Tip Sheet #10a
Fiscal Policy and Funding Guidelines for ACRL Annual Conference Programs
Background
Financial accountability for ACRL's funds rests with the ACRL Executive Director. No contracts may be entered into for ALA, ACRL or any of its units without informing the ACRL Board of Directors, obtaining approval from the ACRL Executive Director, and the signature of an appropriate ALA senior administrator. Requests for contracts and agreements are submitted to the ACRL Associate Director.
ACRL provides an annual basic allocation of $20,000 to support its programs at Annual Conference. The Professional Development Coordinating Committee, in consultation with the Program Coordinator and the ACRL Executive Director, reviews program budgets twelve months before the program is to be offered and determines the allocations to be made in support of each program proposal.
ALA and ACRL require that all expenditures fall within budgeted amounts. ALA requires that budgeted expenses cannot be paid until the invoice or a signed statement of cost is received by the ACRL Executive Director or designee who will process it for payment through ALA Fiscal Services.
Guidelines
The Budget and Finance Committee will approve an annual allocation to support Annual Conference programs and make a recommendation to the ACRL Board that in order to make the best use of ACRL's Annual Conference program allocation the following funding guidelines are established.
- The ACRL President's Program receives first priority for funding.
- The ACRL President's Program normally will be funded up to $6,000. If the program budget exceeds this amount, consider the following options: reformat the program so it is less expensive, solicit cosponsors who will be willing to share financial responsibility, or plan to secure funds from outside sources.
- Units whose proposed program themes or focus support the ACRL Strategic Plan and exhibit completeness in planning based on criteria in Tip Sheet #11 will receive funding priority, and may be funded up to $1,000. If program budget exceeds this amount, consider the following options: reformat program so it is less expensive, solicit cosponsors who will be willing to share financial responsibility, or plan to secure funds from outside sources. Special consideration will be given to programs addressing two or more strategic directions.
- Units cosponsoring programs with other ACRL or ALA units whose proposals support the Strategic Plan and exhibit completeness in planning based on criteria in Tip Sheet #11 may receive funding priority if the cosponsoring unit is not also sponsoring a separate program. Cosponsored programs may be funded up to $1,000 for each participating ACRL unit.
Annual Conference program budget allocations may be used to support the following:
- non-librarian honorarium
- non-librarian travel expense
- non-librarian per diem
- duplication of materials for program (e.g. bibliographies, handouts, evaluations, etc.)
- Postage for shipping materials for program (e.g. bibliographies, handouts, evaluations)
Program funds are not budgeted for:
- Honorarium, travel expenses, and per diem for librarians
- Program flyers mailed to members before the conference or distributed during conference (see Tip Sheet #13, Publicizing ACRL Programs)
- Meal events or receptions
- Flowers for head table and participants
- Software used in presentation
- Development of slides or other media for the presentation
- Videotaping of program
Audiovisual equipment is covered from the ALA Conference Services budget for requests submitted by March 1. ACRL does not budget funds for audiovisual equipment. If your program requires equipment beyond the ordinary, please contact the ACRL Program Coordinator.
The ACRL Program Coordinator will notify units in October whether or not their programs received funding.
For additional information on developing your Annual Conference budget see Tip Sheet #10 and Tip Sheet #11.