Chapter 7: Appointments and Nominations

7.1 Appointments

7.1.1 Requirements
7.1.2 Factors influencing appointment
7.1.3 Appointments process
7.1.4 Appointments packet
7.1.5 Committee volunteer form
7.1.6 Committee chair recommendations
7.1.7 Final committee appointments

7.2 Nominations (divisional and sections)

7.2.1 Nominations packet
7.2.2 Written confirmation
7.2.3 Biographical information
7.2.4 Leadership Recruitment and Nomination Committee and Section Committee chair

7.3 Division appointments and nominations committees calendar
7.4 Section nominating committee calendar
7.5 Selection and appointment of ACRL members to represent ALA on appropriate IFLA standing committees

7.5.1 Bodies responsible for making nominations
7.5.2 Terms of appointment
7.5.3 Criteria for selection
7.5.4 Responsibilities of ACRL nominate representatives to IFLA
7.5.5 Documentation supporting a candidate for an IFLA standing committee
7.5.6 Appointment calendar
7.5.7 2003 - 2005 timetable for nomination of ALA representatives to IFLA standing committees

7. 6 Appointments to the Council of liaisions

7.6.1 Process for identifying organizations
7.6.2 Criteria for selecting organizations
7.6.3 Criteria for selecting individuals
7.6.4 Council of liaisons communication with Board
7.6.5 Council of liaisons structure, responsibilities and funding

   7.1 Appointments

The 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 with the exception of committee vice-chair and chair which are each one year terms. (Updated as a result of ACRL Board of Directors action at Midwinter 2009.) As the Budget and Finance Committee Chair is an ex-officio member of the ACRL Board of Directors, the Budget and Finance Committee Chair’s term is not limited to one year nor does the committee have a vice-chair appointment. (Updated as a result of ACRL Board of Directors 2009 virtual action.)

   7.1.1 Requirements

A nominee or appointee to the ACRL Board, office, or committee must:

• be a personal member of ALA;
• be a member of ACRL;
• be willing and able to participate in the activities of the committee, support its mission or concern, and carry out assignments in a timely manner;
• anticipate attendance at ALA Annual Conference and Midwinter Meetings and at all committee meetings during term of office (see ALA Policy 4.5 below).

ALA Policy 4.4. Member Service Policy
No person shall concurrently serve in more than three separate positions. Governing board, committee, liaison, subcommittee, and other responsibilities which require service in another position (e.g., service on a committee which entails assembly representation) are not in conflict with this policy. The executive director shall notify members when they exceed this limitation.

ALA Policy 4.5. Requirements for Committee Service
With the exception of virtual members, members of all ALA and unit committees 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 Meeting 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.

   7.1.2 Factors influencing appointment

In 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 five 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:

• Indication that an appointee can actively and knowledgeably assist in the work of the committee-previous work in similar tasks, attending committee meetings as visitor, etc.
• Balance-committee appointments try to maintain balance in areas such as type-of-library, geography, ethnic diversity, and gender.
• Recommendation of committee chair regarding reappointments as well as filling vacancies created by people going off the committee.

   7.1.3 Appointments process

Beginning 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, with the exception of the Budget and Finance Committee. Beginning 2009-2010, the vice-president/president elect will appoint the Budget and Finance Committee Chair. (Updated as a result of ACRL Board of Directors 2009 virtual action.) 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 packet

The 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 form

The 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 recommendations

The ACRL office sends committee chairs and vice-chairs a form listing the future vacancies on their committees along with eligibility information for each committee member. The chairs and vice-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 a statement about something the member did that led to the decision is required.  The recommendations of committee chairs and vice-chairs are due back to the chair of the Appointment Committee by December 15. (Updated as a result of ACRL Board of Directors action at Midwinter 2009.)

   7.1.7 Final committee appointments

The 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 packet

The 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 confirmation

When 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 information

Biographical 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 chairs

It is the responsibility of the chair to:

• Schedule meetings at the Midwinter and Annual Conferences. These should be "closed" meetings; (Note: Section chairs will schedule section meetings.)
• Inform committee members of the time of the meeting(s);
• Contact potential candidates to determine interest in office;
• Provide candidates with instructions;
• Inform candidates of all deadlines related to the election (see appointments and nominations calendar).

   7.3 Division appointments and nominations committees calendar

OCTOBER

• Biographical information and statement of concern due via the ALA online ballot information form by October 27.
• Informational materials on appointments and nominations sent by ACRL office to vice-president, Appointment Committee, and Nominations Committee.
• Name of chair of Appointments Committee and ACRL Volunteer forms (divisional and section) published in College & Research Libraries News.
• ACRL staff sends instructions and requests to committee chairs for information on the reappointment of current members to committees.

DECEMBER

• Names of candidates for forthcoming spring elections published in College & Research Libraries News and on ACRL homepage.
• Recommendations on appointments and reappointments due from chairs of ACRL standing committees to the chair of the Appointments Committee by December 1.
• Ballot text sent to candidates for proofing.

JANUARY

• Names of petition candidates with completed biographical form and statement of concern are due in the ACRL office by January 26.

Midwinter

• Appointments Committee meets to assemble list of persons recommended for appointment to ACRL committees.
• Leadership Recruitment and Nominations committee draws up a list of candidates for the ACRL vice-president/president-elect office and other Board offices.

MARCH

• Committee submits list of recommended ACRL committee appointments to ACRL vice-president/president-elect and ACRL executive director by March 30.

APRIL

• Vice-president calls and invites new committee chairs to serve by April 15.
• Executive director sends formal invitations and Appointment Acceptance form to ACRL committee appointees by April 30.

MAY 1

• Chair of division Leadership Recruitment and Nomination committee and section nominating committees invite nominees to become candidates for office.
• Chair of Appointments Committee submits annual report on appointments to ACRL Board. Includes information on number of volunteers, and reappointments.

MAY 15

• Committee acceptance forms for new appointees and reappointments due at ACRL office.
• Leadership Recruitment and Nomination committee meets to finalize slate of candidates to stand for election in the spring of the following year.

JULY

• Section chairs send final completed information on committee appointments, changes, additions, or deletions to the ACRL office by July 15.

SEPTEMBER

• Leadership Recruitment and Nomination committee and section nominating committee chairs submit slate of candidates for spring ballot along with letters of consent by September 15.

   7.4 Section nominating committee calendar

MARCH

• Informational materials on nominations and elections sent by ACRL office to nominating committees.
• Names of the nominating committee chairs and call for nominations posted on the ACRL section of the ALA Web page.
• Nominating committee chair can request section member roster from ACRL staff.

APRIL

• Nominating committee invites nominees to become candidates for office. 

JUNE

• Annual Conference: Nominating committees meet to finalize a slate of candidates for office.

SEPTEMBER

• Section vice-chairs inform the ACRL office of the name of the nominating committee chairs for the following year.
• Nominating Committee chairs submit slates of candidates for spring ballot along with letters of consent to the ACRL office by September 15.

OCTOBER 27

• Biographical information and statements of concern for ballots due via the ALA online ballot informaton form.

DECEMBER

• Ballot text sent to candidates for proofing to be returned by December 31.

JANUARY

• Names of petition candidates with completed biographical form and statement of concern are due in the ACRL office by January 26.
• Text of section bylaw changes due to ACRL office immediately following Board approval at the Midwinter Meeting.

7.5 Selection and appointment of ACRL members to represent ALA on appropriate IFLA standing committees

These 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:

• Section of University Libraries (ACRL ULS)
• Rare and Precious Books and Manuscripts (ACRL RBMS)
• Social Science Librarians (ACRL EBSS and ANSS)
• Science and Technology Libraries (ACRL STS)
• Art Libraries (ACRL ARTS)

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

• Work with specific ACRL sections as indicated above to solicit nominees from ACRL membership.
• Establish criteria that will help assure that the most qualified members, those with international experiences and commitment will be recommended.
• Formulate a list of names of all suggested candidates for nominations to IFLA standing committees according to the election cycle.
• Submit this list to the ACRL Board for approval. Once approved it is sent to ALA's IRC IFLA Subcommittee for recommendation to the IRC and then transmitted to the ALA Executive Board's Administrative subcommittee. They forward the final recommendations to the Executive Board.

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)

For general information on IFLA nominations, see 12.12 Representatives to IFLA.

Procedures for appointment

7.5.1 Bodies responsible for making nominations

The 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 Representatives

7.5.1.1.1 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 Representatives

7.5.1.2.1 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 Representatives

7.5.1.3.1 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 appointment

7.5.2.1 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 Selection

The 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 IFLA

7.5.4.1 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 Committee

7.5.5.1 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 calendar

7.5.6.1 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 // Action

7.5.6.3.1 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 // Action

7.5.6.4.1 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 Liaisons

ACRL 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 Organizations

Process for identifying organizations with which to establish a liaison relationship:

1. The Council of Liaison's reviews ACRL strategic plan for goal areas and strategic objectives that require relationships with external organizations.
2. The Council of Liaison's applies the criteria for establishing a relationship with an organization in developing possible organizations to research.
3. The Council of Liaison's researches the mission, vision, goals, membership, areas of focus, meeting and professional development programs of the organizations identified.
4. The Council of Liaisons analyzes this information and makes a recommendation to the Board for approval.
5. The Council of Liaison will monitor developments in higher education and remain alert and responsive to the need to add or remove liaison organizations.

   7.6.2 Criteria for Selecting Organizations

General Principles:

• Organizations identified to be represented in the Council of Liaisons should be a mix of organizations representing broad higher education interests and subject-disciplines and/or activity organizations. The Council of Liaisons target organizations should be reviewed annually.
• Priority will be given to establishing liaison relationships with those organizations where a commonality of concerns with ACRL exists and where there is a potential to develop a productive impact.
• The ACRL Board and the Council of Liaisons should monitor developments in higher education and remain alert and responsive to the need to add or remove liaison organizations.
• Priority will be given to organizations that address issues that ACRL is addressing through its strategic plan. The organization's mission and goals complements and/or overlaps with ACRL's core purpose and strategic plan.
• Input will be solicited from ACRL units, especially its sections where many ACRL members are already active in other organizations.
• The relationship between the organization and ACRL will benefit ACRL in some way, such as providing more visibility to academic and research libraries and librarians.
• The organization's focus (is broad and has the potential to impact a large segment of academic and research libraries.
• Liaison relationships with organizations may also be established beyond those that are funded by ACRL or beyond those that are organized through the Council of Liaisons, e.g., the National Forum on Information Literacy, so that work can continue in numerous venues.

   7.6.3 Criteria for Selecting Individuals

The 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.):

1. Content knowledge in area of focus of organization for which individual is being considered for a liaison role.
2. Current member of liaison organization and number of years a member of the association.
3. Level of activity with the liaison organization, using such quantifiable measurements as committee appointments, attendance at conferences, papers presented, articles published, and leadership positions held (i.e., has the individual actively participated in and influenced the work of the association).
4. Ability to identify the needs of the liaison organization and articulate a way in which librarians, libraries, and/or ACRL can assist the organization, keeping in mind and linking to, ACRL's vision and strategic objectives.
5. Proven record of delivering outcomes for ACRL.
6. Member of ACRL
7. Level of activity within ACRL, using such quantifiable measurements as committee appointments, attendance at conferences, papers presented, articles published, and leadership positions held.
8. Hold an advanced degree of specialization in the organization's area of focus.
9. Diversity should be a factor in considering liaison appointments.
10. Personal effectiveness including that the individual:
    1. is articulate and persuasive; and
    2. has demonstrated abilities in leadership and in dealing with people tactfully.

   7.6.4 Council of Liaisons Communication with ACRL Board

The 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

• Funding for the ACRL CoL program may be increased to up to $15,000 per year. The maximum that is available for reimbursing any one liaison is $1,500 per year, to be used for membership, meeting registration, travel, or incidental participation costs for programs, publications, etc.
• The ACRL Board appoints the chair of the CoL for a three year term based on the recommendation of the Executive Director and the current CoL Chair. A Chair may be reappointed for one consecutive three year term.
• Liaison Appointments:
  • An individual may serve as a liaison to no more than one organization at a time.
  • The list of responsibilities will be shared with prospective new CoL liaisons. Agreement to fulfill these responsibilities should be secured before nominations are sent to the ACRL Board.
  • Liaisons are appointed by the ACRL Board for a three year term with the option for reappointment for a second three year term. Normally, the maximum period an individual may serve as a CoL liaison is six years, but exceptions may occur where extraordinary progress is being made.
  • Liaisons will be formally reviewed near the end of their second year of each three year term by the CoL Chair and the Executive Director using established performance criteria for liaisons. If needed, appropriate mentoring or other action, in consultation with the ACRL Board, will ensue.
  • The ACRL Board will make reappointments upon written recommendation from the CoL Chair and Executive Director. Their recommendation will be based on upon a review of the liaison’s effectiveness using the performance criteria.
  • Reimbursement for liaison expenses will conform to ALA/ACRL expense and reimbursement guidelines as appropriate and will be tied to liaison submission of reports suitable for distribution to the ACRL Board and for possible publication.

Source, ACRL Board, Midwinter Meeting, 2003.

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