ALSC Bylaws state:
Sec. 2. The Nominating Committee shall prepare a slate to consist of: two (2) candidates for every anticipated Board vacancy (The Board shall consist of thirteen members: president, vice-president (president-elect); immediate past-president, division councilor, fiscal officer, new to ALSC director and seven directors-at-large). In years when multiple director-at-large vacancies are anticipated the slate shall include twice as many candidates as there are slots; sixteen (16) candidates for eight (8) Newbery Awards Committee members-at-large; sixteen (16) members for eight (8) Caldecott Awards Committee members-at-large; ten (10) candidates for five (5) Sibert Awards Committee members-at-large; six (6) candidates for three(3) Laura Ingalls Wilder Award Committee members-at-large every other year; and candidates to fill vacancies as approved in Article V, Sec. 3 of these Bylaws. The Nominating Committee will report the slate of candidates to the ALSC Executive Committee in writing by October 1, for the Fall Division Leadership Meeting in the year of the Nominating Committee’s appointment.
The nominating committee is appointed for a one year term to develop a slate of officers for the ALSC Board and members to be elected to the Caldecott, Newbery, Sibert and Wilder committees. The committee is appointed by the president-elect during the fall of first taking office. It has been tradition that the past-president shall be appointed to serve on the committee the year after leaving the Board since s/he will have recent knowledge of active and involved members. The past-president is usually invited to serve as chair. The committee begins their work at the Midwinter meeting and through conference calls during the spring. Members appointed to the nominating committee should not be potential candidates to stand for office nor should they be current members of the Board. Members may serve more than once on the Nominating Committee, but not more than three times, and not more than once in five years, except for chairs, who may serve a chair term within five years of a term as a member of this committee.
The nominating committee should:
- Follow the ALA elections calendar
- Consult the ALSC Bylaws
- Select candidates to stand for office who will take leadership responsibility seriously and are able to attend the Midwinter Meetings and Annual Conference for three consecutive years.
- The committee shall seek nominations from the field (ALSC personal members) and seek input from current officers and committee chairs regarding members who have been particularly active, involved, and responsible.
- Select candidates who have demonstrated an interest and commitment to the association by serving on a variety of committees and task forces as well as in other ways.
- The committee will seek to develop a slate of candidates should represent, insofar as feasible, a broad spectrum of division membership across ethnicity, gender, age, length of service, interest, type of profession, and geographical location.
From: Sturgis, Alice. Sturgis Standard Code of Parliamentary Procedure, 4th Ed. McGraw-Hill-Revised by the American Institute of Parliamentarians (2001)
“Duties of a Nominating Committee”
A carefully chosen nominating committee should be permitted to use its judgment in selecting the candidates who will give the best service to the organization. It should choose the candidates on the basis of what is good for all the members and not on the basis that an office is a reward to be given to a deserving member. The committee may invite suggestions but should not be limited by them.
A few organizations use the nominating committee merely as a computing group to which names from various areas or local groups are sent and the results tabulated. This type of committee does little more than compile a list of nominees based on the preferences stated by the various areas or local groups.
On the other hand, many organizations believe that the best leaders are secured by delegating to the nominating committee the duty to find and nominate the best candidates. The duties usually assigned to such a nominating committee are:
- To select nominees whose experience and qualities meet the needs of the organization.
- To contact prospective nominees and obtain their consent to serve if elected.
- To prepare and submit a report, which may include the reasons for the selection of the nominees.
Candidates for members of book award committees should:
- Be experienced in book evaluation;
- Have access to new books as they come out;
- Indicate willingness to read large numbers of books throughout the year; and
- Agree to attend the meetings of the committee during the Annual Conference and Midwinter Meeting.
- Understand that scheduling does not allow candidates to simultaneously serve on ALA Council or other divisions’ book award committees, and as such should not agree to run for multiple positions. The member must honor the commitment to the first committee he/she agreed to stand as candidate.
- Be familiar with the Policy for Service on Award Committees and Award FAQ they will be expected to sign if elected.
- Schedules the committee's meetings with the help of the ALSC office. These meetings are "closed" meetings.
- Notifies members about the time and place.
- Solicits nominations from personal members-at-large in February/March (assisted by the ALSC office).
- Invites, or delegates committee members to invite, individuals to be candidates for election and informs them:
- that they must be personal members of ALA and ALSC, not only at the time of their election but also during their term of office;
- that they must not stand for office nor take invitation to an award/notable committee at the same time for office in any other division
- that if they are currently officers in another division, they may accept nomination only if their term expires before the new term would begin; and
- that candidates for ALSC Board positions will be asked to submit a statement of concern. Candidates for office must limit their statements to 150 words. The ALCS office will ask the candidate to edit to these lengths if the initial statement is too long.
- Follows-up with candidates to obtain written acceptance of nomination.
- Keep a candidate log (template provided by the ALSC office): date, phone number/email address, who and where contacted.
- When contacting each nominee, be prepared to tell him/her:
- When office/position begins and ends
- Requirements of the office
- Who else is running, if asked
- That ALSC requests a biographical statement and statement of concern (Board positions only; award positions do not submit)
- Verbally review the Policy for Service on Award Committees and FAQ (award committees only; no need to sign at this time)
- That acceptance of candidacy must be made in writing to the ALSC office at firstname.lastname@example.org by deadline established by the chair.
- Sends completed slate to the ALSC office by the October 1st deadline.
- Decide on ranking of nominees: who should be contacted first, what if someone says no
- Writes thank you notes to all candidates after the election.
- Consider holding a follow-up meeting at the Midwinter Meeting to prepare suggestions for the next nominating committee chair.
- Complete the slate early-it will be important to the vice-president/president-elect as they begin his/her fall committee appointments.
- Correspond frequently with your committee via conference call or the committee's ALA Connect space.
The Nominating Committee
- Meets at Midwinter Meeting and Annual Conference, as necessary.
- May meet by conference call between meetings.
- Understands the roles and responsibilities for each Board position to appear on the slate.
- Reviews nominations from personal members-at-large, as well as their own nominations.
- Compiles a list of potential nominees.
- Assists with inviting candidates and abides by #7 above.
The Executive Director/ALSC office:
- Neither suggests candidates nor attends meetings of the nominating committee, but assists on matters of procedures, specific deadlines, etc.
- Supplies a list of the offices and positions to be filled along with membership roster, lists of prior award committee members, priority group consultants, Morris Seminar attendees, etc.
- Verifies the current membership of each candidate.
- Confirms the candidate's consent and informs him/her on the process to submit biographical information for the ballot.
- Publishes the slate and notice of election in the appropriate issue of the ALSCMatters! newsletter and on the ALSC website.
- Prepares the copy for the official ALA ballot.
- Notifies the candidates of the election results when available.