Typically, STS committees will have two co-chairs. Co-chair appointments are usually made on a staggered schedule so that one co-chair will have had one year of experience with the committee (known as the “ongoing co-chair” or “continuing co-chair”) and the other co-chair will be new to the role (known as the “incoming co-chair”).
1. Generally, committee appointments begin July 1st.
It is recommended that around this time, outgoing, continuing, and incoming co-chairs discuss the work and direction of the committee and any specific responsibilities that have been assumed by members. This is also the time to make arrangements to have archival material transferred from the outgoing chair and to ensure committee files are made available to the incoming co-chair.
Incoming co-chairs may want to consider attending a committee meeting prior to the start of their appointment or taking a look at the minutes from the last committee meeting.
[Note: Program Planning Committee co-chairs may want to do this 18 months before their program if they plan to request ALA funding.]
2. It is suggested that continuing and incoming co-chairs communicate with each other about how they will collaborate in the upcoming year. The following suggestions are provided to help guide your initial co-chair email exchange or meeting:
Review your committee’s charge and responsibilities
Identify the expected contribution of each co-chair. Note - there are no STS committee-wide expectations. The contributions will likely vary depending on the co-chairs’ interests, strengths, and expertise. Communication is key to navigating those elements.
Some sample contribution options to discuss include:
Establishing a system for committee meeting facilitation (e.g., rotating, set co-chair, etc…)
Determining how committee meeting agendas will be drafted (e.g., jointly in a shared doc, rotating turns, set co-chair, with the full committee, etc…)
Determining who will send out committee meeting agendas (to the committee, the STS listserv, and ACRL) and initiate communications with the committee (e.g., rotating, set co-chair, etc…)
Establishing a system for committee meeting minute taking (e.g., rotating, set co-chair, committee member, etc…)
Establishing a system for posting minutes to ALA Connect, sharing minutes with STS Secretary and ACRL, and submissions to the STS Signal (e.g., rotating, set co-chair, etc…)
Discussing who will attend and report out at STS Council (e.g., both co-chairs, alternating, based on availability)
Some committees have specific roles (e.g., Publications has the STS Webmaster and the Signal editors) - discuss whether co-chairs will take on any of the task-specific roles or identify committee members to do so
Set up milestones for the work of your committee for the upcoming year
Milestone activities may include work you and your co-chair will carry out as well as work done by committee members
Consider putting these milestones in an online document that can be shared with your committee
These milestones can help shape the end-of-year reporting you will be asked to do for the annual report. Share your committee’s annual report responses for the previous year with the incoming co-chair to help familiarize them with the work the committee has been doing.
Discuss where information about your committee work is currently stored or will be stored and how it will be passed along the following year
STS committees may use ACRL STS LibGuides for public documents
ALA Connect should be used for official meeting minutes and private documents
Committees may also use internet sharing sites, such as Google Drive and Dropbox, for living documents (e.g., planning documents) but be sure to transfer access to future committee co-chairs and move documentation for longer-term access to either STS LibGuides (public documentation) or ALA Connect (private documents for only committee viewing)
If your committee collects survey or research data, work with the STS Data Curation and Assessment committee to store that data in an openly available, long-term storage platform.
Discuss your preferred mode of communication with your co-chair
Some example options might include:
Sending quarterly check-in emails to each other
Holding an online meeting to discuss any questions or issues either before or after a committee meeting
Stating what a timely communication response from you typically looks like so your co-chair can set their expectations accordingly (e.g., letting your co-chair know that you typically try and respond within 1-2 days or within a week, or that you typically respond on a certain day that you set aside for committee work, etc…)
Stating your preferred modes of communication (e.g., email, virtual meeting, etc…)
In general, plan to copy your co-chair on all committee business including communications with your committee members, STS Council, and STS Executive members.
In general, try to balance the workload between the two co-chairs.
If possible, let your co-chair know if unexpected events come up in the year that might impact your ability to follow through on your STS commitments.
1. Maintain a roster of all current committee members, with contact information. Committee members are listed on each STS committee page and contact information is visible when you are logged in with your ALA account information. You can also find your committee’s contact information and send them messages when you are logged into the ALA Connect space for your committee. Have members correct any erroneous information on the Committee Roster.
2. STS is committed to providing a safe, productive, and welcoming environment for all members and participants. At your first meeting, consider reviewing the ALA Online Code of Conduct as a way to frame what appropriate virtual conduct looks like.
3. Also, at the first committee meeting, set expectations for committee members in terms of time and effort.
Review the committee’s charge, corresponding tasks, and milestones for completing those tasks.
Discuss preferred modes of communication for your committee. For example, will most of your work happen during synchronous meetings, or will the work be a combination of meetings and emails?
Discuss expectations for timely responses and define what that means.
4. Distribute links for any online file sharing platforms your committee uses or discuss how the committee wants to share files or other relevant information.
5. Organize and chair committee meetings.
STS committees should meet synchronously at least twice a year. Historically, these meetings happen in the winter (around January) and summer (around ALA Annual in June). Your committee may need to meet more often depending on your committee’s specific tasks, or may want to meet on a different schedule dictated by the committee’s responsibilities.
Approximately one month before a meeting, share the meeting time, location, agenda, and a copy of the past minutes of the meeting, to all current and incoming members of your committee. Meeting agendas should also be sent to the ACRL Program Officer (lcarlton@ala.org) two weeks before the meeting.
Below are some tips for chairing committee meetings:
Start on time.
Ask for a volunteer to take minutes.
Share the agenda and see if there are any additional items to add.
Share ALA Online Code of Conduct.
Start a sign-up sheet (for virtual meetings, consider using the chat feature for this). Ask all attendees to sign name and institutional address as well as indicate whether they are members or visitors.
Ask for self-introductions of all in attendance. Consider doing an icebreaker to help build community.
Share minutes from the last meeting and see if there are any questions.
Make announcements.
For the first meeting, consider a review of the committee's charge and STS’ Core Values.
Discuss agenda items. Call for reports from members. Try to have enough copies of all documents for all those present (or share files ahead of time, if feasible). Keep the discussion focused. Establish time constraints, if necessary, for each agenda item.
Summarize discussion. Set action items and make individual assignments. Establish deadlines for correspondence or other reports. Develop preliminary agenda for next meeting.
Set date and time of next meeting.
Adjourn meeting.
Send a copy of your committee meeting summary (e.g., minutes or a completed ACRL Meeting Highlights form) to the STS Secretary within one month after the meetings. The STS Secretary share the minutes with the STS membership and the ACRL Program Officer (lcarlton@ala.org)
6. Report on committee activities:
at meetings of the STS Council. And share with committee members any section or committee-specific information you learn at STS Council.
by submitting to the Fall and Spring STS Signal (newsletter of the Section).
for the Section’s ACRL Plan for Excellence report at the end of the fiscal year.
7. If meeting in person at ALA Annual, submit meeting time and space needs to the STS Chair.
8. Submit budget requests and turn in budget reimbursement forms for committee expenses to STS Chair. For requests over $500, complete the STS Fundraising Request Form at least 10 weeks in advance.
9. Engage committee members:
As relevant for your committee, solicit volunteers for specific roles or tasks.
Encourage committee members to engage with larger STS programming and initiatives.
Welcome new ideas from your committee members; bring these new ideas forward to Council as appropriate, and attribute your fellow committee members.
10. Be ready to make suggestions to the STS Vice-Chair/Chair-Elect for committee appointments. Make sure each new committee member and each current committee member who wants to serve a second term fills out the online ACRL Volunteer Form.
11. At end of term as Co-chair, send thank-you letters to committee members.
STS Council includes all of the committee co-chairs (36 folks at present) plus STS Executive Committee members (Chair, Past-Chair, Vice-Chair/Chair-Elect, Secretary, Publicity Officer, EDI Officer, and 2 Members-at-Large). STS Council typically meets 2-4 times per year for a 1.5 hour meeting.
Prior to Council, you’ll be asked to submit a brief report of any committee updates (e.g., “we have begun planning for our event at Annual” or “We had over 250 registrants for our STS program, and received very positive feedback.”)
You’ll be asked to review these combined reports prior to Council, and come with any questions, feedback, new ideas, etc.
The rest of the time will be spent on reports from ACRL and the STS Executive Committee, and discussing old and new business.
You are on the STS-Council email list, which is comprised of all STS Council members. Please feel empowered to contribute to any discussion we have on that list; you are an important leader in STS representing your committee and all other STS members.
If you have questions about your committee, please contact the STS Chair. Some example questions and issues are provided below:
Questions about your committee charge
Budgetary needs
Committee member needs to step down
You forgot to do something
An unexpected issue arose with your committee
Insight or perspective into committee work
In addition, please be prepared to share information with the STS Chair and Vice-Chair about future leaders you identify on your committee. The EDI Task Force had recognized one of its 13 priorities to “reconsider the recruitment, appointment, and nomination process for STS leadership roles such that we have a more equitable, diverse, and inclusive section”. That starts with you – identify and encourage future leaders.
