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Orientation Guide for Committees & Officers: Calendar

ACRL Women's Studies Section Calendar

This is directed at committee chairs, with some guidance for other members and officers. See also calendars in ALA Handbook and on the ACRL web site. This does not include planning for conference programs, awards, or nominations, for which there are separate timetables.

Prior to Annual:

  • Committee Chairs send agenda to committee, including newly appointed members; copy to WSS Executive Committee; copy to ACRL.
  • WSS Chair sends full meeting schedule with room assignments.
  • Officers and Committee Chairs notify WSS Chair of any special agenda items for Executive Committee; send advance copies of documents or proposals needing approval.
  • Vice-Chair sends URL for WSS Orientation Guide and WSS Publications Manual to Executive Committee members and to incoming officers and committee chairs whose terms begin following annual.
  • Deadline for the WSS Chair to place items on the ACRL Board agenda is in May. WSS Chair sends meeting agenda to the Executive Committee, with a copy to ACRL.


Annual Conference:

  • WSS Social Hour: organized by the Membership Committee.
  • Executive Committee:
    Meets once; meeting is open. Incoming officers and new committee chairs are invited and introduced.
  • Committee Chairs report to WSS Executive Committee:
    Attend meeting of the Executive Committee to outline proposed work and to report on progress; send an alternate or submit written report if unable to be present. Formal projects need approval by Executive Committee, preferably submitted in writing.
  • WSS Leadership Orientation:
    Held prior to section committee meetings. All members of the Executive Committee attend along with officers and committee chairs who will begin their terms following Annual.
  • Committees meet:
    Once or twice as necessary, new appointees strongly advised to attend; new chair introduced; gets files and information from previous chair.
  • WSS Program:
    The program is not used to conduct section business, although current and incoming officers and other WSS meetings should be announced.
  • Membership meeting:
    Held separately from the program and may include topical discussion, voting (if issues come up not handled through regular mail ballot), informal announcements, reports on committee business, etc; focus is on membership participation. New officers and committee chairs are introduced. Midwinter discussion topic may be selected.
  • ACRL program: a NO-CONFLICT slot for all ACRL sections.
  • Other ACRL meetings related to WSS:
    ACRL Board usually meets twice; WSS Chair, Vice-Chair, or other designated representatives attend as observers to monitor business and report back to the section (a written summary should be submitted to be distributed to the Executive Committee). ACRL Sections Council meets once; Two WSS representatives, (the Chair, and/or Vice-Chair, and/or Past-Chair ) should attend and report. Sections are sometimes asked to send representatives to other committees, e.g. ACRL Publishing or Program Committees, depending on business being discussed.
  • Introduction to Women’s Issues at ALA:
    Combined women’s groups in ALA meeting organized by the Committee on the Status of Women in Librarianship (COSWL), Social Responsibilities Round Table Feminist Task Force (SRRT FTF), or ACRL-WSS on a rotating basis . Vice-Chair may use this time to confer with other women’s groups to plan Midwinter and Annual meetings schedules for coming year to try to minimize serious conflicts (groups include COSWL, FTF, and LAMA Women Administrators Discussion Group).

Immediately following Annual:

  • Outgoing Committee Chairs send minutes to ACRL; copy sent to WSS Executive Committee and to incoming chair. Draft minutes must be sent to ACRL within two weeks following Annual; completed minutes within the month. The Secretary sends minutes of Executive Committee and Membership meetings.
  • Chairs or section members who attended other meetings (ACRL, women’s groups, etc.) on behalf of the Section file reports with the WSS Secretary.
  • Secretary sends copies of the attendance sheets to the incoming Vice-Chair and the Nominating Committee Chair.

Late summer:

  • Within the month following Annual, the outgoing Secretary sends completed minutes to outgoing and new Executive Committee members (including all new Committee Chairs and editors) together with copies of other reports submitted, committee progress reports, etc.
  • Outgoing Chairs finish transfer of files, either to new Chairs or to the ACRL offices for archives.
  • New Committee Chairs monitor progress of assignments:
    Ongoing; ensure that all committee members have updated roster; notify WSS Chair of any resignations or changes; remind members of tasks and deadlines.

Early fall:

  • WSS Chair submits Midwinter meeting requests to ALA:
    Section Chair files all committee meeting requests and coordinates with Committee Chairs. Requests for committee meetings and programs include details on room size and layout. Attempts are made to avoid conflict with other women’s groups.
  • WSS Chair submits meeting requests for Annual (as above), normally about a month following the Midwinter requests.
  • Nominating and Program committees named by Vice-Chair for 18 months hence.
  • Committee Chairs submit copy for WSS Newsletter. Deadlines are announced by the Editor, usually at Annual and Midwinter General Membership meetings with an email reminder. An issue is timed to appear before Midwinter; Chairs should announce projects, open forums, discussion topics. WSS Chair submits a report and schedule of meetings.
  • Committee Chairs should inform WSS Vice-Chair of budget needs for the fiscal year starting in September one year from now. Only requests exceeding routine committee allocations need to be submitted (usually greater than $50.00); Vice-Chair submits budget request to ACRL. Funding for conference programs follows a separate process. Reception costs for food and drink may not be paid from the budget.

Prior to Midwinter:

  • Committee Chairs send agenda to committee, including newly appointed members; copy to WSS Executive Committee and to ACRL.
  • Chair sends full meeting schedule with room assignments.
  • Officers and Committee Chairs notify WSS Chair of any special agenda items for Executive Committee; send advance copies of documents or proposals needing approval.
  • Deadline for the WSS Chair to place items on ACRL Board agenda is in December.
  • WSS Chair sends meeting agenda to the Executive Committee, with a copy to ACRL.

Midwinter meeting:

  • WSS Social Hour: organized by the Membership Committee.
  • Executive Committee:
    Meets once. Other committees once or twice as necessary. Announce that new appointments are made in next three months; circulate attendance forms; ask people to indicate if interested in possible committee appointment.
  • Committee chairs report to Executive Committee:
    Attend meeting of the Executive Committee to outline work and to report on progress; send an alternate or submit written report if unable to be present. Formal projects need approval by Executive Committee, preferably submitted in writing.
  • Membership meeting:
    This meeting is open to members and visitors and is primarily designed for information exchange. All committee chairs should make brief reports. Candidates running for WSS offices on spring ballots are announced, interest solicited for new committee appointments, program ideas, etc.
  • Discussion meeting:
    This is to offer an opportunity for substantive presentation and discussion on a topic that has been decided on at the previous Annual. Organized by Vice-Chair.
  • ACRL meetings (as at Annual):
    Vice-Chair or new Program Committee Chair attends ACRL Program Committee meeting for the annual conference 18 months away.

Immediately following Midwinter:

  • Committee Chairs send minutes to ACRL; copies to WSS Executive Committee. Draft minutes must be sent to ACRL within two weeks following Midwinter; completed minutes within the month. The Secretary sends minutes of the Executive and Membership meetings.
  • Follow-up to committee members: note assignments, final Executive Committee decisions.
  • Committee Chairs send copies of attendance sheets to the incoming Vice-Chair and the Nominating Committee Chair.
  • Chairs or section members who attended other ALA (ACRL, women’s groups, etc.) meetings on behalf of the Section file reports with the WSS Secretary.

Early Spring:

  • Within the month following Midwinter the Secretary sends completed minutes to ACRL and distributes them to Executive Committee (including all Committee Chairs and editors) with copies of other reports submitted.
  • Vice-Chair completes appointments (by March) and sends rosters to Chairs.
  • Submit copy for WSS Newsletter; include new committee rosters; meeting highlights, plans for Annual. WSS Chair submits report and list of section meetings for Annual.

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Last updated: July 18, 2013
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