Tip Sheet #5: Effective Discussion Groups
Suggested Timeline for Discussion Group Leaders
Three Months Before Conference
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Decide on discussion topic for upcoming meeting
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Does the topic lend itself as an Effective Practice? See section on Effective Practices below for more information.
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Will a guest presenter participate or will attendees talk amongst each other for the duration of the meeting?
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Develop 1 or 2 objectives for the meeting
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Prepare an agenda
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Include 2-3 questions which will help guide the discussion
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Include objectives
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Insert time limit next to each agenda item
One Month Before Conference
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Email the agenda to discussion group mailing list and ask members to prepare answers to each question
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Post an advertisement for the discussion group meeting on ACRL listservs.
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Brainstorm ideas to keep people focused during the meeting in case the group gets off-topic. Brainstorm ideas to get all attendees to speak.
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Ask an attendee to take minutes
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Ask an attendee to be a timekeeper. Perhaps make timecards so the discussion group leader knows when time is running out without being interrupted verbally.
At the Discussion Group Meeting
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Arrive at room 30 minutes early to ensure proper set-up.
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Inform attendees of the meeting format.
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Run meeting
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Lead group in selecting a new leader for the next year (current leader may extend term another year if necessary)
After Conference
- Send minutes from the meeting to ACRL within the next month.
Scheduling discussion group meetings
Discussion group leaders schedule meeting space for the ALA Midwinter Meeting and the ALA Annual Conference in the Fall. Leaders will receive an email from ACRL in September instructing them to request the meeting space in an ALA online form. Discussion groups may not schedule meetings during the ALA and ACRL no conflict times. These times are listed in the meeting scheduling instructions.
Discussion group leaders should consider their meeting’s format when deciding on a seating arrangement. Most discussion groups should request seating in rounds. Another option for discussion groups under 20 members, would be conference-style seating, which is one large table. Discussion groups should not request theater-style seating as it is not conducive to audience discussion. Theater seating is generally only requested for programs.
ALA has a tight budget for audiovisual equipment. Discussion groups may request audiovisual equipment, however, they may not be granted all the requested equipment. The discussion group leader will be notified in advance if equipment has not been authorized. Internet connections are not available as they cost well over $1,000 each. Audiovisual equipment may not be requested onsite by discussion groups.
Discussion group meeting formats
- A speaker can start the discussion at the beginning of the meeting. Speaker should talk for no more than 20 minutes. Group discussion should follow.
- Larger discussion groups should do round robins, with the small groups each presenting their thoughts at the end
- Setting meeting objectives and asking participants to prepare answers to a few questions before conference helps to make an effective discussion group meeting.
- Discussion groups may not conduct programs at the ALA Midwinter Meeting or ALA Annual Conference. A meeting would be considered a program when one or more outside speakers are invited to present to the group for the duration of the meeting. The ALA Midwinter Meeting is only for official business meetings. Programs may not be held. A discussion group that conducted a program during the ALA Annual Conference would compete with Board-approved programs, which have been planned for over two years.
ALA Connect Software
ALA Connect is ALA’s new software program, which will replace online communities. It provides a forum for ACRL members to stay in touch with colleagues, attend to committee work between conferences, and share information. ACRL discussion groups are welcome to utilize this program. ALA Connect is expected to be launched by the 2009 ALA Annual Conference. Contact Megan Griffin, mgriffin@ala.org, for more details.
Email listservs
ACRL discussion groups may host their email listserv on an outside server, or may request a listserv address from ACRL. Discussion group leaders and/or the appointed moderators are solely responsible for maintaining the listserv, which includes passing listserv instructions onto future discussion group leaders and/or moderators. Aside from creating the list and fixing technical problems, ACRL staff cannot provide further support.
Responsibilities
Discussion group leader
- Must be a member of ACRL
- Schedules meeting space
- Decides on meeting topic
- Advertises meeting before conference
- Keeps the group on topic and on time during the meetings
- Sends minutes to ACRL
- Moderates email list or appoints a moderator
- Moderates online community or appoints a moderator
ACRL
- Maintains online discussion group leader rosters
- Advertises discussion group topics in C&RL News (December and May issues).
- Works with ALA Conference Services to ensure meetings are listed in the onsite program book.
- Provides discussion group leaders with instructions for submitting an ACRL Effective Practice.
- Answers procedural questions
Effective Practices
ACRL is frequently looked to and contacted for descriptions of effective practices in the academic library profession. To meet this demand, the ACRL Effective Practices committee has established an online Effective Practices Clearinghouse at http://www.acrl.org/ala/acrl/acrlissues/effectiveprac/effectivepractices.cfm.
The goal of the Effective Practices Clearinghouse is to recognize effective practices in academic libraries in areas such as programs, services, facilities, technology, and initiatives and share them so they are accessible to academic librarians and the entire education community.
ACRL knows that its discussion groups explore, highlight, and discuss best practices, but this content is rarely shared beyond the participants in the meeting room. ACRL encourages its discussion groups to submit their effective practices to the ClearingHouse. The practice will be peer reviewed and considered for the site.
For questions regarding this process, please contact the Effective Practices Committee or ACRL.
Dissolution
ACRL discussion groups are intended to be an informal and flexible way for members with like-minded interests to discuss current issues facing the profession. Once the idea behind a discussion group is no longer relevant, the group can request to be dissolved by the ACRL Board. Dissolution should also be requested if any of the following occurs:
- Discussion group has not met at three consecutive ALA conferences
- There are no volunteers to become leader
- There is poor attendance at these meetings during ALA conferences.
ACRL Guide to Policies and Procedures – Concerning Discussion Groups
Section 6.14 Discussion Groups
1. Discussion groups are not eligible for ACRL funds, but may charge a fee to members to defray newsletter productions costs, or may approach publishers for financial support of newsletters.
Source: ACRL Board, June 1978; ACRL Executive Committee, April 1985
2. Discussion groups are not in a position to request directly or through their sections any kind of budget allocation. They may request space at conferences. ACRL only keeps records concerned with their chairpersons. This policy was established so that they do not grow to the proportion of a section with many committees and a board.
Source: ACRL Board, June 1978
ACRL Bylaws – Concerning Discussion Groups
Article XVII: Discussion groups
Section 1. Establishment. Any group of ten or more members of the Association interested in discussing common concerns that fall within the objectives of the Association, but are not within the responsibility of a single section, may form a discussion group upon written petition from the group and upon approval of the Board of Directors.
Section 2. Members. Membership in a discussion group shall be open to members of the Association who are interested in the purpose of the group.
Section 3. Leadership. Each group shall annually appoint a leader and other positions as appropriate. In addition to the regular duties of the office, the leader shall insure that the group's activities are limited to discussion of common concerns within the purpose of the group and that the Association's bylaws are observed by the group.
Section 4. Dissolution. A discussion group may be dissolved at its request by the Board of Directors of the Association and shall be so dissolved if it becomes inactive (as evident by failure to meet at three consecutive ALA conferences) or fails to comply with the provisions of this article.