Division Leadership Manual



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Division Leadership Manual

June 2017


Introduction
This Manual is addressed to the ALSC division leadership (Priority Group Consultants and committee chairs). It provides procedural information needed to assist committees in meeting their goals. Use this manual, the ALSC Strategic Plan, the ALA Handbook of Organization, the ALSC Handbook of Organization, and the online ALSC committee rosters as reference tools to answer basic questions on general information, responsibilities, and communication. A pathfinder is part of this manual’s appendices and it contains the locations of where to find the aforementioned documents.
The Association for Library Service to Children (ALSC) is largely a composite of the work of committees. The ALSC Board establishes each committee, when a need is identified. Committees continue to exist for as long as is appropriate. The commitment, participation, and productivity of each committee determine the level of achievement in supporting and implementing ALSC’s strategic plan. The strategic plan’s goals and objectives guide our organization’s direction and committee work. The leadership and management skills of each committee chair are key factors in whether members—who voluntarily donate their time—find that ALSC meets their personal and professional goals.
Each committee is an operational unit of ALSC. Its work translates one or more purposes of ALSC into active programs. The Board of Directors has established each committee to carry out specific functions deemed essential to meet the goals of the association. The strength of ALSC depends upon the effectiveness of its committees, individually and collectively.

Each committee is placed within one of seven priority groups. These are listed in the ALA Handbook of Organization, the ALSC Handbook of Organization, on the ALSC website, and in this manual. Each priority group is overseen by a Priority Group Consultant who helps administer the activities of committees within particular goals of the division’s strategic plan. Priority Group Consultants serve as a liaison between the ALSC Board and committee chairs and between the ALSC Office and committee chairs. Priority Group Consultants support committee chairs and help find answers to questions from committee chairs.


Quick Reminders for Chairs


  • Use the FAQ/Pathfinder as a quick how-to guide.




  • Virtual Committee Chairs should review the Best Practices for Virtual Committees Wiki; all process committee chairs should review the orientation presentation (link at bottom of page under “resources;” and award/notable chairs will be expected to attend a face-to-face orientation at both Midwinter and Annual.




  • Send copies of all routine correspondence to your PGC and staff liaison.




  • Send copies of all substantive correspondence to the President, Vice President/President-Elect, immediate Past-President Priority Group Consultant, staff liaison, and ALSC Executive Director.




  • Virtual committees should post an announcement/agenda of any online committee meetings at least two weeks ahead in the ALSC ALAConnect space to comply with ALA’s open meeting policy. Chairs should upload meeting minutes into the committee’s ALA Connect Space as a public document within three weeks of the online meeting.




  • Always notify your Priority Group Consultant, the ALSC Office staff, and all committee members if you need to cancel or discuss alternatives to the time or location for a face to face meeting at a conference. The ALSC Office will make every effort to work out the necessary change.



  • Children and Libraries: The Journal of the Association for Library Service to Children has right of first refusal on all articles and lists generated as a result of ALSC committee activities. The Quicklists Consulting Committee is exempt from this due to the time critical and/or sensitive nature of its work.





  • ALA Editions has first refusal rights on division-generated pamphlets and books.




  • If a member moves, changes organization, title, email, phone number, etc. he/she should update his/her membership profile by logging in at the ALA website.  A member may also contact ALA Member & Customer Service to make an update (1-800-545-2433, press 5, or e-mail membership@ala.org). As a courtesy, please also have the member send an email identifying the update to alsccommittees@ala.org.




  • Adhere to all deadlines set forth in this manual for scheduling programs, requesting funding, and reporting on committee activities, etc.




  • Gain the necessary approval for any publications and projects, including toolkits, due to fiscal implications. Consult with your Priority Group Consultant, staff liaison, and if applicable, the Budget committee chair.




  • Chairs and Priority Group Consultants attend the Division’s Leadership and ALSC Meetings on Saturday mornings at Midwinter Meeting and Annual Conferences to learn about important issues and how the association intends to address them. It is an open meeting and your committee members should be encouraged to attend.




  • Press releases on committee activities should be sent to the ALSC Office. (See How to Contact ALSC section of this manual). They will be sent from there to the ALA Public Awareness Office (PAO) for distribution to the press.



  • Information on committee activities and accomplishments can be sent to the editors of the ALSC Matters! newsletter and/or Children and Libraries: the Journal of the Association for Library Service to Children (see “How to Reach the ALSC Staff” section of this manual).





  • Information on committee activities may also be posted to the ALSC-L electronic discussion list, the ALSC blog (http://www.alsc.ala.org/blog), or the ALSC wiki (http://wikis.ala.org/alsc) or on ALA Connect (http://connect.ala.org). Links to all ALSC EDLs, the blog, and the wiki are available from the ALSC website at http://www.ala.org/alsc/compubs/alsc20.




  • Upon confirmation as a Board member, Priority Group Consultant, or committee chair, you will be automatically subscribed to the ALSCPGCCHR electronic discussion list, which is used to deliver meeting, manual, and agenda information, etc.


Calendar of Activities
January:

Board members, PGCs, current, outgoing, and incoming Chairs, and any ALSC member attend the Leadership and ALSC Meeting on Saturday morning at Midwinter Meeting. Incoming chairs are to attend so that they may speak with their Priority Group Consultant and consult with the outgoing chair and collect any information and paperwork.


Chairs meeting during Midwinter will prepare and upload to ALA Connect agendas for their committees meetings and conduct the meetings at the All Committee Meeting on Sunday morning and/or at other scheduled days and times.
Priority Group Consultants conduct group meetings with the Chairs of their priority groups during the Saturday morning Leadership Meeting.
Priority Group Consultants attend as many meetings as possible of those scheduled for committees in their groups.
Priority Group Consultants meet with the President at Midwinter Meeting, prior to the Leadership Meeting.
Board members should try to attend the All Committee Meeting on Sunday morning.

Chairs submit committee news to the ALSC Matters! newsletter editor for the February issue.

February/March:

The ALSC Office sends a notice to chairs on the ALSCPGCHR list posting meeting times for the upcoming Annual Conference.


PGCs and Chairs submit the appropriate online quarterly reports by the deadline (due by September 15, December 15, and February 15). Most process committees will submit a year-end report in lieu of May 15 quarterly report. Detailed instructions are found on the website where the forms are located on the ALSC website at http://www.ala.org/alsc; click on “About ALSC,” then “Committees,” and then “forms.”). Chairs should copy and paste the content of the form (received in an acknowledgement email) into a document and upload to ALA Connect to maintain the committee’s history.
Vice President/President-Elect begins making committee appointments and reappointments for terms beginning at the close of the upcoming Annual Conference. The award and evaluation committee appointments will be done in early fall. Chairs are copied on committee members’ acceptance confirmations; PGCs are copied on chairs’ acceptance confirmations.
Chairs welcome their new committee members and include a copy of the general committee member’s responsibilities along with information about the committee charge and responsibilities in their correspondence.
Chairs submit committee news to the ALSC Matters! newsletter editor for the May issue.


April/May:

Election results are announced and made available for ALSC Board of Directors, Chairs, the division councilor (every 3 years), the fiscal Officer (every 3 years), and elected members of Newbery, Caldecott, Sibert, and Wilder committees.

Deadline for submitting program proposals to Program Coordinating Committee for the Annual Conference 12 - 13 months later (for example, proposals are due in early June 2016 for Annual Conference 2017 programs).  Visit the website for specific information on how to submit a proposal and the deadline date: http://www.ala.org/alsc/program-proposal-information.

April:

Committees may apply for special funds to support a committee project of up to $1,500 (now or anytime during the year). Submit Children's Library Services Endowment Fund letter of application. Use Form M found on the ALSC website at http://www.ala.org/alsc (click on “About ALSC,” “Committees,” then “forms.”)


Submit nominee suggestions to the Nominating Committee when the call comes out in March. A link to an online form will be provided and posted on the ALSC website.
May:

ALSC Office sends a notice to chairs on the ALSCPGCHR list posting meeting room locations for Annual Conference.


PGCs and Chairs submit the appropriate online quarterly reports by the deadline (due by September 15, December 15, and February 15). Most process committees will submit a year-end report in lieu of May 15 quarterly report. Detailed instructions are found on the website where the forms are located on the ALSC website at http://www.ala.org/alsc; click on “About ALSC,” then “Committees,” and then “forms.”). Chairs should copy and paste the content of the form (received in an acknowledgement email) into a document and upload to ALA Connect to maintain the committee’s history.
Chairs that meet at Annual Conference will contact committee members with information about upcoming meetings.
Send proposals for committee sponsored publications to the ALSC Communications Officer (Use form J, found on the ALSC website at http://www.ala.org/alsc; click on “About ALSC,” then “Committees,” and then “forms.”).

June/July:

Board and Chairs attend the Leadership and ALSC Meeting on Saturday morning at Annual Conference.

Chairs prepare agendas for their committee meetings, email the ALSC President with a request to appear before the ALSC Board, via a Board Action Request form, if necessary, and conduct meetings at the All Committee Meeting on Sunday morning and/or other scheduled days and times as necessary.

Board members should try to attend the All Committee Meeting on Sunday morning.
Priority Group Consultants conduct group meetings of the Chairs of their priority groups during the Saturday morning Leadership Meeting.
Priority Group Consultants attend as many meetings as possible of those scheduled for the committees in their group.
Priority Group Consultants meet with Vice President/President-Elect on Saturday morning, prior to the Leadership and ALSC Meeting, at Annual Conference.
Incoming Chairs meet with retiring Chairs and receive committee files.
Incoming Chairs and members attend committee meeting as observers.
Outgoing Chairs submit requests for reimbursement of funds from committee budget, if applicable. Send completed form A before August 31st (found on the ALSC website at http://www.ala.org/alsc; click on “About ALSC,” then “Committees,” and then “forms.”).
Chairs submit committee news to the ALSC Matters! newsletter editor for the August issue.
August:

President completes appointments to award and evaluation committees.


ALSC Office contacts chairs to arrange meeting times at the upcoming Midwinter Meeting and Annual Conference.
Fall:

ALSC Awards Coordinator contacts award and evaluation committee chairs about responsibilities for the upcoming year.


Chairs of award and evaluation committees welcome their new committee members and include a copy of the general committee member’s responsibilities along with information about the committee charge and responsibilities in their correspondence.

September:

PGCs and Chairs submit the appropriate online quarterly reports by the deadline (due by September 15, December 15, and February 15). Most process committees will submit a year-end report in lieu of May 15 quarterly report. Detailed instructions are found on the website where the forms are located on the ALSC website at http://www.ala.org/alsc; click on “About ALSC,” then “Committees,” and then “forms.”). Chairs should copy and paste the content of the form (received in an acknowledgement email) into a document and upload to ALA Connect to maintain the committee’s history.

Committees may apply for special funds to support a committee project (now or anytime during the year). Submit Children's Library Services Endowment Fund letter of application. Use Form M found on the ALSC website at http://www.ala.org/alsc (click on “About ALSC,” “Committees,” then “forms.”)
October:

Chairs submit committee news to the ALSC Matters! newsletter editor for the November issue.


November:

Send proposals for committee sponsored publications to the ALSC Communications Officer (Use form J, found on the ALSC website at http://www.ala.org/alsc; click on “About ALSC,” then “Committees,” and then “forms.”).


December:

ALSC Office confirms meeting times and locations for the upcoming Midwinter Meeting.


PGCs and Chairs submit the appropriate online quarterly reports by the deadline (due by September 15, December 15, and February 15). Most process committees will submit a year-end report in lieu of May 15 quarterly report. Detailed instructions are found on the website where the forms are located on the ALSC website at http://www.ala.org/alsc; click on “About ALSC,” then “Committees,” and then “forms.”). Chairs should copy and paste the content of the form (received in an acknowledgement email) into a document and upload to ALA Connect to maintain the committee’s history.
Chairs upload meeting agendas to their committee’s ALA Connect space in advance of any meeting (both face-to-face and virtual meetings).

How to Reach the ALSC Staff
Association for Library Service to Children (ALSC)
American Library Association
50 East Huron St.
Chicago, IL 60611-2795

800/545-2433 ext. 2163 | Fax: 312-280-5271


http://www.ala.org/alsc

Business Hours: Monday - Friday, 8:30 am - 4:30 pm (CST)




  • Marsha P. Burgess, Program Coordinator
    Ext. 2166
    mburgess@ala.org
    Assistant to Executive Director; Committee Appointments and Rosters; ALSC Ballot and Election; ALA Handbook of Organization; General Information

  • Kristen Figliulo, Program Officer, Continuing Education
    Ext. 4026
    kfigliulo@ala.org
    ALSC programs at ALA Annual Conference; Continuing Education including Institutes, Preconferences, and Online Courses; Professional Development

  • Angela Hubbard, Program Officer, Projects and Partnerships
    Ext. 1398
    ahubbard@ala.org

Advocacy; Grant Management; Projects; Collaboration and Partnership Requests
The following initiatives:
Babies Need Words Every Day; Dia de los ninos/Dia de los libros, Every Child Ready to Read; Media Mentorship

  • Courtney Jones, Awards Coordinator
    Ext. 5839
    cjones@ala.org

Book and Media Awards; Newbery-Caldecott-Wilder Banquet; Professional Awards & Grants; Scholarships

  • Laura Schulte-Cooper, Program Officer, Communications
    Ext. 2165
    lschulte@ala.org

    Children & Libraries journal; ALSC Matters! Newsletter; ALSC website, Great Websites for Kids


  • Elizabeth Serrano, Marketing & Membership Specialist
    Ext. 2164
    eserrano@ala.org

Membership Development; Marketing and Promotion; ALSC Social Networks- Blog, Facebook, Twitter, ALA Connect

  • Aimee Strittmatter, Executive Director
    Ext. 2162
    astrittmatter@ala.org
    Board Governance; Budget & Policy Matters; Day-to-Day management of the Division





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