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ALCTS Chair
Orientation
ALCTS Leadership Development Committee
Agenda
I. Welcome from ALCTS Leadership
- Norm Medeiros and Vicki Sipe
II. Welcome from ALCTS Executive Director - Keri Cascio
III. Committee Chair Calendar
- Jennifer Bowen
IV. Communication within ALCTS - Jennifer Bowen
V. Questions & Answers
WELCOME from the
ALCTS President and
ALCTS President Elect
If you don’t know where you’re going, you might not get there. - Yogi Berra
Strategic Plan I. Increase awareness of the ALCTS mission and activities to outside groups.
A. Raise awareness of our mission and our contributions to the profession. B. Strengthen advocacy for user access to resources and information.
II. Increase participation in ALCTS activities.
A. Encourage a culture of year round participation in meetings in all formats. B. Expand opportunities for virtual members to participate in Association activities. C. Reach out to under-represented and under-involved groups (support staff and students) to encourage their participation in webinars and online meetings.
III. Develop ALCTS as a vibrant, relevant organization.
A. Give special attention to member retention. B. Develop a culture of continuous review and examination of programs and services to maintain relevance. C. Recruit new members, particularly students and faculty in iSchools and library programs, and public and special librarians. D. Identify and address requirements for the financial sustainability of ALCTS, particularly fundraising.
A Few Things to Keep in Mind • Delegation of authority • New and virtual members • Developing future leaders • Personal connections • Reporting
• Getting help
Vicki Sipe
ALCTS President-Elect
Financial Sustainability
Transition—from deficit to balance
responsible reductions
ambitious revenue generation
dues
registrations
subscriptions, publications
` fundraising
Succession Planning
Replace yourself—some tools
share news
share the work
ask for volunteers
seek discussion
seek participation from all members
Thank you
Welcome from
ALCTS Executive Director
Keri Cascio
Welcome from ALCTS Executive Director Keri Cascio
• ALCTS within ALA
• Organization of ALCTS (Board, Committees, Sections, Interest Groups)
• Yearly timeline and important dates/deadlines
• Role of ALCTS staff and the ALCTS office
• Rules concerning fundraising/sponsorships of programs
ALCTS in ALA
• Department: Member Program & Services (MPS)
– Divisions
– ITTS
– Conference Services
– Offices
• Reports to: Mary Ghikas
– Senior Associate Executive Director, ALA
ALCTS and ALA
• ALA is: – A 501(c)3 incorporated in Massachusetts
• ALCTS is: – Not a separate legal entity; we are part of ALA – Able to manage its own budget and staffing
• ALCTS staff are: – Employees of ALA and must abide by ALA HR rules and
procedures
• ALCTS has: – To abide by policies and procedures of ALA – A good deal of autonomy
ALCTS Association for Library Collections & Technical Services
Committees Advocacy and Policy
Affiliate Relations
Budget & Finance
Continuing Education
Fundraising
International Relations
Leadership Development
Library Materials Price Index
LRTS Editorial Board
Metadata Standards
Membership
Monographs Editorial Board
Nominating
Organization & Bylaws
Planning
Program
Publications
Standards
Award Juries Hugh Atkinson
Ross Atkinson Lifetime
Achievement
Edward Swanson Memorial Best
of LRTS
Outstanding Publication
Outstanding Collaboration
Esther Piercy
Interest Groups Creative Ideas in Technical
Services
Electronic Resources
Electronic Resources
Management
FRBR
Library Code Year
Linked Library Data
MARC Formats Transition
Metadata
New Members
Newspaper
Public Librarians Tech Services
Publisher/Vendor Library Relations
Role of the Professional Librarian
in Tech Services
Scholarly Communications
Tech Services Managers in
Academic Libraries
Teach Services Directors of Large
Research Libraries
Tech Services Workflow Efficiency
Committees Publications
Nominating
Organization & Management
Policy & Planning
Research and Statistics
Technology
Award Juries Harrassowitz Leadership in
Library Acquisitions
Interest Groups Acquisitions Managers &
Vendors
ACQUISITIONS
SECTION (AS)
Committees Asian & African Materials
Cataloging: Description & Access
Children’s Materials
Continuing Education
Nominating
Policy & Planning
Recruitment & Mentoring
Research & Publications
Subject Analysis
Award Juries Margaret Mann Citation
Interest Groups Authority Control
Cartographic Resources Cataloging
Catalog Form & Function
Catalog Management
Cataloging & Classification Research
Cataloging Norms
Competencies & Education for a Career in
Cataloging
Copy Cataloging
Faceted Subject Access
Heads of Cataloging Departments
Task Forces RDA Planning & Training
RDA Conference Forums and Programs
CATALOGING & METADATA
MANAGEMENT SECTION (CaMMS)
Committees Continuing Education
Nominating
Planning
Publications
Award Juries Ingram Coutts Award for Innovation
in Electronic Resources
Management
Interest Groups Administration of Collection
Development
Chief Collection Development
Officers of Large Research
Libraries
Collection Development Issues for
the Practitioner
Collection Development Librarians
of Academic Libraries
Collection Evaluation & Assessment
Collection Management & Electronic
Resources
Collection Management in Public
Libraries
COLLECTION
MANAGEMENT SECTION (CMS)
Committees Acquisitions
Continuing Resources Cataloging
Education, Research, &
Publications Coordinating
Holdings Information
Nominating
Policy & Planning
Standards
Award Juries First Step
Ulrich’s Serials Librarianship
Interest Groups College & Research Libraries
Access to Continuing Resources
CONTINUING
RESOURCES SECTION (CRS)
Committees Nominating
Program, Planning, & Publications
Preservation Standards & Practices
Preservation Week
Award Juries Paul Banks & Carolyn Harris
Preservation
George Cunha & Susan Swartzburg
Jan Merrill-Oldham Professional
Development Grant
Interest Groups Book & Paper
Digital Conversion
Digital Preservation
Preservation Administration
Preservation Metadata
Promoting Preservation
Working Groups New Members
Web
PRESERVATION &
REFORMATTING SECTION (PARS)
BOARD OF DIRECTORS
ALCTS Board of Directors
President (year 2 of 3 year term) Executive Committee Board liaison to Fundraising Committee
President-elect (year 1 of 3 year term) Executive Committee Board liaison to Publications Committee Past-President (year 3 of 3 year term) Executive Committee Board liaison to Continuing Education Committee Division Councilor (3 year term) Executive Committee Director-at-Large – three members (3 year term staggered) Board liaisons to: Leadership Development, Membership, and Program Committees Chair, Acquisitions Section (1 year term) Chair, Cataloging and Metadata Management Section (1 year term) Chair, Collection Management Section (1 year term) Chair, Continuing Resources Section (1 year term) Chair, Preservation and Reformatting Section (1 year term) Chair, Affiliate Relations Committee (1 year term, up to four years) – ex-officio Chair, Budget & Finance Committee (1 year term, up to four years) – ex-officio Chair, Organization & Bylaws Committee (1 year term, up to four years) – ex-officio Chair, Planning Committee 1 year term, up to four years) – ex-officio Intern (1 year term) - previous year’s ALCTS Emerging Leader – non-voting Editor, ALCTS News (3 year term – renewable for second term) ex-officio, non-voting Executive Director, ex-officio, non-voting Executive Committee Board liaison to International Relations Committee
Calendar CALENDAR FOR ALCTS COMMITTEE CHAIRS
General
Communicate with the ALCTS Staff as often as needed.
Communicate with the ALCTS President on ALCTS-wide
matters as needed. Keep the Section chair informed about
your committee’s work.
Read the ALCTS News
Be aware of and meet deadlines established by ALCTS for
the submission of reports, etc.
July: Term of service begins.
Chairs must familiarize themselves with the ALCTS Strategic
Plan initiatives that directly affect their committees.
Discussion lists are updated by staff.
Rosters are updated on the committee webpage.
September:
The office schedules committee meetings for Midwinter
Meeting. The division committees, Acquisitions, CMS, CRS,
and PARS committees meet in all committee meetings.
Award news releases are issued. Juries begin their work.
October
Interest Group chairs begin to finalize their program or
discussion. Send to Office for inclusion in the program book
and event scheduler for Midwinter.
November:
Issue call to committee members for topics, ideas, etc. to
develop the committee’s agenda for the Midwinter Meeting.
December:
Midwinter room assignments are announced. Set agenda for
the Midwinter Meeting and share with members of the
committee.
January: Midwinter Meeting during term of service.
Chair committee meeting(s).
Attend the all committee meeting of the Division Committee
or Section Committees.
Chairs are responsible for presenting any action items from
their committees to the Board or Section Executive
Committees upon which the group needs to act.
Complete Committee, Section and/or Interest Group Report
Form. The forms go to the ALCTS Office and to the Editor,
ALCTS News.
Prepare minutes of meeting(s) or assign this task to a
committee member. Minutes posted in Connect.
February
The office will finish scheduling meeting rooms for Annual
Conference.
April:
Issue call to members for topics, ideas, etc. to develop the
committee’s agenda for the Annual Conference.
Room assignments for Annual Conference are announced.
Interest Group chairs begin to finalize their program or
discussion. Send to Office for inclusion in the program book
and event scheduler for Midwinter.
May:
Set agenda for the Annual Conference and share with
members of the committee.
June: Annual Conference during term of service.
See Midwinter
July: Term of service ends.
At end of term, chair posts any records to Connect.
ALCTS Organizational Chart
Keri Cascio
Executive Director
312-280-5030
Julie Reese
Events Manager
Continuing Education/Programs
312-280-5034
Christine McConnell
Communications Specialist
Publishing, Membership, Website
312-380-5037
Part-Time Temporary
CE Assistant
What the ALCTS Office does (a sample) • Provides a wide range of services and support for members and
member groups • Serves as staff liaisons to all ALCTS and Section committees • Schedules events and meetings • Answers questions about policies, procedures, ALCTS, ALA • Advocates for ALCTS within ALA • Prepares budgets, documents, reports • Creates surveys, evaluations, forms • Manages ALCTS and Preservation Week on the ALA website • Manages publication preparation, editing, and publishing • Supports all continuing education events and conference
programs • Oversees many communications avenues • Manages the ALCTS participation in Annual Conference and
Midwinter Meeting
If you have a question about . . . Contact
Administration Keri Cascio
Advertising with ALCTS Christine McConnell
Appointments Keri Cascio
ALCTS News (advertising, general information, article submission) Christine McConnell
Awards Christine McConnell
Board Keri Cascio
Budget Keri Cascio
Committee and Interest Group Meetings Julie Reese
Committee Reports Julie Reese
Continuing Education Julie Reese
Election Keri Cascio
Electronic Discussion Lists All Staff
Fundraising Keri Cascio
ALA Handbook of Organization Keri Cascio
Library Resources & Technical Services (advertising, general information, manuscripts)
Christine McConnell or email the editor at [email protected]
Membership and Benefits of Membership Christine McConnell
Monographs and Publishing Christine McConnell
Policies & Procedures Keri Cascio
Programs & Preconferences (registering & planning) Julie Reese
Publications (ordering information, general information, submissions) Christine McConnell
Reimbursement Julie Reese
Report Forms Julie Reese
Rosters Julie Reese
Volunteer Opportunities Keri Cascio
Website Christine McConnell
Web Publications (general information, submissions) Christine McConnell
http://www.ala.org/alcts/about/contact
ALCTS Contact Information OFFICE:
50 E Huron Street
Chicago, IL 60611-2795
(312) 280-5037 fax: (312) 280-5033
www.ala.org/alcts [email protected]
STAFF:
Keri Cascio Julie Reese
Executive Director Continuing Education and Meetings
(312) 280-5030 (312) 280-5034
[email protected] [email protected]
Christine McConnell
Publications and Membership
(312) 280-5037
Rules concerning fundraising/program sponsorship • All fundraising and sponsorship requests are coordinated by the ALCTS Fundraising Committee
– Wendy Vermeer is chair
• The Fundraising Committee will make the “official” ask for any sponsorship
• Questions about ALCTS Fundraising and Sponsorships should be addressed to the chair of the Fundraising Committee
• Any ALCTS events is eligible for sponsorship
– Conference Programs
– Pre-conferences and symposia
– Webinars and web courses
– Special events and initiatives, such as Preservation Week
• Eligible sponsorship requests
– Speaker support
– General program support, in-person or virtual
– Targeted support for specific event, such as Preservation Week
– In-kind, such as giveaways
• Sponsorship requests for catering of any type for programs or committee meetings are NEVER honored
• Members involved in the development of an event for which sponsorship is desired need to contact the Fundraising Committee before making any contact with potential sponsors
• Ideas for potential sponsors are always welcome
• Sponsorship levels are generally determined by the Fundraising Committee
ALCTS Strategic Plan 2015
I. Increase awareness of the ALCTS mission and activities to outside groups. A. Raise awareness of our mission and our contributions to the profession.
B. Strengthen advocacy for user access to resources and information.
II. Increase participation in ALCTS activities. A. Encourage a culture of year round participation in meetings in all formats.
B. Expand opportunities for virtual members to participate in Association activities.
C. Reach out to under-represented and under-involved groups (support staff and students) to encourage their participation in webinars and online meetings.
III. Develop ALCTS as a vibrant, relevant organization. A. Give special attention to member retention.
B. Develop a culture of continuous review and examination of programs and services to maintain relevance.
C. Recruit new members, particularly students and faculty in iSchools and library programs, and public and special librarians.
D. Identify and address requirements for the financial sustainability of ALCTS, particularly fundraising.
Committee Chair
Calendar
Jennifer Bowen
Chair, ALCTS Leadership
Development Committee
July – September
July: Term of service begins.
Contact your returning and new committee
members.
Connect with your committee at least once
a month.
Committee mailing list or ALA Connect
Plan and communicate calendar for year’s
work.
September – December Planning for Midwinter
Ensure committee meeting is scheduled.
Happens automatically for most committees
Share meeting info. with group members
Contact committee members – anyone
connecting remotely?
Plan accordingly – equipment, etc.
Begin to develop agenda.
September – December Working Between Conferences
What committee business can you carry out
between conferences instead of waiting until
Midwinter?
Support participation by virtual members
Contact ALCTS staff to schedule virtual
meetings using:
Conference call line
GoToMeeting software
By November 20th:
Division Chairs: Submit first of three
reports to ALCTS President as Word
attachment (1-2 pages; bullet points)
Focus on Strategic Plan first
Activities since Annual
Section committee chairs:
Check with your Section Exec!
January – Midwinter Meeting
Convene your group’s meeting(s) using agenda you have created before the meeting.
All division committee chairs attend ALCTS Division Committee Chairs meeting (Sunday morning)
Section committee chairs attend their respective section’s Executive Committee meeting.
Present any action items to your respective Boards.
January – At or Right After
Midwinter Committee AND Interest Group Chairs:
Submit a written narrative report of Midwinter
activities for publication in ALCTS News via
the ALCTS website: http://www.ala.org/alcts/mgrps/howto/grp_report
Committees: Post draft minutes to your ALA
Connect page; send final minutes to ALCTS
office for posting on website
By March 28th:
Division Chairs: Submit second of three
reports to ALCTS President as Word
attachment (1-2 pages; bullet points)
Focus on Strategic Plan first
Activities since last report
Section committee chairs:
Check with your Section Exec!
March – May Preparing for Annual
If you are rotating off as chair, work with appointing officer to begin solicitation for a new chair.
Ensure committee meeting is scheduled. Happens automatically for most committees
Share meeting info. with group members
Contact committee members – anyone connecting remotely? Plan accordingly – equipment, etc.
Begin to develop agenda.
By May 30th:
Division Chairs: Submit your third progress
report to ALCTS President as Word
attachment (1-2 pages; bullet points)
Focus on Strategic Plan first
Activities since last report
Section committee chairs:
Check with your Section Exec!
June – Annual Conference
Convene your group’s meeting(s) using agenda you have created before the meeting.
Attend your group’s programs!
All division committee chairs attend ALCTS Division Committee Chairs meeting (Sunday morning)
Section committee chairs attend their respective section’s Executive Committee meeting.
Present any action items to your respective Boards.
June - At or Right After Annual
Submit a written report of Annual activities for
publication in ALCTS News via the ALCTS
website: http://www.ala.org/alcts/mgrps/howto/grp_report
Post draft minutes to your ALA Connect
page; send final minutes to ALCTS office for
posting on website
If you are rotating off as Chair…
July: Term of service ends.
Send committee members a thank you
message.
Outgoing chair should send records of the
committee’s work to the new chair.
Archival records (excluding minutes, rosters,
memos, etc.) should be sent to the ALCTS
Office if not needed by the new chair.
Communication Within ALCTS
Keeping up with ALCTS
ALCTS Chairs list: [email protected]
ALCTS Interest Group list:[email protected]
ALCTS Central list: [email protected]
ALCTS News: http://www.ala.org/alctsnews/
ALCTS Facebook page
ALA Connect
Just For Interest Group Chairs
No need to submit progress reports to
ALCTS President or Section Chair
You ARE required to submit narrative
reports of your activities at Midwinter and
Annual for publication in ALCTS News: http://www.ala.org/alcts/mgrps/howto/grp_report
In your Annual report, announce the
names of your new IG officers
One last tip…
Member How-tos!
ALCTS >> Member Groups & Communities
>> Member How-tos
http://www.ala.org/alcts/mgrps/howto
Thank you!
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