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ACRL Virtual Meeting Guidelines: Home

Virtual meeting guidelines and instructions for ACRL members.

ALA Open Meeting Policy

Meeting Announcements - 10 Days Prior

Per the ALA Open Meeting Policy, meetings must be publicly announced at least 10 days prior to the meeting date, and should be publicly posted on ALA Connect. Virtual meeting requests should be made as early as possible (especially during the weeks surrounding Midwinter and Annual Conference), and use of meeting rooms is based on availability. 

Meeting Minutes - 30 Days Following

The results of meetings must be made public no fewer than 30 days after the meeting’s conclusion, and should be publicly posted to ALA Connect and emailed to your staff liaison. Meeting minutes should not attribute items to a particular person, and should aim to capture the meeting outcomes at a high level. For further guidance on minutes, please review the Making the Meeting resources (login required) created by parliamentarian Eli Mina.

Please send your minutes to the following staff members:
Committees - apayne@ala.orgDiscussion Groups & Interest Groups - lcarlton@ala.org, and Sections - mgriffin@ala.org.

Please refer to the ACRL Guide to Policies and Procedures, Chapter 8: Meetings for full guidelines and definitions. 

How to Request a Virtual Meeting

ACRL offers its committees and communities of practice groups use of virtual meeting software for  Zoom. It is recommended to schedule meetings early, and use of the virtual meeting software will be based on availability. Before requesting a virtual meeting, please review the below guidelines.

Please use the ACRL Virtual Meeting Calendar to request your meeting or practice session. Contact ACRL Program Coordinator Elois Sharpe at esharpe@ala.org if you are attempting to book a room less than two weeks in advance.

Please note, all meeting times on the calendar, are Central Standard Time, (CST).

A meeting is not final, until a confirmation email is sent with the meeting link.
 

Got questions about Zoom? Take a look at the FAQ.

Zoom Meeting (up to 300 attendees)

Zoom Logo



About Zoom Meeting

Zoom Meeting can support up to 300 attendees, and is recommended for regular committee meetings. Zoom Meeting offers the following features: blended VOIP and conference calling,  group chats, private chats, breakout groups, screen sharing, polls, and webcam video.
 

Preparing for a Zoom Meeting

  • All attendees should have a stable internet connection and a USB headset (if connecting via VOIP).
  • If attendees would like to test equipment, please use the ACRL Virtual Meeting Calendar to schedule a practice session. The practice time is not confirmed, until a login link is sent.

Conducting a Zoom Meeting

  • Attendees may enter the meeting room no more than 15 minutes early.
  • Do not enter the meeting room other than confirmed times, as other groups may be using the room.
  • If a PowerPoint or PDF will be used, login 15 minutes early to share your screen.
  •  If attendees have difficulties accessing the meeting, please call Zoom's tech support at 888-799-9666 ext 2.

Tips & Tutorials

Here are a few tips we’ve discovered that you can pass onto committee members:

1. When you click on the meeting link, it will automatically download the Zoom plugin for installation if you don’t already have it on your   computer.  If you have the Zoom app on your computer, you’ll come to the Join Meeting page.
2. Use this link https://zoom.us/support/download to download the plugin prior to the meeting.
3.  Web browsers compatible for Zoom - Chrome, Safari, IE/Edge and Firefox
4.  Devices Supported- Mac, Windows and Linux
5. Mobile – iOS, Android and Blackberry
6. You will need a headset for VoIP. If you are using a machine with a built-in microphone, you will need to disable the built-in microphone and enable the microphone on your headset (a USB headset is best).
7. Please allow a few minutes to get in and test your audio, etc. before the start time.
8. Once you enter the Zoom Room (you will join as a participant)
       1.  Select your method for joining the meeting - Phone Call or Computer Audio-VOIP  
9. To test your audio, click on the "Test Computer Mic and Speakers" link.
10.Click the Chat icon at the bottom of the screen to use the chat feature.

If you have never attended a Zoom Meeting before:

Zoom Web (up to 999 attendees)



About Zoom Web

Zoom Web can support up to 999 attendees, and is recommended for discussion forums, but can also be used for regular committee meetings. Zoom Web offers the following features: blended VOIP and conference calling, group chats, private chats, screen sharing, polls, and webcam video.


Preparing for Zoom Web

  • All attendees should have a stable internet connection and a USB headset (if connecting via VOIP).
  • If attendees would like to test equipment, please use the ACRL Virtual Meeting Calendar to schedule a practice session. The practice time is not confirmed, until a login link is sent.

Conducting a Zoom Web Meeting

  • Attendees may enter the meeting room no more than 15 minutes early.
  • Do not enter the meeting room other than confirmed times, as other groups may be using the room.
  • If a PowerPoint or PDF will be used, you will need to Share Your Screen.
  • If attendees have difficulties accessing the meeting, please call Zoom's tech support at 888-799-9666 ext 2.

Tips & Tutorials

Here are a few tips we’ve discovered that you can pass onto committee members: 

  1. When you click on the meeting link, it will automatically download the Zoom plugin for installation if you don’t already have it on your computer.  If you have the Zoom app on your computer, you’ll come to the Join Meeting page.
  2. Use this link https://zoom.us/support/download to download the plugin prior to the meeting.
  3. Web browsers compatible for Zoom - Chrome, Safari, IE/Edge and Firefox
  4. Devices Supported- Mac, Windows and Linux
  5. Mobile – iOS, Android and Blackberry
  6. You will need a headset for VoIP. If you are using a machine with a built-in microphone, you will need to disable the built-in microphone and enable the microphone on your headset (a USB headset is best).
  7. Please allow a few minutes to get in and test your audio, etc. before the start time.
  8. Once you enter the Zoom Room (you will join as a participant)
    1. Select your method for joining the meeting - Phone Call or Computer Audio-VOIP  
  9. To test your audio, click on the "Test Computer Mic and Speakers" link.
  10. Click the Chat icon at the bottom of the screen to use the chat feature.

If you have never attended a Zoom Web Meeting before: