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Online Doc Forms

by Easter DiGangi 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 Resume Review Service

by Sarah Wade on Thu, Mar 17, 2016 at 03:11 pm

Committee Charge

Committee Charge

The Resume Review Service Committee gives NMRT members an opportunity to have their resumes and/or cover letters reviewed via e-mail by experienced professionals in the field. In addition, the Committee provides on-site resume reviewing for job seekers in a booth at the ALA Placement Center at Annual and Midwinter conferences. Due to the demands of providing an on-site service, all committee members are required to volunteer a total of 4 hours at the on-site service. Committee members can distribute these required hours across Midwinter and/or Annual as their schedule allows.

History of the Committee

The idea for a resume review service for NMRT members arose in the Mentoring Committee in 1996-1997. At the NMRT Exec Board meeting during the 1997 Midwinter Meeting Mich Nelson and Emerita Cuesta of the Mentoring Committee discussed their idea for a resume review service to be coordinated by their committee.

The board directed the committee to further develop the idea and report back at the Annual Conference. At June 28, 1997 Executive Board Meeting, Alesia MacManus, chair of the Self-Study, Resource Allocation Committee (SSRAC) again recommended a resume review service to be administered by the Mentoring Committee.

Over the next year, the Mentoring Committee decided that a resume review service was beyond the scope of its charge and suggested that another committee be created to provide the service. At the 1998 Midwinter Meeting, the idea of a separate committee was again taken up by the board and it voted to create an ad hoc committee to begin a pilot project of resume review by mail. Paula Hering became the committee's first chair and served in this role for two years. In her first final report, Herring reported that eleven resumes had been reviewed.

Ten resumes were reviewed the following year. The conference reviewing service, the result of a collaboration of ALA's Office of Human Resource Development and Recruitment and NMRT, debuted at the Annual Conference in Chicago in 2000 and was coordinated by Suzanne Sprague. The committee became a standing committee by board vote on July 7, 2000.

Major Responsibilities

1. Maintain a year-round resume reviewing service (primarily via e-mail) in which job seekers’ documents are sent to appropriate reviewers who make comments and return these documents within a reasonable amount of time.

2. Recruit and maintain a roster of resume reviewers.

3. Secure space in the Placement Center to be used for the following purposes:

  • One-on-one resume reviewing
  • Distribution of information about NMRT
  • Provide advice for job seekers
  • Provide a relaxing and friendly environment for weary job seekers.

4. Recruit NMRT members and resume reviewers to staff the booth and provide resume reviewing at the Placement Center at Annual and Midwinter Conferences.

5. Arrange for booth supplies to be shipped to the conference location.

6. Set up and dismantle the Placement Center booth at the beginning and end of conferences.

7. Prepare an attractive display of handout materials and supplies at the booth.

8. Review resume and cover letter tip sheets and revise as needed.

9. Maintain and develop committee web site as needed.

Procedures used to Accomplish Major Responsibilities

  • Publicize service and provide details of its use in appropriate venues, by contacting the NMRT secretary and chair of the Liaison Coordination & Support Committee.
  • Contact previous year’s reviewers to confirm that they are still willing to serve and confirm their contact information.
  • Recruit new reviewers as needed, for both mail-in and on-site services.
  • Apply to ALA Headquarters for space in the Placement Center at Annual and Midwinter conferences.
  • Recruit and schedule resume reviewers and booth volunteers for Midwinter and Annual conferences.

Committee Composition and Term of Office

  • Chair (one year term). The chair may be shared between two members, or a chair and a vice-chair may be appointed
  • Committee Members (one year term)
  • Committee can have anywhere from 5 to 10 members.
  • Term runs from Annual to Annual.

Reports to

Director of Member Services

Contact People for Accomplishing Objectives

  • NMRT President
  • NMRT Vice-President
  • NMRT Director of Member Services
  • NMRT Footnotes editor
  • Chair, NMRT Student & Student Chapter Outreach Committee
  • ALA HRDR Placement Center Coordinator

Publicity Needs

The on-site and mail-in services are publicized via flyers and brochures distributed at Annual and Midwinter. Other means of publicity include postings in listservs and newsgroups including nmrt-l and newlib-l. The services can also be promoted in print publications such as Footnotes, Cognotes and American Libraries.

Records Generation and Archiving Schedule

Most of the work of the committee is accomplished via e-mail. Recruitment of 99% of resume reviewers and booth volunteers is done by e-mail. Reviews are currently received by e-mail and forwarded to a reviewer, who then returns them to the job seeker with comments. The Email Resume Review Service Coordinator is cc'ed.

Forms Used by the Committee

No forms are needed, with the exception of required planning, progress and final reports.

Documents to Create/Update

  • Sign-up sheets for job seekers for Midwinter and Annual Conferences.
  • Web document for scheduling onsite resume reviewees, reviewers and booth volunteers.
  • Roster of e-mail and onsite reviewers.
  • Reviewer instruction letter.
  • Job seeker survey for e-mail and onsite services.
  • Reviewer survey for e-mail and onsite services.
  • Tip sheets for onsite reviewers.
  • Tip sheets for booth volunteers.
  • Brochure to publicize onsite and e-mail service.
  • Flyer to publicize onsite service.
  • Resume Tip sheet (currently on the Web).
  • Job Hunting Tip sheet (currently on the Web).

Reminders and Helpful Hints

The committee has a Gmail e-mail account set up: resumereviewNMRT@gmail.com.

Related Files

General Timetable

Ongoing

  • Coordinate matching of resume review requests with available reviewers. This process seems to work best with one committee member appointed as the Email RRS Coordinator for a set amount of time.
  • Coordinate with Student & Student Chapter Outreach Committee to publicize Resume Review Service via Footnotes, NMRT Web site, appropriate discussion lists, and student chapter outreach.

July

  • Receive materials from previous chair
  • Review material for possible archival value and route appropriately
  • Confirm Committee appointments

August

  • Send a welcome e-mail or letter to committee members and ask what tasks they would be interested in accomplishing
  • Prepare planning report for President and Executive Committee

September

  • Assign tasks to committee members

October

November

  • Coordinate shipping of booth materials to Midwinter location or designated Committee member
  • Contact NMRT Committee chairs to request hand-out materials

December/January

  • Coordinate with NMRT Secretary and Liaison Coordination & Support Committee to publicize onsite service at Midwinter. Publicizing soon after the ALA Scheduler is open is best. If you publicize and accept volunteers and reviewees too early, you will spend a lot of time making schedule changes.
  • Schedule resume reviewers and booth volunteers for onsite service at Midwinter via spreadsheet share with committeee
  • Recruit and schedule NMRT Representatives by emailing NMRT Board and Chairs and Vice Chairs of NMRT committees.
  • Prepare progress report for President and Executive Committee.

Midwinter Meeting

  • Arrive early (usually Friday) to set up booth in Placement Center
  • Check in on booth periodically as schedule permits
  • Dismantle booth after 5 p.m. on Sunday

February

  • Prepare report of proceedings of Midwinter Committee meeting(s)
  • Send results of Midwinter Committee meeting(s) to officers and others as appropriate
  • Write article for Footnotes

March

April

  • Arrange shipping schedule for booth materials to Annual Conference location or designated committee member
  • Contact NMRT Committee chairs to request hand-out materials for booth
  • Confirm roster of email resume reviewers

May

  • Recruit and schedule resume reviewers for onsite service at Annual via listservs and newsgroups
  • Recruit and schedule booth volunteers (who should be NMRT members) via posting on NMRT-L; prepare report for Annual Conference
  • Coordinate with NMRT Secretary and Liaison Coordination & Support Committee to publicize onsite service at Annual. Publicizing soon after the ALA Scheduler is open is best. If you publicize and accept volunteers and reviewees too early, you will spend a lot of time making schedule changes
  • Schedule resume reviewers and booth volunteers for onsite service at Midwinter via spreadsheet share with committee
  • Recruit and schedule NMRT Representatives by emailing NMRT Board and Chairs and Vice Chairs of NMRT committees

Annual Conference

  • Arrive early (usually Friday) to set up booth in Placement Center
  • Staff booth as schedule permits
  • Dismantle booth on Sunday after 5 p.m.

July/August

  • Prepare final report for President and Executive Committee
  • Write article for Footnotes
  • Send letters of recognition to Committee members and volunteers
  • Send appropriate materials to new Committee chair(s).

Notices to other public relations vehicles may be handled at the same time as Footnotes releases; these should be coordinated through the NMRT Publicity Committee.

Last Reviewed: April 2014; Last Revised: April 2014

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Online Doc Section 4: Committees

by Braegan Abernethy on Fri, Mar 11, 2016 at 09:13 am

This section provides individual descriptions of NMRT committees and their general timetable. For more detailed information about committee activities, see Committee web pages. Specific committee accomplishments are also available via planning, progress and final reports available through the Archives Database.

Committee Definitions

The following committee definitions have been adopted from ALA's committee definitions as contained in the ALA Handbook of Organization.

This section provides individual descriptions of NMRT committees and their general timetable. For more detailed information about committee activities, see Committee web pages. Specific committee accomplishments are also available via planning, progress and final reports available through the Archives Database.

Committee Definitions

The following committee definitions have been adopted from ALA's committee definitions as contained in the ALA Handbook of Organization.

1. Advisory 
An advisory committee is a committee that evaluates the policies, programs or projects of the organization as a whole and recommends courses of action. Its objectives are closely interwoven with the function and development of NMRT, and therefore the committee should have a continuing life. 

2. Standing A standing committee is a committee with objectives so closely tied to the progress and goals of NMRT that it should have a continuing life. 

3. Special A special committee is a committee established to study various aspects of policy, planning and administration. It should have a specific assignment and make recommendations based on that assignment. Its life should depend on the need for continued study in its area of assignment. 

4. Ad hoc An ad hoc committee is a committee appointed to pursue a designated project to a specific goal within a specific period of time. The life of the committee ends with the completion of the project or at the conclusion of that time period. An ad hoc committee is normally limited to a one year existence. 

"Definitions" Last Revised: 1995

Committees

 

Ad Hoc Committees

No ad hoc committees currently exist. Once an ad hoc committee disbands, it is added to the Disbanded Committees list (below).

Disbanded Committees

Committee Leadership

See the following link for information regarding NMRT Committee leadership

 

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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 Midwinter Social Committee

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

Committee Charge

The Midwinter Social Committee plans and executes a social event which provides new and continuing NMRT members an opportunity to meet and talk in a relaxed and fun environment.

Committee Charge

The Midwinter Social Committee plans and executes a social event which provides new and continuing NMRT members an opportunity to meet and talk in a relaxed and fun environment.

History of the Committee

The Midwinter Social Committee had its origins in the Midwinter Activities Committee, which was established in 1977 to plan and execute the NMRT Orientation Program and an informal event during the Midwinter Meeting. The first Midwinter Orientation was held in 1978. Effective 2002-2003 it became the responsibility of the Orientation Committee to plan and conduct the Orientation Program for both Annual and Midwinter, and the main focus of the Midwinter Activities Committee shifted to a social activity. The activity can include meeting for dinner or something less formal, such as a pub gathering. The committee still provides information on the host city, in coordination with the Orientations Committee.

Committee Composition and Terms of Office

Chair (one year term which begins at ALA Annual) Committee members (one year terms, beginning at ALA Annual. At least one committee member should live in conference city)

Committee Purpose

The Midwinter Activities Committee was established in 1977 to plan and execute the NMRT Orientation Program and Informal Event for the Midwinter Meeting. The first Midwinter Orientation was held in 1978. The committee's name was changed to Midwinter Social Committee following a committee restructuring during 2004-2005.

Major Responsibilities

To organize an informal gathering for new and old NMRT members to network. The purpose of the informal event should be to give new NMRT members the opportunity to meet and talk with experienced members, and for everyone to meet old friends and make new ones.

Procedures Used to Accomplish Major Responsibilities

  • Establish committee
  • Set date and time for event
  • Choose location for event
  • Plan the event
  • Secure materials (e.g., door prizes)
  • Carry out the event

Information Regarding the Scheduling of Program and Critical Dates

Contact People for Accomplishing Committee Objectives

NMRT President
NMRT Vice-President/President-Elect
NMRT Networking Director
NMRT Footnotes Editor
ALA Membership Chair
Conference Arrangements Office

Articles on Midwinter activities appear in Footnotes, Cognotes, American Libraries, and other sources, (including email) prior to the Midwinter Meeting.

Type of Recordkeeping

This committee maintains copies of all committee correspondence and reports.

Reports and Dates for Submitting Reports

The Midwinter Social Committee submits written reports to the NMRT President and Executive Board at the Midwinter meeting and at other times upon request.

Reminders and Helpful Hints

Budget: The budget covers the cost of telephone, postage, printed materials and audio-visual equipment if needed.
Reports: A planning report indicating the committee's goals and objectives is submitted to the NMRT Board in August, a final report is submitted in May. Goals, activities, and budget expenditures should be included in this report.
Social Event: The MW Social is an informal gathering for NMRT members and potential members. It should be publicized in the NMRT publications and email listservs. As far as estimating the number of people for the event, 50-60 is a good estimate. Traditionally door prizes have been awarded. Simple activities are encouraged.
Timetable: Follow the rules for carbon copying all correspondence and memos of phone conversations. Plan to have everything finalized by the beginning of November. November and December can be utilized for last-minute tasks and follow-up. At all times, maintain contact with your committee members, your supervising board member, and the NMRT President.


General Timetable of Activities

July

  • Review files from previous year and begin making a time table for committee work
  • Review the committee's budget
  • Encourage NMRT President to select one member who lives in the host city
  • After committee appointments are official, contact each committee member to verify acceptance
  • Footnotes (August issue) - Check deadline

September

  • Submit planning report to NMRT Board
  • Set date and time for social event, and choose location
  • Begin creating list of inexpensive hotels, restaurants and bars in host city
  • Begin seeking donations for door prizes

October

  • Create promotional flyer for NMRT web page
  • Footnotes (November issue) - Check deadline

November

  • Publicize event through email listservs, social media and on NMRT website

 

December

  • Call event location to verify date and time

January

  • Conduct Midwinter Social event

May

  • Submit Final Report to the NMRT Board

 

Last Reviewed: May 2012; Last Revised: November 2013

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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 Membership Promotion, Diversity, & Recruitment

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

Committee Composition and Term(s) of Office

  • Chair: one-year term; serves as the liaison to the ALA Membership Committee
  • Committee Members: one-year term; can be re-appointed

Committee Charge

Committee Composition and Term(s) of Office

  • Chair: one-year term; serves as the liaison to the ALA Membership Committee
  • Committee Members: one-year term; can be re-appointed

Committee Charge

The purpose of the Membership Promotion Diversity and Recruitment Committee is to promote membership and encourage diversity in NMRT and ALA. MPDR accomplishes this mission by promoting a positive image of the New Members Round Table and attracting minority librarians and library school students for membership in ALA and NMRT.

History of the Committee

The Membership Promotion Diversity and Recruitment Committee was created in 2007 by combining the Membership, Promotion and Relations Committee and the Diversity Committee. Documentation is scarce for the history of the Membership Promotion and Relations Committee and needs further investigation. The Diversity Committee was created in 1981 as the “Minority Recruitment Committee”, it became a standing committee January 17, 1987. Its charge was focused on the recruitment and retention of minority librarians. In 1996, a motion was made and passed to change the committee name. This committee was renamed the Diversity Committee, and its charge expanded to reach broader groups of underrepresented people. The responsibility of welcoming new members was added due to the May 2009 disbanding of the Membership Relations Committee.

Major Responsibilities

  • Welcome new members to NMRT (responsibility added due to the disbanding of the Membership Relations committee)
  • Maintain a current membership promotion brochure that can be made available for membership promotion by the committee, NMRT members, the state affiliates, the ALA Membership Committee, and ALA headquarters. Make brochures available at ALA conferences.
  • Create promotional materials that encourage membership in ALA and NMRT from librarians, library school students, and library supporters from traditionally underrepresented racial and ethnic groups, persons with disabilities, and gay, lesbian, bisexual, and transgender people.
  • Send a welcome letter or email message to all new NMRT members with information on NMRT programs, committees, and opportunities for involvement.
  • Develop other promotional programs as opportunities become available.

Procedures Used to Accomplish Major Responsibilities

  • Seek positive means for promoting NMRT that benefit the profession, obtain approval from the executive committee, and complete projects.
  • Contact the various groups using the membership brochure (affiliates, library school, NMRT Staff Liaison, liaison to ALA Membership Committee) to be sure that they have sufficient membership brochures on hand to meet demand.
  • Promote diverse membership and participation in NMRT, its committee work, and programs.
  • Collaborate with other NMRT committees to recruit new librarians for round table membership.
  • Increase awareness of diversity issues and resources among NMRT committees and members.

Reports to

Outreach Director

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Outreach Director
  • ALA Membership Chair
  • NMRT Affiliates Council Members
  • NMRT Vice-President/President-Elect
  • NMRT Staff Liaison
  • Individuals connected with projects and/or programs
  • NMRT Membership Promotion and Relations Committee Members

Types of Recordkeeping

The Membership Promotion Diversity and Recruitment Committee maintains records relating to the committee and all correspondence.

Publicity Needs

Articles or advertisements can be used to promote membership. Media to be considered include Footnotes, Cognotes, American Libraries, other national library journals, state library association newsletters, and state NMRT newsletters. All articles and publicity should be submitted to the chairs of the Endnotes Committee or Footnotes Committee, or other committees as appropriate.

Correspondence and Carbon Correspondence

  • NMRT President
  • NMRT Vice-President/President-Elect
  • NMRT Outreach Director
  • NMRT Staff Liaison, when appropriate
  • NMRT Membership Promotion and Relations Committee Members

Reports and Dates for Submitting Reports

The Membership Promotion Diversity and Relations Committee submits written reports to the NMRT President and 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 and to the Publicity Committee Chair.

Helpful Hints

  • The Public Information Office at ALA is often able to provide design and printing services to units of ALA (at a fee, of course.) PIO’s experience with costs of printing and graphic art and other items related to printing brochures is very helpful to someone who is inexperienced in producing large runs of publications.
  • The Staff Liaison to the ALA Membership Committee should be supplied with any brochures that are printed. Each state member of the Membership Task Force receives a packet of brochures from all the divisions and round tables immediately prior to his/her state conference and can use the materials to promote membership in these units.
  • The membership of state NMRT chapters is a good recruiting ground for NMRT membership. Work with Affiliates Council President to secure lists and plan a membership drive.
  • Distribution of committee tasks within MPDR is well-suited to being broken into the sub-committees of membership, promotion, diversity and recruitment.
  • Work with the Student and Student Chapter Outreach Committee to send promotional materials to student chapters.
  • It may be helpful to use the supplied monthly list of dropped members to send out an electronic membership survey instead of contacting all members who have dropped out of NMRT in the past 3 years in one large electronic mailing.

General Timetable

July

  • Review files and NMRT Handbook.
  • Establish contact with NMRT Outreach Director.
  • Update the welcome letter to new and reinstating members of NMRT (the letter is archived in MPDR Google account). Use ALA-supplied lists to send:
    • An electronic welcome letter to each new and returning member who joined NMRT during the previous month.
    • An electronic letter to all dropped members requesting that they take a survey to determine why they did not renew.

August

  • Prepare mailings for library schools if using a fall mailing date.
  • Prepare planning report.
  • Establish Membership, Promotion, Diversity, and Recruitment subcommittees.
  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

September

  • Submit Diversity Column interview for November issue of Footnotes.
  • Contact groups using membership promotion brochure to see if they have enough copies on hand.
  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

October

  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

November

  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

December

  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

January

  • Submit Diversity Column interview for February issue of Footnotes.
  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

February

  • Committee Progress Report due
  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

March

  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

April

  • Submit Diversity Column interview for May issue of Footnotes.
  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

May

  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

June

  • Reach out to Emerging Leaders to remind them that they are eligible for one free year of NMRT membership.
  • Prepare Diversity column interview for August issue of Footnotes.
  • Prepare files to send to next committee chair.
  • Use ALA-supplied lists to send an electronic welcome letter to each new and renewing member who joined NMRT and dropped member letter to all members that did not renew during the previous month.

Annual

  • Annual Conference Report due.

 

Last Revised: August 2015

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Online Doc LLAMA/NMRT Joint Committee on Collaboration

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

Committee Charge

To plan the biannual New Leaders Discussion Group and explore additional projects or programs for joint collaboration between LLAMA and NMRT.

 

Committee Charge

To plan the biannual New Leaders Discussion Group and explore additional projects or programs for joint collaboration between LLAMA and NMRT.

 

History of the Committee

The Committee was formed in 2011 as a collaboration between LLAMA and NMRT to hold “New Leaders Discussion Group” events at each conference and to identify other ways the groups can work together. The first New Leaders Discussion Group event was at Annual 2011, and triggered the creation of the Committee. The New Leaders Discussion Group event at Midwinter 2012 was the first event presented by the LLAMA/NMRT Joint Committee on Collaboration.

 

Committee Composition and Terms of Office

The Committee is comprised of a minimum of four members, half of which are appointed through LLAMA and half through NMRT for two year terms. One Committee appointee from each organization should, if possible, be a past, present, or incoming president of the organization. Chairship alternates each year between LLAMA and NMRT.

  • From NMRT:

2 Committee members (two year terms, staggered), includes the NMRT VP (one year term)

  • From LLAMA:

2 Committee members

Major Responsibilities

  • To identify ways that LLAMA and NMRT can collaborate.
  • To lead the planning and presenting/moderating of events for both Midwinter and Annual Conferences.
  • To assist in planning the New Leaders Discussion Group event for both Midwinter and Annual Conferences and to participate during the events.
  • To take responsibility for booking the room with the NMRT/ALA liaison for Midwinter and the LLAMA/ALA liaison for Annual.

Procedures Used to Accomplish Major Responsibilities

  • In consultation with the LLAMA and NMRT committee members, brainstorm potential topics and presenters.
  • Secure speakers.
  • Advertise availability of program in collaboration with NMRT Secretary and liaisons.

 

Reports To

Past President

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Secretary
  • ALA Staff Liaisons

Records Generating and Archiving Schedule

When the chair is held by an NMRT appointee, s/he prepares the planning, progress, and annual reports. In alternate years, the reports are prepared and submitted by the Vice President. Final reports are distributed to LLAMA as well as NMRT.

 

Reminders and Helpful Hints

NMRT can be very nimble, but remember that NMRT members can’t act on new initiatives without board review. Be sure to keep the President informed about the actions of the committee.

 

General Timetable

July

Review files from previous year and become familiar with NMRT Handbook. Join NMRT Board listserv.

August

  • Establish contact with committee members. 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 (how many discussion starters, etc.).
  • Verify with the President the time slot for the Discussion Group session.

October

  • Send out a call for discussion starters. With the committee, review the applicants and make selection(s).

November

  • Contact speakers. Extend a formal invitation to participate and secure formal agreement to participate.
  • Begin advertising, with assistance of NMRT Secretary.

January

  • Send final advertising push, with assistance of NMRT Secretary.

Midwinter

  • Act as convener for the New Leaders Discussion Group event at Midwinter Conference. Introduce the speakers, participate in the ensuing discussions, and collect evaluations.

February

  • Prepare and submit progress report as requested by NMRT Secretary. Send thank you letters to speakers and others who assisted with the program.

March & April

  • Assist with planning the Annual Conference event.

May & June

  • Help advertise the event, with assistance of NMRT Secretary.

Annual Conference

  • Participate in the New Leaders Discussion Group event at Annual Conference.

 

Post-Conference

  • Prepare and submit final report as requested by NMRT Secretary. Share it with the other members of the Committee and the LLAMA President.

 

Last Reviewed July 2012; Last edited: April 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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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.

Subscribe to NMRT (New Members Round Table)