|
|
2003 EditionIntroductionThis manual is intended to serve as a guide to the organization, procedures, and policies of the Anthropology and Sociology Section (ANSS) of the Association of College and Research Libraries (ACRL), both for candidates for office of the Section, and for newly appointed committee members, committee chairs, and discussion group conveners. The ANSS Review and Planning Committee is responsible for updating this manual (see the June 18, 2001 minutes of the ANSS Executive Committee). The acceptance of a committee appointment or candidacy is extremely important to the Section. It is through concerned volunteer efforts that the association produces the fundamental benefits and products, which are so essential to professional development and improved service in individual libraries. It is hoped that this manual will be effective in setting you off on the right foot and enabling you to build on the achievements resulting thus far from the hard work of your predecessors. For additional information, readers are urged to refer to the current ALA Handbook of Organization and ACRL's Guide to Policies and Procedures, or to contact a member of the ANSS Executive Committee or the office of the ACRL Executive Director. Contents:
Appendixes:
BYLAWSARTICLE I - NAME The name of this organization shall be the Anthropology and Sociology Section of the Association of College and Research Libraries. ARTICLE II - OBJECT The Anthropology and Sociology Section represents in the Association of College and Research Libraries specialists in anthropology, sociology and related fields. It acts for the Association of College and Research Libraries, in cooperation with other professional groups, in those aspects of library service that require knowledge of anthropology, sociology, and related fields. ARTICLE III - MEMBERSHIP Any member of the Association of College and Research Libraries may elect membership in the Anthropology and Sociology Section. Every personal member of the Section has the right to vote. Any personal member shall be eligible to hold office. ARTICLE IV - MEETINGS Section 1. Annual Meetings. The Section shall hold an annual meeting at the time and place of the annual conference of the American Library Association. Section 2. Special Meetings. Special meetings of the Section may be called at the discretion of the Executive Committee. Section 3. Quorum. Ten members constitute a quorum for any meetings of the Section. Section 1. Officers. Elected officers of the Anthropology and Sociology Section shall be the chair, the chair-elect, the immediate past chair, the secretary, and two members-at-large. Section 2. Terms. All officers shall serve terms beginning at the conclusion of the annual meeting following their election. The chair serves for one year. The chair-elect serves as vice-chair for one year. At expiration, he or she succeeds to the office of the chair and serves for one year. The secretary is elected for a term of two years. The two members-at-large are elected for two-year staggered terms. Section 3. Vacancies. Chair. In the event of a vacancy in the office of chair, the chair-elect shall succeed to the office of chair and shall continue in that office until the expiration of the term for which he/she was originally elected to serve as chair. Vice-Chair/Chair Elect. If a vacancy occurs in the office of vice-chair/chair elect, the Executive Committee shall elect as vice chair/chair elect, for the remainder of the term, one of the members of the Executive Committee. The office of chair, which the vice-chair/chair elect would normally assume the succeeding year or in the event of a vacancy, will, in the case where a vice-chair has been elected by the Executive Committee, be filled as follows. At the next regular election, two candidates shall be elected, one to take the office of chair immediately, and the other to serve as vice-chair/chair elect. Past Chair. If the chair is not able to carry out the duties of past chair after completing his/her term as chair, the Executive Committee shall elect one of its members to carry out the duties of past chair. Secretary. A vacancy in the position of secretary shall be filled by an ANSS member appointed by the chair. Member-at-Large. A vacancy in a member-at-large term shall be filled by an ANSS member appointed by the chair. ARTICLE VI - EXECUTIVE COMMITTEE Section 1. Composition. The Executive Committee shall consist of the elected officers and the chairs of each standing committee. Voting members shall include the elected officers and, ex officio, a Chair (or designate) from each standing committee. Section 2. Powers and Duties. The main function of the Executive Committee shall be to provide direction for the attainment of the object of the Section. The Executive Committee has authority over the affairs of the Section during the period between meetings of the Section, subject to review by the members at the meeting of the Section. Section 3. Meetings. Regular meetings of the Executive Committee shall be held at the times and places of the Annual and Midwinter meetings of the American Library Association. Other meetings may be called at the discretion of the chair. Only members of the Executive Committee may vote at such meetings. Section 4. Quorum. A majority of members constitutes a quorum at any meeting of the Executive Committee. ARTICLE VII - COMMITTEES Section 1. Standing Committees. Standing committees that are charged to consider matters of continuing concern to the Section may be authorized by the Executive Committee. The name, function, and size of the committees shall be determined at the time it is established. The chair and other members of each committee will be appointed by the chair-elect of the Section. Appointments shall be made in such a manner as to provide continuity of membership. Section 2. Ad hoc Committees. Ad hoc committees for the performance of special assignments may be appointed at any time by the chair after consultation with the Executive Committee. No such committee may be continued beyond two years without review and reauthorization of the Executive Committee. Section 3. Authorization and Discontinuance. Committees of the Section may be authorized or discontinued by the chair with the approval of the Executive Committee. Section 4. Reporting. Committee chairpersons shall report to the Executive Committee at regular meetings and to the membership through the Section Chair at annual meetings. ARTICLE VIII - DISCUSSION GROUPS Section 1. Establishment. Any group of three or more members of the Section interested in discussing common concerns that fall within the objectives of the Section may form a discussion group upon written petition from the group and approval by the Executive Committee. Section 2. Members. Membership in the discussion group shall be open to all members of the Section who are interested in the purpose of the group. Section 3. Conveners. When a discussion group is formed, one or more conveners shall be appointed by the vice chair/chair-elect of the Section. In succeeding years each group shall select conveners or other officers as appropriate. A discussion group convener shall take office after the annual meeting and serve for two years. Section 4. Reporting. Discussion group conveners shall report to the Executive Committee at regular meetings and to the membership through the Section Chair at annual meetings. Section 5. Dissolution. A discussion group may be dissolved at its request by the Executive Committee of the Section and shall be dissolved by the Executive Committee if it becomes inactive or fails to comply with the provisions of this Article. ARTICLE IX - NOMINATIONS AND ELECTIONS Section 1. Nominations. The chair-elect shall appoint a Nominating Committee of at least three members, one of which is the ANSS Past Chair who serves as the committee chair. The Nominating Committee shall select a slate of at least two but no more than four candidates for each elective office. All nominees must be members of the Section and must consent to candidacy in writing. Section 2. Elections. Elections shall be conducted by mail. For each office, the candidate receiving the plurality of votes cast shall be elected. Ties will be resolved by a vote of the Executive Committee. The election of officers shall be reported to the Executive Director of the Association of College and Research Libraries. ARTICLE X - GENERAL PROVISIONS Wherever these Bylaws make no specific provisions, the organization of, and procedure in, the Section shall correspond to those set forth in the Bylaws of the Association of College and Research Libraries and, wherever the latter are silent, to those set forth in the Constitution and Bylaws of the American Library Association. ARTICLE XI - AMENDMENTS Section 1. Proposal. Amendments to these Bylaws may be proposed in writing by the Executive Committee, a committee appointed for the purpose, or by any three members. Proposals originated with groups of members shall be filed with the secretary at least three months before the annual meeting. Section 2. Membership Notification. A copy of any proposed amendment shall be distributed to ANSS membership by the Secretary in one or more of the following ways: mailed to each member at least thirty days before the annual meeting, published in College and Research Libraries News, published in ANSS Currents, or sent out to the membership as an ANSS-L message. Section 3. Voting. Bylaws may be amended by a two-thirds vote of members of the Section attending a regular meeting of the Section, or by casting ballots in an ACRL spring election. Proposed bylaw changes may be submitted to ACRL with candidate information for inclusion on the spring ballot. Bylaws approved by ACRL 06/72; revised 07/74, 01/78, 06/80, 07/86, 06/93, 05/99, and 06/03 by ANSS membership. RELATIONSHIP OF ANSS TO ACRLThe Association of College and Research Libraries (ACRL) is a division of the American Library Association (ALA). Within ACRL there are 17 sections, 14 of which are designated "type of activity" sections. The remaining three are based on type of library. For more information, see ACRL Sections. SECTIONS COUNCIL ANSS is a type-of-activity section, and is represented on the Sections Council, which was established in 1998 to serve as a vehicle for communication and a forum for the sharing of information about programming and projects among the sections. The Sections Council is composed of two of the three officers of chair, vice chair/chair elect, or past chair of each type-of-activity and type-of-library section, as designated by the section. The ANSS Chair and Vice Chair/Chair Elect serve on the Sections Council at this time. From 1981 to 1997 ANSS was represented on the Activities Section Council, which consisted of representatives of the fourteen type-of-activity sections. ANSS LIAISON TO THE ACRL BOARD OF DIRECTORS In order to assure the effective flow of information to sections from the ACRL Board of Directors, ANSS and all other sections are invited to send a designated liaison to board meetings. Section liaisons receive the meeting agenda and accompanying documents at the same time as board members, and attend ACRL Board meetings at Midwinter and Annual Conferences. The ANSS Liaison is appointed by the ANSS Vice Chair/Chair Elect to a two-year term. For the name of the current ANSS Liaison to the ACRL Board, see Officers. ACRL BUDGET PROCESSThe fiscal year begins September 1 and ends August 31. ACRL staff submits the budget to ALA the spring prior to the beginning of that fiscal year, and the ACRL Board approves the budget at Annual Conference. CLAIMS THAT ARE ELIGIBLE FOR REIMBURSEMENT: All sections are eligible for Basic Services Funding. The level of funding is based on the size of the section's membership and is automatically allotted to the section. ANSS is a small section and receives Basic Services Funding. Support for electronic communication and services is a basic service provided by the ACRL Office. Basic Services Funding may be used for: reimbursing section committee members for photocopying, postage, telephone, and other activities not prohibited in the following paragraph. Basic Services Funding may not be used for equipment and software purchases, speaker expenses and travel honoraria for librarian speakers in accordance with ALA fiscal policy. Discussion groups are not eligible for ACRL funds, nor can they request through their sections any kind of budget allocation. Funds may be used only for the purpose for which they have been approved. Request for reimbursement for ANSS activities must have the approval of the ANSS Chair, to whose budget the claim will be charged. HOW TO SUBMIT REQUESTS FOR REIMBURSEMENT: Fill out the Reimbursement Request form. Make an original and one copy of the form and all attachments. NOTE: Prepare a separate request for an honorarium (must include social security number) and expenses. Attach a copy of the letter of agreement. Obtain the approving signature of the ANSS Chair. Send both copies of the Reimbursement Request form and attachments to the ACRL office, where the administrative assistant will handle the details of payment. A form letter acknowledging receipt of the request form will be sent to you by the ACRL office. Allow three to four weeks for your request to go through the ALA accounting process and for receipt of your reimbursement. Requests usually must be submitted before August 16 of the current fiscal year. Allocation of funds for development of section brochures and manuals are awarded on a rotation schedule among sections. Sections may request funds in amounts up to $450 for manuals and/or $750 for brochures. The level of funding awarded is determined by the size and structure of the section membership. Vice chairs must make written requests for these funds usually by September 10 in the year before the funding is needed. ALA AND ACRL POLICY ON COMMITTEE MEMBERSHIPSTo serve on any committee within ACRL, one must be a member of the Association. It is ALA policy that no member of ALA may serve simultaneously on more than three committees, including division and section committees, unless membership is ex officio. It is also ALA policy that committee members are to attend the meetings of the committee at both the Midwinter and Annual conferences of the Association. Neither ALA nor ACRL provides funds for committee members to attend these meetings. IF YOU ACCEPT AN APPOINTMENT ON AN ANSS COMMITTEE: You will receive an ACRL Appointment Acceptance form from your committee chair or the ANSS Vice Chair/Chair Elect or Chair, depending upon when your appointment is to begin. A completed form should be sent to ACRL, and a copy to the ANSS Vice Chair/Chair Elect or Chair. IF YOU ACCEPT A NOMINATION FOR AN ANSS OFFICE: The chair of the ANSS Nominating Committee will provide you with instructions for completing your biographical information and statement of concern (a sample is in ACRL's Guide to Policies and Procedures). IF YOU SERVE AS CHAIR OF AN ANSS COMMITTEE: Upon completion of the final meeting of your committee at both the Midwinter and Annual Conferences of ALA, prepare a summary of the meeting. An ACRL Meeting Highlights form may be used for this purpose. Return it to the ACRL desk in the ALA Office area before leaving the conference site, or mail it to ACRL/ALA, Meeting Highlights, 50 East Huron Street, Chicago, IL 60611-2795 within two weeks of your meeting. Be sure to also send a copy of your meeting summary to the ANSS Chair. (See also Checklist for Committee Chairs) OFFICERSELECTIONS AND TERMS OF OFFICE: The ANSS membership elects six officers in an election carried out by ALA each spring. Terms of office begin at the close of the Annual Conference following the election. The successful candidate for the position of vice chair/chair elect of ANSS serves for one year in that position, followed by one year as chair and then another as past chair. The secretary of ANSS is elected in odd-numbered years to serve a two-year term. The two members-at-large of the Executive Committee serve alternating two-year terms, with one being elected each year. FUNCTIONS AND RESPONSIBILITIES: CHAIR 1. Serves as an officer of ANSS, and assists in advancing the goals and objectives of the Section and ACRL. 2. Chairs all meetings of the Executive Committee at Annual and Midwinter Conferences. 3. Attends meetings of Section committees, where possible. 4. Serves as ex-officio member of the Conference Program Planning Committee and oversees the ANSS program at Annual Conference; chairs annual meeting of Section which follows program. 5. Meets deadlines for requests for payment or reimbursement. 6. Schedules all ANSS committee meetings and programs for Midwinter and Annual Conferences, after consulting with committee chairs. 7. Notifies ALA Conference Arrangements Office of meeting times and space needs for all Section meetings and programs. 8. Prepares “thank you” letters to members, vendors, etc. when appropriate on behalf of the Section. (See Sample Thank You Letters to ANSS Committee Member and Chair.) 9. Submits reports to ACRL Board of Directors on ANSS activities. 10. As primary contact for the Section, responds to inquiries from members and non-members regarding ANSS interests and activities. 11. Coordinates membership vote on bylaws once the Secretary has notified the membership at least 30 days before the annual meeting or before placement on the ACRL election ballot in the spring. If the vote is at the annual meeting, adds to agenda of annual meeting. If the proposal is on the spring ballot, makes sure the Nominating Committee Chair forwards proposals to ACRL for inclusion on the ballot. 12. Co-represents, with vice chair/chair elect, ANSS on ACRL Sections Council. Presents oral report on Section events and plans to Sections Council. 13. In addition to the functions and responsibilities listed above and in the Officers' Responsibilities: Section Chair section of ACRL's Guide to Policies and Procedures, the chair should refer to the Checklist for the ANSS Chair. 14. Submits archival materials as described in the ANSS Archival Guidelines. VICE CHAIR/CHAIR ELECT 1. Serves as an officer of ANSS, and assists in advancing the goals and objectives of the Section and ACRL. 2. As a member of the Executive Committee, attends meetings of the Annual and Midwinter Conferences, including, if possible, those at the Annual Conference immediately preceding taking office. 3. Immediately after assuming office as vice chair/chair elect after the Annual Conference appoints a Nominating Committee, with the ANSS Past Chair as the committee chair, which is responsible for producing a slate of candidates for Section office . 4. Appoints a Conference Program Planning Committee, with chair, which is responsible for planning the Section's program at the Annual Conference during year as chair. Serves as ex-officio member of the committee. 5. Makes appointments to all other ANSS committees for terms beginning when term as chair begins. (See Sample Letter for Making Committee Appointments) 6. Appoints the ANSS Liaison to the ACRL Board of Directors. 7. If applicable, submits Section's budget requests for brochure/manual for year as chair according to stated deadlines. 8. Responds, as needed or requested by the chair, to inquiries from members and non-members regarding Section interests and activities. 9. Serves on the ACRL Conference Program Planning Committee. Reports to ACRL Vice Chair/Chair Elect at meeting of the committee on ANSS program being planned for Annual Conference during year as chair. 10. With ANSS Chair, co-represents ANSS on the ACRL Sections Council. 11. For additional responsibilities, refer to the Officers' Responsibilities: Section Vice Chair/Chair Elect section of ACRL's Guide to Policies and Procedures and the Checklist for the ANSS Vice Chair/Chair Elect. PAST CHAIR 1. Serves as an officer of ANSS, and assists in advancing the goals and objectives of the Section and ACRL. 2. As a member of the Executive Committee, attends meetings of the committee at Annual and Midwinter Conferences. 3. Serves as chair of the Nominating Committee for the following year’s elections. 4. Serves as chair of the Review and Planning Committee. 5. As chair of the Review and Planning Committee, coordinates the updating of the ANSS Manual, as needed. Proposed revisions are reviewed and approved by Executive Committee. The revised manual is posted to ANSSWeb. 6. Prepares a Strategic Plan Implementation Report 7. Performs other tasks as assigned by the Executive Committee. 8. In addition the past chair should refer to the Checklist for the ANSS Past Chair. SECRETARY 1. Serves as an officer of ANSS, and thus as a member of the Executive Committee, and assists in advancing the goals and objectives of the Section and ACRL. 2. Serves as a member of the Review and Planning Committee. 3. Attends and takes minutes at all meetings of the Executive Committee and Review and Planning Committee held at Annual and Midwinter Conferences. Also attends and takes minutes at the General Membership meetings following the ANSS program at Annual Conferences. Takes attendance at Committee and General Membership meetings by passing around a sign-up sheet that asks for name and institutional affiliation. Additional information, such as whether attendee is an ANSS member or if he/she is interested in serving on an ANSS committee, can also be solicited in this way. 4. If possible, also attends Executive Committee meetings at Annual Conference immediately preceding taking office. 5. Distributes Executive Committee minutes to: members of the committee, others who may by their attendance at meetings indicate a desire to receive them, and any other interested persons requesting them. Forwards drafts within one month of meeting to ANSS Chair, Executive Committee members, and ACRL. Emails minutes to membership via ANSS-L prior to the next meeting. 6. Accepts proposals for bylaw amendments from groups of ANSS members and distributes proposals to the ANSS membership at least 30 days before the vote in one or more of the following ways: mails same to each Section member at least 30 days before annual meeting, forwards proposed amendment to C&RL News for publication, arranges for publication in ANSS Currents, or sends out to the membership as an ANSS-L message. 7. Prepares and forwards announcements of ANSS activities to appropriate media at request of Executive Committee. 8. Maintains a complete file of all ANSS business records and correspondence, adding it to existing archive at the end of each year. Forwards appropriate records to ACRL. Receives appropriate records from ANSS Chairs, etc. each year. 9. Per the ANSS Archival Guidelines passes minutes and agendas of Executive Committee meetings held during the previous year and documentation for any unfinished business to successor at end of term of office. 10. Other tasks as assigned by Executive Committee. 11. In addition the secretary should refer to the Checklist for ANSS Secretary. MEMBER-AT-LARGE 1. Serves as an officer of ANSS, and assists in advancing the goals and objectives of the Section and ACRL. 2. As a member of the Executive Committee, attends meetings of the Committee at Annual and Midwinter Conferences, including, if possible, those at the Annual Conference immediately preceding the taking of office. 3. The two members-at-large will co-chair the Membership Committee. 4. Other tasks as assigned by Executive Committee. COMMITTEESStanding committees carry out much of the work of ANSS. Except for the Executive Committee, which has been described previously and whose members are elected by the Section membership, all committee members and chairs are appointed by the vice chair/chair elect of the Section and serve for either one or two year terms. At present the active standing committees of ANSS are:
Note: All committee meetings, except meetings of the Nominating Committee, are open to members of ALA. EXECUTIVE COMMITTEE Background: The Executive Committee dates from the beginning of the Section. See ANSS Historical Highlights for more information. Charge: The powers and duties of the Executive Committee are delineated in the ANSS Bylaws, Section VI. Composition: The Executive Committee is comprised of the six elected ANSS officers and the chairs of the standing committees, who serve ex-officio and are voting members. ASSESSMENT OF LIBRARY COLLECTIONS AND SERVICES IN SOCIOLOGY Background: This Ad Hoc Committee was formed in 2007 to collaborate with the American Sociological Association on the creation of guidelines for the rapid assessment of library collections and services that could be used in conjunction with the departmental reviews and by libraries interested in self-assessment. Charge: The Ad Hoc Committee on the Assessment of Library Collections and Services in Sociology is charged with the investigation, review and development of guidelines for the assessment of library collections and services in sociology. The Committee will work with the American Sociological Association and other relevant scholarly organizations to create and disseminate these guidelines. In two years, the ANSS Executive Committee will review the progress of the Ad Hoc Committee and decide whether to reauthorize the Task Force for an additional term or expand i's scope to include other disciplines. Composition: The Ad Hoc Committee consists of a minimum of four
members, who are appointed for a two-year term. Background: The Bibliography Committee was proposed in February 1981. David McDonald and Patricia White wrote the first draft of the committee's composition, charge, suggested reports, and timetable for review. This was revised and adopted in June 1981, by the Executive Committee. Lynne M. Schmelz was appointed first chair. Bonnie Nelson, Sandra Kerbel, Sharon Rogers and Paula Perry were its first members. The Bibliography Committee was given standing committee status in June 1982. Charge (revised 06/2002): The Bibliography Committee is charged with reviewing and analyzing the current state of bibliographic tools in anthropology, sociology, and related fields. Based on these analyses, it identifies specific areas in need of improved bibliographic control, recommends how to effect such improvements, and reinforces successful efforts to improve access to literature in sociology, anthropology, and related fields. It also disseminates information about bibliographic access to these fields to the ANSS membership. Composition: The Bibliography Committee consists of no fewer than five and no more than nine ANSS members, who serve two-year terms. CONFERENCE PROGRAM PLANNING COMMITTEE Background: Although the bylaws state that the Executive Committee serves as the program committee, for many years a separate Program Planning Committee has been appointed. Charge (Revised 06/2002): The Conference Program Planning Committee is charged with choosing a timely topic of interest to ANSS members in particular, and to a broad spectrum of ALA members in general, to recruit expert speakers on this topic, and to present this program at the ALA Annual Conference. A summary of all programs presented by ANSS is included on ANSSWeb under Historical Highlights. The Committee also arranges a special tour of a library, information center, or cultural center of interest to ANSS members during the Annual Conference. Meeting the deadlines established by the ALA Conference Arrangements Office is an essential task of the committee's chair. Composition: The Conference Program Planning Committee has traditionally consisted of three to four members, who serve for two years. The timetable is as follows: a committee appointed by the vice chair/chair elect after the Annual Conference begins its work at the next Midwinter meeting and is responsible for the program at the following Annual Conference. INSTRUCTION AND INFORMATION LITERACY COMMITTEE Background: In 2004, ANSS established an Ad-Hoc Information Literacy Committee. As the work of the committee proceeded, it became clear to the committee members that this ad-hoc group should be converted into a standing committee. The Executive Committee voted to create this standing committee at ALA Midwinter 2006 in San Antonio. Charge: The Instruction and Information Literacy Committee is charged with the investigation, review, analysis and development of standards and practices of information literacy and instruction in anthropology, sociology and related fields. The Committee follows the ACRL Information Literacy Advisory Committee’s guidelines for the development of subject-based IL standard, recommends how ANSS IL standards and practices can be applied, adapted and implemented, and disseminates its findings. The Committee will co-sponsor/co-plan information literacy and library instruction related activities within ANSS, and work with appropriate and related ACRL/ALA committees and relevant scholarly organizations. The Committee shall address the latest developments and issues related to instruction, information literacy, librarian-faculty collaboration and other areas identified and recommended by the ANSS Executive Committee. Composition: The Committee consists of a minimum of four members, who are appointed for a two-year term. LIAISON COMMITTEE Background: The idea of a separate committee to handle formal liaison between ANSS and other professional organizations and bodies active in the documentation and librarianship of anthropology and sociology was first proposed at the 1990 Midwinter meeting in Chicago, and Robert B. Marks Ridinger drafted its first charge in 1991. The first formally constituted appointments were made that same year by ANSS Chair, Cheryl Kugler. The Liaison Committee became a standing committee in 1992. Charge (revised 06/06): The Liaison Committee is charged with: identifying individuals, organizations and professional bodies in the fields of anthropology, sociology, and affiliated fields of the social sciences; establishing and maintaining communication with them in order to promote mutual awareness of activities and to encourage cooperation; coordinating the Section's continuing awareness of relevant non-ANSS activities in bibliography and librarianship. The Committee will work with other appropriate ACRL bodies involved in liaison activities. Composition: Membership consists of at least three ANSS members, who serve two-year terms. MEMBERSHIP: BACKGROUND: The Membership Committee was proposed at the Midwinter meeting in San
Antonio in January 2000. CHARGE: To coordinate recruitment and retention activities for the Section, to encourage participation in ANSS activities, to consult and cooperate with the Publications Committee in connection with the production and distribution of the Section brochure, and to serve as a link between ACRL/ALA membership committees and the Section. The Membership Committee plans and hosts ANSS social events at Midwinter and Annual Conference. The Membership Committee also sends letters to new members and to individuals who have dropped their membership. (See Sample Letters to New and Dropped Members). COMPOSITION: The Membership Committee consists of at least four ANSS members, who serve two-year terms. The committee is co-chaired by the two Members-at-Large. NOMINATING COMMITTEE Background: The work of the Nominating Committee dates back to the beginning of ANSS in 1972. Charge (Revised 6/02): The Nominating Committee is charged with preparing a slate of candidates for officers of the Section by recruiting the best possible nominees for these positions (see Officers). ACRL states that this committee is "an important key to not only selecting qualified candidates, but also for informing potential candidates of the office responsibilities". Composition and Calendar: The Nominating Committee typically consists of three members who serve two-year terms. The past chair of ANSS serves as chair of the Nominating Committee during the same year. Appointments of the other two members are made by the newly elected ANSS Vice Chair/Chair Elect immediately after the Annual Conference, and the committee has just over one year to complete the slate (the usual deadline is September 15). Names of all candidates are published in the December issue of C&RL News, and ballots are mailed to the Section's membership in April. Note: It is essential that the committee's chair meet all deadlines established by ACRL. PUBLICATIONS COMMITTEE Background: The Publications Committee was established at the 1988 Annual Conference, when the task of editing ANSS Currents was passed from the original editors (Steve MacLeod and Janet Steins) to Jim Williams and Maija Lutz. Steve MacLeod was the first chair. Charge (revised 06/97): The Publications Committee is charged with serving as the editorial board of the Section's newsletter (ANSS Currents), the web page (ANSSWeb) and the listserv (ANSS-L). In addition, it considers other publication projects and needs, makes proposals of it to the Executive Committee, and produces appropriate material as directed. Composition (revised 06/97): The Publications Committee consists of up to nine members, including the editor(s) of the newsletter, the editor(s) of ANSSWeb, and the moderator(s) of ANSS-L. Members serve two-year terms. REVIEW AND PLANNING COMMITTEE Background: The Review and Planning Committee was charged in Spring 1982, and met for the first time at the Annual Conference in Philadelphia that year. Ellen Safley was appointed first chair with Sharon Rogers and Paula Perry members. A report from the Committee was due in January 1984. In June 1983, the Executive Committee voted to extend the charge to June 1985, and assigned additional tasks of updating the Section's bylaws and preparing a manual for new ANSS officers and committee members. When ACRL instituted a requirement that all sections carry out regular reviews, the Executive Committee voted to make this function the responsibility of the Review and Planning Committee. Subsequently, its status changed to that of a standing committee in 1988. The second formal section review was completed in 1989, and the third in 1992. Charge (Revised 6/02): The Review and Planning Committee is charged with revising the ANSS Manual and with making recommendations regarding ANSS's goals, future directions, policies, and procedures. Composition: Membership on the Review and Planning Committee consists of from five to nine ANSS members, four of whom serve on an ex-officio basis. These four are the current chair, past chair, vice chair/chair elect, and secretary, and their appointments coincide with their terms of office. Other appointed members serve two-year terms. The past chair of ANSS chairs the committee. SUBJECT AND BIBLIOGRAPHIC ACCESS COMMITTEE Background: The proposal for a bibliographic access committee was first presented at the 2001 Midwinter Conference by Isabel del Carmen Quintana as a COPAR request for a committee that could submit new or revised subject headings to the Library of Congress. A formal proposal for an expanded Subject and Bibliographic Access Committee was prepared by Cathy Moore-Jansen and Isabel del Carmen Quintana and presented at Annual 2001. With some modifications to the proposal, the Executive Committee voted unanimously to establish the committee at its June 18th meeting. The committee met for the first time at Midwinter 2001. The first chair was Karen Davis. Charge: The Subject and Bibliographic Access Committee is charged with providing a forum for exchange of information and a clearinghouse for issues and concerns related to bibliographic access (including, but not restricted to, subject headings, call numbers, and name authorities) to materials in anthropology, sociology, criminal justice, and related fields. The Committee is further charged with processing proposals for Library of Congress Subject Headings including changes to existing headings, additions of new cross-references to existing headings, and new subject headings. Composition: The Subject and Bibliographic Access Committee consists of three to five members who serve two-year terms. While it is preferred that there is both SACO (Subject Authority Cooperative) and NACO (Name Authority Cooperative) representation on the committee, at least one member must be acknowledged by the Library of Congress as a full SACO contributor. It is expected that committee members will seek outside SACO or NACO expertise, if needed. Committee members must have some background in cataloging. DISCUSSION GROUPSBackground: The Anthropology Librarians Discussion Group (ALDG) met for the first time in Chicago in January 1991; the Sociology Librarians Discussion Group (SLDG) met first in Atlanta in June 1991; and the Criminal Justice/Criminology Librarians Discussion Group (CJCDG) met first in New Orleans in January 2002. The CJCDG was formerly an ACRL Discussion Group which became affiliated with ANSS through an ACRL Board Action at Annual 2001. In 1993 ANSS members voted to revise the Bylaws to include a new Article VIII, officially establishing discussion groups within the Section. The current conveners of the three discussion groups are found under Officers. HISTORICAL HIGHLIGHTSFor the history of ANSS, please refer to Historical Highlights. CHECKLIST FOR ANSS CHAIR (see also Section 4.9.1. in ACRL's Guide to Policies and Procedures):GENERAL PRACTICAL ADVICE: Stay in touch with other Section officers between conferences. Make a "To Do" list for use during conference so you will remember your commitments. Get as much work done during the conference as possible; this includes contacting ACRL staff in the ALA office area (leave notes with your questions and check message file later for answers), exchanging documents with Section officers, writing reports, etc. SIX WEEKS BEFORE EACH CONFERENCE: Prepare agenda for Executive Committee meetings; it will help to review minutes of Executive Committee meetings at previous conferences and reports/activities of other ANSS committees. If prior to Annual Conference, prepare agenda for annual meeting of the Section, which will follow program. Check your files to be sure that copies of all correspondence regarding Section business have been sent to the Secretary. FOUR WEEKS BEFORE EACH CONFERENCE: Send agenda to all Executive Committee members and ANSS committee chairs; be sure to include the schedule of all ANSS committee meetings and their locations (this information is available from the Final Schedule of Meetings, sent out by the ALA Conference Arrangements Office about six weeks before the conference). After review by officers and committee members, send agenda to entire membership via ANSS-L. DURING EACH CONFERENCE: Take notes of announcements and items of interest to be shared with ANSS Executive Committee and membership. DURING MIDWINTER CONFERENCE: Assist Conference Program Planning Committee Chair, in finalizing description of upcoming ANSS program and be sure deadline for submitting it to ALA is met. DURING ANNUAL CONFERENCE: Prompt newly-elected vice chair/chair elect to appoint: Nominating Committee, to develop slate for election two years hence (this should be done shortly after the conference ends); and, Conference Program Planning Committee, which is responsible for program two years hence. Review membership of other ANSS committees with vice chair/chair elect, and be available for input on possible appointments. AFTER ANNUAL CONFERENCE: Submit archival materials to the ANSS Secretary as described in the ANSS Archival Guidelines.
CHECKLIST FOR ANSS VICE CHAIR/CHAIR ELECT (see also Section 4.9.2. in ACRL's Guide to Policies and Procedures):AFTER ANNUAL AND BEFORE MIDWINTER AS NEWLY ELECTED VICE CHAIR/CHAIR ELECT:
Work with past chair who is also chair of next Nominating Committee to appoint two additional Nominating Committee members.
Appoint chair and members of next Conference Program Planning Committee. If possible, chair should be located in conference host city or environs.
Begin work on other committee appointments. Post message requesting volunteers for committee appointments to ANSS-L.
AFTER MIDWINTER:
Finalize committee appointments. Submit names to ACRL. Make certain that all committee appointees have submitted Appointment Acceptance Forms to ACRL.
CHECKLIST FOR ANSS SECRETARYAttends, if possible, the Executive Committee meetings at Annual immediately preceding taking office.
Takes minutes and attendance at Executive Committee meetings and Review and Planning Committee meetings, at ALA Annual and Midwinter, and within one month of each meeting sends a draft to members of Executive and to the ACRL/ALA office.
Emails draft minutes to membership via ANSS-L prior to next Annual or Midwinter meeting.
Brings paper copies of draft minutes to next Annual or Midwinter Executive meeting for approval. Makes corrections if any and submits approved minutes to ACRL/ALA office.
Attends and takes minutes at ANSS membership meetings, which follow the program at Annual Conference.
If ANSS bylaws changes approved by Executive Committee, distributes the changes to the ANSS membership in one of the following ways: at least 30 days before the annual membership meeting sends out as an ANSS-L message, or publishes in College and Research Libraries News, or publishes in ANSS Currents.
According to the ANSS Archival Guidelines, at ALA Annual distributes mailing labels and reminds committee chairs that archival materials are due by August 1. Reviews and compiles received materials and sends reminders to chairs who have not submitted materials. On September 1 after all materials received, forwards to the ACRL office.
Passes minutes and agenda of Executive Committee meetings to successor at end of term of office.
CHECKLIST FOR COMMITTEE CHAIRSPRELIMINARIES: 1. Assume responsibility for the work of your committee immediately after the Annual Conference (all committee appointments begin at that time). The first required meeting for all members is the Midwinter meeting following the appointment. 2. Make arrangements with outgoing chair to discuss the work and direction of the committee and any specific responsibilities that have been assumed by members (this should be done at Annual Conference if possible). 3. Make arrangements to have archival material transferred to you from outgoing chair. 4. Be ready to make suggestions to vice chair/chair elect for committee appointments to your committee. SPECIFIC RESPONSIBILITIES: 1. Maintain a roster of current committee members, with office, home and e-mail addresses and telephone numbers. 2. Chair meetings of the committee at Annual and Midwinter Conferences (some ANSS committees meet more than once at a conference). 3. Report on committee's activities at meetings of the ANSS Executive Committee. 4. Submit meeting time and space needs to ANSS Chair in the summer. 5. Send agendas of committee meetings to ACRL and to ANSS Chair. 6. Complete ACRL Meeting Highlights form after final meeting of the committee at each conference. Leave it at ACRL desk in ALA office area before you leave conference site, or mail it to ACRL/ALA, Meeting Highlights, 50 East Huron Street, Chicago, IL 60611-2795 within two weeks of your meeting. 7. Send a meeting report to the ANSS Currents editor as soon as possible after the conference. MEETING LOGISTICS: 1. Start on time. 2. Ask a member to take minutes, if there is no secretary. 3. Start a sign-up sheet; ask all attendees to sign (name and institutional address) and indicate whether they are members or visitors. 4. Ask for self-introductions of all in attendance; welcome all, especially new members. 5. Check on comfort (enough chairs?). Can everyone hear? etc. 6. Call for approval of minutes of last meeting. 7. Make announcements, i.e., time and place of related meetings. 8. Review committee's charge. 9. Discuss agenda items; call for reports from members; try to have enough copies of all documents for all those present; keep the discussion focused; establish time constraints, if necessary, for each agenda item. 10. Summarize discussion; set action items and make individual assignments; establish deadlines for correspondence or other reports; develop preliminary agenda for next meeting. 11. Set date and time needs for next meeting. 12. Close the meeting. 13. Complete ACRL Meeting Highlights form. Leave it at ACRL desk in ALA office area before you leave conference site, or mail it to ACRL/ALA, Meeting Highlights, 50 East Huron Street, Chicago, IL 60611-2795 within two weeks of your meeting. 14. Approximately one month before the next meeting, send copy of Meeting Highlights form or the minutes to all members, along with agenda for upcoming meeting. CHECKLIST FOR PAST CHAIR (see also Section 4.9.3. in ACRL's Guide to Policies and Procedures):AS NOMINATING COMMITTEE CHAIR:1. Obtain ANSS membership roster sent in Nominations Packet from the ACRL Office to ascertain eligibility. All nominees must be members of the Anthropology and Sociology Section. Plan to consult with fellow committee members or make copies of the roster for them. 2. Ascertain offices to be filled by consulting ANSS Bylaws and Officers. 3. Prepare list of potential nominees, with back-up names in priority order should someone decline or withdraw. 4. Contact potential nominees, describe position for which they are being asked to run and term of office (with beginning and ending dates). If person is undecided about accepting a nomination at that moment, negotiate a date by which he or she will give an answer and arrange to call back at that time. 5. Provide each nominee with a current copy of the ANSS Manual for Officers, Committee Members and Committee Chairs or provide them with the URL. Offer to provide names of people who can answer additional questions. 6. When a nominee has agreed to run, send him/her a letter of thanks and an ACRL Biographical Information form with instructions to send the completed form to the ACRL Executive Director and a copy to you to confirm acceptance of the nomination. 7. When written confirmation has been received from all nominees, notify ACRL Executive Director, ANSS Chair, and Nominating Committee members of the slate.
8.
For
additional responsibilities and a nominating committee calendar, refer to
Nominations (Divisional and Sections)
in ACRL's Guide to Policies and Procedures.
AS
REVIEW AND PLANNING CHAIR: 9. Prepare annual ANSS Activities Report for previous year. Request input from Executive Committee members for the report. Submit draft report to Executive Committee, and then submit finalized report to ANSS Webmaster and ACRL. 10. Coordinate any revisions of ANSS Manual and bylaws at committee meetings and place any revisions on the Executive Committee agenda for discussion and approval. Submit any proposed bylaws changes to ANSS Secretary.
SAMPLE LETTER FOR MAKING COMMITTEE APPOINTMENTSDear (name): Because of the interest you have shown in the work of the ACRL Anthropology and Sociology Section, I am writing to invite you to be (a member / chair) of the ANSS (committee name) Committee. I believe that your experience and talents would be an asset to the work of the committee, and that your continued active participation will help us move toward our goals. As (a member / chair) of the ANSS (committee name) Committee, your term would begin after the ALA Annual Conference in (place), (year), and end after the Annual Conference in (place), (year). You will be expected to attend both the Midwinter and Annual Conferences during that year (years, for two-year appointments). If you are able to accept this appointment, please complete the enclosed Appointment Acceptance form and mail it to ACRL as soon as possible. Also, send me a photocopy of the completed form. If you are unable to accept this invitation to join us as a committee (member / chair), please return the form to me immediately. Should you have any questions, call me at (office and/or home telephone numbers) or e-mail me at (e-mail address). I look forward to working with you in the coming year. Sincerely yours, Vice Chair/Chair Elect SAMPLE LETTERS TO NEW AND DROPPED MEMBERSNew Dear: ACRL has notified me that you recently became a member of the Anthropology and Sociology Section. WELCOME TO ANSS. ANSS needs active and committed members to serve effectively the community of interested librarians and scholars. We strive to make our activities relevant and useful to your work. The most visible activity of ANSS is our ALA Annual Conference Program. The (date) Program "(program name)," was held on (date). ANSS also sponsors a tour in conjunction with most Annual Conferences. This year's tour was of (place). Two of ANSS's recent programs were published by ACRL in 1997 as Documenting Cultural Diversity in the Resurgent American South: Collectors, Collecting, and Collections. This publication was awarded the Brenda McCallum Memorial Prize by the American Folklore Society. I hope you will take an active role in the Section's work by
volunteering to serve on a committee. ANSS urgently needs Appointments for (time period) are being made by (name of ANSS Vice Chair/Chair Elect and place of work), ANSS Vice-Chair/Chair-Elect. If you are interested in becoming a member of an ANSS committee, contact (name of Vice Chair) at: (address, phone number, email address). A volunteer form can be found at: Section Volunteer Form. You are always welcome to visit any ANSS committee meeting, including the meetings of the Executive Committee. Attending ANSS meetings is an excellent means by which to meet other members and to gain better understanding of ANSS and its work. In addition to several committees, ANSS has an Anthropology Librarians' Discussion Group, a Sociology Librarians' Discussion Group, and a Criminal Justice/Criminology Librarians' Discussion Group. (see: Discussion Groups). Please browse the ANSSWeb. I also encourage you to subscribe to ANSS-L, an electronic news and discussion forum in which ANSS members and others participate. To subscribe, send an electronic mail message to LISTSERV@UCI.EDU containing the following single line message: SUBSCRIBE ANSS-L Your Name. Then send a message for distribution on the listserv, address it to: ANSS-L@UCI.EDU. Again, welcome to the ACRL Anthropology and Sociology Section. As a long-time member of ANSS, I can attest to the outstanding commitment of its members and quality of its activities. I hope you will introduce yourself to us soon. Sincerely, Member-at-Large Dropped Dear (name): ACRL has notified me that you have dropped your membership in the Anthropology and Sociology Section. I am writing to encourage you to reconsider your decision. ANSS needs active and committed members to serve effectively the community of anthropology and sociology librarians. We strive to make our activities relevant and useful to your work. The most visible activity of ANSS is our ALA Annual Conference Program. The (date) Program "(program name)," was held on (date). ANSS also sponsors a tour in conjunction with most Annual Conferences. This year's tour was of (place). Two of ANSS's recent programs were published by ACRL in 1997 as Documenting Cultural Diversity in the Resurgent American South: Collectors, Collecting, and Collections. This publication was awarded the Brenda McCallum Memorial Prize by the American Folklore Society. I hope you will take an active role in the Section's work by volunteering to serve on a committee. ANSS urgently needs for more of its members to express an interest in committee assignments, which offer excellent opportunities to exercise your leadership skills. Committee activities include reviewing, print and web publishing, editing, program planning, and working with anthropology and sociology institutions. More information can be found at: ANSS Committees. Appointments for (time period) are being made by (name of ANSS Vice Chair/Chair Elect and place of work), ANSS Vice-Chair/Chair-Elect. If you are interested in becoming a member of an ANSS committee, contact (name of Vice chair) at: (address, phone number, email address). A volunteer form can be found at: Section Volunteer Form. You are always welcome to visit any ANSS committee meeting, including the meetings of the Executive Committee. Attending ANSS meetings is an excellent means by which to meet other members and to gain better understanding of ANSS and its work. In addition to several committees, ANSS has an Anthropology Librarians' Discussion Group, a Sociology Librarians' Discussion Group, and a Criminal Justice/Criminology Librarians Discussion Group. (see: Discussion Groups). Please browse ANSSWeb <http://www.acrl.org/anss>, the section website,
for information on committees, programs and other activities. I also
encourage you to subscribe to ANSS-L, an electronic news and As a long-time member of ANSS, I can attest to the outstanding commitment of its members and quality of its activities. We would like to welcome you back to the ACRL Anthropology and Sociology Section; I hope you will reinstate your membership soon. Member-at-Large SAMPLE THANK YOU LETTER TO ANSS COMMITTEE MEMBER FROM ANSS COMMITTEE CHAIRDear [committee member name]: As Chair of the Anthropology and Sociology Section (ANSS) … Committee, I wish to personally thank you for all your hard work on this committee last year. Together we were able to [list activities]. Your help with [list activities] is especially appreciated and contributed to a very productive and successful year. Your professionalism is greatly appreciated. Sincerely, [name]
SAMPLE THANK YOU LETTER TO ANSS COMMITTEE CHAIR FROM ANSS CHAIRDear [committee chair name]: As the ANSS Chair for [date], I personally wish to express my thanks for the contributions you made to the Anthropology and Sociology Section (ANSS) of the Association of College and Research Libraries as Chair of the ANSS … Committee last year. Your committee did an excellent job of [list committee/chair activities] which contributed to a very successful year for our Section. I appreciate the high level of commitment and professionalism which you brought to this responsibility. Again, thank you for all your hard work. Sincerely, [name]
OFFER OF THANK YOU LETTER TO SUPERVISOR FROM ANSS CHAIR Dear [ person's name]: As Chair of the Anthropology and Sociology Section (ANSS), I would like to thank you for your contributions to ANSS. With your permission, I would like to send a letter of appreciation to your supervisor or Library's Dean/Director to acknowledge your contributions to ANSS. Your hours of volunteer service have enriched ANSS and the profession. If you would like me to do this, please give me the following information: Name and
mailing address of supervisor or dean/director Please return the above information to me by [date]. I will send you a blind copy of the letter. Let me know if you have any questions. Sincerely, |
ANSS Archival GuidelinesPrepared by Wade Kotter and Sue Erickson, 2/19/03
Overview
ACRL maintains official files for all ACRL units. These files are retained at ALA Headquarters for five years and then are transferred to the ALA Archives at the University of Illinois at Urbana. ACRL units are responsible for submitting archival materials to the ACRL office on a yearly basis, except for archival CDs of ANSSWeb, which are sent directly to the ALA Archives on a yearly basis.
Section officers are responsible for all records they receive or produce in carrying out the business and activities of their particular office or committee. Materials to be preserved are indicated in the section on Document Retention and Dispensation. Each officer submits one year of materials to the ANSS Secretary by the date indicated on the accompanying Archival Timeline. The ANSS Secretary reviews and inventories received materials, then forwards one year of materials to the ACRL office.
Document Retention and Dispensation
The following types of material should by preserved, except where such material has been separately published: 1. Constitutions and By-Laws. 2. Statements of functions or duties of Committees, Task Forces, Discussion Groups, etc. 3. Lists of officers, members of Committees, Task Forces, etc. 4. Reports (major drafts only). 5. Minutes. 6. Significant correspondence directly related to the history, programs, activities and accomplishments of the Section. In the case where a single letter is sent to a group, only one copy – annotated to whom sent—should be preserved. 7. Information on significant Section programs and activities, including brochures, flyers, bibliographies, evaluation summaries, recordings, publications, etc. (one copy). 8. Records of all projects and other activities proposed, whether or not completed. 9. Policy decision statements, if not included in reports, minutes, or other records. 10. Questionnaires (one copy, annotated to show to whom and when sent). 11. Forms (one copy). 12. Treasurer’s reports. 13. Material of biographical interest (including contributions of an individual to the development of a project, to the activities of the Section, or to the library profession). 14. Unpublished papers (only those that have made a significant contribution to library development and progress in the subject fields of ANSS). 15. Records of liaison activities with professional societies in the subject areas of the Section, including copies of requests for assistance, etc. (one copy) Note: The text of all electronic documents that fit into the above categories should be retained and submitted in a printed format, except for ANSSWeb (see below).
The following types of material should be discarded:
1. Duplicate material. 2. General and miscellaneous correspondence, including appointment letters. 3. Materials superseded by more complete reports. 4. Materials created and retained by other units. 5. Miscellaneous business records (e.g. invoices, payment vouchers, etc.) no longer needed for current reference. 6. Personal notes and reminders.
Archival Timeline
· June/July (ALA Annual Meeting): ANSS Secretary distributes mailing labels and reminds chairs that archival materials are due by August 1. · August 1: Chairs submit one year of archival materials to the ANSS Secretary. · August: ANSS Secretary reviews and compiles received materials, and sends reminders to Chairs who have not submitted materials. ANSSWeb editor burns a copy of the website to CD and sends it directly to the ALA Archives (see below) · September 1: ANSS Secretary forwards one year of materials to the ACRL office.
Materials for Incoming Chairs
In addition to compiling and submitting the archival materials indicated above, Chairs are responsible for retaining the following for their successors:
· Minutes and Agendas of meetings held during the previous year. · Documentation for any unfinished business.
These materials should be transmitted to the successor at the Annual Meeting or as soon thereafter as possible.
Archiving ANSSWeb
In August of each year, the editor of ANSSWeb burns a copy of the website to CD and sends the CD, along with a printout of the ANSSWeb main page, to the ALA Archives in care of:
Chris Prom Assistant University Archivist University of Illinois Archives Room 19, Library (MC-522) 1408 W. Gregory Drive Urbana, IL 61801 Return to top |
|
|