Chapter 1: Committees

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Basics of RUSA Division-Level Committees, including RUSA Appointments to ALA Committees

The Work of RUSA Division-Level Committees:

RUSA division-level committees serve directly under the RUSA President; that is, they are not committees within the sections of RUSA.  The division-level committees:

  • have responsibilities across RUSA and on behalf of all the sections;
  • manage the work of RUSA at the division level.

Committees assisting with the operations of RUSA (such as Conference Program Coordinating, Member Engagement, Professional Development, and Professional Resources) have representatives appointed by each section to ensure that decisions and plans are carried out with the input of all the RUSA sections. Committe members are expected to attend committee meetings and play an active role in the work of the committees.  Committee members representing a section are expected to serve as a communications link between the committee and the section.

RUSA Appointments to ALA Level Committees:

RUSA has the opportunity, via the RUSA Vice-President, to suggest individuals for possible appointment to an ALA-level committee.  The suggestions should be made to the ALA Vice-President. This process takes place in early fall. While members have no direct reporting responsibility to the Division, it is a courtesy to submit a yearly informal report on the work of the committee to which they were appointed and to highlight in the report any items of interest to RUSA and its membership. (These appointments to ALA level committees are not to be confused with RUSA liaison appointments to ALA committees.) (See also chapter: “RUSA Representatives to the wider ALA Community.”)

Joint Committees

  1. The Board may establish joint committees, either standing or special, within RUSA when the functions of the proposed committee cannot be appropriately delegated to a single section or an existing RUSA committee.
  2. RUSA follows ALA bylaws as established in Article VIII, Section 5 for joint committees outside of RUSA.

 

Guidelines for RUSA-Level Committees

Committee reports, minutes:

Within two weeks of a committee meeting, a committee chair should:

  • Complete a Meeting Highlights form with a brief summary of the discussion and actions taken.
  • Submit minutes of the meeting to the RUSA office.

Suggestions to the chair for effective meetings:

  • Distribute an agenda to members prior to the meeting and use it as an outline for discussion.
  • Encourage input from all members.  Comments from members are usually given priority over comments from observers.
  • Avoid formal motions for procedural or non-controversial matters. Use such formulas as: "If there is no objection, (pause) . . .".
  • For approving Minutes, use: "Are there any corrections? (pause) If not, they stand approved as distributed."
  • At the end of the meeting, summarize the decisions made and work planned.
  • For adjournment, use: "Is there any further business? (pause) The meeting is adjourned."

Norms for meetings:

  • An agenda of discussion topics is provided in advance.
  • All members are active participants.
  • Participants and their ideas are respected.
  • Meetings start and end on time.
  • When work is planned, everyone takes a portion. 

Interns on committees:

Internships help introduce new members to RUSA committees. Interns are RUSA members who have never served on a RUSA committee. The internship is an extra membership slot not counted in the number of members in the committee's descriptive statement. Each intern shall serve for a period of one year and may not be re-appointed as a committee intern. The one-year service as an intern is not to be included in the four year maximum of committee service. Interns shall participate fully in the work of the committees to which they are assigned. Voting privileges shall be extended to interns on equal terms with regular members. Source: RASD Board, June, 1969; amended January, 1976; reaffirmed by RUSA Executive Committee, October, 2006.

Consultants:

An individual may be appointed for a one-year term as a consultant.  The individual is not eligible to be appointed as a member but has expertise required for the completion of a committee project.  Often, a consultant is an individual who has completed four years on a committee and has been strongly involved in an ongoing project. A one-year appointment as a consultant will help with continuity. A consultant is not counted in the number of members in the committee's descriptive statement, and is not a voting member of the committee.

Establishment of committees:

Members of RUSA who wish to form a new committee should prepare a descriptive statement following this format:

  • establishment (date and brief facts, if pertinent)
  • purpose (why the committee exists) and charge
  • composition (number of members and special characteristics, if any)
  • terms of office (if not according to RUSA Bylaws, describe special conditions)
  • specific duties (what the committee will do to justify its existence)
  • policies (if any)
  • draft charter (outlining the duties and mission of the committee)

The descriptive statement for division-level committees should be submitted to the RUSA Board for approval and action. Section-level committees are approved by the section’s executive committee, and a copy of the descriptive statement for the new committee is sent to the RUSA office.

Appointment policies

No person shall concurrently serve in more than three separate positions. Governing board, committee, liaison, subcommittee, and other responsibilities that require service in another position (e.g., service on a committee that entails assembly representation) are not in conflict with this policy. (Source: ALA Policy, A.5.4 Member Service Policy.) Members of all ALA and unit committees are expected to attend all meetings that are held virtually. For meetings held in person, committee members may attend virtually if necessary and possible.  Failure to attend meetings routinely without an explanation acceptable to the committee chair constitutes grounds for removal. Request for removal is made by the chair to the appropriate appointing official or governing board for approval. All committee members are expected to take part in the work of the committee as outlined under "Duties of Committee Members," below. (Source: ALA Policy, A.5.5 Requirements for Committee Service.)

Appointments process:

The vice-president/president-elect appoints:

  • members of RUSA-level committees who will serve during the vice-president’s term as president.
  • the chair for all RUSA standing committees for one year, coinciding with the presidential term of office.  Co-chairs may be appointed at the discretion of the vice-president/president-elect.
  • RUSA standing committee members, as needed, if a committee member’s term of service expires at the start of the president-elect's term as president.

RUSA Bylaws state that appointments to standing committees are usually for terms of two years. However, appointments can be made for one, two, three, or four years (with the exception of committee chairs and RUSA representatives to ALA committees, both of which must be one-year appointments) where there is a compelling need (e.g., to fix turnover issues on a committee or establish continuity for a new committee). Reappointment is possible but, "in no case shall a person serve on a committee for more than four consecutive years." (RUSA Bylaws). Once an appointment is made and accepted, it cannot be undone by the next RUSA Vice-President, unless the current chair of the committee requests the removal of a member for lack of participation or another performance-based reason. Chairs serve for one year and may be reappointed. (Note: Members of awards committees serve a two-year term and may not be reappointed.) Terms begin immediately after the Annual Conference unless a different date appears on the appointment acceptance form. Terms on many award committees such as the Notable Books Council and Reference Sources Committee begin on February 1.

Resolutions, Surveys and Questionnaires:

Resolutions:

Any resolution prepared by any unit of the division, any committee or other organization of which RUSA is a joint member, or any ALA unit or committee assigned to the division must be submitted to the RUSA Board of Directors for its approval. Source: RASD Board, January, 1976; reaffirmed by RUSA Executive Committee, October, 2006.

Surveys & Questionnaires:

Consult the RUSA office. Many questionnaires and surveys are sent out from various ALA units each year, and potential respondents will be happier if duplication can be avoided. The RUSA staff will submit drafts of proposed survey instruments to the ALA office for Research and Statistics for review and recommendations.

(RUSA Office is in charge of updating) Rev. 08/2018 - Edited by guide editor on 4/17/2025.  Co-chair note added by editor on 12/9/2025.