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Online Doc Forms

by Easter DiGangi (non-member) on Wed, Apr 13, 2016 at 08:53 pm

Forms listed below are attached except where indicated.

  • NMRT Board Proposal Template
  • NMRT Check Request Form
  • ALA Member/Non-staff Travel Expense Report
  • Publicity Request Form (Link)

Online Doc Nominating Committee

by Braegan Abernethy on Fri, Mar 11, 2016 at 09:12 am

Committee Charge

Committee Charge

As outlined in the NMRT Bylaws, the NMRT Nominating Committee will "prepare for an election held in odd numbered years, a slate for Vice-President, Secretary, and two Directors," and "In even numbered years a slate for Vice-President, Secretary, Treasurer, and two Directors." Additionally, the committee will hold a Candidate Forum for the candidates to express their statements of concerns as well as allow members to ask each candidate questions. This forum will be held online prior to the open election period as determined by ALA.

History of the Committee

  • Introduction of an online candidate forum in 2003
  • Reintroduction of an in-person forum at Midwinter in 2004
  • Committee charge was last updated and approved at Midwinter 2003 Board meeting
  • Discontinuance of in-person forum at Midwinter in 2009
  • Introduction of a Candidate Video 2011
  • Introduction of Candidate Q&A Blog entry as the Forum in 2015

Committee Composition and Terms of Office

  • Chair (one year term-appointed by the incoming NMRT President)
  • Committee members (one year terms). The bylaws require a total of at least three members on the committee.

Committee Purpose

To complete the nomination and ballot preparation process for NMRT. The committee is also responsible for providing information on candidates and the election to NMRT membership.

Major Responsibilities

  • Solicit input and nominations from NMRT membership.
  • Provide candidates with information on each office such as responsibilities, expectations, and other pertinent information.
  • Confirm intent to run and eligibility of each potential candidate for presenting the slate for board's approval.
  • Request board meeting to approve the slate of candidates before ALA ballot deadline.
  • Provide candidates with all the necessary paperwork and requirements for the ballot, forums and any other projects that help disseminate information on the candidates and election.
  • Conduct and complete an on-line candidate forum before election begins.
  • Disseminate voting information including the ALA cut-off date for voting eligibility.
  • Provide candidates with guidelines for candidate video
  • Advertise candidate videos to membership

Procedures Used to Accomplish Major Responsibilities

  • To solicit input from NMRT officers, committee chairs, and liaisons, send emails via the NMRT-BD listserv (through the NMRT secretary).
  • To solicit input and nominations from NMRT members, place announcements in Footnotes and on the NMRT blog and send emails to the NMRT-L listserv (through the NMRT secretary).
  • Contact those recommended for office to see if they are willing to run and to secure biographical information.
  • Secure election and ballot guidelines and deadlines from the ALA Staff Liaison.
  • Post the notice about the online forum and candidate videos via e-mail, NMRT-L, NMRT Social Media outlets, and/or Footnotes (if possible).

Contact People for Accomplishing Committee Objective

  • NMRT President
  • NMRT Past President
  • NMRT Staff Liaison
  • NMRT Vice-President
  • NMRT Web Committee Liaison

Reminders and Helpful Hints

The committee requires lots of document preparation and revision. It is recommended that the committee contact the ALA Liaison for a full schedule of due dates for ALA required documentation for this committee (the ballot, etc...) by November. Frequent updating of the NMRT Nominating webpage is required. Telephone calls are likely to be necessary. Past Chairs of this committee strongly recommend continued use of the NMRTNominations@gmail.com email address for communication from this committee.

Reports and Dates for Submitting Reports

  • Fall: Planning report
  • Midwinter: Progress report
  • Annual Conference: Final report with revised committee handbook entry and other committee working documents.

Timetable of Activities

July

  • Review files from previous years. Become familiar with NMRT Handbook and NMRT Constitution and Bylaws.
  • Establish contact with NMRT Staff Liaison and committee members.
  • Set the deadline for nominations; consider October 1 as the latest possible date.
  • Begin to solicit ideas for candidates from committee members and Executive Board, particularly Past-President.
  • Submit call for candidates Footnotes (by emailing the editor; deadline usually at the end of July).
  • Submit call for candidates to NMRT-L / blog / social media (via publicity update form)

August

  • As nominees are received, contact the nominee to ask if they accept the nomination and inform them of the obligations of the office they are nominated for and the requirements of the election process. These include providing ALA with a biographical statement through the ALA online ballot biographical information system by a specified date and participating in the Online Candidate Forum.
  • Provide each nominee with the Q&A questions that they need to answer prior to approval by the NMRT board. Deadline: Sept 24.

September

  • As nominees are received, contact the nominee to ask if they accept the nomination and inform them of the obligations of the office they are nominated for and the requirements of the election process. These include providing ALA with a biographical statement through the ALA online ballot biographical information system by a specified date and participating in the Online Candidate Forum.
  • When we know our web committee liaisons, update the committee roster and other information on the ALA website
  • When the NMRT VP calls for committee planning reports, submit our committee planning report.
  • When NMRT committees chair email list goes out, email NMRT committee chairs to solicit nominees.
  • By Sept 24, finalize list of nominees. Send list to the ALA Staff Liaison to confirm that nominees are members in good standing (a.k.a. having paid dues) in both ALA and NMRT. Remind nominees to submit the Q&A answers to the Nominating committee chair.
  • By Oct 1 (but after approval by ALA staff liaison), send the list of prospective candidates (those who have agreed to serve and are eligible) & their Q&A answers to the NMRT President so the NMRT Board can approve the slate and make any necessary suggestions at its fall e-board meeting.

October

  • Contact NMRT secretary about Online Candidate Forum (using the candidate’s Q&A answers to create blog posts for the NMRT blog, Notes).

November

  • The ALA Staff Liaison will forward ballot preparation, timeline, and distribution information. Verify that the timeline includes all dates through the election date in March. Contact the ALA Staff Liaison if this information is not received by November 15.
  • Once the proposed slate of candidates has been approved by the Board & the ALA liaison sends the ballot biographical submission info, send that request for ballot biographical information to all candidates.

December

  • Submit candidate slate and information (including mention of the Online Candidate Forum blog posts to be released in late February) to ,Footnotes (by emailing the editor), NMRT-L / blog / social media (via publicity update form) and the website (via our web liaisons).

January

  • Prepare the NMRT ballot in conjunction with ALA staff liaison (if there are changes required)

The deadline for submission to ALA is generally the end of January and will be confirmed by the ALA staff liaison. Contact candidates as necessary to make sure information is submitted by deadline.

  • Check in with the NMRT secretary about the Online Candidate Forum, which will be posted on NMRT Notes next month.

February

  • Submit an announcement for the Online Candidate Forum to NMRT-L / blog / social media (via publicity update form).
  • Ask candidates if they would like to adjust any Q&A answers for the Online Candidate Forum (remind candidates that they will also need to respond to asynchronous comments/questions on Facebook) …due February 15.
  • February 15: submit Online Candidate Forum blog posts to the NMRT secretary
  • Monitor the NMRT member questions & responses from candidates (on Facebook), after blog posts.

March

  • When the NMRT VP calls for committee progress reports, submit NMRT progress report.

April/May

  • Watch for election results

ALA voting usually concludes by the end of April. Election results will be announced early May. Note: The NMRT Nominating Committee Chair is NOT directly notified of the results of the election. The ALA Staff Liaison notifies the NMRT President of the election results. The NMRT President then contacts each candidate with the election results. Once all candidates have been notified, the NMRT President sends out an email with the election results to NMRT-L.

  • Add the election results to the ALA website & remove candidate names (via our web liaisons).

June

  • Organize files, consider problems in the past year so that suggestions for improvement may be made to the next committee chair, and transfer files to the new chair.
  • Make updates/ revisions as needed to the committee handbook (via our handbook liaison).
  • Determine whether or not it will be necessary to meet as a committee during the Annual Conference. (rare)
  • Submit final report and Candidate History spreadsheet to Archives Committee.
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Online Doc Mentoring Committee

by Braegan Abernethy on Fri, Mar 11, 2016 at 09:10 am

Committee Charge

Committee Charge

The Mentoring Committee's responsibility is to develop mentoring programs, but currently supervises both conference mentoring and career mentoring programs. The Conference Mentoring Program matches mentors with new members at the ALA Annual Conference. The Career Mentoring program is an October - July program that making mentoring available to those who can't attend conferences. Finally, the committee is charged with exploring ways to use technology and up-to-date communication methods to expand mentoring initiatives and preparing guides dealing with mentoring.

History of the Committee

Major Responsibilities

  • Publicize the career and conference mentoring programs.
  • Coordinate the conference mentoring program at the annual conference.
  • Coordinate the career mentoring program from October through June, including providing monthly discussion topic emails.
  • Explore new ways to employ technology in mentoring initiatives.
  • Prepare guidelines for mentoring programs.
  • Improve the web presence of the committee by adding content such as mentoring guidelines, how to conference information, etc.

Procedures Used to Accomplish Major Responsibilities

  • Create web submission forms and other means for interested participants to sign up.
  • Work with other NMRT committees to publicize the program.
  • Add content to web site.
  • Research other mentoring programs to plan the all-year round mentoring program.
  • Use email communication to stay in touch with committee members and mentoring program participants.

Committee Composition and Term(s) of Office

  • Co-Chairs: 2
  • Members: 5
  • Appointment for Chair/Co-Chair : 1 year (annual to annual)
  • Appointment for member : 1 year (annual to annual)

Reports to

Member Services Director

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Vice-President/President-Elect
  • NMRT Outreach Director
  • NMRT Member Services Director
  • NMRT Student and Student Chapter Outreach Committee
  • NMRT Liaison Committee
  • NMRT Website Committee

Publicity Needs

  • Official press releases
  • Posting to other discussion lists
  • Working with NMRT Liaison Committee

Records Generation and Archiving Schedule

  • List of mentoring program participants. To be kept for 5 years.

Forms Used by the Committee

  • Mentoring program application forms. Both the Career Mentoring Application Form and Conference Mentoring Application Form are available on the NMRT portion of the ALA web site.

Documents to Create/Update (e.g. Flyers, Brochures, etc.)

  • Mentoring Guidelines
  • List of mentoring program participants (on-going)
  • Mentoring program announcement/call for participants

Reminders and Helpful Hints

(need to create)

General Timetable

July

Co-chairs to introduce themselves to committee and set objectives and priorities for the year.

August

  • Planning report prepared and distributed to NMRT Board and committee members.
  • Clear and make any updates, through the Web Committee, to the Career Mentoring Application Form.
  • Establish a deadline for Career Mentoring Applications toward the end of September.

September

  • Contacts with other ALA committees to solicit applications for the Career Mentoring Program.

Send mentor program announcement and application to:

  • Student and Student Chapter Outreach Committee
  • Affiliate and state associations
  • NMRT Liaison Committee

October

Career Mentoring Program pairs should be matched. Each pair should be assigned to a member of the committee who will provide monthly discussion topics and troubleshoot issues with the mentoring pair.

November-January

Review and update, with assistance from the Web Committee, the online form for interested participants in the mentoring program for ALA conference.

January

Midwinter meeting.

February-April

  • Submit progress report via ALA Connect.
  • Review of Midwinter meeting.
  • Establish list of participants for web site.
  • Continue to update website and contacts for broadening program.

April-May

  • Publicize Annual meeting mentoring program.
  • Request the NMRT Liaison Committee publicize the mentoring program.
  • Pair mentors and mentees.
  • Notify mentors and mentees of responsibilities and procedures.

June

  • Send Students-to-ALA reception invitations to program participants and committee members.
  • Send invitation for program participants to meet in the assigned room next to NMRT Social.
  • Organize Annual conference meeting(s).
  • Ensure website is properly updated for following year with the assistance of the NMRT Website Committee.
  • Submit Final Report.

Last Revised: November 2013

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Online Doc Liaison Coordination & Support

by Braegan Abernethy on Fri, Mar 11, 2016 at 09:08 am

Committee Charge

The Liaison Coordination and Support (LC&S) Committee is responsible for the Liaison Program. Liaisons provide a method of outreach from New Members Round Table (NMRT) to other American Library Association (ALA) divisions, round tables, and units, as well as other library associated organization to promote attendance and participation in programs, discussion forums, events and committees. The LC&S chair and assistant chair appoint liaisons every year.

Committee Charge

The Liaison Coordination and Support (LC&S) Committee is responsible for the Liaison Program. Liaisons provide a method of outreach from New Members Round Table (NMRT) to other American Library Association (ALA) divisions, round tables, and units, as well as other library associated organization to promote attendance and participation in programs, discussion forums, events and committees. The LC&S chair and assistant chair appoint liaisons every year.

History of the Committee

The Liaisons were a loosely organized group, reporting to and coordinated by the Networking Director. Also, in the past, the NMRT groups of state ALA chapters sent representatives to NMRT, called the Affiliates Council. To revitalize these groups, a Liaison Coordination and Support Ad Hoc Committee was appointed in 2002-2003 to investigate the possibility of creating a standing committee for liaisons and to propose a plan to establish the NMRT Liaison Program. The Executive Board decided during Midwinter 2003 that a separate committee should reevaluate the Affiliates Program.

Major Responsibilities

  • Recruit NMRT members to serve as liaisons to other ALA divisions, round tables, and units as well as other library associated organizations (ex. State associations).
  • Committee members should be assigned an equal number of units whose liaisons they will coordinate.
  • Provide best practices and strategies for effective liaison activities.
  • Serve as a contact person for liaisons.

Procedures Used to Accomplish Major Responsibilities

  • Work with the ALA Liaison to confirm NMRT liaison volunteers are members of the round table.
  • Contact assigned liaisons on a regular basis to ensure information is being passed along to units.
  • Maintain a list of liaison tasks and responsibilities.

Reports To

NMRT President

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Vice-President/President-Elect
  • Outreach Director
  • Membership Promotion, Diversity, and Recruiting committee
  • Student and Student Chapter Outreach committee
  • ALA Liaison

Records Generating and Archiving Schedule

The committee chair and assistant chair maintains print or electronic copies of all correspondence. Reports are submitted to the NMRT Board at Midwinter and Annual. Additional reports submitted as needed or when requested by the Board.

Documents to Create

  • Maintain updated list of liaisons
  • Develop and maintain a list of best practices for liaisons to be distributed to liaisons via email and the Web (webpage, wiki, or other online resource)
  • Maintain the committee website.

Reminders and Helpful Hints

NMRT members may find that there is no established liaison position serving a particular ALA Unit/organization in which they are interested. In this case, NMRT members are encouraged to contact the Liaison Coordination and Support Committee Chair, who will begin the process of establishing the new liaison relationship by contacting the unit or organization to ask them to accept the liaison.

General Timetable

August

  • Prepare Committee Planning Report
  • Update the committee webpage and NMRT Committee Liaison Form

September - November

  • Contact liaisons to remind them to pass along appropriate information to NMRT and the liaison unit on NMRT-L

December/Midwinter

  • Contact liaisons to remind them to pass along appropriate information to NMRT and the liaison unit on NMRT-L.
  • Provide liaisons with information on NMRT scheduled meetings and events at Midwinter to highlight to other units.
  • Remind liaisons to attend meetings and activities of their ALA unit.
  • Encourage liaisons to write about key events from the unit for Footnotes.

February - March

  • Contact liaisons to remind them to pass along appropriate information to NMRT and the liaison unit on NMRT-L.
  • Submit progress report via ALA Connect
  • Encourage liaisons to attend meetings and activities of their library associated unit and post relevant information to NMRT-L.
  • Encourage liaisons to write about key events from the unit for Footnotes.

April

  • Evaluate and revise best practices if necessary.
  • Solicit feedback and suggestions from liaisons

May - June

  • Send out a call for existing liaisons to renew their appointment(s).
  • Send out a call for NMRT members to serve as liaisons to other units on NMRT-L and ALA Connect.
  • Confirm NMRT membership of volunteers and appoint liaisons.
  • Encourage liaisons to attend meetings and activities of their library associated unit and post relevant information to NMRT-L.

Annual

  • Prepare Committee Final Report.
  • Contact liaisons to remind them to pass along appropriate information to NMRT and the liaison unit on NMRT-L. Encourage liaisons to write about key events from the unit for Footnotes.
  • Provide liaisons with information on NMRT scheduled meetings and events at Annual Conference to highlight with other units.

 

Last Reviewed February 2012; Last edited: January 2011

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Online Doc Governance Committee

by Braegan Abernethy on Fri, Mar 11, 2016 at 09:07 am

Committee Charge

The Governance Committee conducts periodic reviews of the NMRT Constitution and Bylaws, drafts amendments and revisions proposed by the Executive Board or the membership of NMRT, and distributes up-to-date revisions as necessary.

Committee Charge

The Governance Committee conducts periodic reviews of the NMRT Constitution and Bylaws, drafts amendments and revisions proposed by the Executive Board or the membership of NMRT, and distributes up-to-date revisions as necessary.

History of the Committee

The Committee on Governance was established in 1971, with Ronald A. Dubberly serving as coordinator. The committee originated Cognotes, the daily conference newsletter, in Chicago in 1972. A final product of the first committee was a comprehensive report in 1973, which evaluated NMRT objectives and operations. This final item has served as the basis for the committee's existence ever since. The Governance Committee works on the Committee Charge and completes tasks assigned to it by the NMRT President.

Major Responsibilities

  • Review the minutes of the Midwinter and Annual board meetings for unfinished business and assignments.
  • Compare changes approved to the NMRT bylaws.
  • Prepare bylaw changes for ballot.
  • Implement changes to bylaws.
  • Provide a parliamentarian at the Midwinter and Annual board meetings.
  • Provide details to the Handbook Committee for updating the official Constitution and Bylaws (online).
  • Identify issues with the Constitution and Bylaws and work with appropriate board members and committees for recommendations of changes.

Procedures Used to Accomplish Major Responsibilities

  • Create a timetable for tasks.
  • Ask committee members to volunteer for tasks.
  • Follow-up.
  • See "Related Files" at bottom of page for links to parliamentary documents.

Committee Composition and Term(s) of Office

  • Chair (2 year term, Annual to Annual)
  • Committee members (1 year term, Annual to Annual)

Reports to:

  • NMRT President

Contact People for Accomplishing Committee Objectives

  • Committee members

Publicity Needs

  • None

Records Generation and Archiving Schedule

  • Constitution and Bylaws (permanent)

Forms Used by the Committee

  • None

Documents to Create/Update (e.g. Flyers, Brochures, etc.)

  • Constitution and Bylaws
  • Guide to Parliamentary Procedure

Reminders and Helpful Hints

  • None

General timetable

July

  • Select committee members.

August

  • Welcome committee members; introduce them to charges, goals, objectives Prepare and submit planning report for NMRT President. Review ballot results for any Constitution & Bylaws changes that the membership approved in the late spring elections and provide details to the Handbook Committee for updating the (official) online Constitution & Bylaws.

September-December

  • Review the minutes of the Annual board meetings for unfinished business and assignments
  • Compare changes approved to the NMRT bylaws
  • Prepare bylaw changes for ballot
  • Maintain online version of Constitution and Bylaws
  • Identify issues with the Constitution and Bylaws and work with appropriate board members and committees for recommendations of changes.
  • Provide a parliamentarian at any fall Board e-meeting.

Midwinter

  • Provide a parliamentarian at the Midwinter board meetings
  • Submit items to Executive Board for approval, if any

February-May

  • February: Post report to ALA Connect
  • Provide a parliamentarian at any spring Board e-meeting.
  • Same as September-December

Annual

  • Same as Midwinter.

 

Last Reviewed: May 2015; Last Revised: July 2015

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Online Doc NMRT Professional Development Grant Committee (Standing)

by Jennifer Jacobsen-Wood (non-member) on Wed, Mar 2, 2016 at 11:02 am

Committee Charge

Committee Charge

Choose one recipient for the NMRT Professional Development Grant.

History of the Committee

This grant was formerly the 3M/NMRT Professional Development Grant. 3M Library Systems supported new librarians by funding the cost of attending an ALA Annual Conference for three grant winners. In 2012, 3M pulled funding for this award, and the NMRT Executive Board voted to support the award as long as possible using existing funding, and to begin to seek out alternate funding in order to support the award indefinitely. The award was changed to support only one winner, and instead of volunteering time for the 3M booth, the winner will volunteer to work as a greeter or resume reviewer for NMRT.

Major Responsibilities

  • Solicit applications from qualified individuals.
  • Review applications and select recipient.
  • Notify recipient and those not selected.
  • Coordinate conference attendance and responsibilities of award recipient with NMRT Resume Review coordinator
  • Transfer necessary committee materials to the new chair and update the application and handbook entry, as needed, once a new chair has been appointed.
  • Current NMRT Executive Board Members are not eligible for the award

Procedures Used to Accomplish Major Responsibilities

  • Regularly review applicant criteria for relevance.
  • Use library publications on local, state, regional, and national levels to solicit applications.
  • Publicize award in Footnotes as well as NMRT-L and other appropriate electronic mailing lists.
  • Hold closed meeting(s) at Midwinter Conference to select recipient and two back-ups, meet online (through ALA Connect), or use a hybrid of the two as decided by the chair.
  • Maintain communication with committee members, award recipient, NMRT Leadership Director, NMRT President, and NMRT Vice-President.

Committee Composition and Term(s) of Office

One chair with four to six members. Members and chair serve for one year, from Annual to Annual.

Reports to

NMRT Leadership Director

Contact people for Accomplishing Committee Objectives

  • NMRT Leadership Director
  • NMRT President
  • NMRT Vice-President
  • NMRT Secretary
  • Footnotes Editor
  • NMRT Web Committee liaisons
  • NMRT Awards Reception Chair
  • NMRT Mentoring Chair
  • NMRT/ALA liaison
  • NMRT Liaison Coordination & Support Committee Chairs
  • NMRT Student and Student Chapter Outreach Commitee Chairs

Publicity Needs

All publicity is managed by the committee. Note: Contact the Footnotes editor regarding submission deadlines.

Records Generation and Archiving Schedules

The Chair keeps the original applications and any other records generated during the year. At the end of the chair’s term, all records (except any notes from the closed session meeting) should be transferred to the incoming chair. The Chair submits written reports upon request, usually a planning report in August or September, a progress report near the Midwinter Conference, and a final report near the Annual Conference.

Forms Used by the Committee

There is one standard form for the award and agreement. It remains fairly standard from year to year, although wording will differ slightly.

Documents to Create/Update

The NMRT Award web site should be updated at the beginning of the chair’s term and other times as necessary in conjunction with the NMRT Web Committee. Additionally the committee chair will maintain the secure, closed committee website on ALA Connect for uploading all documents, reports, applications, committee discussions, and all other committee-related materials.

Reminders and Helpful Hints

Procedures are fairly uncomplicated during most of the year. Early, highly visible publicity is critical to ensure a sufficient number of applicants. If the NMRT vice president has not appointed next year’s chair by the end of May, encourage him/her to do so. The current chair is responsible for preparing next year’s application form. Input from the previous chair is valuable in this process to the incoming chair. Maintain contact with the past chair for help, clarification, questions, and answers to problems or challenges. The budget is a minimal operating budget. Maintain continued contact and communication with committee members, Leadership Director, and the award recipient.

Vendor Sponsorship Tiers

Platinum Sponsors--$3000 or more

Travel/Attendance Grant Sponsor Benefits
NMRT will advertise sponsorship of the grant in the ALA conference publication
Company will be mentioned/profiled in the NMRT newsletter when the grant is open for applications and when the grants are awarded
Recipients will make themselves available at the sponsor’s booth for 1 hour at the conference
Company can meet the recipients at Annual and take part in any formal ceremony connected with the grant
NMRT will provide a write up about the award winner and the reception for the company to use on their own site or media
NMRT will brand and advertise the grant using the company name
NMRT will include information about the company on the NMRT website in relation to the grant
NMRT will advertise sponsorship of the grant in the ALA conference publication

Gold Sponsors -- $2000-2999

Travel/Attendance Grant Sponsor Benefits
Recipients will make themselves available at the sponsor’s booth for 1 hour at the conference
Company can meet the recipients at Annual and take part in any formal ceremony connected with the grant
NMRT will provide a write up about the award winner and the reception for the company to use on their own site or media
NMRT will brand and advertise the grant using the company name
NMRT will include information about the company on the NMRT website in relation to the grant

Silver Sponsors--$1000-1999

Travel/Attendance Grant Sponsor Benefits
Company can meet the recipients at Annual and take part in any formal ceremony connected with

General Timetable

July

  • Review previous year’s files
  • Become familiar with the NMRT Handbook and request that committee members do the same

August/September

  • Obtain list of committee members, write to inform them of responsibilities and give them the tentative schedule of the year’s events
  • Schedule Midwinter meeting(s) which can be held either online through ALA Connect or in person at the ALA Midwinter Meeting
  • Prepare and submit the planning report

October/November

  • Set a deadline for the applications. The deadline is usually mid-December unless Midwinter is in very early January, in which case early December is better
  • Compose award application announcement and ask Liaison Coordination & Support Committee chairs to distribute to various mailing lists such as NMRT-L, NEWLIB-L, student chapters, state NMRT and state library associations, etc.
  • Contact the Student and Student Chapter Outreach Committee (SASCO) Chair to send applications to library programs
  • Contact the Web Committee to ensure that all award information on NMRT website is current and correct
  • Submit notice of award availability to Footnotes
  • Secretary should be contacted to help coordinate publicity

December

  • Send copies of applications to committee members and remind them of award criteria
  • Once the deadline has passed, evaluate the applications and withdraw all that are not complete or do not meet the requirements
  • Instruct committee members to review applicants based on the decision rubric and rank accordingly. Committee members should be prepared to discuss their choices during the Midwinter Meeting(s)
  • Committee members not participating in the Midwinter Meeting(s) must submit their evaluations to the chair in advance so they can participate in the process of selection

Midwinter

  • Hold closed meeting(s) to select recipient. The meeting may be held in person at the ALA Midwinter Meeting or online via the committee’s secure, closed web site on ALA Connect, depending on the preferences of the chair and committee members

February

  • Ask NMRT/ALA liaison to verify that the recipient is a current ALA and NMRT member and notify the winner formally in writing
  • Send the name of the recipient to the NMRT President, NMRT Vice-President, Leadership Director, NMRT/ALA liaison, and to Footnotes Editor
  • Send the award agreement to the recipient for the necessary signatures and processing
  • Update the information on the NMRT web page if necessary.
  • Send letters of thanks for their interest in NMRT and the award to all other applicants; notify them of their status and encourage them to apply next year. Provide them all with NMRT committee interest forms.
  • Notify the board and NMRT members of the results via NMRTBD-L and NMRT-L
  • Prepare and submit the progress report

March

  • Maintain communication with NMRT liaison and recipient before and after Annual Conference
  • Arrange for grant recipient to have mentor at Annual Conference, if they wish

April

  • Correspond with recipient, conveying dates, times, and locations of any meetings or events they need to attend at Annual Conference
  • A committee meeting during the Annual Conference is optional, per the decision of the chair and committee members
  • If there is a vendor sponsor, the winner(s) should be asked to thank the vendor in person at their booth in the Exhibit Hall and write a thank-you letter to the vendor

May/June

  • Maintain contact with recipient and committee members, answering questions, etc.
  • Obtain name of next year’s chair and together, prepare a new application for distribution at the Annual Conference.
  • Pass along suggestions for a smoother process, changes that need to be made, etc.
  • Notify Leadership Development Director to create and print the certificate

Annual

  • NMRT supplies the certificates for the award recipient and recipient is formally recognized at the Awards Reception during the Annual Conference
  • The Leadership Development Director will present the Professional Development grant award to the winner(s) (using a bio, award statement, etc., that the committee has compiled), unless someone from the committee will be at Annual and wishes to bestow the award on the committee's behalf. Vendor sponsors for the grant(s) will also be invited to present the award, if they choose to do so. If they choose not to present the award, the Leadership Development Director or committee members will present the award(s).

Last Reviewed: May 2015; Last Revised: June 2015

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Online Doc Annual Conference Professional Development Attendance Award

by Jennifer Jacobsen-Wood (non-member) on Wed, Mar 2, 2016 at 11:01 am

Committee Charge

Committee Charge

Choose two recipients of the Annual Conference Professional Development Attendance Award and provide each winner with one ticket to the event of their choice ($100 value or less) at the Annual conference.

History of the Committee

The Marshall Cavendish Award Committee was formed in 2006 upon the dissolution of the Exhibitor Contact and Relations Committee, which had managed the award in the past. In 2011, the committee’s name and charge were changed to its current name to reflect changes to the funding structure for the award.

Major Responsibilities

  • Publicize availability of the award and solicit applications.
  • Select recipients.
  • Notify recipients as well as applicants who were not selected.

Procedures Used to Accomplish Major Responsibilities

  • Regularly review application criteria for relevance.
  • Publicize the award via:
    • News releases to Footnotes;
    • Posts to NMRT and other listservs soliciting applications;
    • Announcement of winners submitted to Footnotes, NMRT listserv, and Committee web site.
    • Communications with the NMRT secretary
  • The Annual Conference Professional Development Attendance Award Committee acts as the jury, evaluating application essays.
  • Notify winners and all other applicants by email no later than one week before the start of the Annual Conference.
  • Current NMRT Executive Board members are ineligible to apply for the Annual Conference Professional Development Attendance Award
  • One must be a current NMRT member to be eligible to apply for the Annual Conference Professional Development Attendance Award

Committee Composition and Term(s) of Office

One chair with five to seven members, all serving a one year term, from Annual to Annual.

Reports to

NMRT Leadership Development Director

Contact people for Accomplishing Committee Objectives

  • NMRT Leadership Director
  • NMRT President
  • NMRT Treasurer
  • NMRT Secretary
  • ALA Awards Committee
  • Footnotes Editor
  • NMRT Web Committee Chair
  • NMRT Exhibitor Contact and Relations Committee
  • NMRT Staff Liaison

Publicity Needs

Most publicity will be via Footnotes, NMRT listserv, NMRT Blog, Committee web site, and other ALA listservs. The NMRT Secretary can assist with postings to Facebook, Twitter, the AL Direct web site, and the NMRT Blog.

Records Generation and Archiving Schedules

  • The Chair keeps the original applications and any other records generated during the year. At the end of the chair’s term, he/she should check with the NMRT President to see if records should be transferred to the Archives Committee, incoming chair, or NMRT President.
  • The Chair submits written reports to the NMRT President and the rest of the Executive Board at Midwinter, at the Annual Conference, and at other times upon request.
  • The standard reports (progress and final) are filed after Midwinter and before Annual. A planning report is submitted to the President in August or September.

Documents to Create/Update

The Committee web site should be updated at the beginning of the chair’s term, after selecting the winners, and at other times as necessary.

Reminders and Helpful Hints

  • Procedures are fairly uncomplicated during most of the year.
  • Highly visible publicity is critical.
  • Maintain contact with the past chair for help, clarification, questions, and answers to problems or challenges.
  • Maintain continued contact and communication with your committee, your supervising officer, the NMRT Vice President, and the NMRT President.

General Timetable of Activities

July

  • Review previous year’s files.
  • Become familiar with the NMRT Handbook.
  • Subscribe to NMRTBD listserv.

August/September

  • Obtain list of committee members; write to inform them of responsibilities and give them the tentative schedule of the year’s events.
  • Update web pages and work with Web Committee to ensure that all award information on NMRT website is current and correct.
  • Prepare planning report.

January

  • Hold planning meeting via Connect to select application deadline and coordinate publicity tasks.

February

  • Prepare progress report.

April

  • Advertise award.

May/June

  • Continue to advertise award.
  • Once the deadline has passed, send copies of applications to committee members, reminding them of award criteria
  • Evaluate applications and withdraw all that are not complete or do not meet requirements. The NMRT Staff Liaison can confirm the membership status of applicants
  • Instruct committee members to rank applicants and be prepared to discuss their choices
  • Notify winners via e-mail. Present report to Executive Board announcing award recipients. Send information about the award recipients to the NMRT Secretary, Footnotes Editor, and Web Committee for press releases and to update information on NMRT web page as necessary
  • Notify the NMRT Staff Liaison to purchase tickets for winners; confirm that the tickets will be included in winners’ conference registration packets
  • Notify winners to expect the tickets in their registration packets
  • Once the Committee has notified the recipients, notify rejected applicants of their status. Send letters of thanks for their interest in NMRT and the award and provide them all with NMRT committee interest forms.
  • Notify Leadership Development Director to create and print award certificate(s)
  • Invite committee members to attend NMRT Awards Reception
  • Invite award winners to the attend the NMRT Awards Reception
  • Leadership Development Director will present certificate(s) on behalf of the committee at the Awards reception
  • The Leadership Development Director will present all non-student awards (using a bio, award statement, etc., that the committee has compiled), unless someone from the committee will be at Annual and wishes to bestow the award on the committee's behalf

June/July

Prepare final report.

Last Reviewed: May 2014

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Online Doc Online Programs Committee

by Jennifer Jacobsen-Wood (non-member) on Wed, Mar 2, 2016 at 11:00 am

Committee Charge

Committee Charge

To plan, coordinate, and deliver an online program series as charged by the NMRT President.

History of the Committee

This committee, formerly known as the Annual Program Committee, is an off-shoot of the Leadership Development committee, which was disbanded in the reorganization of 2004-2005. Traditionally, the Leadership Development committee sponsored a program funded by Highsmith. The committee was established in 2005 to provide a single session at the ALA Annual Conference. With the 2006-2007 committee year, the committee focused on programming delivered online. The 2014-15 committee was charged with delivering a series of three online programs.

Committee Composition and Terms of Office

Chair (one year term)

Committee members (one year term)

Major Responsibilities

To deliver programs to new members of ALA and the profession offered in alternate formats. The online programs should take advantage of appropriate available technologies.

Procedures Used to Accomplish Major Responsibilities

• In consultation with the NMRT President and supervising Board Member, brainstorm potential topics, presenters, or scheduled events appropriate for online programs.

• Secure speakers if appropriate.

• Advertise availability of programs in collaboration with other NMRT Committees and liaisons.

• Provide access to completed programs by making them available online via the appropriate access point (NMRT Web site, NMRT-L Listserv, NMRT/ALA YouTube channel, etc.).

• Manage access to past programs..

Reports to

NMRT Outreach Director

Contact People for Accomplishing Committee Objectives

NMRT President NMRT Vice-President/President-Elect NMRT Leadership Director

Records Generation and Archiving Schedule

The Chair submits written reports to the NMRT Executive Board at the Midwinter Meeting, Annual Conference, and at other times upon request. In consultation with the Web and Archives Committees, check annually to ensure past programs continue to be accessible via the NMRT website.

Reminders and Helpful Hints

Select themes in collaboration with the NMRT President. If appropriate, identify and secure program speaker(s) by the submission of the progress report. Consider the various technologies available for executing the program. Select what works best for the topic. These include audio files, video, online chat with audio and video, interactive Web-based application pages, and other emerging technologies for use on the Web. Advertisement of the program should be done in collaboration with the following committees: Footnotes, Web, SASCO, Membership Promotion

General Timetable

July

Review files from previous year and become familiar with NMRT Handbook. Establish contact with NMRT Leadership Development Director. Join NMRT Board listserv.

August

Establish contact with committee members. Consult with NMRT President and Leadership Director to determine if program should fit into a proposed theme or concept or provide online access to a planned program. Prepare and submit planning report as requested by NMRT Secretary. Solicit program suggestions from committee members.

September

Review suggestions and ideas as a committee and make preliminary programming decisions for the series of three programs. Software and/or technologies to implement the program should also be considered. Contact speaker(s) for the first program (November).

October

Continue the planning process, working closely with committee members and Leadership Director.

November-December

Continue the planning process, working closely with committee members and Leadership Director. Deliver November program. Contact speaker(s) for the second program (March).

January-February

Submit Progress Report via ALA Connect. Continue the planning process, working closely with committee members and Leadership Director.

March-April

Deliver March program. Contact speaker(s) for the third program (June).

May & June

Deliver June Program.

Annual Conference

Submit Final Report as requested by NMRT Secretary.

Last Reviewed: May 2015
Last Revised: July 2015

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Online Doc Annual Conference Local Information Committee Handbook

by Jennifer Jacobsen-Wood (non-member) on Wed, Mar 2, 2016 at 10:56 am

Committee Charge:

Committee Charge:

The Annual Conference Local Information Committee prepares guides to the ALA Annual Conference host city, providing local information of interest to NMRT members and other conference attendees, especially budget travelers. The Committee identifies programs and services that will enhance NMRT's goal and mission for conference attendees. The Annual Conference Local Information Committee is a special non-voting committee.

Committee Composition and Terms of Office

  • Chair (one year term)
  • Committee Members (one year terms)

Committee Purpose

Provides local information on ALA Annual Conference host city for NMRT committees. Plans an event that would happen at the same time and location as the Annual Conference that would be designed for new members to network and be a fundraiser for NMRT.

Procedures Used to Accomplish Major Responsibilities

Make local contacts to acquire information needed by requesting committee, develop a resource for publication online and/or in print. Coordinate publicity and distribution of Annual Conference Local Information Guide.

Information Regarding the Scheduling of Programs and Critical Dates

Follow the ALA Conference calendar. The deadline for getting the information on ticketed events (like the field trip) into Conference Services is 10/1.

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Vice-President/President-Elect
  • NMRT Directors
  • NMRT Staff Liaison
  • NMRT Annual Conference Local Information Committee Members
  • NMRT Footnotes Editor
  • NMRT Secretary
  • NMRT Orientations Committee Chair

Types of Recordkeeping

The Annual Conference Local Information Committee maintains records of all correspondence and contracts with groups affiliated with local arrangements. Output documents are housed on ALA Connect. The committee utilizes a gmail address for correspondence at: NMRTLocalInfo@gmail.com

Correspondence

  • NMRT President
  • NMRT Networking Director
  • NMRT Vice-President/President-Elect
  • NMRT Footnotes Editor
  • NMRT Secretary
  • NMRT Orientations Committee Chair
  • NMRT Annual Conference Local Information Committee Members

Reports and Dates for Submitting Reports

The Annual Conference Local Information Committee submits written reports to the NMRT President and the Executive Committee at the Midwinter Meeting, at the Annual Conference, and at other times upon request. When appropriate, articles and publications may be submitted to the Footnotes Editor.

TIMETABLE OF ACTIVITIES

JULY

  • Review previous year’s files.
  • Become familiar with the NMRT Handbook and request that committee members do the same.
  • Subscribe to NMRTBD-L.

AUGUST/SEPTEMBER

  • Obtain list of committee members, write to inform them of responsibilities and give them the tentative schedule of the year’s events.
  • Begin to gather information on host city local restaurants, leisure, and any other special “not to miss” activities the host city can offer budget travelers.
  • Prepare and submit the planning report as requested by NMRT secretary.
  • Finalize decision about Annual Conference Field Trip and submit information in time for 10/1 deadline for ticketed events.
  • Prepare Planning Report as requested by NMRT Secretary.

OCTOBER/NOVEMBER

  • Continue to collect and monitor information on the host city.

DECEMBER/JANUARY

  • Continue to collect and monitor information on the host city.

FEBRUARY

  • Choose a committee member to write the May Footnotes article. Review past May editions to see the types of information to include.
  • Monitor ALA Conference website for updated information to pass along to NMRT members.
  • Submit progress report as requested by NMRT secretary.
  • Send evaluation survey to roommate matching service participants.

MARCH/APRIL

  • Contact Orientations Committee chair to determine if a speaker on local information will be needed. If so, identify who will take on this responsibility and continue to coordinate with orientations committee chair.
  • Contact Footnotes editor to express interest in submitting an article in the May edition and to obtain deadline date for your article.
  • Coordinate with NMRT secretary to utilize NMRT social network sites to post snippets of information on the host city.
  • If a conference wiki is available, post information there.

MAY

  • Continue to send snippets of information on the host city via social network sites.
  • Submit Footnotes article.
  • Continue to coordinate with Orientations Committee chair.

JUNE

  • Speak on local information during Conference Orientations if requested.
  • Review any documentation you created this past year to make sure information is ready to pass to incoming chair.
  • Complete final report as requested by NMRT secretary.

 

Last Reviewed: October 2015

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Online Doc Shirley Olofson Memorial Award Committee

by Sarah Wade on Wed, Mar 2, 2016 at 10:27 am

Committee Charge

This committee selects the winner of the Shirley Olofson Memorial Award, which is intended to help defray costs to attend the ALA Annual Conference.

Committee Charge

This committee selects the winner of the Shirley Olofson Memorial Award, which is intended to help defray costs to attend the ALA Annual Conference.

History of the Committee

After the death of Shirley Olofson who was NMRT President for 1971/72 and died during her term of office, the NMRT Executive Board decided to authorize the establishment of an award to honor her memory. The award(s) are given to current or potential NMRT members who have attended no more than five American Library Association Annual Conferences. Initially supported through donations, the award is now funded through an NMRT budget allotment. The amount of the award and number of awards given has varied through the years.

Major Responsibilities

  • Make necessary changes to online application (with assistance of NMRT Web liaison);
  • Solicit applications from qualified individuals;
  • Select recipient(s) in relationship to available funds (a runner up should be chosen, but not announced unless the winner is unable to attend ALA Annual Conference);
  • Notify recipient(s) and announce the recipient(s) through official NMRT channels;
  • Notify and thank the applicants who were not selected to win the award;
  • Present award during NMRT's Award Reception at the ALA Annual Conference (working with the Award Reception Committee);
  • Ensure that award recipient(s) receive cash award;
  • Make changes to Current/Past Winners web page (with assistance of NMRT Web liaison).

Procedures Used to Accomplish Major Responsibilities

  • Regularly review applicant criteria to see if still relevant;
  • Use library publications on local, state, regional, and national levels to solicit applications. Work through NMRT Publicity Chair. Also use NMRT-L and any other appropriate electronic mailing lists;
  • Hold online discussions to select recipient(s);
  • Verify recipient(s)' ALA and NMRT membership status;
  • Work through NMRT Secretary and others to announce the recipient(s);
  • Forward signed Award agreement letter(s) to ALA Staff Liaison;
  • Arrange for check through NMRT Treasurer and ALA Staff Liaison.

Criteria

The Shirley Olofson Memorial Award Committee has devised the following criteria in selecting applicants:

  • Completion of all information requested on the application form;
  • ALA membership (number required on form);
  • Current NMRT membership (or indication that applicant has recently applied for NMRT membership);
  • Statement of reasons for desiring attendance at an ALA Conference;
  • Number of conferences previously attended (no more than five);
  • Evidence of library activity on local, state or national levels;
  • Financial need. The successful applicant will be required to sign an affidavit indicating that by accepting the award s/he will meet the requirements of conference attendance, including receiving supervisor/institutional approval for attending.

Committee Composition and Term of Office

One chair; five to seven members. Term begins and ends concurrent to the Annual Conference.

Reports to:

NMRT Leadership Director.

Contact People for Accomplishing Committee Objectives

  • Supervising officer
  • NMRT President
  • NMRT Vice-President
  • NMRT Secretary
  • NMRT Web Liaison
  • Chair of NMRT Footnotes Committee
  • Chair of Award Reception Committee
  • Others as necessary (SASCO Chair, ALA Staff Liaison, NMRT Treasurer, etc.)

Publicity Needs

The committee is responsible for all publicity but should work with the Liaison Coordination and Support Committee to solicit applications via Footnotes and email listservs. Remember the usual 2-3 months lead time necessary for most publications when arranging for publicity.

Records Generation and Archiving Schedules

  • Chair keeps applications and any other records generated during the year. At end of chair's term, check with NMRT President to see if records should be transferred to Archives Committee, incoming chair, or NMRT President;
  • The chair submits written reports to the NMRT President and the rest of the Executive Board at Midwinter, at the Annual Conference, and at other times upon request;
  • Copies of forms, letters, and other documentation should be added to the committee space on ALA Connect.

Forms Used by the Committee

  • There is one standard form for the award and agreement. They remain fairly standard from year to year, although wording will differ slightly;
  • The ALA Request for Reimbursement Form is used for reimbursing recipient(s) for their conference costs up to the Award amount. Recipient(s) are responsible for documenting and reporting their expenses in the week following the ALA Annual Conference.

Documents to Create/Update

The Olofson Award web site should be updated at the beginning of the chair's term and other times as necessary.

Reminders and Helpful Hints

  • Procedures are fairly uncomplicated during most of the year. Highly visible publicity is critical. If Vice-President has not appointed next year's chair by the end of May encourage him/her to do so;
  • Budget will contain funds for a set number of awards (for the last few years, this has been one award of $1000), plus an operating budget;
  • Ask for additional funds at Midwinter should more be needed;
  • The standard reports are to be filed, Midwinter and Annual. A planning report is submitted to the President in August or September;
  • Once next year's chairman has been appointed, keep him or her notified as to events that occur.

General Timetable of Activities

July

  • Review previous year's files;
  • Become familiar with NMRT Handbook;

August/September

  • Obtain list of committee members; write to inform them of responsibilities and give them tentative schedule of year's events;
  • Prepare planning reports.

October/November

  • Set deadline for Award applications;
  • Deadline is usually mid-December unless Midwinter is in very early January, in which case early December would be better;
  • Compose award application announcement;
  • Distribute to various mailing lists such as NMRT-L, student chapters, etc;
  • Contact Web Committee to ensure that all award information on NMRT website is current and correct;
  • Contact the Student and Student Chapter Outreach Committee (SASCO) Chair to send announcement to library programs;
  • Submit notice of award availability to Footnotes;
  • Contact the NMRT secretary to publicize the award including the application being open and deadlines for submissions so s/he can post the information to the NMRT Facebook, Twitter, and LinkedIn pages for added impact.

December

  • Send copies of applications to committee members, reminding them of award criteria. Those that submit incomplete applications will be notified of the problems so they have time to resubmit before the deadline;
  • Once deadline has passed, all complete applications will be evaluated by the committee;
  • Instruct committee members to rank applicants and be prepared to discuss their choices at Midwinter or online;
  • Schedule a time for an online discussion to start the process of selection.

Midwinter

  • Hold online discussions to select winner(s) based on number of awards available. Also select at least one or two alternates;
  • Verify winner(s) and alternates ALA and NMRT membership status with ALA Staff Liaison;
  • Present report to Executive Board and announce recipients.

February

  • Formally notify winner(s);
  • Send Olofson agreement form to be signed and returned by winner(s);
  • Once the agreement form(s) have been returned, forward to ALA Staff Liaison;
  • Notify rejected applicants of their status. Send letters of thanks for their interest in NMRT and the award, and provide them all with NMRT committee interest forms.
  • Send name of the winner and short bio to listservs and to Footnotes for press releases;
  • Update information on NMRT webpage as necessary;
  • Prepare progress report.

April

  • Contact Award Reception Chair to coordinate the presentation of the award at Annual.

May/June

  • Stay in touch with recipient and committee members, answering questions, etc;
  • Present Award at NMRT Award Reception at Annual;
  • Work with winner(s) to complete the ALA Request for Reimbursement Form in the week following Annual;
  • Send copy of request(s) to NMRT Treasurer and ALA Staff Liaison;
  • Follow up with winner(s) to see that they were reimbursed;
  • Prepare final report (include copied of relevant forms or paperwork produced);
  • Update Committee's page on the NMRT Handbook and forward changes to the wiki editor.

Last Revised March 2015; Last Reviewed March 2015

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Pages

The mission of the New Members Round Table (NMRT) is to help those who have been association members less than ten years become actively involved in the association and the profession.

Learn more about NMRT on the ALA website.

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