Academic Library Division
 

Division Guidelines
 

STATEMENT OF PURPOSE :

The purpose of the Academic Library Division is to improve resources and services for art librarianship within academic and research libraries and to promote the knowledge and awareness of its members.

The Division fulfills its purpose by sharing ideas and research at formal programs during the Society's annual conference and by reporting them in Art Documentation and ARLIS/NA Update.

In addition to sponsoring a conference program, the Division holds an annual business meeting prior to the Society's annual rneeting. The Moderator of the Division is elected at this business meeting.

The duties of the Moderator are to preside over the business meeting and, with the advice and consent of the membership, coordinate the Division's conference program. The Moderator files midyear and annual reports to the Society's Executive Board prior to the Board's meetings. The Recorder, appointed by the Moderator, reports the Division's conference activities to Art Doc and coordinates publication of other articles and information. Committees and taskforces may be formed to assist in the fulfillment of the Division's purpose.

HISTORY :
Year Established: 1975 (as Academic Type of Library Group)

Former Moderators: Joyce P. Ludmer, 1976; Susan McWilliams & Susan Craig, 1978; Courtney Shaw, 197980; Wanda Dog, 1981; Janet ClarkeHazlett, 1982/83; Thomas Jacoby, 1984; Herbert Scherer, 1985; Katherine Haskins, 1986; Beryl Smith, 1987; Lee Sorensen, 1988; Richard McElroy, 1989; Ray Anne Lockard, 1990; Lee Sorensen, 1991

Former Column Editors: Courtney Shaw/Eileen Markson, 1980; Stephanie Frontz, 198182; Barbara Pobwy, 198384; James Carmin, 1985; Micheline Nilsen, 1986; Lee Sorensen, 1987; Rebecca Mayne, 1988; Edith Crowe, 1989
 

APPOINTED BY WHOM :
Moderator or coordinator: Elected by the membership of the division, section or round table.
Conference Planner: Appointed by moderator or coordinator.
Column Editor: Appointed by moderator or coordinator.

TIMETABLE OF APPOINTMENTS :
Moderator or coordinator: Elected by end of business meeting at annual conference.
Conference Planner: By end of business meeting at annual conference.
Column Editor: By end of business meeting at annual conference.

TERM OF OFFICE :

Year; midyear appointments are made at the discretion of the moderator.

RESIGNATION PROCEDURES:
Moderator: Send letter of resignation to ARLIS/NA VicePresident.
Program Planner: Send letter of resignation to moderator and copy to ARLIS/NA VicePresident.

CONTENTS OF BACKGROUND PACKET FOR MODERATOR:
File of the previous moderator or coordinator; ARLIS/NA annual calendar; a copy of these guidelines; minutes of the most recent meeting; information about current projects.

PRIORITIES:
Planning of conference sessions; production of articles of information for the Society's communications; projects of relevance to the group's members.

FORMS, FORM LETTERS, ANNOUNCEMENTS, SURVEYS:
Copies of any correspondence are to be sent to the Vice-President and Executive Director. The content and distribution plan for all survey instruments must be approved by the Executive Board before distribution to the society membership.

REPORTS TO SOCIETY PERIODICALS AND TIMETABLE:
Information and articles of interest are to be submitted to ARLIS/NA Update and the ARLIS/NA Home Page according to the guidelines and deadlines of those communication vehicles.

REPORTS TO EXECUTIVE BOARD AND TIMETABLE:
The moderators and coordinators of divisions, sections, and round tables submit annual and midyear reports to the Executive Board according to ARLIS/NA calendar. These reports should include separate written reports by the chairs of any constituent subcommittees or task forces.

ANNUAL CONFERENCE:
One business meeting is planned and scheduled by the moderator or coordinator at the annual conference. The group may sponsor and plan one or more sessions for the annual conference subject to the approval of the conference planners. An orientation meeting for incoming division, section, and round table leaders and the Vice President may be held at the annual conference.

FINANCES:
The Executive Board annually reserves a set amount for the general expenses of divisions and sections for which these groups may apply; round tables are not budgeted funds for general expenses. Additional sums may be requested for special projects at the discretion of the Executive Board. The moderator or coordinator submits budget requests for conference sessions to the Conference Chair according to established conference guidelines.

FILES AND RECORDKEEPING:
The moderator or coordinator maintains files and records and passes nonarchival records on to the succeeding moderator. Copies of all official business are sent to VicePresident and the Executive Director. Recorders are appointed by the moderator or coordinator to take minutes of conference sessions.

ARCHIVES:
The moderator or coordinator is responsible for preserving all materials of possible archival value. All such materials, including official correspondence and reports, will be deposited in the Society's archives as determined by ARLIS/NA policy.


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