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STS Manual: Master Calendar |
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July - August - September | October - November - December | January - February - March | April - May - June Responsibilities at: |
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| Month | Position | Responsibility |
| Immediately following Annual Conference | Chair | Begins term of office at the close of the final day of the Annual Conference. |
| Immediately following Annual Conference | Vice-Chair/Chair-Elect | Begins term of office at the close of the final day of the Annual Conference. |
| Immediately following Annual Conference | STS Past-Chair/Liaison to ACRL Board | Begins term of office at the close of the final day of the Annual Conference. |
| Immediately following Annual Conference | STS Secretary | Begins term of office at the close of the final day of the Annual Conference. |
| Immediately following Annual Conference | Publicity Officer | Begins term of office at the close of the final day of the Annual Conference. |
| Immediately following Annual Conference | STS Secretary | Sends copies of STS Council Meeting minutes to Committee Chairs, Chair, Chair-Elect, and ACRL office. |
| Immediately following Annual Conference | Publicity Officer | |
| Immediately following Annual Conference | Committee Chairs | Send ACRL Office and STS Secretary filled out copies of Meeting Highlights form and sends Membership Chair copies of attendance lists and corrections to committee rosters. |
| Immediately following Annual Conference | Membership Chair | Sends list of Committee charges and members to ACRL for inclusion in ALA Handbook. |
| Immediately following Annual Conference: | Program Planning Committee Chair | Send thank you letters to speakers and sponsors of reception/program. Sponsor letters may be handled by section chair. Send thank you letters to committee members.
Compile data from evaluation forms and pass data onto new STS Program Chair. |
| Between Annual and Midwinter: | Program Planning Committee, 2nd planning year | Send letters to speakers formally asking them to speak at your program pending outcome of funding request to ALA.
Send letters to committee members summarizing meeting and reviewing assignments. |
| July | Chair | Between conferences stay in touch with STS Executive Board and Committee Chairs. |
| July 15 | Chair | Sends final completed information on committee appointments, changes, additions, deletions to ACRL staff for ALA Handbook and ACRL Roster. |
| July | Chair | Should receive notification of current budget allocations from ACRL Deputy Executive Director by end of July (notification only). NOTE: All budget expenditures reimbursement requests for past year must be received in ACRL office by August 15 for processing. |
| July | STS Past-Chair/Liaison to ACRL Board | Send letters of thanks to all Annual meeting speakers and all outgoing Committee Chairs, as appropriate. |
| July | Committee Chairs | Send letters of thanks to all Committee members, as appropriate. |
| August 31 | ACRL | Closes previous year's budget book on August 31. |
| August | Chair | Meeting space request forms for Midwinter Meetings sent to section chairs from conference services. |
| August | Chair | Sends Newsletter Editor tentative Midwinter Committee Meeting times for publication in fall STS Signal. |
| August | Chair | Submit introductory letter to Newsletter Editor for inclusion in fall issue. |
| August 15 | Chair | Send reimbursement requests by section members to ACRL staff by August 15 for processing before the end of the ACRL budget year on August 31. |
| August | Chair | Receives notice of current budget allocations from ACRL by the end of August. |
| August | Vice-Chair/Chair-Elect | Submit introductory letter to Newsletter Editor for inclusion in fall issue. |
| August | Committee Chairs | Respond to a request from a Newsletter Committee member for a paragraphh on Committee activities for the newsletter. |
| August | Committee Chairs | Must request reimbursement for previous year's expense from ACRL well before August 15 (must be received by ACRL by August 15. |
| August | Nominating Committee | Invites nominees to become candidates for next year's elections. |
| August | STS Council Members | End of September is the Newsletter deadline for Fall issue for membership reports or announcements. |
| September | Chair | Finalizes Annual Conference program schedule, room size, and time. Sends "Meeting Space Request Forms" for upcoming Midwinter to ALA headquarters. |
| September | Vice-Chair/Chair-Elect | Appoints Program Committee Chair and Program Committee members for Annual two years hence, sending each appointment Section Appointment Acceptance Form. |
| September | Vice-Chair/Chair-Elect | Informs the ACRL office of the name of the nominating committee chair. |
| September: 9 months prior to the proposed program |
Program Planning Committee, 2nd planning year | Submit request for special allocation funding to ACRL Office.
Submit program copy to Conference Arrangements. |
| September | Nominating Committee | Section vice-chairs inform the ACRL office of the name of the nominating committee chairs. |
| September 15 | Nominating Committee | Nominating Committee chairs submit slates of candidates for spring ballot along with letter of consent to the ACRL office by September 15. |
| October 3 | Chair | Midwinter meeting space request forms due. Section chairs are responsible for submitting forms for all section committees. |
| October 17 | Chair | Annual Conference meeting space request forms for programs due October 17 to the ALA Conference Services office. |
| October 31 | Chair | Annual Conference meeting space request forms for meetings due October 31 to the ALA Conference Services office. |
| October | Chair | Sends out tentative Council Agenda/Committee Meeting schedules to all Council members. |
| October | Vice-Chair/Chair-Elect | Contacts all Committee Chairs to obtain budget information needed for next fiscal budget request. |
| October 15 | Nominating Committee | Biographical information and statements of concern for ballots due at ACRL office by October 15. |
| October 31 | Newsletter Editor | Must submit final copyready print to ACRL office by the end of October. |
| November | ACRL | STS Signal published and distributed by ACRL offices. |
| Six weeks before each conference: | Chair | Prepare agenda for STS Council meetings. Review minutes from previous STS Council meetings to help determine agenda items. |
| Six weeks before each conference: | Chair | Review activities of STS committees. |
| Six weeks before each conference: | Chair | Check files to be sure that copies of correspondence regarding section business are sent to secretary. |
| November | Vice-Chair/Chair-Elect | Submits budget requests for next fiscal year to ACRL Deputy Executive Director. |
| November 15 | Committee Chairs | Must have budget requests to Chair-Elect by November 15. (Discussion Groups are not funded. |
| November-December: Four to six weeks before the first meeting: |
Program Planning Committee, 1st planning year | Receive list of committee members for vice-chair. Send letter to committee to introduce yourself, stating purpose of committee, list some of the past program topics and reception sponsors, announcing first meeting, asking members to begin thinking about program topics. |
| November | Program Planning Committee, 1st planning year | Send in Committee acceptance form to ACRL and to Membership Chair. |
| December 1 | Chair | AV requests due for Midwinter Meeting. |
| December 1 | Chair | Submit items for ACRL Board meetings to ACRL staff. |
| December 15 | Chair | Program proposals and budget request for next fiscal year preconferences due in ACRL office. |
| December | Chair | Send final agenda/room assignments/Council Minutes/Meeting Highlights forms to STS Council members at least two weeks before ALA Midwinter. |
| December 1 | Chair | Sends final schedule of Midwinter Meetings to ACRL staff. |
| December | Chair | Send agenda to committee members.
Will receive response regarding program funding from ALA via ACRL office. |
| December | Vice-Chair/Chair-Elect | Must have budget request for next year (Sept. 1-August 31) to ACRL by December 1. |
| December | Committee Chairs | Send preliminary room schedules and tentative agenda of committee meetings and related materials to their committee members. |
| December: 19 months prior to proposed program: |
Program Planning Committee, 1st planning year | Submit requests for special AV funding to ACRL Budget and Finance Committee. Normal AV equipment such as overhead projectors, slide projectors, microphones, etc. are not included in this request. This is for very special equipment such as a roomful of microcomputers, video projection system, etc. The normal AV request is part of the meeting request form submitted by STS chair.
Section Vice-chair searching for possible sites for the reception. |
| December | Nominating Committee | Ballot text sent to candidates for proofing. |
| December | Nominating Committee | Names of candidates listed in C&RL News |
| Midwinter Conference | Chair | Make a "to do" list during the conference so you will remember your commitments after the dust settles. |
| Midwinter Conference | Chair | Get as much work as possible done during the conference. This includes contacting ACRL staff at ACRL office (leave notes with your questions and check message file later for answer), exchanging documents with section officers, writing reports, typing, correspondence, etc. |
| Midwinter Conference | Chair | Chair STS Council meetings. |
| Midwinter Conference | Chair | Attend meeting of section's committees when possible. |
| Midwinter Conference | Chair | Attend ACRL Board meeting if possible (optional). |
| Midwinter Conference | Chair | Draft schedule for all section committee meetings for Annual conference. Review schedule with Executive Committee to be sure there are no major conflicts within the section. Confirms room and time preferences for summer with committee chairs. |
| Midwinter Conference | Chair | Assist the Chair of the Conference Program Planning Committee in finalizing arrangements for section reception and other activities planned for annual conference. |
| Midwinter Conference | Chair | Prompt the vice-chair/chair-elect to name the Nominating Committee to plan slate for elections conducted during their year as chair, and the membership appointments for other committees. |
| Midwinter Conference | Vice-Chair/Chair-Elect | Solicits nominations for committee assignments and funds from sponsors to offset costs of STS reception for next year's Annual conference. |
| Midwinter Conference | STS Past-Chair/Liaison to ACRL Board | Serves on ACRL Sections Council. |
| Midwinter Conference | STS Past-Chair/Liaison to ACRL Board | Attends ACRL Board Meetings and reports to STS Executive Committee. Oversees Council actions that require ACRL Board approval. |
| Midwinter Conference | STS Secretary | Attend ACRL Leadership Council meeting. |
| Midwinter Conference | STS Secretary | Attend ACRL Council meeting. |
| Midwinter Conference | Committee Chairs | Attend STS Council meetings to report committee actions and recommendations. |
| Midwinter Conference: (1st committee meeting, 18 months prior to proposed program) |
Program Planning Committee, 1st planning year | Committee meets to discuss possible program topics, formats, and speakers. Develops preliminary topic and possible speakers list. Selects local arrangements person to locate a site for any STS reception or tour. Committee members are given various assignments to complete over the next six months. |
| Midwinter Conference: 6 months prior to the program: |
Program Planning Committee, 2nd planning year | Committee does final planning for program. Final publicity flyer and evaluation form are approved. List of substitutes for speakers, committee assignments for copying and distributing forms and flyers are made. Committee assignments for various tasks for the day of the program are assigned including: Timekeeper, AV assistant, light monitor, evaluation form collector(s) and tabulator(s), room location assistant(s) (if breakaway sessions are planned), program moderator, etc. |
| Immediately following Midwinter Conference | STS Secretary | Sends copies of STS Council minutes to Committee Chairs, Chair-Elect and ACRL office. |
| Immediately following Midwinter Conference | Committee Chairs | Send ACRL office and STS Secretary copies of filled out Meeting Highlights forms and sned Membership Chair copies of attendance lists and any correction to the Committee roster. |
| January | Vice-Chair/Chair-Elect | Notifies Committee Chairs, Membership Chair,, ACRL Deputy Executive Director, and Secretary about committee appointments. |
| January | Vice-Chair/Chair-Elect | Sends new and renewing Committee members Appointment Acceptance Forms. |
| January | Committee Chairs | Respond to request from a Newsletter Committee Member for a brief description of Midwinter Committee meetings, suitable for publication. |
| January: 5 months prior to the program: |
Program Planning Committee, 2nd planning year | Submit final program copy to Conference Arrangements Office. |
| January 15 | Nominating Committee | Names of petition candidates with completed biographical form and statement of concern are due in the ACRL office by January 15. |
| Between Midwinter and Annual Conference: | Program Planning Committee, 1st planning year | Send summary of meeting and job assignments to all committee members.
Correspond with committee members, executive committee, and ALA/ACRL offices as necessary. |
| February 26 | Chair | Preliminary Annual Conference Program proposals due in ALA Conference Services offices. |
| February | Vice-Chair/Chair-Elect | Appoint nominating committee. |
| March 15 | Chair | Request for ACRL Initiative Funds due in ACRL office. |
| March | Chair | Sends tentative Committee schedule for ALA Annual to Newsletter Editor. |
| March 1 | Committee Members | Send in Committee Acceptance Forms to ACRL and Membership Chair by March 1. |
| March | Program Planning Committee, 2nd planning year | Send subject of upcoming program to Publicity Officer and Chair for inclusion in C&RL News, and to the STS Newsletter Editor. |
| March 23 | Program Planning Committee, 1st planning year | Committee chair submits program proposal for ACRL Board approval. A written proposal should be sent to the ACRL Vice-chair prior to the Annual conference and taken to the ACRL program committee where it will be presented to the ACRL Vice-chair. |
| March 15 | Program Planning Committee, 2nd planning year | Chair of Program Planning Committee submits names, addresses, and information about Annual Conference program speakers to ACRL staff. |
| March | Nominating Committee | Vice-chair appoints Nominating Committee. Current section past-chair serves as chair. |
| March | Nominating Committee | Informational materials on nominations and elections sent by ACRL office to nominating committees. |
| March | Discussion Group Leaders | Send subject of upcoming discussion group to Publicity Officer and Chair for inclusion in C&RL News, and to the STS Newsletter Editor. |
| March | Newsletter Editor | Compiles STS Signal from submissions throughout March. |
| April | Chair | Sends schedules and calls for agenda to STS Council Members. |
| April | Chair | Prepares short (25 word) annual report, suitable for inclusion in the ACRL Newsletter. |
| April 30 | Chair | All section chairs submit written annual reports of programs and activities to ACRL President and ACRL Executive Director. |
| April 30 | Chair | Strategic planning inventory form due. |
| April | Program Planning Committee, 2nd planning year | Letters of agreement and contracts sent to preconference and conference program speakers. |
| April | Membership Chair | Sends names and addresses of all Committee members to Chairs, and sends copy of STS Manual to NEW Committee members. |
| April | Nominating Committee | Names of the Nominating committee and call for nominations posted on the ACRL section of the ALA webpage. |
| April | Nominating Committee | Names of members of nominating committees and call for nominations published in C&RL News |
| April | Nominating Committee | Nominating Committee invites nominees to become candidates for office. |
| April | Nominating Committee | Ballots mailed. |
| April 6 | Newsletter Editor | Has copyready print sent to ALA offices by April 6. |
| May (or early June) | ALA | Sends out ballots. |
| May (or early June) | ACRL Office | STS Signal spring issue published by ACRL offices. |
| Six weeks before each conference | Chair | Prepare agenda for STS Council Meetings. Review minutes from previous STS Council meetings to help determine agenda items. |
| Six weeks before each conference | Chair | Review activities of STS committees. |
| Six weeks before each conference | Chair | Check files to be sure that copies of correspondence regarding section business are sent to secretary. |
| May 1 | Chair | AV requests for Annual Conference due. |
| May 1 | Chair | Section chairs submit items for ACRL Board meeting to ACRL staff. |
| May | Chair | Send agenda and schedule for Annual Conference meetings to ACRL staff and STS Council members. |
| May | Chair | ACRL staff notifies appropriate chairs of ACRL Board decisions about initiative funding. |
| Four weeks before Annual Conference: | Chair | Send agendas and cover letters to all Executive Committee members and committee chairs. Be sure to include the schedule of all STS committee meetings and their locations. This information is available from the Final Schedule sent by ALA Conference Arrangements Office about six weeks before the conference. |
| May 31 | Vice-Chair/Chair-Elect | Submit proposals for next year's Annual Conference programs. |
| May (or Early June) | Committee Chairs | Sends preliminary room schedules and tentative agenda to Committee members. |
| May 15 | Program Planning Committee, 2nd planning year | Signed contracts and speaker releases due from preconference and conference speakers by May 15. |
| June 15 | Chair | Send final information on changes, additions, or deletions on section committee appointments to ACRL staff for ALA Handbook and ACRL Roster. |
| June | Chair | Sends final room assignments and Council agenda to all Council members at least two weeks prior to ALA Annual. |
| June | Chair | Receives notification of election results. ACRL phones candidates results prior to Annual. |
| June | Chair | Arrange for transferring of current files to successor and send old files for archival records to ACRL staff. |
| June | Chair | Proposals for presentations at ACRL's National Conference due. |
| June | Newly Elected Chair-Elect | Receive written notification from ACRL about election results roughly one week prior to Annual. Complete membership roster enclosed. Invitation to attend ACRL new Chair orientation enclosed (held Friday afternoon before Annual). |
| June | Newly Elected Secretary | Receive written notification from ACRL about election results roughly one week prior to Annual. Complete membership roster enclosed. |
| June | Nominating Committee | Candidates notified of election results. |
| Annual Conference, Monday at 3:00 pm | Chair | Items from units for Board consideration due to ACRL table in ALA office by 3:00 p.m. on Monday. |
| Annual Conference | Chair | Prompt newly-elected vice-chair/chair-elect to name the Conference Planning Committee for Annual Conference two years hence. |
| Annual Conference | Chair | Work with Chair of the Conference Program Planning Committee, for next Annual conference, to complete form requesting program time slot and reporting title and/or subject of program. Form must be submitted to ALA Conference Arrangements Office by August deadline. Program committee chair reports same information to ACRL vice-chair during ACRL Conference Program Planning Committee meeting. |
| Annual Conference | Chair | Make a "to do" list during the conference so you will remember your commitments after the dust settles. |
| Annual Conference | Chair | Get as much work as possible done during the conference. This includes contacting ACRL staff at ACRL office (leave notes with your questions and check message file later for answer), exchanging documents with section officers, writing reports, typing, correspondence, etc. |
| Annual Conference | Chair | Chair STS Council meetings. |
| Annual Conference | Chair | Attend meeting of section's committees when possible. |
| Annual Conference | Chair | Attend ACRL Board meeting if possible (optional). |
| Annual Conference | Chair | Attend ACRL Sections Council meetings |
| Annual Conference | Chair | Draft schedule for all section committee meetings for next conference. Review schedule with Executive Committee to be sure there are no major conflicts within the section. |
| Annual Conference | Chair | Section chair discusses with the vice-chair the work and direction of the section and any specific responsibilities that have been assumed by committee members. |
| Annual Conference | Chair | Remind Executive Committee members to submit Reimbursement Request form to chair by August 1. |
| Annual Conference | Vice-Chair/Chair-Elect | Discusses with the Chair the work and direction of the section and any specific responsibilities that have been assumed by committee members. |
| Annual Conference | Vice-Chair/Chair-Elect | Begins to find sponsors at this point for extra speaker fees and reception. |
| Annual Conference | Vice-Chair/Chair-Elect | Attend ACRL Program Planning Meeting. |
| Annual Conference | Vice-Chair/Chair-Elect | Attend ACRL Sections Council meetings |
| Annual Conference | Vice-Chair/Chair-Elect | Verifies Midwinter meeting time slots with Committee Chairs and submits request to ACRL headquarters. |
| Annual Conference | STS Past-Chair/Liaison to ACRL Board | Serves on ACRL Sections Council. |
| Annual Conference | STS Past-Chair/Liaison to ACRL Board | Attends ACRL Board Meetings and reports to STS Executive Committee. |
| Annual conference | STS Secretary/Publicity Officer-Elect | Attend ACRL Leadership Council meeting. |
| Annual conference | STS Secretary/Publicity Officer-Elect | Attend ACRL Leadership Orientation sessions. |
| Annual Conference | Committee Chairs | Attend STS Council meetings and report on actions and recommendations from their committees. |
| Annual Conference | Committee Chairs | New Committee Chairs attend ACRL New Chair orientations, usually Friday afternoon. |
| Annual Conference | Program Planning Committee Chairs | Attend ACRL Program Planning Meeting. |
| Annual Conference | Program Planning Committee Chair for next year's annual program | Sends a Program Request to ACRL vice-president. |
| Annual conference: 12 months prior to the proposed program, 2nd committee meeting: |
Program Planning Committee, 1st planning year | Committee selects speakers, gives name to program if not yet decided, assigns publicity team, chooses STS reception site.
Committee chair reports recommendations to STS Council. Room size, date, time for program are settled at this meeting. |
| Annual Conference: This is it!! Merely days before the program and reception: |
Program Planning Committee, 2nd planning year | Short meeting with committee to tie up any loose ends and plan the day. You may want to go scope out the room to assist with logistics on the day of your program.
HOLD RECEPTION!!! HOLD PROGRAM!!! Collect evaluation forms at program. |
| Annual conference | Nominating Committee | Nominating committee meets to finalize a slate of candidates for office. |
REGULAR BASIS: COMMITTEE CHAIR sends copies of minutes (if taken) and copies of documents (e.g. surveys, reports) produced to SECRETARY, who forwards the material on to the ACRL ARCHIVES.
ACRL Dates and Deadlines for Section Activities are available on the ACRL Website.
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