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Online Doc Student Chapter of the Year Award Committee

by Samuel Suber on Mon, May 16, 2016 at 06:45 pm

Committee Charge

Choose a recipient and runner-up of the Student Chapter of the Year Award (SCOTYA).

Committee Charge

Choose a recipient and runner-up of the Student Chapter of the Year Award (SCOTYA).

Purpose of the Award

In the spirit of ALA's New Member's Round Table (NMRT), the Student Chapter of the Year Award is presented in recognition of a chapter's outstanding contributions to the American Library Association, their school, and the profession. The purpose of the award is to increase student involvement in ALA through student chapters, and to recognize future leaders in the profession.

Award and Award Criteria

The Student Chapter winner will receive $1,000 to help defray travel expenses to ALA Annual, and the winning chapter, along with the runner-up, will each receive a certificate. Both will be recognized at the NMRT Awards Reception at ALA Annual.

Information on the current award cycle can be found on the [http://www.ala.org/ala/mgrps/rts/nmrt/oversightgroups/comm/awscotya/scotya.cfm ALA SCOTYA website].

The seven categories of Student Chapter of the Year Award criteria include:

  • Membership Engagement
  • Leadership
  • Communications
  • Programs
  • Financial Health
  • Awards and Honors
  • Student Chapter Advisor Statement

Eligibility

All ALA Student Chapters in good standing are eligible to receive the ALA Student Chapter of the Year Award. There is no limit on the number of times a student chapter may win the award. Any ALA Student Chapter advisor, Student Chapter officer or member, or ALA member may nominate a Student Chapter for the award. Self-nominations are encouraged.

History of the Committee

NMRT recognizes outstanding contributions of a student chapter to the American Library Association, their school, and the profession. The award winners and runners-up since 2000 include:

2000 Winner: San Jose State University

2001 Winner: SUNY at Buffalo

2001 Runner-up: San Jose State University

2002 Winner: Clarion University of Pennsylvania

2002 Runner-up: UCLA

2003 Winner: University of Illinois at Urbana-Champaign

2003 Runner-up: SUNY at Buffalo

2004 Winner: UCLA

2004 Runner-up: University of Hawaii at Manoa

2005 Winner: Indiana University at Bloomington

2005 Runner-up: University of Illinois at Urbana-Champaign

2006 Winner: University of Hawaii at Manoa

2006 Runner-up: Indiana University at Bloomington

2007 Winner: University of Arizona

2007 Runner-up: University of South Carolina

2008 Winner: University of South Carolina

2008 Runner-up: UCLA

2009 Winner: San Jose State University

2009 Runner-up: University of Illinois at Urbana-Champaign

2010 Winner: San Jose State University

2010 Runner-up: University of Illinois at Urbana-Champaign

2011 Winner: Indiana University

2011 Runner-up: San Jose State University

2012 Winner: Florida State University

2012 Runner-up: Indiana University at Bloomington

2013 Winner: University of Rhode Island

2013 Runner-up: Florida State University

2014 Winner: San Jose State University

2014 Runner-up: Indiana University at Bloomington

2015 Winner: University of South Carolina

2015 Runner-up: Indiana University at Bloomington

2016 Winner: University of South Carolina

2016 Runner-up: Pratt University

Major Responsibilities

1. Solicit applications from ALA student chapters in good standing.

2. Select recipient and runner-up.

3. Notify recipient and runner-up and those chapters not selected.

4. Prepare application for the following year in consultation with the new chair if he/she has been appointed.

5. Promote winners and the conferring of award at Awards Reception.

6. Coordinate conference attendance and responsibilities of recipient with the Student and Student Chapter Outreach Committee (SASCO) chairs and Awards Reception Committee to present award at Annual Conference.

Procedures Used to Accomplish Major Responsibilities

  • Regularly review nomination criteria for relevance.
  • Work with SASCO chairs to publicize award with and encourage applications from student chapters. Publicize award in Footnotes and on ALA website.
  • The SCOTYA Committee acts as the jury, evaluating nomination forms.
  • Maintain communication with committee members, award recipient and runner-up, and SASCO chairs.
  • Arrange for certificates for recipient and runner-up to be presented at the NMRT Awards Reception at the Annual Conference. Once ALA Awards Committee approves, a travel grant of $1,000 is presented to the winning student chapter. Work with the Awards Reception Committee to present certificate at the NMRT Awards Reception at the Annual Conference.

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 Director

Contact People for Accomplishing Committee Objectives

  • Supervising officer
  • NMRT President
  • NMRT Treasurer
  • ALA Awards Committee
  • SASCO Chairs
  • Footnotes Editor
  • NMRT Web Committee Chair
  • NMRT Student Reception Committee

Publicity Needs

With the exception of Footnotes, all publicity for the award must go through the Student and Student Chapter Outreach Committee (SASCO). Remember the usual 2-3 months lead time necessary for most publications when arranging for publicity.

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.

A Planning Report is submitted online via ALA Connect in mid-September.

A Final Committee Report is submitted online via ALA Connect in early June.

Forms Used by the Committee

There is one standard application that chapters submit, which remains fairly standard from year to year, although wording will differ slightly.

The ALA Request for Reimbursement Form is used for reimbursing the purchase of materials to create certificates.

The SCOTYA winner is sent a physical letter of congratulations that includes the NMRT Conditions for the Award Acceptance and the NMRT Check Request Form. If these forms are not available on ALAConnect, contact previous year’s Chair or the NMRT Treasurer.

Documents to Create/Update

The SCOTYA web site and ALA Connect should be updated at the beginning and end of the chair’s term, as well as other times as necessary. All documents should be up to date in ALA Connect. If missing, please contact the previous year’s Chair.

SCOTYA Scoring Rubric (Do not post actual scoring results on ALA Connect. If any are posted, please delete them.)

SCOTYA Application.

SCOTYA Letter/Email of Congratulations to winner and runner-up.

SCOTYA rejection letter/email to applications not chosen for the award.

Reminders and Helpful Hints

Procedures are fairly uncomplicated during most of the year. Highly visible publicity is critical. Work closely with the SASCO Chairs to ensure maximum coverage of publicity and encourage nominations by student chapters. 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 NMRT budget includes $1,000 for a travel grant to be used by the winning student chapter.

Maintain continued contact and communication with your committee, your Supervising Officer, SASCO, and the award recipient and runner-up.

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.
  • Schedule an online meeting or conference call to discuss the application form. Any changes must be made to the website before a call for applications can be made.
  • Prepare and submit Committee Planning Report.
  • Set deadline for applications. Deadline is typically the last week of February or the first week of March.
  • Update SCOTYA web pages and work with web liaison and Web Committee to ensure that all award information on NMRT website is current and correct.

October/November

  • Compose award application announcement. Work with Student and Student Chapter Outreach Committee (SASCO) Chairs to publicize award and encourage nominations. Submit notice of award availability to Footnotes. Consider social media posts and other places where announcements can be made.

December

  • Have committee send the chair information on the progress of their assigned duties.

Midwinter

  • No need to meet at Midwinter. All work can be done by email and phone.

February

  • Prepare report of proceedings of individual meetings. Continue publicizing award to ALA student groups. Enlist assistance from committee members to contact the library programs/schools in which they graduated.

March/April

  • Send copies of applications to committee members, reminding them of award criteria. Once deadline has passed, evaluate applications and withdraw all that are not complete or do not meet requirements. Instruct committee members to rank applicants and be prepared to discuss their choices.
  • Notify winners first informally via e-mail, then formally in writing. Present report to Executive Board announcing award recipient and runner-up. Send information about the award recipient and runner-up to SASCO, Footnotes Editor, and Web Committee for press releases and to update information on NMRT web page as necessary.
  • Once the Committee has notified the recipient and runner-up, notify applicants not selected of their status. Arrange for NMRT Treasurer to distribute $1,000 travel grant to winning student chapter, pending approval from ALA Awards Committee.
  • Arrange for award certificates to be created, framed and presented to student chapter recipient and runner-up.
  • Assist NMRT Awards Reception Committee with coordination of activities at the NMRT Awards Reception at the Annual Conference.
  • Maintain communication with SASCO, student chapter recipient and runner-up, before and after Annual Conference.
  • Correspond with recipient student chapter, conveying dates/times of meetings they need to attend at Annual Conference. Send award announcements describing NMRT Awards to the NMRT Booth and NMRT Orientation Committees.
  • Check with committee members to determine who is attending the Annual Conference and who plans to attend the All-Committee meeting.

May/June

  • Maintain contact with recipient student chapter and committee members, answering questions, etc.
    • Ask the winning student chapter and runner-up to provide names of their members who will be attending the NMRT Awards Reception at Annual and send the list of names to the Chair of the NMRT Awards Reception Committee so they can be recognized.
  • 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 and changes that need to be made or are suggested by current committee.
  • Update SCOTYA web pages and work with web liaison and Web Committee to ensure that all award information on NMRT website is current and correct.

Annual

  • Coordinate award presentation of certificates to the winning and runner-up student chapters during the NMRT Awards Reception at the Annual Conference.

 

Last Revised: May 2016

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Online Doc Annual Social Committee

by Samuel Suber on Sat, May 14, 2016 at 11:51 am

Committee Charge

The purpose of the annual social committee is to plan and execute a social event at the Annual Conference. The event will allow new and continuing NMRT members and library school students an opportunity to meet and talk in a relaxed and fun environment. The NMRT awards will also be distributed at this event recognizing the recipients of the NMRT awards (the professional development grant, the Shirley Olofson memorial award, Student Chapter of the Year award).

Committee Composition

Committee Charge

The purpose of the annual social committee is to plan and execute a social event at the Annual Conference. The event will allow new and continuing NMRT members and library school students an opportunity to meet and talk in a relaxed and fun environment. The NMRT awards will also be distributed at this event recognizing the recipients of the NMRT awards (the professional development grant, the Shirley Olofson memorial award, Student Chapter of the Year award).

Committee Composition

  • Chair (one-year term)
  • Committee members (one-year term)

Reports to

Leadership Development Director

History of the Committee

The committee was formed in 2016 by combining the Student Reception Committee and the NMRT Awards Reception Committee. The committee is currently being sponsored by Mango Languages.

Major Responsibilities

Plan, promote, and coordinate an Annual Reception at the Annual Conference. The reception should provide entertainment (games and door prizes) to provide an opportunity for NMRT members to network and socialize and will recognize recipients of the NMRT Professional Development Grant, the Shirley Olofson Memorial Award, the Annual Conference Professional Development Attendance Award and the Student Chapter of the Year Award.

 

Procedures Used To Accomplish Major Responsibilities

  1. Create a timetable for tasks.
  2. Ask committee members to volunteer for tasks
  3. Select and order food for the Annual Reception.
  4. Provide door prizes.
  5. Provide party favors.
  6. Follow-up.

 Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Networking Director
  • Committee members
  • NMRT Publicity Chair
  • Footnotes editor
  • NMRT Professional Development Grant Committee Chair
  • Shirley Olofson Memorial Award Committee Chair
  • Annual Conference Professional Development Attendance Award Committee Chair
  • Student Chapter of the Year Award Committee Chair
  • NMRT Student & Student Chapter Outreach Chair
  • Footnotes editor

Publicity Needs

  • Notice in Footnotes about the reception
  • Publicity on e-mail lists (NMRT-L, NEWLIB-L, NEXGENLIB-L, etc.)
  • Publicity on ALA Connect
  • Publicity via social networking tools (Facebook, Twitter, etc.)
  • SASCO representatives contacting their respective library science programs

Documents to Create/Update

  • Write article for Footnotes publicizing event
  • Flyer to be distributed publicizing event

Reminders and Helpful Hints

  • CC: all correspondence to NMRT President, NMRT Vice President/President-Elect, and Supervising Board Member
  • Involve, update, and assist committee members
  • Set and follow deadlines (finalizing all by Memorial Day weekend works well)
  • Make sure beverages selections are listed on menu choices
  • 50-150 attendees are anticipated
  • Think about what students want to know and experience at the conference!
  • Monitor materials distributed by ALA divisions and round tables (who left literature? are attendees taking brochures? what is left?). This information could be helpful in letting ALA units know how much literature to leave.
  • When all is said and done, think about ways to improve for next year

General Timetable of Activities

July-August

  • Welcome committee members; introduce them to charges, goals and objectives.
  • Review previous year's files.

 September-December

  • Prepare and submit planning report for NMRT President.

 Midwinter

  • If necessary, meet with committee to discuss plans for reception.

 February-May

  • NMRT President will reserve space at a conference hotel for the reception.
  • Once the reservation has been finalized, work with the hotel to arrange catering for the event.
  • Submit article to Footnotes.
  • Coordinate with chairs of the NMRT Professional Development Grant Committee, the Shirley Olofson Memorial Award Committee, the Annual Conference Professional Development Attendance Award Committee, and the Student Chapter of the Year Award to plan the presentation of awards.
  • Invite representatives from ALA Divisions and Roundtables to attend the reception to introduce themselves and their division or roundtable. If a representative cannot attend, invite them to drop off literature for distribution at the reception.
  • Submit progress report via ALA Connect
  • Forward information to SASCO Chair and Publicity Chair for distribution.
  • Finalize all reception plans by Memorial Day weekend.

June

  • Publicize the event using social networking tools, ALA Connect, and library listservs.

Annual

  • Wrap up any last-minute preparation and host the reception!
  • The NMRT Professional Development Grant, the Shirley Olofson Memorial Award, the Annual Conference Professional Development Attendance Award, and the Student Chapter of the Year Award is presented at the Annual Reception.

 Last revised: May 2016

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Online Doc Section 4: Committees

by Samuel Suber on Sat, May 14, 2016 at 11:46 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 Student Reception (Disbanded)

by Samuel Suber on Sat, May 14, 2016 at 11:30 am

Committee Charge

The Student Reception Committee encourages library students to attend the ALA Annual Conference and introduces them to ALA, NMRT, and other divisions and round tables. To welcome those who attend the Annual Conference, the Committee arranges a reception (open to students, NMRT members, the ALA Executive Board, representatives of division/round tables, and library school deans) during the early days of the conference.

Committee Charge

The Student Reception Committee encourages library students to attend the ALA Annual Conference and introduces them to ALA, NMRT, and other divisions and round tables. To welcome those who attend the Annual Conference, the Committee arranges a reception (open to students, NMRT members, the ALA Executive Board, representatives of division/round tables, and library school deans) during the early days of the conference.

History of the Committee

For the year 2008-2009, the Student Reception Committee has temporarily merged with the 3M/NMRT Social Committee to form the NMRT Awards Reception Committee.

Major responsibilities

Host a reception for library school students at Annual Conference.

Procedures Used to Accomplish Major Responsibilities

  • Create a timetable for tasks
  • Ask committee members to volunteer for tasks
  • Follow-up

Committee Composition and Term(s) of Office

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

Reports to

NMRT Outreach Director

Contact People for Accomplishing Committee Objectives

  • Committee members
  • NMRT Student & Student Chapter Outreach Chair
  • NMRT Publicity Chair
  • Footnotes editor
  • Student Chapter of the Year Award Committee

Publicity Needs

  • Notice in Footnotes about the reception
  • Publicity on e-mail lists (NMRT-L, NEWLIB-L, NEXGENLIB-L, etc.)
  • SASCO representatives contacting their respective library science programs

Documents to Create/Update

  • Write article for Footnotes publicizing event
  • Flyer to be distributed at event

Reminders and Helpful Hints

  • CC: all correspondence to Supervising Board Member
  • Involve, update, and assist committee members
  • Set and follow deadlines (finalizing all by Memorial Day weekend works well)
  • Make sure beverages selections are listed on menu choices
  • 50-100 attendees were anticipated at 2002, 2003 Annual conferences
  • Think about what students want to know and experience at the conference!
  • Monitor materials distributed by ALA divisions and round tables (who left literature? are attendees taking brochures? what is left?). This information could be helpful in letting ALA units know how much literature to leave.
  • When all is said and done, think about ways to improve for next year.

General Timetable of Activities

July

  • Select committee members

August

  • Welcome committee members; introduce them to charges, goals and objectives.
  • Review previous year's files.

September-December

  • Prepare and submit planning report for NMRT President.

Midwinter

  • Meet with committee to discuss plans for reception.

February-May

  • Reserve space at a conference hotel for the reception.
  • Invite representatives from ALA Divisions and Roundtables to attend the reception to introduce themselves and their division or roundtable. If a representative cannot attend, invite them to drop off literature for distribution at the reception.
  • Submit progress report via ALA Connect
  • Submit article to Footnotes.
  • Forward information to SASCO Chair and Publicity Chair for distribution.
  • Finalize all reception plans by Memorial Day weekend.

Annual

  • Wrap up any last-minute preparation and host the reception!
  • The Student Chapter of the Year Award (SCOTYA) Award is presented at the Student Reception.

 

Last Revised: August 2015

More...

Online Doc Awards Reception (Disbanded)

by Samuel Suber on Sat, May 14, 2016 at 11:25 am

Committee Charge

The purpose of the Awards Reception Committee is to plan an event at the Annual Conference to recognize the recipients of the NMRT Professional Development Grant, the Shirley Olofson Memorial Award, and the Annual Conference Professional Development Attendance Award (formerly the Marshall Cavendish Award), and to provide an opportunity for NMRT members to network and socialize.

Committee Charge

The purpose of the Awards Reception Committee is to plan an event at the Annual Conference to recognize the recipients of the NMRT Professional Development Grant, the Shirley Olofson Memorial Award, and the Annual Conference Professional Development Attendance Award (formerly the Marshall Cavendish Award), and to provide an opportunity for NMRT members to network and socialize.

Committee Composition

  • Chair (one-year term)
  • Committee members (one-year term)

Reports to

Leadership Development Director

History of the Committee

In 2008-2009, the Student Reception Committee temporarily merged with the 3M/NMRT Social Committee to form the NMRT Awards Reception Committee. In 2009-2010 the Student Reception separated from the Awards Reception, and returned to the purview of the Student Reception Committee.

Major Responsibilities

Plan, promote, and coordinate an Awards Reception at the Annual Conference to recognize recipients of the NMRT Professional Development Grant, the Shirley Olofson Memorial Award, and the Annual Conference Professional Development Attendance Award, and to provide an opportunity for NMRT members to network and socialize.

Procedures Used To Accomplish Major Responsibilities

  1. Select and order food for the Awards Reception.
  2. Provide door prizes
  3. Provide party favors

Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Networking Director
  • Committee members
  • Footnotes editor
  • NMRT Professional Development Grant Committee Chair
  • Shirley Olofson Memorial Award Committee Chair
  • Annual Conference Professional Development Attendance Award Committee Chair

Publicity Needs

  • Notice in Footnotes
  • Publicity on e-mail lists (NMRT-L, NEWLIB-L, NEXGENLIB-L, etc.)
  • Publicity on ALA Connect
  • Publicity via social networking tools (Facebook, Twitter, etc.)

Documents to Create/Update

  • Write article for Footnotes publicizing event
  • Flyer to be distributed publicizing event

Reminders and Helpful Hints

  • CC: all correspondence to NMRT President and NMRT Networking Director
  • Involve, update, and assist committee members
  • Set and follow deadlines
  • When all is said and done, think about ways to improve for next year

General Timetable of Activities

July-August

  • Welcome committee members; introduce them to charges, goals and objectives
  • Review previous year's files

September-December

  • Prepare and submit planning report

Midwinter

  • If necessary, meet with committee to discuss plans for reception

February-May

  • NMRT President will reserve space at a conference hotel for the reception
  • Once the reservation has been finalized, work with the hotel to arrange catering for the event
  • Submit article to Footnotes
  • Coordinate with chairs of the NMRT Professional Development Grant Committee, the Shirley Olofson Memorial Award Committee, and the Annual Conference Professional Development Attendance Award Committee to plan the presentation of awards

June

  • Publicize the event using social networking tools, ALA Connect, and library listservs.

Annual

  • Wrap up any last-minute preparation and host the reception!

Last Reviewed: April 2014
Last Revised: May 2013

More...

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 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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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)