Orientation for New RUSA Volunteer Leaders

    Board Members | Committee Chairs | Liaisons to ALA Committees | Section Chairs

 

Congratulations on your election or appointment as a leader of RUSA! The Executive Board of RUSA and the RUSA staff welcome you and look forward to working with you.

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INTRODUCTION TO RUSA
 

    BOARD MEMBERS:
 

    COMMITTEE CHAIRS:
 

    LIAISONS TO ALA COMMITTEES

   
SECTION CHAIRS:
 

   

INTRODUCTION TO RUSA:

   
RUSA History, Values, Norms, and Traditions
The association was established in 1957 and was known as the Reference Services Division (RSD) of ALA. The year before (1956) ALA created the Adult Services Division and the Reference Services Division. In 1972 RSD merged with the Adult Services Division to become the Reference and Adult Services Division (RASD). In 1997 the association's name was changed to Reference & User Services Association to emphasize the division's mission of service to "all groups, regardless of age." In addition, the use of the word association (rather than division) emphasizes that the organization is an association in its own right in addition to being a part of ALA.

RUSA operates in a collaborative and collegial fashion. We value teamwork and consensus. While we have six sections we work as one group.

RUSA's Values:

• Our association's focus is on the user.
• We value our members. We listen to them and try to gather feedback systematically.
• We welcome new members and look for opportunities to get them involved on committees.
• We value collegiality. This is even borne out in our ground rules for Board members.
• We value inclusiveness. We welcome wide participation and are respectful of everyone's opinions.
• We have a strategic plan (posted on our Website) and we reiterate values in this document and make decisions based on the plan.
• We share ideas and work collaboratively.

RUSA's Norms:
How we work is determined largely by our structure. We have a RUSA Executive Committee and a larger Board of Directors. We have bylaws and policies that flow from the bylaws.

Norms for meetings

• Actively participate
• Take responsibility for outcomes
• Share in the facilitation of the meeting
• Have fun
• Have fun
• Keep comments within the scope of the group
• Speak up before the group if you have an issue
• Be respectful of others' ideas and approaches
• Start and end on time
• Bring all group members into the discussion
• State something positive before you criticize
• Be mindful of your time 'on stage'
• Share the workload.

   
RUSA's Traditions:

• We have a RUSA President's Program every Annual conference. The RUSA President determines the theme. The RUSA President may also elect to sponsor a Section program in lieu of a separate President’s Program.
• An Awards Ceremony is held at the Annual Conference.
• At Midwinter we have the RUSA Book and Media Awards Reception
• A RUSA social is held at Midwinter welcoming and encouraging members and non-members to mingle and connect with each other.
• The RUSA New Chair/Leader Orientation takes place virtually after the Annual Conference.
• We sponsor a RUSA Spectrum Scholarship internship. This individual works with the RUSA President for 18 months.
• We sponsor the Literary Tastes Author Event every Sunday morning at Annual. This event honors The Notable Book List, The Reading List, and the Sophie Brody Award.
• We have a tradition of sponsoring successful preconferences. Among them is the History Section's Genealogy Preconference.
• Since 1960 we have been publishing a division journal, first known as RQ, now known as Reference & User Services Quarterly (RUSQ).
• Finally, there are also many traditions within sections:

   

RUSA has six sections, a board, and an executive committee. RUSA also has many standing committees.

   
The Sections:

BRASS "represents the interests of reference librarians, business information specialists, and others engaged in providing business reference and information services"

CODES “addresses the collection development interests of reference and user services librarians in libraries of all types”

History “represents the subject interests of reference librarians, archivists, bibliographers, genealogists, historians, and others engaged in historical reference or research”

MARS “serves reference and information service providers who leverage emerging technologies to deliver the highest quality services to users. This section advocates for, promotes and strengthens user environments and interactions and the creation of innovative information resources”

RSS "represents the interests of librarians and library support staff engaged in all aspects of reference and information services"

STARS "brings together librarians and library staff involved with interlibrary loan, document delivery, remote circulation, access services, cooperative reference, cooperative collection development, remote storage, and other shared library services"

   
The RUSA Board:
The Executive Committee (President, Vic-President/President-Elect, Past President, Councilor, Secretary)
The six Chairs of each Section
Six elected Directors-at-Large
RUSQ Editor, ex officio
RUSA Update Editor, ex officio
The RUSA Board determines the division’s strategic direction, sets and approves RUSA policies, guidelines, budgets, conference programming, new RUSA level committees, and responds to relevant ALA policy and plans.

   
The RUSA Executive Committee:
President
Past President
Secretary
Councilor
Executive Director, ex officio
The Executive Committee is empowered by the RUSA Bylaws to act on behalf of the board when the board is not in session.
 

   
RUSA Standing Committees:
Access to Information*
AFL-CIO/ALA Library Service to Labor Groups
Awards Coordinating Committee*
Board of Directors*
Budget and Finance Committee*
Conference Program Coordinating Committee*
Executive Committee
Gale Cengage Award for Excellence in Reference and Adult Services
Isadore Gilbert Mudge Award
John Sessions Memorial Award
MARBI
Margaret E. Monroe Library Adult Services Award
Membership Committee*
Nominating Committee*
Organization and Planning Committee*
President’s Program Planning Committee
Professional Development*
Publications and Communication Committee*
Reference & User Services Quarterly Editorial Advisory
Reference Service Press Awards Committee
Standards and Guidelines Committee*

(*Indicates that the committee includes representatives from each section)

   
The RUSA committees with Section representatives are:
Access to Information                                                                                                                                                                                       
Awards Coordinating Committee

Board of Directors

Budget and Finance Committee
Conference Program Coordinating Committee
Membership Committee
Nominating Committee
Organization and Planning Committee
Professional Development
Publications and Communication Committee
Standards and Guidelines Committee

Typically half of the members of these committees are appointed by the vice chairs of each section.

   
Schedule for Appointing Section Representatives:
Each section appoints representatives to RUSA committees on the following schedule:
BRASS, CODES, and History appoint for odd years 2011-2013, 2013-2015, 2015-2017, etc.
MARS, RSS, and STARS appoint for even years, 2010-2012, 2012-2014, 2014-2016, etc.
 

   

RUSA Staff:
RUSA is managed by a staff of 2.43 FTE. The RUSA Executive Director and RUSA Web Manager positions are RUSA funded at 75% each; the RUSA Marketing Specialist position is funded at 50% and the RUSA administrative assistant (15 hours per week) is funded 100% by RUSA. The balance of these positions is shared with another ALA division, ASCLA (the Association of Specialized and Cooperative Library Agencies). RUSA staff are here to help you. Please contact the office if you have any questions:

Mailing address: Reference and User Services Association, American Library Association,
50 East Huron Street, Chicago, IL 60611-2795 Telephone: 1-800-545-2433. If you are calling from a touch-tone phone, after the automated attendant answers, you may press these extensions to reach:
4395 RUSA Executive Director
4397 RUSA Web Manager
4398 RUSA Marketing Specialist
Direct Dialing: 1-312-280 + above extensions
Fax: 312 280-5273
E-mail: rusa@ala.org

How RUSA Works:

The Strategic Plan Process:
RUSA is guided by a Strategic Plan (SP), which is available on the RUSA website (www.ala.org/rusa). All expenditures of funds and all initiatives and programs flow out of and are supported by the SP. Each year the Executive Committee in consultation with the RUSA Board develops the action items to be implemented during the year. The SP is evaluated each year by the Executive Committee at their Fall Leadership Meeting, by the RUSA Board at Midwinter, and is monitored by the Organization and Planning Committee on a continuous basis. Comments, suggestions, and questions are welcome.

Making Decisions:

While RUSA traditionally leaves section affairs to the individual section, there are a series of actions that only the RUSA Board can approve. They include any expenditure of money, new RUSA initiatives, creation of new RUSA committees, task forces, or other RUSA-level work groups, all items related to external relations, and any other matters with policy, financial or other major implications for RUSA.

There are also several items that may start in a section but must be approved by a RUSA Committee and then by the RUSA Board before becoming official. These include conference and pre-conference programming, new awards that grant vendor supported funds, guidelines, policies, and standards.

   

Keeping Everyone in the Loop: Communication Tools and Practices

RUSA is a very active and dynamic division. ALA Connect has a group for each RUSA standing committee, including the RUSA board and executive committee and the Section committees to facilitate communication and sharing. Other groups or communities may be created in Connect by RUSA volunteer leaders. To ensure that everyone stays in the loop please be sure to copy the following individuals on any major decision, action, or plan:

Section Chairs: Please copy the current, vice, and past presidents of RUSA, and the Executive Director.

RUSA Committee Chairs: Please copy the RUSA Board.

ALA Connect (connect.ala.org) is the official communication tool of RUSA; all RUSA volunteer leaders are expected to learn to use it to enhance clear commmunication at all levels. The RUSA web manager will assist with any requests in regard to using Connect.

ALA Connect Groups are online workspaces for all RUSA and section committees to conduct business. Messages, online discussions, documentation of committee meetings and activities, reports, calendars, etc. should be posted to the appropriate Connect group for each committee; there is also a chat function. All committee members are automatically added to and removed from their Connect workgroup when their term begins (usually July 1, except for selected award committees) and ends.

Section chairs should request to be added to all Connect workgroups for their section committees at the beginning of their term to keep current with section committee activities and issues. Please ask the RUSA web manager to assist with this. The links for each RUSA standing and section committee work groups in Connect may be found on the website at: http://www.ala.org/ala/mgrps/divs/rusa/volunteer/mtghighlights.cfm.

RUSA-L: RUSA has one general information discussion electronic list, RUSA-L. Please ensure that you are subscribed to this list and ensure that all your committee members and section members know that they should subscribe as well. This list includes, among other things, general updates about RUSA, information on RUSA programming at conferences, and information about volunteering to serve on a RUSA committee. Go here to subscribe: http://lists.ala.org/sympa. Section lists are also available at this location.

ALA Connect RUSA Board Group: The RUSA Board has its own ALA Connect group and if you are a member of the Board you will be automatically added to the group in Connect.

   

The RUSA General Membership Meeting:
RUSA holds a general membership meeting, usually at the Annual Conference, to inform members of RUSA activities and issues. A division-wide town hall meeting is usually held at Midwinter board meeting I to solicit feedback and hear the ideas of our members for strategic planning purposes. RUSA board members and RUSA committee chairs are expected to attend both meetings.

   

BOARD:

   
Your responsibilities as New RUSA Board Members:

Read the RUSA Guide to Policies and Procedures (http://ala.org/ala/mgrps/divs/rusa/about/policies/index.cfm) and the introduction to the Division and current strategic plan, which can be found here:  (http://ala.org/ala/mgrps/divs/rusa/about/index.cfm).

Learn how to use ALA Connect. It will be part of your duties as a member of the RUSA Board to use this tool.

As a member of the RUSA Board of Directors you are responsible for the affairs of RUSA. The Board is the deliberative body of the division. It sets the policies of the division and the program for the division in relation to the goals and objectives identified by its membership and by ALA. This is achieved through the development of the RUSA Strategic Plan; the Board ensures that all RUSA actions are in keeping with and flow from the SP, approves the budget and sets spending priorities in keeping with the Strategic Plan. Directors at Large serve as liaisons to RUSA level committees.

   
Duties of the Board

1. The board sets policy and the staff carries it out.
2. The board establishes goals that are related to RUSA’s priorities and shape a strategy for the future. The board also establishes objectives that are related to the goals. Objectives should be specific, measurable, active, relevant and timed.
3. The board approves the budget to enable attainment of the goals/objectives.
4. The board monitors policy implementation and achievement of the goals/objectives.

Additionally, RUSA Directors at Large and selected members of the RUSA Executive Committee serve as liaisons to RUSA committees. The duties of liaisons are as follows:
 

   

Board Liaisons to RUSA Committees:

One of your roles as a member of the RUSA Board of Directors is to serve as a liaison to a RUSA committee.

As the liaison you are expected to attend all committee meetings and to write a brief report at the end of each year on the committee’s work and direction. Ideas for future initiatives or new directions for the committee should be included as should broad issues or any problems you think the Board needs to consider.

You will also be a key player in the Five Year Review process of the committee. You are asked to keep notes during your tenure as liaison, pass them along to the next liaison, and make suggestions in keeping with the focus of the review. Things to track include:

• Does the committee have an understandable and actionable charge?
• Does the committee focus its work on its stated purpose and is that work related to the RUSA Strategic Plan?
• Does the committee work collaboratively as appropriate with other RUSA, Section, and ALA Units?
• Do you feel that the committee is serving a useful purpose within RUSA? If not, what needs to change? What areas of importance are not being addressed?
• Are the Section representatives working to keep information flowing between the committee and the section they represent?

Your liaison duties serve two purposes:

1. You connect the RUSA Committee to the Board, sharing information between both groups so that everyone remains in the loop and can collaborate fully.
2. You serve as a support and resource to the chair of the committee. While you do not vote or direct action, your knowledge of the RUSA Strategic Plan, how to get on the Board Agenda, etc. can be very useful to the chair as he or she plans actions.

   

Liaison Assignments:

Access to Information – RUSA Councilor

Awards – Director-at-Large

Conference Program Coordinating Committee – Director-at-Large

Membership – Director-at-Large

Organization Committee – RUSA Past President 

Professional Development – Director-at-Large

Publications Committee – Director-at-Large 

Standards and Guidelines Committee – Director-at-Large 

   
RUSA Board Meetings:
The RUSA Board uses a strategic planning agenda. This means that board time is spent on the strategic direction of RUSA and not on committee reports or updates. The agenda is set by the RUSA President and sent to the RUSA Board well in advance of each conference.

At the Midwinter Board meeting we will discuss a big issue of importance to RUSA. Everyone who is interested in attending this discussion is welcome to participate. All members of RUSA are invited to suggest big issue ideas in advance of the conference meeting for consideration.

When not in session, the RUSA Board conducts activities via ALA Connect. All RUSA Board members must learn to use ALA Connect.

   

Ground Rules

Agenda:

1. We will address requests for agenda items to the president who will set the agenda in consultation with the executive director.
2. We will use a “consent agenda” for consensus and non-controversial items.
3. We will use a “discussion/decision” section of the agenda for action items that need discussion prior to board action. Individuals bringing items to the board must make sure that all appropriate RUSA groups have had an opportunity to review the proposal prior to the board discussion.
4. We will use an “exploration” section of the agenda to explore an important matter of substance or process.
5. We will focus on intended outcomes rather than specific details of achievement; we will not engage in undue "wordsmithing."

Procedures:

1. We will arrive and finish on time.
2. We will address questions to the chair who may direct questions to another board or staff member.
3. We direct the chair to conclude each item with a consensus statement and intended action for confirmation.

   
Rights and Responsibilities:

1. We will request any needed clarification on board documents prior to the meeting.
2. We reserve the right to pull any item from the consent agenda for discussion.
3. We will arrive informed and prepared or so inform the chair before the meeting.
4. We will take the initiative to ask questions and pose solutions.
5. We will make no assumption of motivation or “hidden agenda” on the part of a colleague.
6. We acknowledge the responsibility, and accountability to us, of the Executive Committee and the executive director for policy implementation and goal attainment.
7. We affirm that the association should be focused, fast, flexible and friendly and we will model these behaviors.
8. We acknowledge that silence is consent.
9. We will discuss ideas and issues without taking things personally.
10. We will attend the annual membership meeting at the President’s Program or so inform the president in advance of the meeting.

   
Decision Process when Board is not in Session:
When making decisions while not in session the following process is observed:

• The RUSA Executive Director sends out an email notice to the RUSA Board and also posts the message and any supporting documents to the ALA Connect RUSA Board group.
• The email will include the action item to be considered, a time range for discussion, a cut off date for discussion, and the start and end date for voting.
• Board members are expected to closely monitor the ALA Connect Board group and contribute as necessary to any discussion on an action item, suggest changes to the action item, or raise concerns if needed. At this point in time the action item can be modified as needed based on the input of the Board.
• Once the discussion period is over, no more discussion or suggestions will be taken and the Board must proceed to vote on the action item as presented or as revised during the discussion period.

   

Board Agendas:

Any board member, committee chair, or RUSA rep. may ask for space on the agenda. Any member of RUSA may also ask for space on the agenda. The following guidelines apply:

In order to keep things running smoothly and to spend RUSA Board time on the major issues facing RUSA, the Board will not grant requests to present reports. Only action items or discussions dependant on future action items will be added to the agenda.

Reports are due to the RUSA Board within two weeks of Conference. All reports should be posted publicly to the appropriate ALA Connect group and the Executive Director should be notified.

Board members, Section Chairs, and RUSA Committee Chairs are notified of the Board agenda well in advance of Conference. The RUSA Board expects chairs to plan ahead. The vast majority of work needing Board approval should be completed prior to Conference so that supporting documents can be sent to the Board in advance of Conference for careful consideration.

When this is not possible, requests to present to the Board as well as any supporting documents must be submitted by noon the day prior to the Board meeting. No items will be added to the agenda after this deadline each day.

   
Voting and Discussion of Action Items:
As is true when the Board is in session, once the vote is called, the action item cannot be modified. Your only recourse at that time would be to vote against the action item. It is therefore critical to engage in the conversation during the discussion period so that you can have a voice and contribute to the conversation at a point where your ideas can affect the action item.
 

Please respect the time of your fellow board members by not raising issues after the discussion cut off date.

Reviewing Action Item Documents:
Either in session or virtually, the Board is expected to focus its work and discussions on the big issues of RUSA and not on wordsmithing. Most documents that come before the board have already been through a review process that includes section, and/or RUSA committee input. The time to make suggestions and changes to the wording of a document is while it is in this committee/section review process and not when it reaches the board level. Each section has representatives to RUSA committees that must approve documents. Please ensure, if you are a section chair, that your section representatives are actively communicating and sharing information with your section so that you can suggest changes during the appropriate stage of review.

   

Adding Action Items to the Board Agenda:
It is important that all section chairs, RUSA committee chairs, RUSA Liaisons to ALA committees, and all members plan ahead. You can ask to be placed on the RUSA agenda for action items or discussions leading to action items but since the RUSA Board follows a strategic agenda, items will not be added to the agenda from the floor nor will they be added on any given day after the deadline for agenda items has passed (see below for deadlines).

All committee chairs and section chairs are expected to work ahead of each conference and keep the RUSA Executive Committee informed of issues so that agendas can be planned to meet everyone’s needs.

If you have an action item on-site at the Annual or Midwinter Conference, submit via email to the Executive Director no later than noon on the day preceding the Board meeting at which the item is to be considered. Included in the email should be this information ( also see Action Item Form here):

• Action Item (summary of action to be taken by the Board)
• Action Requested by (name of person or group requesting action)
• Contact person (name, title, phone and email)
• Draft of motion (Form a draft of the motion you would like the Board to take)
• Date submitted
• Background (summary of what is being presented)

   If you do not have email access, bring the completed Action Item Form to the RUSA table in the ALA office and place in the folder labeled: "RUSA Board Action Items here" no later than noon the day preceding the Board meeting at which the item is to be considered. The template to be used for action items is at the end of this manual. The deadlines for receipt of the action items are:

Annual Conference:
Board Session I: Friday, 12:00pm
Board Session II: Sunday 12:00pm

Midwinter Conference:
Board Session I: Friday, 12:00pm
Board Session II: Sunday, 12:00pm

Non-action items for the Board: Information items and reports not requiring action and submitted to the RUSA office or emailed by noon the preceding day will be distributed at the next Board meeting as information items. All other information reports/committee minutes should be posted to the appropriate Connect group, with notification of the executive director, or, if there is no Connect group, submitted electronically to the RUSA office no later than 2 weeks after the Conference. See Action Item form below.

   

Board Meeting Attendance:
All members of the RUSA Board are expected to attend each board meeting and stay until the meeting concludes. Please make your travel arrangements accordingly.

   

The Budget Process:

    Budget Requests
Due: May 1

All budget requests must be made using the budget proposal form here http://www.ala.org/ala/mgrps/divs/rusa/orientation/docs/budgetrequestmay1.doc

No requests for funds will be accepted after May 1.

Requests to present to the RUSA Board
Due: Preferred, a month in advance of Conference. If that is not possible, then by Noon the day before you wish to speak.

RUSA’s budget year runs September-August. The RUSA budget is part of the ALA budget and RUSA adheres to the ALA budget guidelines and rules regarding salaries and benefits, equipment and space costs/projects, inflation projections, etc. Per ALA policy, division boards have responsibility for developing and approving budgets and multi-year program and financial plans, which are then reviewed by ALA management and BARC (the Budget Analysis and Review Committee). The overall ALA annual budget, which includes the RUSA budget, is approved by the ALA Executive Board. Divisions also have the responsibility to alert the Association to any planned activities that could have a potential negative impact upon the fiscal stability of the Association.

RUSA has an operating budget and has made a commitment to fund the RUSA Endowment each year, when possible. The RUSA budget is broken into several programmatic and management areas. They are:
 

• Administration—includes staff salary and benefits, hardware and software, office supplies and phone.
• Membership promotion—includes materials/printing as well as exhibiting at other conferences, membership surveys, and other costs associated with promoting membership in RUSA.
• Governance Support—includes funding for the RUSA executive committee to attend the Fall division meeting and for orientation/training for RUSA president-elect and division executive director.
• Sections and President’s program—includes funding for conference programming at ALA Annual and Midwinter.
• Awards—expenses for producing awards and distribution of monetary awards.
• RUSQ—costs associated with production of RUSA’s quarterly journal.
• Online CE—costs associated with development and promotion of RUSA’s online courses.
• Publications—costs associated with producing, promoting, storing inventory, for publications.
• Preconferences—expenses for producing preconferences at annual and midwinter
• Endowment—tracks endowment funds; includes bank fee expenses.

   
Information about RUSA’s Reserve Fund, Endowment and Use of Endowment Interest:
If, at the end of the fiscal year, the revenues from membership dues, preconferences and online courses, RUSQ, donations and publications exceed expenses, the balance (to a maximum of $49,999) may be invested in the RUSA Endowment. Under the terms of the “Operating Agreement” between ALA and its divisions, divisions are allowed to transfer funds to a long-term investment (endowment) account and earn interest on the investments provided they have met their mandated reserve level. ALA advises divisions to establish “four or more months of reserves.” RUSA’s “mandated reserve” policy states: RUSA will achieve and maintain a reserve amounting to 50% of the average expenditures over the last three fiscal years.
 

In 2007, the RUSA Board established that the portion of net earnings (interest less bank fees) to be paid from the endowment fund to the RUSA division fund may be up to 100%. 50% of the net earnings (interest) will be used to support Annual Conference programs and the remainder will be used to support other division initiatives. The RUSA Board and the Budget and Finance committee will make decisions about the expenditures of these funds on division initiatives based on the financial stability of RUSA and the extent to which budget proposals support the RUSA Strategic Plan.

The amount of interest varies and is dependent upon the amount of money in the account and stock market/bond performance for the year. In recent years the interest has varied from $6,000 to $10,000, which translates to $3,000-$5,000 available to division programming at Annual Conference and that same amount available for new initiatives. The RUSA board invites sections and committees to prepare proposals (deadline May 1) for initiative funding.

The Budget and Finance Committee works with the Executive Director to create a draft budget to present to the RUSA Board for approval. The committee includes two members of each section, the current, vice, and past presidents of RUSA, and the chairs of RUSA Awards, Membership, Organization, Professional Development, and Publications, and the editors of RUSQ and RUSA Update.

It is very important for the section members of the Budget and Finance Committee to have conversations with their section chair prior to both the RUSA Budget and Finance Committee meeting and the RUSA Board vote on the budget to ensure that all issues and questions are addressed.

What to Do if You are Unhappy:
If an issue arises within RUSA or RUSA makes a decision with which you are unhappy, you should contact the RUSA President or RUSA Executive Director about your concerns. The Executive Committee can consider the problem and either take action or refer it to the full RUSA Board.

RUSA is an independent association within ALA and unless an ALA-wide policy is in effect, all RUSA decisions and policies are set by the Board and are not subject to any other authority.

   

SECTION CHAIRS:

   
Your responsibilities as New Section Chairs:

Read the RUSA Guide to Policies and Procedures ( http://ala.org/ala/mgrps/divs/rusa/about/policies/index.cfm) and the introduction to the Division and current strategic plan ( http://ala.org/ala/mgrps/divs/rusa/about/index.cfm).

Learn how to use ALA Connect. It will be part of your duties as a member of the RUSA Board to use this tool.

You have been working with the current chair of the section for a year and should be oriented to the work of the section. From the divisional point of view, in addition to the established duties attendant upon your position, you also serve as member of the RUSA board.

In this role, you are asked to do the following:

• Represent the section at the division level.
• Work in relation to the RUSA Strategic Plan.
• Follow the RUSA budget process and have conversations with your two budget representatives both before the RUSA Budget meeting and before the RUSA Board vote on the budget.
• Post a report on section activities to the appropriate group in ALA Connect and notify the executive director of this within two weeks of each conference.
• Ensure that probram planners or discussion group members post program handouts to the appropriate program in the conference scheduler in ALA Connect.
• Contribute to each issue of RUSA Update and ensure the appropriate section committee chairs do so as well.
• Keep notes in relation to the 5-year section review to pass along to the next chair. Please make sure that notes are kept in the appropriate group in ALA Connect for your section.

Depending on the year you chair the section, you might need to lead the section’s five-year review.

   

Schedule for Appointing Section Representatives:
Each section appoints representatives to RUSA committees on the following schedule: BRASS, CODES, and History appoint for odd years 2011-2013, 2013-2015, 2015-2017, etc. MARS, RSS, and STARS appoint for even years, 2010-2012, 2012-2014, 2014-2016, etc.

   

Conferences:
Program and institute/preconference proposals are typically due to RUSA in May of the preceding year (for example, for 2012, they are due May, 2011). See the web page here for more information about programs and preconferences: http://www.ala.org/ala/mgrps/divs/rusa/volunteer/index.cfm

To maximize efficiency of meeting room space, sections are encouraged to distribute meetings evenly among the three days and 4 time slots available for meetings. For example, do not schedule all 10 of your section’s meetings at Saturday, 10:30 to noon

To schedule meetings, ALA Conference Services will make the online meeting request form available late September for Midwinter and mid-October for Annual.  Deadlines for scheduling are early October for Midwinter and early February for Annual. RUSA will alert those who need to schedule meetings about the deadlines and how to use the online scheduling software.

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RUSA Update:
All sections are expected to contribute to RUSA Update. Due dates will be forthcoming from the Editor.

   

Appointments:
May 1

In order for an appointment to be official it must be accepted by the appointee electronically, using ALA’s appointments database. Please make sure that all of your appointments have been accepted. As the appointing officer you will get email confirmation and then must double check your appointment rosters once they are complete and online (they appear on the RUSA website in mid-July). It is your responsibility as section vice chair to ensure that the rosters are correct. You also need to check the RUSA committee rosters to make sure your section appointments are reflected correctly as well.

You should send a copy of your completed roster to the chair of each committee in early July.

The entire appointment process takes about 4 months so you should begin making appointments soon after Midwinter.

Where to Get More Help:
If you have questions or need help, please contact the RUSA office.

   

COMMITTEE CHAIRS:

   

Your responsibilities as New RUSA Committee Chairs:

Read the RUSA Guide to Policies and Procedures ( http://ala.org/ala/mgrps/divs/rusa/about/policies/index.cfm) and the introduction to the Division and current strategic plan ( http://ala.org/ala/mgrps/divs/rusa/about/index.cfm).

Learn how to use ALA Connect.It will be part of your duty as a member of the RUSA Board to use this tool.

As a chair of a RUSA Committee you play a large role in the success of RUSA. You are leading a functional unit of RUSA, one that impacts each section and contributes to the success of RUSA and the implementation of RUSA’s Strategic Plan.

Before annual conference, contact the person you are replacing and ask him or her to send you any notes, comments, ongoing plans, etc.

Plan to attend the committee meeting at annual if at all possible.

   
Duties of committee chairs
 

• Communicate with the RUSA President and Executive Director when issues arise or you have questions.
• Serve as a representative to other RUSA committees as noted on committee rosters.
• Direct actions of the committee to align and support the RUSA Strategic Plan and the approved yearly objectives.
• Plan the committee's work for the year (end of Annual Conference through next Annual Conference) in accordance with ALA goals and priorities, RUSA goals and Strategic Plan, and the stated purpose of the committee.
• Coordinate the committee's work for the year via e-mail, ALA Connect and other appropriate means.
• Inform committee members as soon as possible of the time of all meetings. Agendas, together with any related documents, should be sent out in advance and minutes should be distributed after each meeting.
• Reply promptly to all inquiries from the field concerning problems related to the committee's work.
• Scuedule committee meetings at the Midwinter Meeting and Annual Conference using the online meeting request form.
• Conduct all meetings in accordance with ALA's "Open Meetings" policy: "All meetings of the American Library Association and its units are open to all members and to members of the press. Registration requirements apply. Closed meetings may be held only for the discussion of matters affecting the privacy of individuals or institutions."
• Submit regular reports each year to the RUSA Board of Directors. Electronic reports posted to Connect are due to the RUSA Board within two weeks of Conference.
• Submit committee recommendations for RUSA Board action to the RUSA office in time to be distributed to Board members before the Midwinter Meeting or Annual Conference (see above for deadline information). Each recommendation should include specific wording for the action to be approved by the Board. Supporting documents should be attached to the request for Board action to provide background information to clarify an issue. Further, the committee chair, or other committee representative, should attend the Board meeting in case members of the Board have questions not answered by the materials at hand.
• Recommend reappointment of effective committee members.
• Ask the RUSA president or section chair to remove committee members who are not fulfilling their obligations.
• Maintain records of committee activities in ALA Connect and make them available to the new chair when a new chair is appointed.
• Inform RUSA president and executive director of resignations submitted directly to committee chair.

   

Committee Review Schedule:

Depending on the year you chair the committee, you might need to lead the committee’s five-year review.

The schedule of review and the review process is explained here: http://ala.org/ala/mgrps/divs/rusa/about/policies/committees/1committees.cfm under RUSA Committee Reviews: Schedule (scroll down to the evaluation of committees section). Here is the most current review schedule:

Committee	Last Review	Next Review	Next Review
Access to Information		Feb 15, 2013	Feb 15, 2017
AFL/CIO Joint Committee	2009	Feb 15, 2014	Feb 15, 2018
Awards Coordinating II	2009	Feb 15, 2014	Feb 15, 2018
Conference Program Coordinating	2011	Feb 15, 2015	Feb 15, 2019
Membership	2011	Feb 15, 2015	Feb 15, 2019
Nominating	Exempt	Exempt
Organization and Planning	Exempt	Exempt
Budget and Finance	Exempt	Exempt
Professional Development		Feb 15, 2013	Feb 15, 2017
Publications		Feb 15, 2013	Feb 15, 2017
RUSQ Editorial Advisory Board	Exempt	Exempt
Standards & Guidelines		Feb 15, 2013	Feb 15, 2017

 

The list of questions you will be asked to consider is listed here: http://wikis.ala.org/rusatoolkit/index.php/Committee_Review

If you are not chair during a review, you are asked to keep notes that will help the following chairs prepare for the review.

   

LIAISONS TO ALA COMMITTEES:

Your responsibilities as New RUSA Reps to ALA Committees:

As a RUSA rep to an ALA Committee you represent RUSA at the ALA Level. Your primary job is to be a conduit of information between RUSA and ALA and the other divisions and units on the ALA committees. Things to look for include ideas you think RUSA might want to consider or know about; issues that seem to be pressing or need RUSA input or consideration; trends in the area.

Each RUSA representative appointed to an ALA committee must submit an informal report about their work and findings to the RUSA board one month before each ALA conference. The reports should be submitted electronically to the RUSA Executive Director. Representatives may ask to be put on the RUSA Board agenda as needed following Board agenda guidelines.

All RUSA representatives to ALA committees are attached as a liaison to a RUSA committee and are expected to share information and solicit input from the committee. Committee attendance is strongly suggested whenever possible. Your annual and midwinter report should also be sent to the chair of your liaison committee as well.

ASCLA Accessibility Assembly – reports to the Board

Chapter Relations – reports to Membership

Conference Programming – reports to Conference Program Coordinating Team and Board

Education Assembly – reports to Professional Development

Freedom to Read – reports to Access to Information

Intellectual Freedom Committee – reports to Access to Information

Legislative Assembly – reports to Access to Information

Membership Promotion Taskforce – reports to Membership

Planning and Budget Assembly – reports to Budget and Finance

Professional Ethics – reports to Professional Development

Recruitment Assembly – reports to Membership

Website Advisory – reports to Publications and Communications

ALCTS-CCS, CC:DA – reports to MARBI

   

RUSA Calendar

Event/Activity	Date	Responsible Party	Notes
Liaison Reports due to the RUSA board	January 1	Liaisons to ALA Committees	Liaison reports are due to the RUSA board within two weeks of each meeting
Reports due from Committees and Sections to RUSA Board for Midwinter	January 1	Section and Committee Chairs	All committee reports should be posted publicly to the appropriate ALA Connect workspace and the Executive Director should be notified
Action Items to be added to board agenda deadline	January: Midwinter Conference: Board Session I:  Friday, 12:00pm / Board Session II:  Sunday, 12:00pm	All
Appointments process begins	February 1	RUSA Vice President-President Elect and Section Vice Chairs
Deadline for Business Meetings to be scheduled for Annual	February	Section Meeting Schedulers	Meetings should be scheduled by February for Annual; deadline will be communicated to schedulers from RUSA office
Proposals for funding of new RUSA Initiatives deadline	May 1	Sections and Committees
Budget Requests deadline	May 1	All
Requests to present to Board deadline	May 1	All	If not possible to meet this date, then by Noon the day before the board meeting.
Appointments of committee members/chairs/liaisons, etc. completed	May 1	RUSA Vice President/President Elect and Section Vice Chairs
Liaison Reports due to the RUSA board	June 1	Liaisons to ALA Committees	Liaison reports are due to the RUSA board within two weeks of each meeting
Reports due from Committees and Sections to RUSA Board for Annual	June 1	Section and Committee Chairs, ALA Liaisons	All committee reports should be posted publicly to the appropriate ALA Connect workspace and the Executive Director should be notified
Action Items to be added to board agenda deadline	June: Annual Conference: Board Session I:  Friday, 12:00pm /  Board Session II:  Sunday 12:00pm	All
Double-check committee rosters online	July 15	RUSA Vice President/President Elect and Section Vice Chairs	Notify RUSA web manager if any changes needed.
Send copy of completed committee roster to chair of each committee	July 15	RUSA Vice President/President Elect and Section Vice Chairs
Online Business Meetings Request Form available for Midwinter	September	Section Meeting Schedulers	ALA Conference Services makes online meeting request form available around late September
Online Business Meetings Request Form available for Annual	October	Section Meeting Schedulers	ALA Conference Services makes online meeting request form available around mid-October
Deadline for Business Meetings to be scheduled for Midwinter	October	Section Meeting Schedulers	Meetings should be scheduled by mid-October; deadline will be communicated to schedulers from RUSA office
Suggestions for ideas for big think at RUSA board meeting daedline	Dec. 1	All
Posting of Electronic reports from Committees and Sections for RUSA Board deadline	Dec. 15	Section and Committee Chairs, ALA Liaisons	All committee reports should be posted publicly to ALA Connect and the Executive Director notified; Liaison reoprts may be sent directly to the Executive Director
EVENTS/MEETINGS
Awards Ceremony	June, AC, Sunday, 5:00-6:30pm	All should attend, if possible
Board Meeting I	January, MW, Saturday, 1:30-3:30 / June, AC, Monday, 1:30-3:30pm	Board members
Board Meeting II	January, MW, Monday, 1:30-3:30 / June, AC, Monday, 4-5:30pm	Board members
Book & Media Awards Reception	January, MW, Sunday, 5pm-6:30pm	All should attend
Literary Tastes Breakfast	June, AC, Sunday, 8-10am	All may attend, if possible	This will be a free event starting in 2012
President's Program	June AC, Monday, 1:30pm-3:30pm	All should attend, if possible	President may elect to sponsor a section program as the president's program; time will vary in this case.

(AC=Annual Conference; MW=Midwinter Conference; Meetings and events at conferences generally remain the same day and time from year to year, but are subject to change in some circumstances)