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University Libraries Section (ULS): Executive Committee

Procedures and tips for members of the ULS Executive Committee, including the chair, vice-chair, past-chair, secretary, committee chairs, discussion group conveners, and members-at-large.

Primary responsibilities of ULS chair

  • Serve as chief officer of ULS, assisting in advancing the goals and objectives of ULS and ACRL.
  • Chair the ULS Executive Committee and coordinate the activities and initiatives of ULS via the Executive Committee and other units of the ULS.
  • Serve as the liaison from ULS to the ACRL Board of Directors.
  • Represent ULS on ACRL Leadership Council and Communities of Practice Assembly.

Your role in other committees

Organizing ULS Executive Committee meetings

You will convene the Executive Committee twice per year at or around the time of ALA Conferences. You can host additional meetings between conferences, as well, if you like.

If you meet virtually between conferences, do so in whatever way is most convenient: conference call, Google Hangouts, Adobe Connect, Zoom, etc. You can also request to schedule an Adobe Connect/WebEx space through ACRL for more formal online discussions. See ACRL policies.

 Scheduling tools such as Doodle are an easy way to find a time that works for all committee members. Be sure to enable time zone support.

In advance of meetings, the chair writes a draft agenda and sends it to the Exec e-mail list for feedback and additions.

When you've finalized the date, time, and agenda

  • Post the date, time, and agenda publicly to ALA Connect (at least ten days before the Midwinter virtual meeting and two weeks before the Annual in-person meeting) and
  • Send an electronic copy (in Word or PDF file format) of the agenda to Lauren Carlton.

The ULS secretary should capture meeting notes and send them to you for review. Once finalized, send the meeting notes to Lauren Carlton and ask the secretary to post them to ALA Connect.

Scheduling ULS committee and discussion group meetings

You are responsible for communicating with ACRL about scheduling meetings of the committees, discussion groups, and other units of ULS at or around ALA Conferences.

About six months before ALA Midwinter and Annual, you will get an e-mail from ACRL about scheduling in-person meetings. Once you get this e-mail, send out an e-mail to the ULS Exec listserv to confirm in-person vs. virtual meetings as well as any technology needs for on-site meetings.

While some ACRL sections host all-committee meetings, ULS does not. We just have the ULS Executive Committee meeting and individual committee meetings, all of which are open.

Managing the ULS budget

You're responsible for managing the ULS budget. The budget can be used for any items or activities that support the achievement of ACRL and ULS. Here are some examples:

  • Honoraria for nonlibrarian conference presenters
  • Conference program materials
  • Emerging Leader sponsorships
  • The ULS Social at ALA Annual and ALA Midwinter
  • ACRL scholarships
  • Membership and recruitment materials
  • Lunches for conference speakers and organizers

Lauren Carlton is your contact regarding the budget. The ACRL Board of Directors approves the annual division budget at ALA Annual, so it can vary by year, but it is usually around $3,500. The fiscal year is September 1–August 31, though funds must be expended by August 15. Funds do not roll over to the next year.

More information about unit budgets can be found in ACRL's Guide to Policies and Procedures, chapter 6.25.

To receive reimbursement, submit the Section Reimbursement Request form, along with original receipts. You must sign the form or approve the expenses via e-mail.

 

Tips for success

  • Attend all meetings of section committees, or as many as possible. Since you have a high-level view of the work of ULS, you can provide advice and support, identify and remove barriers, and discover opportunities for collaboration with other units.
  • Respond to inquiries from members and nonmembers regarding ULS interests and activities.