Reviews of Division-Level Committees and Groups

The ALCTS Board reviews the activity and monitors the effectiveness of ALCTS-level committees and interest groups. Each section executive committee or its designee is responsible for reviewing section-level committees and discussion groups. The purpose of a review is to help a committee or discussion group achieve its goals and to ensure that all committees and discussion groups are fulfilling their functions. To assist in the review process, O&B has formulated self-study and evaluation tools.

Process

O&B assigns members to serve as coordinators for each committee or discussion group (hereafter "unit") under review. Coordinators serve as primary contacts between units and O&B and guide the units through the review process by answering questions and clarifying procedures as needed.

At the beginning of the review process, the coordinator contacts the unit chair and others as appropriate, forwards the appropriate tool (the self-study review questions), and offers to meet with the unit to discuss the review process. The unit should discuss the self-study review and respond in writing.This written response should be submitted to the coordinator by the specified deadline.

At the request of the coordinator, the ALCTS Office will supply copies of the unit's reports for the past five years. These reports include information pertinent to the review process and should have been filed by each committee and discussion group chair after each annual conference and midwinter meeting.

Communication should be maintained that keeps the unit informed and enables the unit to provide its perspective at any point in the process. The chair of the unit under review may request a meeting with O&B to discuss the review before a recommendation is made. Such a request may be made by either party in order to provide information to assist O&B in evaluating the unit or to help the unit improve its effectiveness.

Upon conclusion of the review, O&B will recommend action to the ALCTS Board of Directors about the continuation, alteration, or discontinuation of the unit. A copy of the recommendation will be provided to the current unit chair. The normal review process should take no more than a year for each unit.

Steps in the Process

1.  O&B assigns a member to serve as Coordinator for the review.
2. Coordinator contacts Chair and others as appropriate in the unit under review, answers questions, and explains procedures for the review.
3. Coordinator forwards the appropriate self-study tool to the unit.
4. Unit completes its written response to the questions in the self-study tool and sends it to the Coordinator.
5. Coordinator requests the unit's past reports and attendance numbers for the period under review from the ALCTS Office.
6. Coordinator prepares review document for O&B and forwards to the Co-Chair of O&B and the Chair of the unit under review.
7. Communication takes place between the unit under review and the Coordinator during the review process to keep the unit informed and to enable the unit to provide its perspective.
8. Review is scheduled for an O&B meeting and the unit is informed of the schedule.
9. O&B completes its review and makes a recommendation. A recommendation to continue without change is reported to the Board for information. Any other action is a recommendation from O&B to the ALCTS Board for their action
10. Recommendation is forwarded to the ALCTS Board and is copied to the unit under review. A recommendation to continue is sent to the Board as an information report. Any other recommendations are presented to the Board by a member of O&B for discussion and/or action.
11. The Coordinator assures that review reports, O&B recommendations and ALCTS Board action (if any) are documented with the ALCTS office both as O&B work and with the records of the unit.

Self-Study Review for ALCTS-Level Committees

1. Membership

   1.  What is the size of the committee?
   2.  Does it have mandated representatives from all sections and CRG?
   3.  Are there counterpart section-level committees? If so, does the membership overlap?
   4.  Are there any special appointment protocols (e.g., the Past President of ALCTS is always the co-chair of O&B)?
   5.  Are there any consultants to the Committee? What role do they play?
   6.  Are there any ex-officio members? Are they allowed to vote?
   7.  Are there any liaisons from other units or organizations who regularly attend meetings of this committee?
   8.  Does this committee have any members who regularly act as liaisons to other units or organizations?

2. Organization

   1.  How many meetings does the committee hold at the annual conference and midwinter meeting?
   2.  Is there a committee discussion list? Is it hosted on an ALA server?
   3.  What sub-committees or task forces exist?
   4.  Are there any joint sub-committees or task forces with other units? If so, what are they?
   5.  Are interns appointed to the committee? What role do they play?

3. Charge

   1.  Are you aware of when the committee last reviewed its charge?
   2.  Does the charge adequately describe the focus of the committee? If not, what revisions would you suggest?
   3.  Are you aware of the committee having a stategic plan? If so, when was it created or last revised? 
   4.  List any units within ALCTS that share aspects of this committee's charge.
   5.  List ALA units outside ALCTS that share aspects of this committee's charge.
   6.  How are the efforts of this committee coordinated with those units? If not coordinated, how might coordination be achieved?

4. Activities (That you are aware of)

   1.  What programs, preconferences, or institutes has this committee initiated, sponsored, or co-sponsored during the last five years?
   2.  What publications or works in progress have emanated from this committee during the last five years?
   3.  Please list any other activities or accomplishments of the committee during the last five years.
   4.  What budgetary, staff, or other support did the committee require from ALCTS in the last five years?
   5.  Have there been difficulties in accomplishing the committee's work? What changes would be needed to facilitate the committee's work?
   6.  What other information would you like to convey about the committee?

Self-Study Review for Interest Groups

1. Does the charge/function statement of the discussion group adequately describe the focus of the group? If not, what revisions would you suggest?
2. Are you aware of any overlap in the focus of the discussion group with another discussion group within ALCTS? Within ALA?
3. How many people attended the discussion group meetings at Midwinter? At Annual Conference? How did attendees participate?
4. What role does the chair play? The vice-chair? Who leads the discussion?
5. Describe how the group successfully served as a forum for discussion.
6. Does the group have a discussion list? It is hosted on an ALA server?
7. Describe any changes you would recommend for this discussion group.
8. What other information would you like to convey about the discussion group?
9. Please attach copies of any handouts or meeting announcements you have from this group.