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ACRL Board Manual 2020-2021

Board Manual for the ACRL Board of Directors.

5.1 Roles & Responsibilities: President

Association Governance – Board meetings, performance evaluations, strategic planning

  1. Serves as an officer of the division
  2. Plans with the Executive Director and Presidents the Strategic Planning and Orientation Session (SPOS) for the Board (typically held in September or October).
  3. Serves as a member of the division Board of Directors and presides at its meetings.
  4. Serves as a member of the division Executive Committee and presides at its meetings.
  5. Presides at the ACRL membership meeting:
    1. The combined Leadership Council & Membership Meeting is held Friday afternoon at Midwinter Meeting and Annual Conference.
    2. Optional annual President's Program typically held at ALA Annual
  6. Sees that the officers and members of the Board of Directors observe the bylaws, and that the actions of the Board of Directors and of the membership are carried out.
  7. Provides leadership for monitoring the division's strategic goals.
  8. Identifies actions in the best interest of the division and of the profession, and recommends such actions to the Board of Directors.
  9. In consultation with the executive director, prepares agendas for Board and Executive Committee. Also in consultation with the executive director, prepares agendas for and presides at the ACRL Leadership Council & Membership Meeting held on Friday afternoon at the Midwinter Meeting and Annual Conferences.
  10. Responsible for orientation and training of the Board.
  11. Responsible for creating an effective environment for Board to conduct its work. Conducts regular evaluations of Board effectiveness.
  12. Mentors and advises vice-president/president-elect.
  13. Consults with ACRL Board of Directors and officers and carries out ACRL executive director's annual performance evaluation. Submits a written recommendation to ALA senior associate executive director for member and program services.
  14. Makes interim appointments to fill committee vacancies, wherein the appointee serves until the expiration of the term of the member replaced.
  15. Participates in regular conference calls with other officers and the executive director.
  16. Works with staff and presidents to plan Virtual Leader Orientation.

Officers (president, vice-president, and past president) review progress to date and confer with executive director regarding any necessary midyear adjustments (e.g., unexpected emergencies or opportunities, ALA-directed changes) and/or concerns.

Communication- about ACRL to its units and to ALA
  1. Responsible for communicating Board actions, concerns, and issues as they arise.
  2. Suggests agenda topics for Chapters Council to ensure that important/broad ACRL issues are covered.
  3. In consultation with the chair of the Budget & Finance Committee, plans joint Board/Budget and Finance Committee Meeting at Midwinter and presides with B&F chair at meeting.
  4. Keeps the Board and Executive Committee informed of all action and activities by forwarding copies of all documents.
  5. Prepares and submits an Annual Report to ALA Council. (Staff will draft a report for the President’s review.)
  6. Maintains effective relationships between ACRL and ALA and its divisions. Shares information, communicates concerns, participates in governance through attending meeting such as:
    1. ALA presidents’ luncheon.
  7. Provides information to staff to maintain the ACRL President’s Page, including biographical information, message from president, schedule, special events, press box, reports, contact information and a photo.
  8. Communicates activities and plans in reports for C&RL News, quarterly president’s reports (examples below), and special messages to ACRL units.
  9. Represents ACRL at chapter conferences by invitation.
  10. Solicits donations to Friends Fund.
  11. Prepares a quarterly officer’s report.
  12. Writes letter from the vice-president for ACRL Annual Report for previous year published in December issue (due in October).
Quarterly President's Reports
Quarterly Report Template
Representation-external to Higher Ed org, media, vendors, etc.
  1. Represents the division between meetings of the Board and Executive Committee.
  2. Responds to requests from ALA Communications & Marketing Office for interviews and information.
  3. Attends some liaison organization’s meetings as the ACRL representative, e.g., CNI, ARL.
Ceremonial – awards, ACRL Conference, receptions
  1. May make nominations to the Board for a Special Presidential Recognition Award.
  2. Attends ACRL Leader Council & Membership Meeting and Welcome Reception.
  3. During an ACRL Conference year, welcomes new members and scholarship winners, hosts colleagues event, participates in ribbon-cutting, etc.
  4. Presents Excellence Awards at on-campus ceremonies as schedule permits attending.
  5. Attends invitational receptions at Midwinter and Annual Conference, as schedule permits, e.g., receptions for ALA officers, ALA president’s lunch, etc.
  6. Prior to Annual Conference, prepares written remarks with executive director to thank outgoing Board members. Presents remarks to outgoing Board members at Annual Conference.
President’s Ex-officio and liaison responsibilities
  • Ex-officio member of Academic/Research Librarian of the Year Award Committee
  • Board liaison to ACRL Chapters Council and President’s Program committee
  • Representative of ACRL at Coalition for Networked Information (CNI) fall and spring Task Force meetings
  • Representative of ACRL at Association of Research Libraries (ARL) meetings, assuring ARL continues tradition of inviting ACRL.

President

The ACRL president attends the Midwinter Meeting, Annual Conference, spring and fall Executive Committee meetings, the annual fall Strategic Planning and Orientation Session (SPOS), and other meeting commitments that may arise.

In addition to those duties specified in the ACRL Bylaws and those listed under the roles and responsibilities for the position, the ACRL president has several meeting commitments at the ALA Midwinter Meetings and ALA Annual Conferences, along with a variety of others occurring at various times during the year. Meeting commitments fall into three categories: ALA, ACRL, and external organizations. Following are the meeting commitments for this position.

ALA Meetings
ALA meetings are scheduled by the ALA president working with the ALA Executive Office. Communication about the time, agenda, and any supporting documents comes from the ALA Executive Office.

  • ALA President’s Lunch, Saturday 11:30–12:45 p.m.

The ALA President usually hosts a lunch for all Division Presidents at the Midwinter Meeting and Annual Conference typically on Saturday from 11:30–12:45 p.m.

ACRL Meetings

  1. The president works with ACRL staff to develop the agenda and presides during the ACRL Board of Directors meetings at both the Midwinter Meeting and Annual Conference (Saturdays and Mondays).
  2. The president works with staff to prepare the agenda and presides at the ACRL Executive Committee meetings twice a year, fall and spring. The fall meeting had been scheduled for one-and-a-half days and the spring meeting for one day. In recent years, the full Board has met virtually in the fall and spring. The virtual meetings have been held in lieu of, as well as in addition, to the executive meetings.
  3. The president works with staff to set purpose/outcomes and develop the agenda for the Board SPOS. Since 2010, senior staff has attended SPOS. The president presides over the session.
  4. The president presides over the Award Ceremony during Annual Conference at the opening of the President's Program typically on Saturday morning.
  5. Three spring Virtual Leader Orientation sessions are held annually for newly elected and appointed committee, section, discussion group, and interest group leaders. In recent years, the orientation has been a flipped classroom format, with pre-recorded content shared in advance of a live virtual FAQ. The president is expected to work with staff to record the presentation, and host a live FAQ. In consultation with the Executive Director, vice-president, and past president, the president plans the agenda and presides over the Leadership Council & Membership Meeting that is held on Friday afternoon at Midwinter and Annual.
  6. A Leadership Council Welcome Reception lunch is held Fridays during Midwinter and Annual Conference. The Board is expected to attend and get to know other ACRL leaders.
  7. The president is expected to meet with the Chapters Council during the Midwinter Meeting and Annual Conference. Chapters Council typically meets on Sundays, 8:30–10:00 a.m.
  8. The president serves as an ex-officio member of the Academic/Research Librarian of the Year Award Committee.
  9. ACRL provides opportunities for its officers to visit the local chapters. The president may be invited to visit a chapter as a speaker to share information about ACRL programs, services, and activities. The president should confirm availability with the chapter and ask that they contact the ACRL office about further details.
  10. The president leads the Officers in the Executive Directors evaluation process. At the Midwinter Meeting, Officers review progress to date and confer with Executive Director regarding any necessary midyear adjustments (e.g., unexpected emergencies or opportunities, ALA-directed changes) and/or concerns. At Annual Conference, convenes Executive Session at the close of the first ACRL Board meeting to review performance of Executive Director. The president discusses annual evaluations with the Executive Director, outlines priority areas for coming year, and highlights any areas requiring particular direction by the Executive Director.

Other meetings

Association of Research Libraries (ARL)

  • The ACRL president is invited to attend the ARL’s fall and spring meetings. If the president is not an ARL director, funds in the ACRL Board budget may be used to support this activity.

Coalition for Networked Information (CNI)

  • The president may also attend CNI’s fall and spring meetings as an ACRL representative

AUGUST

  • Presidential article (if desired) for September issue of C&RL News due August 1.
  • Finalize plans for the ACRL Board Strategic Planning and Orientation Session (usually held in September or October).

SEPTEMBER

  • Start writing message for Annual Report covering period ending with previous Annual Conference (your vice-presidential year), published in the December issue of C&RL News. 300–500 words, due in October. 
  • Work with Executive Director on agenda for Fall Executive Committee meeting.
  • Finish any remaining committee and task force appointments.
  • Start preparing President’s Report for Fall Executive Committee meeting.
  • Encourage ACRL Board/others to nominate individuals for ACRL awards.
  • Finalize any last-minute details and attend the ACRL Board Strategic Planning and Orientation Session (usually in September or October).
  • Encourage 100% participation of Board members in annual Friends campaign.

OCTOBER

  • Finish message for Annual Report covering period ending with previous Annual Conference (your vice-presidential year), published in the December issue of C&RL News. 300–500 words, due in October.
  • In even years only, appoint chair of ACRL Conference Committee (This is a separate process than regular divisional appointments - you’ll get a mailing detailing the process).
  • If planning a President’s Program, check in with President's Program Committee re: arrangements/publicity providing assistance as needed.
  • Attend ARL (typically mid to late September to mid-October).
  • With Executive Committee, select topics for Midwinter Leadership Council.
  • Post a call to ACRL leads seeking nominations/application for ACRL awards.
  • Attend ACRL Executive Committee or Virtual Board Meeting.

NOVEMBER

  • Begin developing a brief written report for ACRL Leaders at Leadership Council and Board report at Midwinter.
  • Give quote to staff for Friends promotion, encourage members to donate.

DECEMBER

  • Prepare agenda for Midwinter Meeting with Executive Director.
  • Identify topics for Board update session.
  • Contact any task force and/or committee chairs for progress reports, if desired.
  • Attend CNI (typically in mid-December).
  • Prepare discussion questions for goal-area committees meeting with the Board at Midwinter to encourage meaningful engagement.

JANUARY

  • Prepare written President’s Report to the Board.
  • Prepare presentation for ACRL Leadership Council.
  • Prepare for Midwinter Meeting.

Midwinter

  • Preside at the ACRL Board Update session (Friday morning).
  • Preside over ACRL Leadership Council (Friday afternoon)
  • Attend the ACRL Leadership Council Welcome Reception lunch (Friday).
  • Preside at ACRL Board meetings (Saturday and Monday).
  • Attend Chapters Council (typically, Sunday 8:30–10:00 a.m.).
  • Attend Academic/Research Librarian of the Year Award Selection Committee (if you wish to participate; typically, Saturday 10:30–11:30 a.m.).
  • Attend joint meeting of Board and Budget & Finance Committee (typically, Monday 8:00–10:00 a.m.).
  • Meet with ACRL officers and Executive Director to review progress to date and confer with Executive Director regarding any necessary midyear adjustments (e.g., unexpected emergencies or opportunities, ALA-directed changes) and/or concerns.
  • Conduct Board effectiveness assessment.
  • Attend invitational lunch for all presidents within ALA, hosted by the ALA president (typically, Saturday 11:30 a.m.–12:45 p.m.).
  • Attend Excellence Award Committee (if you wish to participate).

MARCH

  • Prepare for Excellence Award presentations.
  • Prepare for ACRL Conference presentations/greetings (in odd-numbered years).
  • Attend ACRL Conference (in odd-numbered years—March or April).

APRIL

  • Present Excellence Awards on campus (typically scheduled in spring).
  • Prepare for spring Executive Committee/Board meeting.
  • Finalize thank you letters to non-reappointed committee chairs, members, and interns.
  • Attend ARL (typically late April).
  • Work with staff to plan Virtual Leader Orientation.
  • Attend CNI meeting.

MAY

  • Announcement of election results. (Also published on ACRL homepage and in June issue of C&RL News.) Congratulate newly elected ACRL Board members.
  • Attend ACRL Executive Committee Meeting and/or Board Virtual Meeting.
  • Review and finalize ACRL president’s report to Council.  This will also be used in program at ACRL membership meeting. (ACRL staff will draft and send you a copy to review and edit unless you prefer to do your own).
  • Work with Executive Director on agenda for Annual Conference Board meetings.
  • Prepare written president's report for Annual Conference Board meetings. Selections may be shared orally with the Leadership Council & Membership Meeting.
  • Prepare in advance thank you statements for outgoing Board members to deliver at final Board meeting when presenting ACRL gift. These typically highlight their contributions to the Board.
  • Collect data from the Board for Executive Director’s performance review using the ALA assessment form.

JUNE or JULY
Annual Conference

  • Preside at ACRL Board meetings.
  • Provide orientation to new Board members (typically, Friday, 10:00 a.m.–noon).
  • Preside at president's program meeting.
  • Attend the ACRL Leadership Council Welcome Reception lunch (Friday Noon–1:00 p.m.).
  • Preside over ACRL Leadership Council & Membership Meeting (Friday 1:00–3:00 p.m.)
  • Attend ACRL President’s Program and awards reception.
  • Attend invitational lunch for all presidents within ALA, hosted by the ALA president (typically, Saturday 11:30 a.m.–12:45 p.m.).
  • Convene officers to prepare performance review with Executive Director.
  • Meet with Executive Director to review performance. Prepare written statement for ALA senior executive director for programs and services.
  • Meet with incoming vice-president and other ACRL officers to discuss work and direction of the association.
  • Arrange to send appropriate files to incoming president.
  • Conduct Board effectiveness assessment.
  • Make presentations to outgoing Board members at final Board meeting.
  • Hand gavel to incoming president at final Board meeting.
  • Attend ALA Inaugural Luncheon (Tuesday 11:30 a.m.–1:00 p.m.).

JULY/AUGUST Post Conference

  • Prepare written statement reviewing the ACRL Executive Director’s performance for the ALA Senior Associate Executive Director for Member Programs and Services.
  • Write thank you notes to Board, staff, as desired.
  • Assist incoming president with transition.
  • Schedule a transition phone call among the officers.