International Meeting Representatives
LAMA assists the ALA International Relations Committee (IRC) by nominating candidates to the standing committees of the International Federation of Library Associations and Institutions (IFLA). IFLA elections for various section committees, divisions, and round tables are held biennially, in odd numbered years.
An ALA member is nominated and officially endorsed for a four-year term to every IFLA standing committee at each IFLA election.
Any ALA member may be suggested for nomination.
A nominee should have a working knowledge of at least one working language of IFLA (English is a working language), and should have reasonable expectation of attending meetings of the standing committee without cost to IFLA or ALA. ALA divisions and sections may seek outside funding to support the attendance of their
The ALA Executive Board requires that suggestions for nominations must be accompanied by a resume and a rationale from the nominating body or individual. If selected as a nominee by the ALA Executive Board, the nominee should provide the following, as required by IFLA:
- A statement of the nominee that he/she accepts the nomination,
- A short statement of the nominee's qualifications and present position,
- A statement by the nominee that he/she can fulfill the working language and travel requirements.
Calendar for IFLA Nominations Process
This calendar has been developed in terms of "odd years" and "even years" because the process is complex.
Odd year: Fall
ALA IRC begins process by notifying ALA units of openings on IFLA committees; LLAMA Office forwards the information to section officers who solicit nominees and volunteers
Even year: Midwinter
LAMA Office reports results of elections held at odd year IFLA meeting (may be done in advance, as in a LA&M report); Section Executive Committees review candidates;
Section Executive Committees bring recommendations to LLAMA Board for approval Section Executive Committees also review travel funding requests and forward recommendations to Budget and Finance Committee
Even year: Spring
Action: Recommended names forwarded to ALA IRC
Even year: Annual Conf.
ALA IRC reviews nominations
Even year: October 1
Candidates assemble required paperwork and submit to staff liaison to ALA IRC
Even year: Fall
ALA IRC presents to ALA Executive Board (through the Board's Personnel Subcommittee) the list of candidates ALA will be proposing for IFLA committees
Odd year: Midwinter
Candidates recommended by LLAMA in the past may apply to LLAMA Budget and Finance Committee for travel support LLAMA Board approves travel funding for upcoming IFLA conference
Odd year: February
Action: Nominations due at IFLA Headquarters
Odd year: March
Action: Election material sent to voting members by IFLA office
Odd year: July
Elections complete and new members receive orientation materials from the IFLA Office
Odd year: August
New members attend meeting and participate in election of officers for coming two years
This procedure requires someone or some committee to be responsible for maintaining the list of who is on IFLA committees and for understanding procedures the ALA IRC will be following in making recommendations to the ALA Executive Board. The section executive committees are responsible for soliciting candidates, making decisions about the appropriateness of those candidates (in accordance with previously-established guidelines), verifying that nominees are willing to serve and understand the funding constraints, and recommending candidates to the Board of Directors for forwarding to the ALA IRC. Candidates are responsible for assembling their own documentation.
Guidelines for Selection and Appointment of LLAMA Members to Represent LLAMA at International Meetings
These guidelines are designed to aid the LLAMA Board of Directors and Section Executive Committees in selecting LLAMA members to represent LLAMA or its Sections at international meetings. The guidelines may also be used by individual LLAMA members seeking LLAMA sponsorship for participation at international meetings.
The appointment of individuals who represent LLAMA to international organizations or who will represent LLAMA at a meeting outside the United States shall comply with guidelines established by the LLAMA Board.
Who may initiate recommendations
- The need for representation may be expressed by the LLAMA Board itself, in which case the Board will either identify qualified individuals and approve a ranked list of possible representatives or delegate responsibility for these actions to an LLAMA section or subunit. In contacting possible representatives, the LLAMA Board or its designate will approach individuals in ranked order until agreement to serve is secured.
- The sections and their officers may draw to the attention of the LLAMA Board of Directors the possible need for representation at an international meeting.
- The need for representation may be expressed by a LLAMA unit to the LLAMA Board, with recommendations for possible representatives. The Board will then consider the request for representation.
- Individual LLAMA members may seek LLAMA sponsorship for participation at an international meeting by contacting the appropriate Section Executive Committee.
- LAMA Section Executive Committees may select their candidates according to the criteria listed below. The recommendation shall be transmitted to the LLAMA Executive Director for transmittal to the Board of Directors on the request form at least 30 days prior to the beginning of Midwinter or Annual Conference, if possible.
- The LLAMA Board of Directors, in executive session, will:
- Assure that the candidates meet the criteria outlined below.
- If two or more candidates are recommended for the same meeting, the Board will rank them in priority order. If two or more candidates from the same section are recommended for the same meeting, the section must rank them in priority order.
- Entertain funding requests, if funds are available in the LLAMA budget, and make appropriate funding recommendations.
- The LLAMA Board of Directors makes its final decision and notifies the appropriate Section Executive Committee, if any, and the candidate.
- Funding is solely the prerogative of the LLAMA Board of Directors. It may partially or fully fund the expenses of an LLAMA representative to an international meeting in order to further the goals of LLAMA.
- LAMA subunits (sections, committees, etc.) may recommend appropriate funding for their candidates.
- The following guidelines will be followed by LLAMA units.
- Requests for funding for a given fiscal year (September 1-August 31) should, in order to be guaranteed consideration, reach the LLAMA Board of Directors in writing prior to the last Board session at the Midwinter Meeting that occurs in the same year travel is to take place. Subject to the availability of funds, additional requests may be taken into consideration.
- Travel funding, in whole or in part, is appropriate:
- to conduct official LLAMA business
- to attend meetings as an official LLAMA representative
- to attend meetings on behalf of LLAMA as an observer.
- To conduct official LLAMA business-all reasonable travel expenses, within limits established by ALA for its own staff, may be provided.
- To act as an official LLAMA representative or observer-up to the equivalent value of a round-trip economy airfare (major metropolitan area to major metropolitan area) may be provided.
- The LLAMA Board of Directors has the prerogative of making exceptions to these funding levels when deemed appropriate.
- Candidates disagreeing with a recommendation or decision at any level may request a hearing before the Executive Committee of the appropriate Section, and if the outcome is not to the individual's satisfaction, may appeal to the LLAMA Board of Directors.
- Requests for hearings and appeals must be in writing and must state the concern and reason for the hearing or appeal.
- The Section's recommendation should be in the form of an application. These applications may be obtained from LLAMA office.
- The application should be signed by the candidate, indicating that he or she has read the "Responsibilities of LLAMA Representatives" (see IV below) and accepts those responsibilities.
- The application should be countersigned by the Section Executive Committee Chair and forwarded to the LLAMA Board. If a section is recommending two or more candidates to attend the same meeting, the applications should be ranked in priority order.
- Section Executive Committees may solicit from candidates additional information required for their selection process, but such data need not be forwarded with the application.
Criteria for Selecting LLAMA Representatives
The criteria are grouped in three categories. The first category-regarding membership-should be considered mandatory. There is perhaps no individual who can fully satisfy all of the criteria in the second and third categories; nonetheless, this can serve as a "check list" against which potential candidates can be evaluated. Within each group, no attempt has been made to rank the criteria in any order of priority. Each of the attributes is accompanied by a brief statement of rationalization.
- The representative shall be a member of the ALA. It is anticipated that membership in ALA will lead to a deep understanding of the ideals of librarianship, as exemplified in the tenets of the ALA.
- The representative shall be a member of LLAMA. The representative should have demonstrated interest in the activities of LLAMA, should have been active in the Association, and should be sensitive to the general philosophy and policies developed by the division's membership. It is highly desirable that the person should have been active in LLAMA's deliberations for a significant period of time thereby making him or her sensitive or attuned to LLAMA' concerns so that he or she can adequately represent the Association's interests in international forums.
- The representative should have been a member of, and active in, an LLAMA division or Section committee concerned with the area being represented. The representative should have demonstrated extensive experience in the area concerned. Membership on Associational or Sectional committees provides exposure to LLAMA's concerns and policies regarding particular issues.
- The representative should be conversant with theories underlying the area in question. The representative should have demonstrated his or her grasp of the fundamental theoretical basis for the area in question. Evidence of the possession of such expertise may be in the quality of the contributions he or she has made to the professional literature or to the intellectual activities of pertinent professional associations.
- The representative should have been engaged in operations or activities in the area concerned for a substantial period of time. It is important that the candidate has been professionally involved in the area concerned. It is desirable that he or she has had first hand experience or knowledge in the operations or activities of that area.
- The representative should have had experience with standard-setting activity, and preferably contributed to such activity. The representative should have first-hand experience with the process of standard-setting deliberations. He or she should also be someone who has devoted some fraction of his or her professional energies in reflection on such questions as well as broader questions relating to the nature of standards.
- The representative should be both articulate and persuasive. Since the representative will be required to represent the interests of the LLAMA and the American library community in public forums, it is essential that he or she is capable of presenting a point of view articulately and persuasively.
- The representative should possess demonstrated abilities in leadership and in dealing with people tactfully. Since much of the interaction in international forums occurs on the interpersonal level, it is important that the representative is skillful and effective in dealing with people.