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Discussion ALA 2018 Annual Conference Scheduling

by Elois Sharpe (staff) on Wed, Dec 13, 2017 at 04:13 pm

Dear ACRL Division-level Committee Leaders,

I hope your holiday season is off to a great start!

Although the 2018 ALA Annual Conference in New Orleans is not until June 21–26, we are already planning for it and I’ll need to have all AC meeting requests by January 5, 2018. Please read the following message carefully, and confirm with me if your group is meeting.

Dear ACRL Division-level Committee Leaders,

I hope your holiday season is off to a great start!

Although the 2018 ALA Annual Conference in New Orleans is not until June 21–26, we are already planning for it and I’ll need to have all AC meeting requests by January 5, 2018. Please read the following message carefully, and confirm with me if your group is meeting.

Based on member feedback, ALA Conference Services has made some changes to have a more sustainable and navigable Annual Conference. To accommodate meeting requests and reduce the campus size, most meetings will be assigned one-hour or one-and-a-half-hour time slots. You will be able to request your preferred time slot, but please be aware that requests are based on availability and time requests may not be honored.

We sincerely thank you in advance for your patience and understanding, as we work with ALA to respond to member feedback to reduce the conference footprint while trying to accommodate as many meetings as possible. ALA Conference Services will confirm meeting times in spring 2018, and I will send the preliminary schedule once it is released.

ACRL staff will enter your meeting requests for the 2018 Annual Conference into ALA’s meeting database, so please send your meeting requests to me via email by Friday, January 5 per the following guidelines:

Step One:

  • Determine if your group would like to request a meeting space at Annual Conference 2018.
  • Review the new meeting time slots. You may want to consider requesting a meeting on Friday or Monday, or during a non-peak time slot. Peak time slots are Saturday and Sunday from 10:30-11:30 a.m. Please be aware that you may be assigned a different time/day than requested, so that we can better accommodate all meeting requests. Also, meeting virtually is another option you may want to consider.

Time Slots for Friday to Tuesday
8:30–10:00 a.m.
9:00–10:00 a.m.
10:30–11:30 a.m.
1:00–2:00 p.m.
2:30–3:30 p.m.
4:00–5:00 p.m.
4:00–5:30 p.m.
No conflict times: Friday, June 22, 4:00–7:00 p.m. and Tuesday, June 26, 10:00–11:30 a.m.

  • Review your meeting schedule from the 2017 Annual Conference (PDF).
  • Select your preferred meeting time slot from the above times.

 Step Two:

  • If your committee would like to submit a meeting request, please email me by January 5.
    • If you’d like to meet at the same time as you did at AC2017 I will select the time slot that is closest to your AC17 time slot, but please note the date and time will not be confirmed until the spring when the preliminary schedule is released. I will also duplicate your A/V request unless you specify otherwise.
    • If you want to request a new time: Email your specifics to me no later than end of January 5:
    • ACRL Committee Name:
    • Meeting Date:
    • Preferred time slot from above list:
    • Expected Attendance:
    • Room Set (Theater, Conference Hollow Square 20-40; or Banquet Rounds of 10) Note: these room sets are tentative, and staff will do their best to match your request with the most similar option:
    • Specific A/V Requests (i.e., Computer, Projector, Screen, (Microphone—must have more than 40 attendees):
  • If your committee will meet virtually for AC18, please let me know, so I can update my records.

 Questions about virtual participation at Annual Conference and virtual meetings?

  • There is limited support from ALA for blended meetings (on-site and virtual) through the Skype kit that can be requested. If you choose to offer a blended meeting, it will be the responsibility of the meeting attendees/chair to provide support to the virtual participants. 
  • Please note a Skype kit allows up to 25 participants via an audio call. The number of visual participants allowed depends upon the platform and the device. However, you are welcome to use your personal network/virtual meeting platform if it is easier for you. For example, some committees have successfully used Google Hangouts to enable multiple people to participate in a blended meeting. Of course, we do not know in advance if the room you are assigned will have good connectivity. Please note that it is not mandatory to attend conference. If your committee should choose to meet virtually, please see the Virtual Meeting Guidelines and Virtual Meeting Request Calendar.

Please let me know if you have any questions. We thank you in advance for your flexibility and cooperation, as we work with ALA Conference Services to create a more manageable conference campus.

Thank you,

Elois Sharpe
Program Coordinator

 

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Discussion ACRL Volunteer Form for 2018-2019 Appointment Cycle - Now Open!

by Allison Payne-IL (staff) on Tue, Dec 5, 2017 at 11:02 am

Dear ACRL Leaders,

The ACRL committee volunteer form for section and division-level appointments is now open! Please visit http://www.ala.org/acrl/membership/volunteer/volunteer for a link to the form.

Please encourage your colleagues and committee members to consider volunteering for the 2018-2019 appointment cycle by forwarding this message, as appropriate. You are welcome to personalize the message for your audience.

Dear ACRL Leaders,

The ACRL committee volunteer form for section and division-level appointments is now open! Please visit http://www.ala.org/acrl/membership/volunteer/volunteer for a link to the form.

Please encourage your colleagues and committee members to consider volunteering for the 2018-2019 appointment cycle by forwarding this message, as appropriate. You are welcome to personalize the message for your audience.

The deadline to volunteer is February 15, 2018, for appointments that begin July 1, 2018.

Best,

Allison Payne
ACRL Program Officer

Make a difference: Connect, contribute, collaborate

Volunteer for division, section, or representative appointment!

Are you looking for ways to expand your professional network and contribute to ACRL? Committee volunteers help shape ACRL by advancing its strategic plan and influencing the direction of academic and research librarianship. Serving on a committee or editorial board is a great way to become involved and make an impact on the profession.

This is an invitation for volunteers to serve on ACRL’s committees and sections. I ask you to consider volunteering with enthusiasm and with acknowledgement of the diversity of skills, perspectives, and experiences of our members. ACRL’s work is vital to the audiences we support, the librarians and libraries that make up our organization, and the communities we serve. Please consider sharing your expertise and experiences with ACRL. I hope that you will volunteer to work with ACRL and share in making a difference, supporting lifelong learners, and contributing to an informed society.

Thank you,

Lauren Pressley

ACRL Vice-President/President-Elect

 

The appointment process
Appointments are made at the division and section level, and through the editorial board process (see editorial board section below). Section vice-chairs are responsible for committee appointments for the year they will serve as chair. The ACRL vice-president is responsible for committee appointments at the division level for the year she serves as president. The ACRL Appointments Committee assists the vice-president in an advisory capacity. Division-level committees are created to conduct the work of the Board, and each committee crafts an annual work plan in consultation with their Board and Staff liaisons to accomplish their charged activities and responsibilities.

Current committee members whose terms conclude at the 2018 ALA Annual Conference should submit a new volunteer form if they wish to be considered for re-appointment. The online volunteer form closes February 15 and most committee appointment offers will be sent in April and May 2018.

Onsite attendance at the ALA Midwinter Meeting and the ALA Annual Conference is not a requirement of committee service. However, members of all ACRL committees, task forces, and similar bodies are expected to fully participate in the work of the group whether it be working virtually or face-to-face.

How to apply

Visit http://www.ala.org/acrl/membership/volunteer/volunteer. (Internet Explorer is the preferred browser for accessing the form). You will be asked to login using your ALA member ID and the password you created. The form should be completed by February 15, 2018. Be sure that you are a current ALA/ACRL member before attempting to login, as the form is tied directly to the ALA membership system. Need to renew? Please renew online here.

If you have any questions about using the volunteer form, please contact ACRL Program Officer Allison Payne for division committees at apayne@ala.org or ACRL Senior Program Officer Megan Griffin for section committees at mgriffin@ala.org.

Questions about the ACRL appointment process?  Please join the ACRL Membership Committee on Wednesday, December 13, 2017, at 1 pm CST, for an online discussion on how the ACRL appointment process works for division-level committees, sections, interest groups, and discussion groups.  Access information for the session is available here. 

ACRL division-level committee appointments
ACRL committees (and their charges) can be found on the ACRL website at http://www.ala.org/acrl/aboutacrl/directoryofleadership/committees.

Appointments to ACRL standing committees are made in the spring for terms beginning immediately after the ALA Annual Conference. The Appointments Committee sends appointment recommendations to the ACRL president-elect. The president-elect makes the final appointments for the committees.

Questions about division-level appointments may be directed to the chair of the Appointments Committee, Catherine B. Soehner, Associate Dean, Research & User Services, University of Utah, catherine.soehner@utah.edu.

ACRL section appointments

ACRL sections help members customize their ACRL experience through newsletters, electronic discussion lists, specialized programming, preconferences, recognition, and focused activities.

Section vice-chairs appoint members to section committees. Most appointments are made in the spring for terms beginning immediately after the ALA Annual Conference. For more information about section appointments, please contact section vice-chairs. Contact information is available by logging in at http://www.ala.org/acrl/aboutacrl/directoryofleadership/sections.

Editorial boards
ACRL has eight editorial/advisory boards for its publications: Academic Library Trends and Statistics Survey Editorial Board; Choice Editorial Board; College & Research Libraries Editorial Board; College & Research Libraries News Editorial Board; New Publications Advisory Board; Publications in Librarianship Editorial Board; RBM: A Journal of Rare Books, Manuscripts, and Cultural Heritage Editorial Board; and Resources for College Libraries Editorial Board.

Appointments to editorial boards are made after the Midwinter Meeting for terms that begin immediately after the ALA Annual Conference. The editors recommend the names of individuals to fill vacancies. The Publications Coordinating Committee approves the recommendation and the ACRL vice-president/president-elect makes the appointment.

If you would like to be considered for appointment to an editorial board, contact the editor of the editorial board early in the fall or indicate your interest on the ACRL online volunteer form.

Representatives Assembly

The ACRL Representative Assembly consists of the current ACRL representatives to other ALA units. Appointments are made at the discretion of the ACRL president-elect. Questions about representative appointments may be directed to ACRL President-Elect Lauren Pressley at pressley@uw.edu.

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File 2017-18-work-plan---16-17-report-template-EDI61

by Allison Payne-IL (staff) on Mon, Nov 20, 2017 at 03:03 pm

DOCX File, 81.11 KB

Discussion ACRL Reminders & Upcoming Dates

by Allison Payne-IL (staff) on Fri, Nov 17, 2017 at 09:32 am

Dear ACRL Committee Chairs,

I hope that your committee activities are off to a great start!

Dear ACRL Committee Chairs,

I hope that your committee activities are off to a great start!

I’m pleased to share a revised report and work plan template, which the Board supported at its recent fall meeting to better reflect ACRL’s commitment to equity, diversity, and inclusion (EDI). This new report and work plan template includes some minor edits to allow committees to report activities pertaining to EDI. Leaders will have an opportunity to discuss EDI more in-depth at the upcoming Midwinter Leadership Council. Please note that it’s optional this year if you’d like to work with your Board and staff liaisons to use the new template.

I’m also sharing some upcoming deadlines for the 2018 ALA Midwinter Meeting in Denver.

Best wishes,

Allison Payne, Program Officer
Association of College & Research Libraries
50 E Huron Street, Chicago, IL 60611
T: 312-280-2519; F: 312-280-2520
apayne@ala.org; acrl.org

Board Documents for Midwinter Meeting - Due January 12, 2018
To submit a document (e.g., petition to establish a new ACRL unit, funding request, resolution, task force report, etc.) for Board consideration, follow the below steps.

  1. Complete a Board of Directors action form or discussion form working with your ACRL staff and Board liaisons. Requests for supplemental funding should comply with ACRL Policies and Procedures.
  2. Email your Board action form and supporting documents to Allison, with copy to your staff and Board liaisons by the deadline. If you need an extension, contact me in advance of the deadline so that space can be allocated in the draft Board meeting agenda.
  3. Please expect an email acknowledging receipt of your submission within one business day of submission. If you do not receive a confirmation, please email again or call Allison at 312-280-2519.

2018 Midwinter Meeting agendas - Due January 19
All committee meetings at the 2018 ALA Midwinter Meeting in Denver should post their agendas (drafts are acceptable) by January 19 as public posts in their ALA Connect community and email them to apayne@ala.org for the historical files. Note: If a committee is not meeting, an agenda is not needed.

SAVE THE DATE! Friday, February 9
ACRL Leadership Council at ALA 2018 Midwinter Meeting
You are cordially invited to attend the ACRL Leadership Council & Membership Meeting on Friday, February 9, 2018, from 1:00–3:00 p.m. at the Sheraton Denver (1550 Court Place, Plaza Ballroom E). You are also welcome to join a post-Leadership Council Welcome Reception from 3:00–4:00 p.m. in the Plaza Ballroom F, for light refreshments and an opportunity to interact informally with fellow ACRL leaders. RSVP coming soon!

2018 Midwinter Meeting Minutes - Due February 23
Committee leaders should post all committee meeting minutes from Midwinter (drafts are acceptable) by February 23 as public posts in their ALA Connect community and email them to apayne@ala.org for the historical files. Reminder: Official minutes should aim to capture the conversation at a high level and not attribute specific comments to any one person. For tips and pointers, please review Eli Mina’s, ALA Parliamentarian, Making the Meeting resources on the ACRL website (login required).

Virtual Meetings
If a committee is meeting virtually, an agenda should still be submitted to me and posted to ALA Connect at least 10 days before the meeting. The meeting minutes should also be submitted to apayne@ala.org and posted to ALA Connect within 30 days after the virtual meeting. 

  • Need to use ACRL’s virtual meeting software? Check out our virtual meeting guidelines and handy online scheduler
  • Note: This applies to virtual meetings that take place throughout the year, not just around ALA conference time.

Upcoming Dates

  • January 12: MW18 Board Doc Deadline
  • January 19: MW18 Agendas Due
  • February 9-13: ALA Midwinter Meeting
  • February 9: Leadership Council & Welcome Reception
  • February 23: MW18 Minutes Due

Please do not hesitate to contact me with questions.

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Discussion ALA 2018 Midwinter Meeting Room Assignments

by Elois Sharpe (staff) on Thu, Nov 16, 2017 at 11:36 am

Dear ACRL Division-level Committee Leaders,

Thank you for submitting your meeting requests for the upcoming 2018 ALA Midwinter Meeting in Denver. I’m sharing with you the attached meeting schedule and room assignments. Please review your meeting times and dates to ensure accuracy.

Dear ACRL Division-level Committee Leaders,

Thank you for submitting your meeting requests for the upcoming 2018 ALA Midwinter Meeting in Denver. I’m sharing with you the attached meeting schedule and room assignments. Please review your meeting times and dates to ensure accuracy.

A message from ALA Conference Services, “We made every effort to accommodate everyone, however in a few instances we may have had to change your meeting set in order to accommodate your meeting.” We appreciate your understanding, as we work to accommodate all meeting requests. To comply with Convention Center and hotel rooms, please do not make room set changes, as meeting spaces will also be used by other groups.

I will be in touch closer to conference with the ALA Conference Services’ onsite phone number if you have any issues with your requested A/V or meeting space.

Please see the Midwinter convention center/hotels:

  • CCC – Colorado Convention Center, 700 14th Street
  • CROWNE – Crowne Plaza Denver, 1450 Glenarm Place
  • CURTIS – The Curtis Hotel, 1405 Curtis Street
  • EMB – Embassy Suites Denver, 1420 Stout Street
  • GRAND – Grand Hyatt Denver, 1750 Welton Street
  • HIL – Hilton Denver City Center (formerly Marriott Denver City Center), 1701 California Street
  • HYATT – Hyatt Regency Denver at Colorado Convention Center*, 650 15th Street
  • SHER – Sheraton Denver#, 1550 Court Place

*Headquarters Hotel; #Co-Headquarters Hotel

The online scheduler will go live next week, and will be available on the 2018 Midwinter Meeting website.

As always, if you have any questions about your schedule, please contact your ACRL staff liaison, or me directly at esharpe@ala.org.

Happy Holidays!

Elois 

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Event Documents due for Board consideration – Midwinter Meeting 2018

by Allison Payne-IL (staff) on Mon, Nov 13, 2017 at 10:43 am

The ALA Midwinter Meeting will be held in Denver, CO on February 9–13, 2018. Actions and discussions for ACRL Board consideration must be submitted by January 12, 2018.

To submit a document (e.g., petition to establish a new ACRL unit, funding request, resolution, task force report, etc.) for Board consideration, follow the steps below.

The ALA Midwinter Meeting will be held in Denver, CO on February 9–13, 2018. Actions and discussions for ACRL Board consideration must be submitted by January 12, 2018.

To submit a document (e.g., petition to establish a new ACRL unit, funding request, resolution, task force report, etc.) for Board consideration, follow the steps below.

  • Complete a Board of Directors action form or discussion form, working with your ACRL staff and Board liaisons, as appropriate. Requests for supplemental funding should comply with ACRL Policies and Procedures.
  • Email your form and supporting documents to Allison Payne, with copy to your staff and Board liaisons by the deadline. If you need an extension, please contact me in advance of the deadline so that space can be allocated in the draft Board meeting agenda.

Please expect an email acknowledging receipt of your submission within one week of submission. If you do not receive such a confirmation, please email again or call Allison at 312-280-2519.

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Event ACRL Board Document Deadline - Fall Board Meeting

by Allison Payne-IL (staff) on Fri, Sep 22, 2017 at 10:17 am

The ACRL Fall Board Meeting will be held virtually on October 26, 2017. Action and discussion requests for Board consideration should be submitted to apayne@ala.org by Thursday, October 12, 2017.

Documents for Board consideration: due Thursday, October 12, 2017

To submit a document (e.g., petition to establish a new ACRL unit, funding request, resolution, task force report, etc.) for Board consideration, follow the steps below.

The ACRL Fall Board Meeting will be held virtually on October 26, 2017. Action and discussion requests for Board consideration should be submitted to apayne@ala.org by Thursday, October 12, 2017.

Documents for Board consideration: due Thursday, October 12, 2017

To submit a document (e.g., petition to establish a new ACRL unit, funding request, resolution, task force report, etc.) for Board consideration, follow the steps below.

  1. Complete a Board of Directors action form of discussion form working with your ACRL staff and Board liaisons. Requests for supplemental funding should comply with ACRL Policies and Procedures.
  2. Email your Board action or discussion form and supporting documents to Allison Payne with copy to your staff and Board liaisons by the deadline. If you need an extension, please contact Allison in advance of the deadline, so that space can be allocated in the draft Board meeting agenda.
  3. Please expect an email acknowledging receipt of your submission within one business day of submission. If you do not receive a confirmation, please email again or call Allison at 312-280-2519.

 Best,
Allison Payne
ACRL Program Officer

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File ACRL-AC17-LC-Agenda-Documents

by Allison Payne-IL (staff) on Mon, Jun 19, 2017 at 10:17 am

PDF File, 938.59 KB

Discussion 2017 ALA Annual Conference-Onsite Audio Visual & Meeting Room Information

by Elois Sharpe (staff) on Tue, Jun 6, 2017 at 03:00 pm

Dear ACRL Division-Level Committee Leaders,

As we draw closer to meeting at the 2017 ALA Annual Conference in Chicago, please review and share the following pertinent information with your member leaders who will be onsite. 

Onsite Audio Visual & Meeting Room Information

Dear ACRL Division-Level Committee Leaders,

As we draw closer to meeting at the 2017 ALA Annual Conference in Chicago, please review and share the following pertinent information with your member leaders who will be onsite. 

Onsite Audio Visual & Meeting Room Information

ALA Conference Services recommends confirming your AV request at the audiovisual desk located in the ALA office area – McCormick Place West Building-Level 3, Skyline Ballroom, W375d. If you requested AV during the meeting request time frame and were NOT contacted, it should be considered an approved request. If you requested a skype kit for your blended meeting, skype kits will be delivered to the meeting room 30 minutes before the start of the meeting.

If you arrive to your session and it is missing the AV equipment that was requested and approved in advance, please contact ALA Conference Services at 312-949-8600. Unless you report missing AV, ALA will be charged for ordered materials even if they are not present.

Also, please use the ALA Conference Services number if you experience any meeting-related issues in your room that would require immediate assistance.

Room Set-up Information

Please note that members are prohibited from making room set changes in the Convention Center and the hotel meeting rooms. ALA Conference Services has set the rooms to accommodate all groups that will use that space during the day, not a single group. If a room is missing any requested items or A/V, then please use the number above and let ALA Conference Services know.

After the conference, please also notify your staff liaison of any issues with AV or the room set-up.  The reports will be compiled and sent to ALA Conference Services. 

Thank you in advance for your attention to and cooperation in this matter.

Have a safe trip,

 

Elois Sharpe

ACRL Program Coordinator

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Discussion ACRL Year-end Reports & Work Plans

by Allison Payne-IL (staff) on Thu, Jun 1, 2017 at 03:57 pm

Dear ACRL Leaders,

Thank you and your committees for the hard work this year progressing the goals outlined in your 2016–17 annual work plans. Annual work plans align division-level committee work with the ACRL Plan for Excellence and the committee's charge. If your committee is meeting at Annual Conference or virtually, please include discussion of the report and work plan on your agenda.

Dear ACRL Leaders,

Thank you and your committees for the hard work this year progressing the goals outlined in your 2016–17 annual work plans. Annual work plans align division-level committee work with the ACRL Plan for Excellence and the committee's charge. If your committee is meeting at Annual Conference or virtually, please include discussion of the report and work plan on your agenda.

I’m including instructions below, but please don’t hesitate to contact me with any questions about this schedule or process.

Best,
Allison

Allison Payne, Program Officer
Association of College & Research Libraries
50 E Huron Street, Chicago, IL 60611
T: 312-280-2519; F: 312-280-2520
apayne@ala.org; www.acrl.org

Report & Work Plan Template
The template for both the 2016–17 committee year-end report and 2017–18 annual work are included in the combined document. Please coordinate with incoming/outgoing leadership to complete this template.

2016–17 Reports
Current chairs are responsible for completing the year-end report. Please work with your committee members and Board and staff liaisons to complete this report. Draft reports are due July 10 and final reports should be posted to ALA Connect and sent to apayne@ala.org by July 17.

2017–18 Work Plans
Incoming chairs should work with their committees and Board and staff liaisons to complete work plans for the upcoming cycle. Component Committees should further coordinate work plans with Coordinating Committees.

As a reminder, your Board liaison is the one who has the final sign-off on your work plan. Board liaisons will consider the annual work plan review criteria when reviewing draft work plans for approval. Draft work plans are due July 28 and final work plans should be posted to ALA Connect and sent to apayne@ala.org by August 11.

2016–17 Work Plans
When working on your 2016–17 report and 2017–18 work plan, it may be helpful to reference your committee's 2016–17 work plan. This document should be easily accessible in your committee's ALA Connect Community space. In case it is not, the PDF compilation is available online. Note that your committee work plan may have been updated mid-year, so use the latest version from your Connect space, if you have it, to be sure your year-end report highlights all your committee's accomplishments.

 Upcoming Dates & Deadlines

  • June 9: AC17 agendas
  • June 23: Leadership Council & Membership Meeting
  • July 10: Draft year-end reports
  • July 14: AC17 minutes
  • July 17: Final year-end reports
  • July 28: Draft work plans
  • August 11: Final work plans
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Consists of the Chair and Vice-Chair of each ACRL Division-level Committee for the current year

 

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