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University Libraries Section (ULS): Executive Committee

Procedures and goals 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 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

Meetings are held virtually. You will convene the Executive Committee twice per year around the time of ALA Conferences. You may hold additional meetings as needed.

Section members/chairs are encouraged to use their own institutional Zoom accounts for meetings when possible. If needed, you can request to schedule meetings using ACRL's Zoom license. 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.

After the meeting, the ULS secretary should send draft meeting minutes for you to review. Once you have reviewed, invite review from the entire ULS Executive Committee. One 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 LibLearnX 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 conference presenters
  • Conference program materials
  • Emerging Leader sponsorships
  • The ULS Social at ALA Annual and ALA LibLearnX
  • ACRL scholarships
  • Membership and recruitment materials
  • Lunches or recognition gifts 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 chairs typically receive notification of their specific budget amount in December. 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.