Chapter 4: ACRL Sections

4.1 Current list of sections
4.2 Requirements to form a section
4.3 Funding

4.3.1 Budget procedures
4.3.2 Basic services
4.3.3 Reimbursement
4.3.4 Funds for brochures
4.3.5 Membership Labels/Lists
4.3.6 Contracts
4.3.7 Special Events Funding

4.4 Sections council
4.5 Section committee appointments
4.6 Newsletters
4.7 Liaisons to other groups
4.8 Officers' responsibilities

4.8.1 Section chair
4.8.2 Section vice-chair/chair elect
4.8.3 Section past-chair

4.9 Dates and deadlines
4.10 Archiving Sections Web sites
4.11 Dissolution of a Section

   4.1 Current list of sections

ACRL has two types of sections: type-of-library and type-of-activity. There are currently 17 sections.

   4.2 Requirements to form a section

Any group of twenty-five or more members of ACRL, representing a field of activity in general distinct from those of existing sections, and within the scope of ACRL's field of interest, may organize a section upon receiving approval from the Board of Directors. Sections shall be composed only of ACRL members. (See Petition for Establishing a Section)

   4.3 Funding

4.3.1 Budget procedures

The fiscal year begins September 1. ACRL staff submits the budget to ALA the spring prior to the beginning of that fiscal year, and the ACRL Board approves the budget at Annual Conference.

   4.3.2 Basic services

Sections may spend Basic Services funds on any items or activities that support the achievement of the ACRL strategic goals with the following two exceptions: 1) Basic services funds may not be used for payment of honoraria or travel to support librarians' presentations at ALA, ACRL, or ACRL chapter conferences and 2) Basic services funds may not be used to purchase goods or services prohibited by ALA and ACRL policy. Sections may use Basic Services funds to support their program(s) at the Annual Conference.

Source: ACRL Board, June 2004, October 2004

The formula for basic services funding for sections is shown below. The formula will be adjusted in the initial years to reflect significant changes in the size of membership in ACRL and in its sections.

Source: ACRL Board, June 1997, amounts increased 50%, ACRL Executive Committee, October 2002

   4.3.3 Reimbursement

Reimbursement of expenses is handled in accordance with ALA and ACRL policies and procedures. Submit two copies of the Reimbursement Request Form, original receipts such as airline ticket passenger receipts, hotel bills, etc., to ACRL before August 15 of the current fiscal year.

   4.3.4 Funds for brochures

Funding allocations of up to $750 to support production and distribution of section brochures are awarded on a rotation schedule. The level of funding awarded is determined by the size and structure of the section. To be considered for these funds, send a written request to the ACRL office by December 10 in the year before the finding is needed. (See Tipsheet #15 )

Source: ACRL Budget and Finance Committee, 1994.

   4.3.5 Membership Lists

Sections may also request electronic membership lists. The section chair should send a written request to ACRL Member Services to process the request.

   4.3.6 Contracts

ALA is the legal and financial entity with respect to financial and contractual obligations incurred by ACRL as a division of ALA. The ACRL executive director is accountable to ALA for compliance with financial and other policies and guidelines. All contracts must be approved by the ACRL executive director and signed by an ALA associate executive director.

   4.3.7 Special Events Funding

To support the networking aspects of section membership, the ACRL Board of Directors has made funding provisions through temporary loans to sections that allow them to enter into agreements for facilities, food and entertainment. ACRL will advance a $1,500 loan to a section annually. The loan is to be repaid in full to the ACRL office one month prior to the date of the event. Requests for special events loans are due 12 months prior to the date of the event and must be submitted with a plan for the event. (See Special Events Request Form)

In order to offset expenses associated with the special event, sections may solicit corporate donations. Before approaching corporate donors, the section must submit the fund-raising plan included in the Special Events Request Form. The ACRL Executive Director will review the plan and the section will receive written notification to proceed.

Corporate donations must be confirmed in writing before ticket prices/fees are set and the special event is promoted. All funds, including donations and registration payments, must be received no later than one month before the event.

In planning for special events, member leaders are authorized to negotiate terms for facilities, meals and entertainment, and collect contract information for ACRL's review and ALA approval or ask the venue to send information directly to the ACRL Associate Director.

Members are not authorized to sign contracts or letters of agreement for use of facilities, meals or entertainment. All contracts and letters of agreement must be sent to the attention of ACRL Associate Director for review by the ACRL Executive Director and signature of approval.

Source: ACRL Board June 1999; ACRL Executive Committee, May 2006

   4.4 Sections council

Type-of-activity and type-of-library sections are represented on the Sections council, established in 1998. The Sections Council has the following guidelines:

I. Name

1. The name of the Council is the Sections council.

II. Functions of the Sections Council

1. The Council should not be a legislative body but rather a vehicle for communication. Section business should not be filtered through the Council before consideration by the Board.
2. The Council should be a forum for the sharing of information about programming and projects among the section representatives. The Council is not a "clearance center" for programs, merely an information exchange and an opportunity for interaction among section leaders. Chairs of each section submit a Strategic Plan Implementation Report on the conference programming, projects, preconferences, and other activities of the section to the ACRL office by April 30. These reports are compiled by the ACRL office and shared with membership units.
3. The Council should take an active role in promoting sections in the life of ACRL.
4. The Council should discuss issues of common interest that are before the ACRL Board or should be brought before the Board.

III. Organization

1. The Sections Council is composed of the chair and vice-chair/chair-elect of each section.
2. The position of chair rotates among the section chairs in full alphabetical order (not alphabetical order by acronym), beginning with AFAS. For 2007-2008, the chair is LPSS. Next year, it will be LES, followed by RBMS and so on. The secretary position rotates among current section chairs in full reverse alphabetical order, beginning with WSS. For 2007-2008, the secretary is EBSS. Next year, it will be DLS, followed by CJCLS, and so on.
3. The chair of the Council appoints a nominating committee from all members to nominate two ACRL members to run for director-at-large positions on the ACRL Board. Two director-at-large positions are nominated by the Council.
4. The meeting of the Council shall usually be scheduled after the ACRL Leadership Council or similar meeting and prior to the ACRL Board meetings. The Council should meet at a time when no ACRL section activity or meetings are scheduled.
5. Minutes should be kept and copies provided to the ACRL office.
6. The agenda should have the following items:
   1. report and news from ACRL office and ACRL Board
   2. reports from sections on activities and projects
   3. discussion of items of interest to the sections that are before the ACRL Board or should be brought before the Board.
   4. At the Annual conference, the agenda should have the above three items and appointment of nominating committee (in appropriate years).

Source: Activity Sections Council, June 1981, revised 1987, 1988, 1989, 1990, 1991, 1996, and Sections Council June 1998

   4.5 Section committee appointments

Sections may establish standing and ad hoc committees in accordance with their bylaws. When establishing a committee, care should be taken not to usurp the jurisdiction held by another ALA division or another unit of ACRL.

The work of the ad hoc committees should be reviewed regularly. Ad hoc committees should be terminated as soon as their work is finished, or if the work appears to be of an ongoing nature, the status of the committee should be changed.

Appointments to section committees are made by the section chair and vice-chair/chair-elect. Appointees to section committees must be members of ACRL and the section at the time of appointment. It is an ALA rule that no one can serve simultaneously on more than three committees unless committee membership is ex officio. It is also ALA policy that committee members are expected to attend all meetings. Failure to attend two consecutive meetings or groups of meetings (defined as all meetings of a committee that take place at one Midwinter or Annual Conference) without an explanation acceptable to the committee chair constitutes grounds for removal upon request by the chair to, and approval of, the appropriate appointing official or governing board. The online appointment administrator system must be used in making committee appointments. The ACRL section liaison will e-mail instructions to section vice-chairs in early September. The section vice-chair/chair-elect issues the formal invitations to serve on section committees.

Appointments to committees generally are for two-year terms. Members may be reappointed for a maximum of two consecutive terms not to exceed five years. The maximum of five years also applies to any time spent in chairing a section committee. Reappointment of committee members and chairs is permissible but not mandatory. Committee chairs are normally appointed for one-year terms. The term of office begins immediately following the Annual Conference and concludes at the close of the Annual Conference one or two years later. Appointments to ad hoc committees generally are for the life of the committee.

Sections may develop their own policy on appointing interns to serve on committees.  Service as an intern does not count as part of the four-year consective term limit for members. 

   4.6 Newsletters

Appointment of editors
The appointment of editors and terms of office shall be made in accordance with each section's bylaws and procedures.

Production and distribution
Section newsletter editors are responsible for preparing copy of their newsletters in appropriate format.

An ownership statement shall be included in each newsletter as follows:

[Section Newsletter] (ISSN 0000-0000) is
a semiannual publication of [Section] or
the Association of College and Research
Libraries, a division of the American Library
Association, 50 East Huron Street, Chicago, IL
60611; 800-545-2433. This publication is sent
free of charge to members of [Section].
© American Library Association, [year]

[Note: may also include editor(s), contact
information, and URL of section website.]

Printing, postage, and distribution of all membership copies of the newsletter will be paid for by ACRL. Printing, production, and distribution may be handled by the editor (at rates not to exceed the amount budgeted and approved by the Budget and Finance Committee and the Board of Directors) or by staff at the ACRL office.

Section editors have the option of using local institutions or vendors for printing and mailing. The section newsletter editor's annual report will contain a financial section describing all local expenditures. Under no circumstances will ACRL provide funding for production expenses incurred by an outside institution or vendor that exceeds the level budgeted for in-house production or coordination.

For each issue of its newsletter, each section shall receive extra copies at no charge (not to exceed 10 percent of section members) to distribute at its own cost and discretion.

Editors can also send an electronic version of their newsletter to the section membership through the ACRL office. Interested editors should e-mail the ACRL Production Editor.

Advertising
Classified and product advertising shall not be accepted for section newsletters. Potential advertisers should be referred to College & Research Libraries, C&RL News, Choice, and RBM: A Journal of Rare Books, Manuscripts, and Cultural Heritage.

Subscriptions
Receipt of section newsletters shall remain primarily a perquisite of membership. Sections may establish subscriptions if the editor or other designated member handles all aspects of the subscription processing (i.e., processing money, order fulfillment, and claims).

Source: ACRL Board, January 1985, revised January 1987, January 1993, April 1996

   4.7 Liaisons to other groups

ACRL sections may appoint liaisons to other groups of related interest. It is understood that such appointment is for informational purposes and does not constitute official representation of ALA, ACRL, or the section, and that no financial support is implied in such an appointment.

Sections should contact the ACRL office if they are interested in developing a relationship with an organization and inform the ACRL executive director of all liaisons established. A report is submitted to the ACRL Board annually that summarizes the section's liaison activities.

   4.8 Officers' responsibilities

   4.8.1 Section chair

• Serves as an officer of the section and assists in advancing the goals and objectives of the section in accordance with the ACRL strategic plan.
• Oversees the development, implementation, and reporting of the section's contribution to, and support of, the ACRL strategic plan.
• Chairs all meetings of the section Executive Committee at Annual and Midwinter Conferences.
• Attends meetings of the section committees when possible.
• Establishes or dissolves both special and standing committees with the approval of the executive committee.
• Oversees section program at Annual Conference; chairs annual meeting of section which may follow, precede, or be separate from the program.
• Meets deadlines for requests for payment and reimbursement, according to the budget submitted.
• Schedules all of the section's committee meetings and programs for Midwinter and Annual Conference after consulting committee chairs. Completes meeting request forms for all committees and programs.
• Responds to inquiries from members and nonmembers regarding section interests and activities.
• Corepresents with vice-chair/chair-elect the section on ACRL Sections Council. Presents oral and written reports on section events and plans to Council.
• Fills committee vacancies during term in office.
• Represents the section at the division level in accordance with ALA policy.
• Arranges to have minutes taken for each meeting and provides copies to ACRL staff. In lieu of minutes, a Meeting Highlights form may be submitted.
• Conducts all meetings in accordance with ALA's "Open Meeting" policy.

Source: ALA Policy 7.4.3

• Attends and participates in ACRL Leadership Council sessions (usually held Friday afternoons at the ALA Midwinter and Annual Conferences).

   4.8.2 Section vice-chair/chair-elect

• Serves as an officer of the section and assists in advancing the goals and objectives of the section in accordance with ACRL strategic plan.
• As a member of the Executive Committee, attends meetings of the committee at Annual and Midwinter Conferences, including those at the Annual Conference immediately preceding the taking of office.
• Appoints a Nominating Committee and chair, which is responsible for producing a slate of candidates for section office. The section vice-chair may not be a member of the nominating committee (see ALA Bylaws, Article III, Section 1.a).
• If a program is planned, a Conference Program Planning Committee and chair should be appointed that is responsible for planning the section's programs at the Annual Conference during year as chair. May serve as a member of the committee according to section bylaws.
• Makes appointments to all other section committees for terms beginning when term as chair begins.
• Responds to inquiries from members and nonmembers regarding section interests and activities.
• Corepresents (with section chair) the section on the ACRL Sections Council.
• Updates information for award flyer if section presents ACRL award.
• Appoints chairs of newly formed discussion groups.
• Attends and participates in ACRL Leadership Council sessions (usually held Friday afternoons at the ALA Midwinter and Annual Conferences).

   4.8.3 Section past-chair

• Serves as an officer of the section and assists in advancing the goals and objectives of the section and ACRL.
• Serves as a member of the Executive Committee; attends meetings of the Committee at Annual and Midwinter Conferences.
• Past-chairs may be appointed to represent the section at the Sections Council.
• Other tasks according to the section bylaws or as assigned by the section Executive Committee.

4.9 Dates and deadlines

See the current ACRL Calendar for a complete list of dates and deadlines.

SEPTEMBER

• Fiscal year begins September 1.
• Section nominating committees submit names of candidates for spring ballot along with formal letters of consent by September 15.
• Online meeting space request instructions for Midwinter meetings and Annual Conference meetings sent to section chairs.

OCTOBER

• Midwinter Meeting space request forms due.
• Section nominees completed biographical information due by October 15 (to be submitted online).
• Annual Conference meeting space request forms for meetings due late October.

NOVEMBER

• Letters of agreement and contracts sent to preconference and conference program speakers.
• Midwinter AV requests due by November 1.

DECEMBER

• Submit items for ACRL Board meeting to ACRL Executive Director.
• ACRL candidates slate for spring election published in C&RL News.
• Nominations and applications for ACRL awards due December 1.

JANUARY

• Midwinter Meeting—ACRL Board Approves:
  • preliminary budget requests for brochures
  • preconference proposals
  • bylaws changes for spring ballot (Board I meeting)
• Attend ACRL Leadership Council and Sections Council.
• Names of petition candidates (with completed biographical information) for the spring elections due in the ACRL office by January 15.

FEBRUARY

• Section chair submits Meeting Highlights form or minutes to ACRL staff.

MARCH

• AV orders for Annual Conference due March 1.
• All preconference brochures printed and mailed.
• New section committee members accept online appoint offers.
• Final program forms for Annual Conference programs due March 28.

APRIL

• Signed contracts and speaker releases due from preconference and conference speaker by April 1.
• All chairs submit written Strategic Plan Implementation Reports of programs and activities to ACRL Associate Director by April 30.

MAY

• Section chairs submit items for ACRL Board meeting to ACRL staff.
• Chairs send agenda and schedule for Annual Conference meetings to section members and to ACRL staff.

JUNE

• Chair arranges for transferring of current files to successor, and sends old files for archival records to ACRL staff.

JULY

• Section chair begins term of office at the close of the final day of the Annual Conference.
• Send final information on changes, additions, or deletions on section committee appointments to ACRL staff for ALA Handbook and ACRL rosters.
• Section chair submits Meeting Highlights form or minutes to ACRL staff.

AUGUST

• 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.
• ALA fiscal year ends on August 31.

   4.10 Archiving of Section Web Sites

To assist in maintaining an historic record of section activities, each section is responsible for the archiving of their section's Web site by following the ACRL guidelines. Paper copies of the Web site should be mailed to the ACRL Associate Director each year by August 15.

   4.11 Dissolution of a section

Per Article XVI, Section 4 of the ACRL Bylaws [link], "A section may be dissolved at its request by the Board of Directors of the Association and shall be so dissolved if it becomes inactive or fails to comply with the provisions of [Article XVI]."  Such efforts will follow the process below:

Prior to any action to dissolve a section of ACRL, association staff and board section liaisons are required to make efforts to offer supportive intervention with struggling sections. A sufficient amount of time as determined by the staff, board, and section representatives should be given to address concerns. Any board action to dissolve a section must meet one of the following criteria.  In its request to the board for dissolution, a section can demonstrate its inactivity in one of the following ways: 

• Failure of elected officers to meet, virtually or face-to-face, for two consecutive years as documented by ACRL staff. The Board would then take action to dissolve the section based on evidence of failure to meet.
• Section is no longer relevant or meeting its purpose as outlined in the section bylaws and determined by a 2/3 majority vote of members voting on a recommendation to dissolve the section as part of the annual ballot process. This recommendation can be put on the ballot by the section's executive committee or by petition of 25 section members. The recommendation for dissolution would be voted on and used as indication of inactivity for the section's request for dissolution to the board.

Source: ACRL Board, January 2007

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