RUSA New Volunteer Leaders

Orientation Manual

REFERENCE AND USER SERVICES ASSOCIATION a division of the American Library Association

50 E. Huron St. Chicago, IL 60611 (312) 280-4395 (phone) (312) 280-5273 (fax)

www.ala.org/rusa

2

Congratulations on your election or appointment as a leader of RUSA! The Executive Board of RUSA and the RUSA staff welcome you and look forward to

working with you.

INTRODUCTION TO RUSA

Calendar History, Values, Norms RUSA Organizational Structure

RUSA Standing Committees RUSA-Level Committees with Section representatives Sections

RUSA General Membership Meeting RUSA Staff Contact Information Traditions

BOARD MEMBERS:

Board Action Item Template Action Items: Procedure to add to Board Agenda Action Items: Review, Voting, and Discussion Attendance at Board Meetings Board Composition Board Decisions and Approvals

Decision Process when Board is not in Session Board Meeting Agendas

Adding Action Items to Board Agendas: Procedure Action Item Template for Board Meetings

Board Meetings Communication Tools and Practices Ground Rules Rights and Responsibilities

Duties Executive Committee Composition RUSA General Membership Meeting RUSA Standing Committees

Board Liaisons to RUSA Committees Liaison Assignments Budget Process

Budget Requests Deadline Budget Request Form Endowment

Communication Tools and Practices Speaking for and Representing RUSA or ALA

3

Strategic Plan Process

COMMITTEE CHAIRS: Committee Review Schedule

Duties

Responsibilities Schedule for Appointing Section Representatives Communication Tools and Practices

LIAISONS TO ALA COMMITTEES SECTION CHAIRS:

Appointments Conferences RUSA Update Section Chair Responsibilities Schedule for Appointing Section Representatives to RUSA Committees

4

INTRODUCTION TO RUSA: RUSA History, Values, Norms, and Traditions The association was established in 1957 and was known as the Reference Services Division (RSD) of ALA. The year before (1956) ALA created the Adult Services Division and the Reference Services Division. In 1972 RSD merged with the Adult Services Division to become the Reference and Adult Services Division (RASD). In 1997 the association's name was changed to Reference & User Services Association to emphasize the division's mission of service to "all groups, regardless of age." In addition, the use of the word association (rather than division) emphasizes that the organization is an association in its own right in addition to being a part of ALA. RUSA operates in a collaborative and collegial fashion. We value teamwork and consensus. While we have six sections we work as one group. RUSA's Values:

Our association's focus is on the user.

We value our members. We listen to them and try to gather feedback systematically.

We welcome new members and look for opportunities to get them involved on committees.

We value collegiality. This is even borne out in our ground rules for Board members.

We value inclusiveness. We welcome wide participation and are respectful of

everyone's opinions.

We have a strategic plan (posted on our Website) and we reiterate values in this document and make decisions based on the plan.

We share ideas and work collaboratively.

RUSA's Norms: How we work is determined largely by our structure. We have a RUSA Executive Committee and a larger Board of Directors. We have bylaws and policies that flow from the bylaws. Norms for meetings

Actively participate Take responsibility for outcomes Share in the facilitation of the meeting Have fun Keep comments within the scope of the group Speak up before the group if you have an issue Be respectful of others' ideas and approaches Start and end on time Bring all group members into the discussion State something positive before you criticize Be mindful of your time 'on stage' Share the workload.

RUSA's Traditions:

We have a RUSA President's Program every Annual conference. The RUSA President determines the theme. The RUSA President may also elect to sponsor a Section program in lieu of a separate President’s Program.

An Awards Ceremony is held at the Annual Conference.

5

At Midwinter we have the RUSA Book and Media Awards Reception.

A RUSA social is held at Midwinter welcoming and encouraging members and non-

members to mingle and connect with each other.

The RUSA New Chair/Leader Orientation takes place virtually after the Annual Conference.

We sponsor a RUSA Spectrum Scholarship internship. This individual works with the RUSA President for 18 months.

We sponsor the Literary Tastes Author Event every Sunday morning at Annual. This event

honors The Notable Book List, The Reading List, and the Sophie Brody Award. Since 1960 we have been publishing a division journal, first known as RQ, now known as

Reference & User Services Quarterly, (RUSQ).

We also have a tradition of focusing on the development of professional tools that will help members in their job, most notably, national guidelines.

Finally, there are also many traditions within sections:

BRASS:

BRASS Monday Night Dinner BRASS Handbook BRASS Publishers’ Forum BRASS New Members Reception BRASS awards:

Dun & Bradstreet Outstanding Service to Minority Business Communities Award

Dun & Bradstreet Public Librarian Support Award Emerald Research Grant Awards (2 per year) Gale Cengage Learning Excellence in Business Librarianship Award Gale Cengage Learning Student Travel Award

BRASS Business Preconference

CODES:

CODES Readers’ Advisory Research and Trends Forum CODES Wilson Indexes Committee CODES Awards:

Dartmouth Medal Louis Shore/Greenwood Publishing Group Award Notable Books Council The Reading List Reference Sources Sophie Brody Medal

HISTORY:

History Genealogy Preconference History Sunday night Dinner Genealogy Committee and Discussion Group Saturday night Dinner History librarians discussion group at midwinter Historical Materials article in RUSQ History Awards:

Genealogical Publishing Company Award Online History Award

6

MARS:

MARS Happy Hour MARS My Favorite Martian Award

RSS:

RSS Reference Research Forum RSS Open House

STARS:

STARS preconference STARS Midwinter Social STARS Annual Leadership Orientation STARS Virginia Boucher-OCLC Distinguished Interlibrary Loan Librarian Award STARS-Atlas System Mentoring Award

An Overview of How RUSA is Organized RUSA has six sections, a board, and an executive committee. RUSA also has many standing committees. The Sections: BRASS represents the interests of reference librarians, business information specialists, and others engaged in providing business reference and information services. CODES addresses the collection development interests of reference and user services librarians in libraries of all types. History represents the subject interests of reference librarians, archivists, bibliographers, genealogists, historians, and others engaged in historical reference or research. MARS represents the interests of those concerned with attaining the highest possible quality in planning, developing, managing, teaching, or conducting all forms of computer-based reference information services in libraries. RSS represents the interests of librarians and library support staff engaged in all aspects of reference and information services. STARS brings together librarians and library staff involved with interlibrary loan, document delivery, remote circulation, access services, cooperative reference, cooperative collection development, remote storage, and other shared library services. The RUSA Board: The Executive Committee (President, Vic-President/President-Elect, Past President, Councilor, Secretary) The six Chairs of each Section Six elected Directors-at-Large RUSQ Editor, ex officio RUSA Update Editor, ex officio The RUSA Board determines the division’s strategic direction, sets and approves RUSA policies, guidelines, budgets, conference programming, new RUSA level committees, and responds to relevant ALA policy and plans.

7

The RUSA Executive Committee: President Vice President Past President Secretary Councilor Executive Director, ex officio The Executive Committee is empowered by the RUSA Bylaws to act on behalf of the board when the board is not in session. RUSA Standing Committees: RUSA committees function on several levels. There are award committees that administer the big and overarching awards of the division, there are administrative committees that manage the broad and collaborative work of RUSA and the sections, and there are task-oriented committees that help RUSA run smoothly. All of the committees that affect the operations of RUSA, such as membership, standards and guidelines, and budget and finance, have representatives from each section to ensure that decisions and plans are carried out with the wide input of all six RUSA sections. It is critical to the effective running of RUSA that all section reps attend the RUSA committee meetings, play an active role on the committee, and carry information back and forth between the committee and the section. RUSA Standing Committees: Access to Information* AFL-CIO/ALA Library Service to Labor Groups Awards Coordinating Committee* Board of Directors* Budget and Finance Committee* Conference Program Coordinating Committee* Executive Committee Gale Cengage Award for Excellence in Reference and Adult Services Isadore Gilbert Mudge Award John Sessions Memorial Award MARBI Margaret E. Monroe Library Adult Services Award Membership Committee* Nominating Committee* Organization and Planning Committee* President’s Program Planning Committee Professional Development* Publications and Communication Committee* Reference & User Services Quarterly Editorial Advisory Reference Service Press Awards Committee Standards and Guidelines Committee* (*Indicates that the committee includes representatives from each section) The RUSA committees with Section representatives are: Access to Information Board of Directors Budget and Finance Committee Conference Program Coordinating Committee Membership Committee Nominating Committee

8

Organization and Planning Committee Professional Development Publications and Communication Committee Standards and Guidelines Committee Typically half of the members of these committees are appointed by the vice chairs of each section. Schedule for Appointing Section Representatives: Each section appoints representatives to RUSA committees on the following schedule: BRASS, CODES, and History appoint for odd years: 2011-2013, 2013-2015, 2015-2017, etc. MARS, RSS, and STARS appoint for even years: 2010-2012, 2012-2014, 2014-2016, etc. RUSA Staff: RUSA is managed by a staff of 2.43 FTE. The RUSA Executive Director and RUSA Web Manager positions are RUSA funded at 75% each; the RUSA Marketing Specialist position is funded at 50% and the RUSA administrative assistance (15 hours per week) is funded 100% by RUSA. The balance of these positions is shared with another ALA division, ASCLA (the Association of Specialized and Cooperative Library Agencies). RUSA staff are here to help you. Please contact the office if you have any questions: Mailing address: Reference and User Services Association, American Library Association, 50 East Huron Street, Chicago, IL 60611-2795 Telephone: 1-800-545-2433. If you are calling from a touch-tone phone, after the automated attendant answers, you may press these extensions to reach: 4395 RUSA Executive Director 4397 RUSA Web Manager 4398 RUSA Marketing Specialist Direct Dialing: 1-312-280 + above extensions Fax: 312 280-5273 E-mail: rusa@ala.org How RUSA Works: The Strategic Plan Process: RUSA is guided by a Strategic Plan (SP), which is available on the RUSA website (www.ala.org/rusa). All expenditures of funds and all initiatives and programs flow out of and are supported by the SP. Each year the Executive Committee in consultation with the RUSA Board develops the action items to be implemented during the year. The SP is evaluated each year by the Executive Committee at their Fall Leadership Meeting, by the RUSA Board at Midwinter, and is monitored by the Organization and Planning Committee on a continuous basis. Comments, suggestions, and questions are welcome. Making Decisions: While RUSA traditionally leaves section affairs to the individual section, there are a series of actions that only the RUSA Board can approve. They include approval of the budget, new RUSA initiatives, creation of new RUSA committees, task forces, or other RUSA-level work groups, all items related to external relations, and any other matters with policy, financial or other major implications for RUSA. There are also several items that may start in a section but must be approved by a RUSA Committee and then by the RUSA Board before becoming official. These include conference and pre-conference programming, new awards that grant vendor supported funds, guidelines, policies, and standards.

9

Keeping Everyone in the Loop: Communication Tools and Practices RUSA is a very active and dynamic division. ALA Connect has a group for each RUSA standing committee including the RUSA board and executive committee and the Section committees. to facilitate communication and sharing. Other groups or communities may be created in Connect by RUSA volunteer leaders. To ensure that everyone stays in the loop please be sure to copy the following individuals on any major decision, action, or plan: Section Chairs: Please copy the current, vice, and past presidents of RUSA, and the Executive Director. RUSA Committee Chairs: Please copy the RUSA Board. ALA Connect (www.connect.ala.org) is the official communication tool of RUSA; all RUSA volunteer leaders are expected to learn to use it to enhance clear communication at all levels. The RUSA web manager will assist with any requests in regard to using Connect. ALA Connect Groups are online workspaces for all RUSA and section committees to conduct business. Messages, online discussions, documentation of committee meetings and activities, reports, calendars, etc. should be posted to the appropriate Connect group for each committee; there is also a chat function. All committee members are automatically added to and removed from their Connect workgroup when their term begins (usually July 1, except for selected award committees) and ends. Section chairs should request to be added to all Connect workgroups for their section committees at the beginning of their term to keep current with section committee activities and issues. Please ask the RUSA web manager to assist with this. The links for each RUSA standing and section committee work group in Connect may be found on the website at: http://www.ala.org/ala/mgrps/divs/rusa/volunteer/mtghighlights.cfm. RUSA-L: RUSA has one general information electronic discussion list, RUSA-L. Please ensure that you are subscribed to this list and ensure that all your committee members and section members know that they should subscribe as well. This list includes, among other things, general updates about RUSA, information on RUSA programming at conferences, and information about volunteering to serve on a RUSA committee. Go here to subscribe: http://lists.ala.org/sympa. Section lists are also available at this location. ALA Connect RUSA Board Group: The RUSA Board has its own ALA Connect group and if you are a member of the Board you will be automatically added to the group in Connect. The RUSA General Membership Meeting: RUSA holds a general membership meeting, usually at the Annual Conference, to inform members of RUSA activities and issues. A division-wide town hall meeting is usually held at Midwinter board meeting I to solicit feedback and hear the ideas of our members for strategic planning purposes. RUSA board members and RUSA committee chairs are expected to attend both meetings.

10

BOARD MEMBERS

11

BOARD: Your responsibilities as New RUSA Board Members: Read the RUSA Guide to Policies and Procedures (http://ala.org/ala/mgrps/divs/rusa/about/policies/index.cfm), the introduction to the Division, and current strategic plan, which can be found here: http://ala.org/ala/mgrps/divs/rusa/about/index.cfm. Learn how to use ALA Connect. It will be part of your duties as a member of the RUSA Board to use this tool. As a member of the RUSA Board of Directors you are responsible for the affairs of RUSA. The Board is the deliberative body of the division. It sets the policies of the division and the program for the division in relation to the goals and objectives identified by its membership and by ALA. This is achieved through the development of the RUSA Strategic Plan; the Board ensures that all RUSA actions are in keeping with and flow from the SP, approves the budget and sets spending priorities in keeping with the Strategic Plan. Directors at Large serve as liaisons to RUSA level committees. Duties of the Board 1. The board sets policy and the staff carries it out. 2. The board establishes goals that are related to RUSA’s priorities and shape a strategy for the

future. The board also establishes objectives that are related to the goals. Objectives should be specific, measurable, active, relevant and timed.

3. The board approves the budget to enable attainment of the goals/objectives. 4. The board monitors policy implementation and achievement of the goals/objectives. Additionally, RUSA Directors at Large and selected members of the RUSA Executive Committee serve as liaisons to RUSA committees. The duties of liaisons are as follows: Board Liaisons to RUSA Committees:

One of your roles as a member of the RUSA Board of Directors is to serve as a liaison to a RUSA committee. As the liaison you are expected to attend all committee meetings and to write a brief report at the end of each year on the committee’s work and direction. Ideas for future initiatives or new directions for the committee should be included as should broad issues or any problems you think the Board needs to consider. You will also be a key player in the Five Year Review process of the committee. You are asked to keep notes during your tenure as liaison, pass them along to the next liaison, and make suggestions in keeping with the focus of the review. Things to track include:

Does the committee have an understandable and actionable charge? Does the committee focus its work on its stated purpose and is that work related to the

RUSA Strategic Plan? Does the committee work collaboratively as appropriate with other RUSA, Section, and ALA

Units? Do you feel that the committee is serving a useful purpose within RUSA? If not, what

needs to change? What areas of importance are not being addressed? Are the Section representatives working to keep information flowing between the

committee and the section they represent? Your liaison duties serve two purposes:

12

1. You connect the RUSA Committee to the Board, sharing information between both groups so that everyone remains in the loop and can collaborate fully.

2. You serve as a support and resource to the chair of the committee. While you do not vote

or direct action, your knowledge of the RUSA Strategic Plan, how to get on the Board Agenda, etc. can be very useful to the chair as he or she plans actions.

Liaison Assignments: Access to Information – RUSA Councilor Awards – Director-at-Large – Conference Program Coordinating Committee – Director-at-Large – Membership – Director-at-Large – Organization Committee – RUSA Past President Professional Development – Director-at-Large – Publications Committee – Director-at-Large Standards and Guidelines Committee – Director-at-Large – RUSA Board Meetings: The RUSA Board uses a strategic planning agenda. This means that board time is spent on the strategic direction of RUSA and not on committee reports or updates. The agenda is set by the RUSA President and sent to the RUSA Board well in advance of each conference. At the Midwinter Board meeting we will discuss a big issueof importance to RUSA. Everyone who is interested in attending this discussion is welcome to participate. All members of RUSA are invited to suggest big issue ideas in advance of the conference meeting for consideration. When not in session, the RUSA Board conducts activities via ALA Connect. All RUSA Board members must learn to use ALA Connect. Ground Rules Agenda: 1. We will address requests for agenda items to the president who will set the agenda in

consultation with the executive director. 2. We will use a “consent agenda” for consensus and non-controversial items. 3. We will use a “discussion/decision” section of the agenda for action items that need discussion

prior to board action. Individuals bringing items to the board must make sure that all appropriate RUSA groups have had an opportunity to review the proposal prior to the board discussion.

4. We will use an “exploration” section of the agenda to explore an important matter of substance or process.

5. We will focus on intended outcomes rather than specific details of achievement; we will not engage in undue “wordsmithing.”

Procedures: 1. We will arrive and finish on time. 2. We will address questions to the chair who may direct questions to another board or staff

member. 3. We direct the chair to conclude each item with a consensus statement and intended action for

confirmation. Rights and Responsibilities: 1. We will request any needed clarification on board documents prior to the meeting. 2. We reserve the right to pull any item from the consent agenda for discussion. 3. We will arrive informed and prepared or so inform the chair before the meeting. 4. We will take the initiative to ask questions and pose solutions. 5. We will make no assumption of motivation or “hidden agenda” on the part of a colleague. 6. We acknowledge the responsibility, and accountability to us, of the Executive Committee and

the executive director for policy implementation and goal attainment.

13

7. We affirm that the association should be focused, fast, flexible and friendly and we will model these behaviors.

8. We acknowledge that silence is consent. 9. We will discuss ideas and issues without taking things personally. 10. We will attend the annual membership meeting at the President’s Program or so inform the

president in advance of the meeting. Decision Process when Board is not in Session: When making decisions while not in session the following process is observed:

The RUSA Executive Director sends out an email notice to the RUSA Board and also posts the message and any supporting documents to the ALA Connect RUSA Board group.

The email will include the action item to be considered, a time range for discussion, a

cut-off date for discussion, and the start and end date for voting plus the link to the Connect poll.

Board members are expected to closely monitor the ALA Connect Board group and

contribute as necessary to any discussion on an action item, suggest changes to the action item, or raise concerns if needed. At this point in time the action item can be modified as needed based on the input of the Board.

Once the discussion period is over, no more discussion or suggestions will be taken and

the Board must proceed to vote on the action item as presented or as revised during the discussion period.

Board Agendas: Any board member, committee chair, or RUSA representative may ask for space on the agenda. Any member of RUSA may also ask for space on the agenda. The following guidelines apply: In order to keep things running smoothly and to spend RUSA Board time on the major issues facing RUSA, the Board will not grant requests to present reports. Only action items or discussions dependant on future action items will be added to the agenda. Reports are due to the RUSA Board within two weeks of Conference. All reports should be posted publicly to the appropriate ALA Connect group and the Executive Director should be notified. Board members, Section Chairs, and RUSA Committee Chairs are notified of the Board agenda well in advance of Conference. The RUSA Board expects chairs to plan ahead. The vast majority of work needing Board approval should be completed prior to Conference so that supporting documents can be sent to the Board in advance of Conference for careful consideration. When this is not possible, requests to present to the Board as well as any supporting documents must be submitted by noon the day prior to the Board meeting. No items will be added to the agenda after this deadline each day. Voting and Discussion of Action Items: As is true when the Board is in session, once the vote is called, the action item cannot be modified. Your only recourse at that time would be to vote against the action item. It is therefore critical to engage in the conversation during the discussion period so that you can have a voice and contribute to the conversation at a point where your ideas can affect the action item. Please respect the time of your fellow board members by not raising issues after the discussion cut-off date. Reviewing Action Item Documents:

14

Either in session or virtually, the Board is expected to focus its work and discussions on the big issues of RUSA and not on wordsmithing. Most documents that come before the board have already been through a review process that includes section, and/or RUSA committee input. The time to make suggestions and changes to the wording of a document is while it is in this committee/section review process and not when it reaches the board level. Each section has representatives to RUSA committees that must approve documents. Please ensure, if you are a section chair, that your section representatives are actively communicating and sharing information with your section so that you can suggest changes during the appropriate stage of review. Adding Action Items to the Board Agenda: It is important that all section chairs, RUSA committee chairs, RUSA Liaisons to ALA committees, and all members plan ahead. You can ask to be placed on the RUSA agenda for action items or discussions leading to action items but since the RUSA Board follows a strategic agenda, items will not be added to the agenda from the floor nor will they be added on any given day after the deadline for agenda items has passed (see below for deadlines). All committee chairs and section chairs are expected to work ahead of each conference and keep the RUSA Executive Committee informed of issues so that agendas can be planned to meet everyone’s needs. If you have an action item on-site at the Annual or Midwinter Conference, submit via email to the Executive Director no later than noon on the day preceding the Board meeting at which the item is to be considered. Included in the email should be this information (also see Action Item Form below):

Action Item (summary of action to be taken by the Board) Action Requested by (name of person or group requesting action) Contact person (name, title, phone and email) Draft of motion (Form a draft of the motion you would like the Board to take) Date submitted Background (summary of what is being presented)

If you do not have email access, bring the completed Action Item Form to the RUSA table in the ALA office and place in the folder labeled: "RUSA Board Action Items here" no later than noon the day preceding the Board meeting at which the item is to be considered. The template to be used for action items is at the end of this manual. The deadlines for receipt of the action items are: Annual Conference: Board Session I: Friday, 12:00pm Board Session II: Sunday 12:00pm Midwinter Conference: Board Session I: Friday, 12:00pm Board Session II: Sunday, 12:00pm Non-action items for the Board: Information items and reports not requiring action and submitted to the RUSA office or emailed by noon the preceding day will be distributed at the next Board meeting as information items. All other information reports/committee minutes should be posted to the appropriate Connect group, with notification of the executive director, or, if there is no Connect group, submitted electronically to the RUSA office no later than 2 weeks after the Conference. See Action Item form below. Board Meeting Attendance: All members of the RUSA Board are expected to attend each board meeting and stay until the meeting concludes. Please make your travel arrangements accordingly. The Budget Process:

15

Budget Requests Due: May 1 All budget requests must be made using the budget proposal form below No requests for funds will be accepted after May 1. Requests to present to the RUSA Board Due: Preferred, a month in advance of Conference. If that is not possible, then by Noon the day before you wish to speak. RUSA’s budget year runs September-August. The RUSA budget is part of the ALA budget and RUSA adheres to the ALA budget guidelines and rules regarding salaries and benefits, equipment and space costs/projects, inflation projections, etc. Per ALA policy, division boards have responsibility for developing and approving budgets and multi-year program and financial plans, which are then reviewed by ALA management and BARC (the Budget Analysis and Review Committee). The overall ALA annual budget, which includes the RUSA budget, is approved by the ALA Executive Board. Divisions also have the responsibility to alert the Association to any planned activities that could have a potential negative impact upon the fiscal stability of the Association. RUSA has an operating budget and has made a commitment to fund the RUSA Endowment each year, when possible. The RUSA budget is broken into several programmatic and management areas. They are:

Administration—includes staff salary and benefits, hardware and software, office supplies and phone.

Membership promotion—includes materials/printing as well as exhibiting at other conferences, membership surveys, and other costs associated with promoting membership in RUSA.

Governance Support—includes funding for the RUSA executive committee to attend the Fall division meeting and for orientation/training for RUSA president-elect and division executive director.

Sections and President’s program—includes funding for conference programming at ALA Annual and Midwinter.

Awards—expenses for producing awards and distribution of monetary awards. RUSQ—costs associated with production of RUSA’s quarterly journal. Online CE—costs associated with development and promotion of RUSA’s online courses. Publications—costs associated with producing, promoting, storing inventory, for

publications. Preconferences—expenses for producing preconferences at annual and midwinter Endowment—tracks endowment funds; includes bank fee expenses.

Information about RUSA’s Reserve Fund, Endowment and Use of Endowment Interest: If, at the end of the fiscal year, the revenues from membership dues, preconferences and online courses, RUSQ, donations and publications exceed expenses, the balance (to a maximum of $49,999) may be invested in the RUSA Endowment. Under the terms of the “Operating Agreement” between ALA and its divisions, divisions are allowed to transfer funds to a long-term investment (endowment) account and earn interest on the investments provided they have met their mandated reserve level. ALA advises divisions to establish “four or more months of reserves.” RUSA’s “mandated reserve” policy states: RUSA will achieve and maintain a reserve amounting to 50% of the average expenditures over the last three fiscal years. In 2007, the RUSA Board established that the portion of net earnings (interest less bank fees) to be paid from the endowment fund to the RUSA division fund may be up to 100%. 50% of the net earnings (interest) will be used to support Annual Conference programs and the remainder will be used to support other division initiatives. The RUSA Board and the Budget and Finance committee will make decisions about the expenditures of these funds on division initiatives based on the

16

financial stability of RUSA and the extent to which budget proposals support the RUSA Strategic Plan. The amount of interest varies and is dependent upon the amount of money in the account and stock market/bond performance for the year. In recent years the interest has varied from $6,000 to $10,000, which translates to $3,000-$5,000 available to division programming at Annual Conference and that same amount available for new initiatives. The RUSA board invites sections and committees to prepare proposals (deadline May 1) for initiative funding. The Budget and Finance Committee works with the Executive Director to create a draft budget to present to the RUSA Board for approval. The committee includes two members of each section, the current, vice, and past presidents of RUSA, and the chairs of RUSA Awards, Membership, Organization, Professional Development, and Publications, and the editors of RUSQ and RUSA Update. It is very important for the section members of the Budget and Finance Committee to have conversations with their section chair prior to both the RUSA Budget and Finance Committee meeting and the RUSA Board vote on the budget to ensure that all issues and questions are addressed. What to Do if You are Unhappy: If an issue arises within RUSA or RUSA makes a decision with which you are unhappy, you should contact the RUSA President or RUSA Executive Director about your concerns. The Executive Committee can consider the problem and either take action or refer it to the full RUSA Board. RUSA is an independent association within ALA and unless an ALA-wide policy is in effect, all RUSA decisions and policies are set by the Board and are not subject to any other authority.

17

SECTION CHAIRS

18

SECTION CHAIRS: Your responsibilities as New Section Chairs: Read the RUSA Guide to Policies and Procedures (http://ala.org/ala/mgrps/divs/rusa/about/policies/index.cfm), the introduction to the Division and current strategic plan (http://ala.org/ala/mgrps/divs/rusa/about/index.cfm). Learn how to use the ALA Connect. It will be part of your duties as a member of the RUSA Board to use this tool. You have been working with the current chair of the section for a year and should be oriented to the work of the section. From the divisional point of view, in addition to the established duties attendant upon your position, you also serve as member of the RUSA board. In this role, you are asked to do the following:

Represent the section at the division level.

Work in relation to the RUSA Strategic Plan.

Follow the RUSA budget process and have conversations with your two budget representatives both before the RUSA Budget meeting and before the RUSA Board vote on the budget.

Post a report on section activities to the appropriate group in ALA Connect and notify

the executive director of this within two weeks of each conference.

Ensure that program planners or discussion group members post program handouts to the appropriate program in the conference scheduler in ALA Connect.

Contribute to each issue of RUSA Update and ensure the appropriate section committee

chairs do so as well.

Keep notes in relation to the 5-year section review to pass along to the next chair. Please make sure that notes are kept in the appropriate group in ALA Connect for your section.

Depending on the year you chair the section, you might need to lead the section’s five-year review. Schedule for Appointing Section Representatives: Each section appoints representatives to RUSA committees on the following schedule: BRASS, CODES, and History appoint for odd years 2011-2013, 2013-2015, 2015-2017, etc. MARS, RSS, and STARS appoint for even years, 2010-2012, 2012-2014, 2014-2016, etc. Conferences: Program and institute/preconference proposals are typically due to RUSA in May of the preceding year (for example, for 2012, they are due May, 2011). See the web page here for more information about programs and preconferences: http://www.ala.org/ala/mgrps/divs/rusa/volunteer/index.cfm To maximize efficiency of meeting room space, sections are encouraged to distribute meetings evenly among the three days and 4 time slots available for meetings. For example, do not schedule all 10 of your section’s meetings at Saturday, 10:30 to noon.

19

To schedule meetings, ALA Conference Services will make the online meeting request form available in late September for Midwinter and mid-October for Annual. Deadlines for scheduling are early October for Midwinter and early February for Annual. RUSA will alert those who need to schedule meetings about the deadlines and how to use the online scheduling software. RUSA Update: All sections are expected to contribute to RUSA Update. Due dates will be forthcoming from the Editor. Appointments: May 1 In order for an appointment to be official it must be accepted by the appointee electronically, using ALA’s appointments database. Please make sure that all of your appointments have been accepted. As the appointing officer you will get email confirmation and then must double check your appointment rosters once they are complete and online (they appear on the RUSA website in mid-July). It is your responsibility as section vice chair to ensure that the rosters are correct. You also need to check the RUSA committee rosters to make sure your section appointments are reflected correctly as well. You should send a copy of your completed roster to the chair of each committee in early July. The entire appointment process takes about 4 months so you should begin making appointments soon after Midwinter. Where to Get More Help: If you have questions or need help, please contact the RUSA office.

20

COMMITTEE CHAIRS

21

COMMITTEE CHAIRS: Your responsibilities as New RUSA Committee Chairs: Read the RUSA Guide to Policies and Procedures (http://ala.org/ala/mgrps/divs/rusa/about/policies/index.cfm), the introduction to the Division and current strategic plan (http://ala.org/ala/mgrps/divs/rusa/about/index.cfm). Learn how to use ALA Connect (http://connect.ala.org/). It will be part of your duties as a member of the RUSA Board to use this tool. As a chair of a RUSA Committee you play a large role in the success of RUSA. You are leading a functional unit of RUSA, one that impacts each section and contributes to the success of RUSA and the implementation of RUSA’s Strategic Plan. Before annual conference, contact the person you are replacing and ask him or her to send you any notes, comments, ongoing plans, etc. Plan to attend the committee meeting at annual if at all possible. Duties of committee chairs

Communicate with the RUSA President and Executive Director when issues arise or you have questions.

Serve as a representative to other RUSA committees as noted on committee rosters. Direct actions of the committee to align and support the RUSA Strategic Plan and the

approved yearly objectives. Plan the committee's work for the year (end of Annual Conference through next Annual

Conference) in accordance with ALA goals and priorities, RUSA goals and Strategic Plan, and the stated purpose of the committee.

Coordinate the committee's work for the year via e-mail, ALA Connect and other appropriate means.

Inform committee members as soon as possible of the time of all meetings. Agendas, together with any related documents, should be sent out in advance and minutes should be distributed after each meeting.

Reply promptly to all inquiries from the field concerning problems related to the committee's work.

Schedule committee meetings at the Midwinter Meeting and Annual Conference using the online meeting request form.

Conduct all meetings in accordance with ALA's "Open Meetings" policy: "All meetings of the American Library Association and its units are open to all members and to members of the press. Registration requirements apply. Closed meetings may be held only for the discussion of matters affecting the privacy of individuals or institutions."

Submit regular reports each year to the RUSA Board of Directors. Electronic reports posted to Connect are due to the RUSA Board within two weeks of Conference.

Submit committee recommendations for RUSA Board action to the RUSA office in time to be distributed to Board members before the Midwinter Meeting or Annual Conference (see above for deadline information). Each recommendation should include specific wording for the action to be approved by the Board. Supporting documents should be attached to the request for Board action to provide background information to clarify an issue. Further, the committee chair, or other committee representative, should attend the Board meeting in case members of the Board have questions not answered by the materials at hand.

Recommend reappointment of effective committee members. Ask the RUSA president or section chair to remove committee members who are not

fulfilling their obligations.

22

Maintain records of committee activities in ALA Connect and make them available to the new chair when a new chair is appointed.

Inform RUSA president and executive director of resignations submitted directly to committee chair.

Committee Review Schedule: Depending on the year you chair the committee, you might need to lead the committee’s five-year review. The schedule of review and the review process is explained here: http://ala.org/ala/mgrps/divs/rusa/about/policies/committees/1committees.cfm under RUSA Committee Reviews: Schedule (scroll down to the evaluation of committees section). Here is the review schedule: Committee Last Review Next Review Access to Information 2009 2014 AFL/CIO Joint Committee 2009 2014 Awards Coordinating ıı 2009 2014 Conference Program Coordinating 2006 2011 Membership 2008 2013 Nominating Exempt Exempt Organization Exempt Exempt Planning and Finance Exempt Professional Development 2006 2011 Publications 2010 2015 RUSQ Editorial Advisory Board 2008 2013 Standards & Guidelines 2010 2015 Schedule updated 11-2-10

The list of questions you will be asked to consider is listed here: http://wikis.ala.org/rusatoolkit/index.php/Committee_Review If you are not chair during a review, you are asked to keep notes that will help the following chairs prepare for the review.

23

LIAISONS TO ALA COMMITTEES

24

LIAISONS TO ALA COMMITTEES: Your responsibilities as New RUSA Reps to ALA Committees: As a RUSA rep to an ALA Committee you represent RUSA at the ALA Level. Your primary job is to be a conduit of information between RUSA and ALA and the other divisions and units on the ALA committees. Things to look for include ideas you think RUSA might want to consider or know about; issues that seem to be pressing or need RUSA input or consideration; trends in the area. Each RUSA representative appointed to an ALA committee must submit an informal report about their work and findings to the RUSA board one month before each ALA conference. The reports should be submitted electronically to the RUSA Executive Director. Representatives may ask to be put on the RUSA Board agenda as needed following Board agenda guidelines. All RUSA representatives to ALA committees are attached as a liaison to a RUSA committee and are expected to share information and solicit input from the committee. Committee attendance is strongly suggested whenever possible. Your annual and midwinter report should also be sent to the chair of your liaison committee as well. ASCLA Accessibility Assembly – reports to the Board Chapter Relations – reports to Membership Conference Programming – reports to Conference Coordinating and Board Education Assembly – reports to Professional Development Freedom to Read – reports to Access to Information Intellectual Freedom Committee – reports to Access to Information Legislative Assembly – reports to Access to Information Membership Promotion Taskforce – reports to Membership Planning and Budget Assembly – reports to Budget and Finance Professional Ethics – reports to Professional Development Recruitment Assembly – reports to Membership Website Advisory – reports to Publications and Communications ALCTS-CCS, CC:DA – reports to MARBI

25

RUSA Calendar

Event/Activity Date Responsible Party Notes Liaison Reports due to the RUSA board

January 1 Liaisons to ALA Committees

Liaison reports are due to the RUSA board within two weeks of each meeting

Reports due from Committees and Sections to RUSA Board for Midwinter

January 1 Section and Committee Chairs

All committee reports should be posted publicly to the appropriate ALA Connect workspace and the Executive Director should be notified

Action Items to be added to board agenda deadline

January: Midwinter Conference: Board Session I: Friday, 12:00pm / Board Session II: Sunday, 12:00pm

All

Appointments process begins

February 1 RUSA Vice President-President-Elect and Section Vice Chairs

Deadline for Business Meetings to be scheduled for Annual

February Section Meeting Schedulers

Meetings should be scheduled by February for Annual; deadline will be communicated to schedulers from RUSA office

Proposals for funding of new RUSA Initiatives deadline

May 1 Sections and Committees

Budget Requests deadline

May 1 All

Requests to present to Board deadline

May 1 All If not possible to meet this date, then by Noon the day before the board meeting.

Appointments of committee members/chairs/liaisons, etc. completed

May 1 RUSA Vice President/President Elect and Section Vice Chairs

Liaison Reports due to the RUSA board

June 1 Liaisons to ALA Committees

Liaison reports are due to the RUSA board within two weeks of each meeting

Reports due from Committees and Sections to RUSA Board for Annual

June 1 Section and Committee Chairs, ALA Liaisons

All committee reports should be posted publicly to the appropriate ALA Connect workspace and the Executive Director should be notified

26

Action Items to be added to board agenda deadline

June: Annual Conference: Board Session I: Friday, 12:00pm / Board Session II: Sunday 12:00pm

All

Double-check committee rosters online

July 15 RUSA Vice President/President- Elect and Section Vice Chairs

Notify RUSA web manager if any changes are needed.

Send copy of completed committee roster to chair of each committee

July 15 RUSA Vice President/President Elect and Section Vice Chairs

Online Business Meetings Request Form available for Midwinter

September Section Meeting Schedulers

ALA Conference Services makes online meeting request form available around late September

Online Business Meetings Request Form available for Annual

October Section Meeting Schedulers

ALA Conference Services makes online meeting request form available around mid-October

Deadline for Business Meetings to be scheduled for Midwinter

October Section Meeting Schedulers

Meetings should be scheduled by mid-October; deadline will be communicated to schedulers from RUSA office

Suggestions for ideas for big think at RUSA board meeting deadline

Dec. 1 All

Posting of Electronic reports from Committees and Sections for RUSA Board deadline

Dec. 15 Section and Committee Chairs, ALA Liaisons

All committee reports should be posted publicly to ALA Connect and the Executive Director notified; Liaison reports may be sent directly to the Executive Director

27

EVENTS/MEETINGS Awards Ceremony June, AC,

Sunday, 5:00-6:30pm

All should attend if possible

Board Meeting I January, MW, Saturday, 1:30-3:30 / June, AC, Monday, 1:30-3:30

Board members

Board Meeting II January, MW, Monday, 1:30-3:30 / June, AC, Monday, 4-5:30

Board Members

Book & Media Awards Reception

January, MW, Sunday, 5pm-6:30pm

All should attend

Literary Tastes Breakfast June, AC, Sunday, 8-10am

All may attend if possible

This will be a free event starting in 2012

President’s Program June AC, Monday, 1:30pm-3:30pm

All should attend if possible

President may elect to sponsor a section program as the president’s program; time will vary in this case.

(AC=Annual Conference; MW=Midwinter Conference; Meetings and events at conferences generally remain the same day and time from year to year, but are subject to change in some circumstances)

28

RUSA Board of Directors

Action item template TO: RUSA Board of Directors

RE:

[Topic of action requested.]

ACTION REQUESTED: [Summary of action to be taken by Board.] ACTION REQUESTED BY: [Name, title of person or group requesting action.] CONTACT PERSON: [Name, telephone, and e-mail address]: DRAFT OF MOTION: [Form a “draft” of the motion that you would like the Board to make] DATE SUBMITTED: [Date sent to RUSA Office] BACKGROUND: [Provide a brief background summary of what is being presented.]

Doc no.

(Staff will complete)

29

RUSA Budget Request Approved funds are available September 1 through August 31 of each fiscal year. Do not use this form to request funding for programs at Annual Conference. 1. Section/Committee:_________________________________________ 2. Description of activity or project, including purpose and intended users or participants: 3. Budget requested

Postage: _________________

Phone: _________________

Photocopying: _________________

Other (specify): _________________

TOTAL: _________________

4. Signature of person submitting request:____________________________________Date Return to: RUSA, 50 E. Huron St, Chicago, IL 60611 by May 1.

30

Rev. November 3, 2011