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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

ALA Midwinter

The ULS Executive Committee meets virtually at Midwinter to ensure high participation. In early January, the chair sends out a Doodle Poll (or another scheduling method) to schedule the ALA Midwinter meeting. It needs to be within one month of the Midwinter conference.

ALA Annual

At ALA Annual, the ULS Executive Committee meets in person. Elois Sharpe will send out the schedule to confirm, but it is usually 8:30 a.m.–10:00 a.m. on Saturday morning. 

Writing and posting agendas and minutes

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 Megan Griffin.

The ULS secretary should capture meeting notes and send them to you for review. Once finalized, send the meeting notes to Megan Griffin 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 during ALA conferences (Annual and Midwinter).

About six months before ALA Midwinter and Annual, you will get an e-mail from Elois Sharpe about scheduling 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.

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

Megan Griffin 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.