University Libraries Section (ULS): About Our Discussion Groups

You may be an individual convener or co-convener for a discussion group. Discussion group conveners are responsible for planning in-person or virtual discussion group meetings. 

Immediately following your appointment as a convener, go to the University Libraries Section page of the ACRL website. Review the list of Resources on that page and familiarize yourself with resources relevant to Discussion Groups:

• ULS Website

• ULS Governance Procedures

• ULS Blog

• ULS on Facebook

• ULS LibGuides

• ALA Connect Community - ULS Executive Committee

• ALA Connect Community - ULS (ULS Discussion List FAQ)

• Video about Using ALAConnect

Email the chair of the ULS Executive Committee listed, and request to attend the next ULS Executive Committee meeting. Find out what projects the ACRL Board or ULS Chair are prioritizing for the coming year and start thinking about how your discussion group could contribute.

Email the current convener(s) of your discussion group and ask to attend their next meeting.

Read the discussion group's annual report from the previous year. If you are new to the discussion group, find out what topics were recently discussed, how they went, and any advice they have for you. Confirm the discussion group information included in the ULS LibGuide is still accurate.

Soon after your term begins in July, get in touch with your discussion group:

• Login to the ACRL website to find out your co-convener and/or members' official email addresses.

• Email everyone to introduce yourself and have them introduce themselves to each other.

As a discussion group convener, you are also a member of the ULS Executive Committee. In this role, you will participate in the following:

• E-mail discussions via the ULS Executive Committee email list
• The virtual ULS Executive Committee meetings around ALA Conferences

To be most effective, take advantage of mentoring from previous discussion group conveners and ULS Executive Committee members. Be engaged by taking initiative, asking questions, and suggesting ideas.

Work with your discussion group to plan discussions for the upcoming year. It is recommended that you hold at least two discussion groups per year. These can be held virtually (e.g., online via Zoom, asynchronously) or in-person at the ALA Annual Conference. 

If you meet virtually, do so in whatever way is most convenient. You can request to schedule a Zoom session through ACRL for more formal online discussions, although ACRL recommends discussion groups use their own institutional accounts. 

Each year, work as a discussion group to identify what types of discussion formats you want to host. Consider a variety of formats, such as:

• Asynchronously via Connect or email
• Virtual / live sessions online (reminder: use institutional accounts)
• At the ALA Annual Conference (keep in mind you will have to schedule a meeting room for ALA Annual in Spring in consultation with the ACRL ULS Executive Committee)
• Submit a proposal for a roundtable discussion at the ACRL Conference
• Other formats such as E-forums (post a topic, collect responses for a set period of time, post a summary of responses)
• Examples: ACRL Online Discussion Forums 

As Co-Convener, you will decide on a meeting topic, in consultation with your discussion group. Here are some suggestions for gathering and deciding on a topic:

• Find out if a topic was proposed at a previous discussion.
• Generate ideas among discussion group conveners and members (via Connect or online meetings).
• Send out a call for ideas to the entire ULS community via Connect.
• Send out a call on Connect to ULS members to get proposals to present a topic and lead a discussion, optionally followed by a convener-led group discussion.
• Contact other ULS discussion groups to inquire about their plans and, if appropriate, propose co-sponsoring a discussion (this can draw more people).
• Contact the Chair(s) of the ULS Professional Development Committee and see if they have program proposals that were not accepted that might fit the theme for your discussion group.
• Once a topic and facilitator has been selected, discuss and plan for format (open forum, discussion via Zoom, or explore other formats). 
• Announce your upcoming discussion via Connect to ULS. Depending upon ULS Chair preferences, you may be asked to share your discussion announcement with them directly. 
• To share your upcoming discussion on the ULS blog and social media, fill out the promotion request form. This form is routed to the ULS Communications Committee that manages those channels.

As a reminder, meetings and/or discussions should be publicly announced at least 10 days prior to the meeting and should be posted on ALA Connect (per the ALA Open Meeting Policy).

• If you’re using an institutional platform, identify a back-up host in advance. Share back-up host access in advance of the session.
• If you’re anticipating a large group of attendees for an online discussion, consider multiple modes of engagement (break out rooms, tools like Mentimeter / Padlet / shared docs, etc).
• Show up early to check the technology, welcome the speakers, and run through any logistics (e.g., note taking, managing the chat, follow up).
• If you are facilitating an open discussion, keep the group on topic and on time.
• Document key details from the discussion:
  • Assign a discussion group convener or member to capture notes during the discussion.
  • Keep track of attendance numbers for live discussions. Track engagement for asynchronous activities.

After a discussion Co-conveners should ensure the following tasks are completed:

• Post notes, recordings, or any supplementary resources shared to ALA Connect Discussion Group page within 30 days of the session; also send notes to ACRL current liaison and current ULS chair.
• Save a copy of the discussion topic, attendance, and any other details for year-end reporting.

Clean up notes that were taken and send the meeting summary to the ULS chair and ACRL staff Megan Griffin (mgriffin@ala.org) within two weeks of the discussion.

As your term is ending, wrap your year with the following activities:

• Hold a debrief session with the current discussion group; make notes to share with your discussion group successor(s).
• Ensure meeting agendas and notes have been posted to your Discussion Group ALA Connect page.
• Update information in this LibGuide if it's out of date. 
• Provide a summary of discussion group activities during your term.
• Complete any year-end reporting as requested by the ULS Executive Committee.
• Touch base with your successor and share relevant information, give them necessary materials to take over (including access to shared folders), offer advice and recommendations.

New discussion groups may be formed to meet the interests/needs of the ULS membership. Any ULS member may petition the ULS Executive Committee to form a new discussion group. 

If you want to start a group - start a discussion in Connect to find others that have an interest in the topic, find a co-convener and email the ULS Chair.  (You may want to see if ACRL already has a discussion group not part of ULS specifically)

When you email the ULS chair provide 

• Co-convener names
• Charge of the group
• When the group should be reviewed for sustainability (1 yr - 3 yrs)

After the ULS board approves the formation, a Connect group will be formed to start the conversations.  Announce it far and wide and have others announce it as well on other lists.  People do NOT have to be members of ALA/ACRL/ULS to participate.
 

Discussion group convenors may make a proposal to the ULS Executive Committee to dissolve an inactive discussion group to be voted on by the Executive Committee. Additionally, the Executive Committee may decide to dissolve inactive discussion groups. Metrics such as group membership/interest, attendance at planned discussions, and number of discussions hosted per year; as well as topic relevance, etc. should drive the decision to dissolve a discussion group. 

Email the current ULS Procedures Committee chair with your email address, the page name and website address, and the desired changes, and those changes will be made for you.

ULS Information

Official ACRL ULS webpage
ULS Universe

• Leveraging the Communications Committee to get the word out about your group’s initiatives

ULS LibGuide(s)
ALA Connect  [ main ULS page | Exec committee page ]

• Messaging platform for all ULS groups
• How to adjust your email settings
• How to find email addresses for your committee/DG if needed
  • Use the login button in the top right corner of the page when looking at your roster, then hit refresh.
• Document storage on Connect!

You can see the size of each ACRL section in the “composition” section of each section’s roster.  ULS is the biggest section in ACRL!