Members and Interns page and, when appropriate, the policy page about Virtual Members on IS Committees and Task Forces).
18. Reporting Errors in Appointments and Rosters to ACRL
The current ALA Handbook of Organization and the online IS Rosters should be reviewed for errors. A list of corrections should be submitted to ACRL in late May.
19. Rosters
All the committee rosters are generated by ACRL via the Committee Appointment system and changes are reflected automatically on the IS Committees pages except for the IS versions of the rosters for Exec and Advisory. The Vice-Chair/Chair-Elect updates these pages and notifies both Exec and IS Advisory via their listservs when changes are made.
20. Review "Tips for Committee Appointments"
By mid-May, review this document and send revisions to the Chair for review and approval by the IS Executive Committee.
Instruction Section Home Page
Send us your comments and questions
