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Information Technology (IT) Division |
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Procedures Manual
Table of
Contents
- Update history:
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Karen Bleakley, Bylaws and Procedures Committee Chair,
June 2001
Sue Savage, Procedures Committee Chair, June 1989
1. Preface
This Manual serves as a guide for the SLA Information
Technology Division Officers, Section Chairs and Committee Chairs to
assist them in interpreting and performing their duties and
responsibilities. This Manual is not intended to be a complete, detailed
list of duties, but it does attempt to present the highlights of each
position or activity.
The Manual does not reproduce Association documents such
as the Association Bylaws. A copy of the Division Bylaws are included in
Appendix A.
The Association publications
Guidelines for
Divisions and Sections and the
Division Program Planners Manual (accessible via password to those
doing association-level program planning) should also be consulted by
the Division Officers.
This Manual will be useful to the Division only if it
contains accurate and current information. Therefore, the Manual should
be reviewed by the Past-Chair annually. During the course of a year,
each chair or officer should note needed changes and revisions and bring
these suggestions to the attention of the Past-Chair.
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2. Division History
The singular interest of the members of the Information
Technology Division (ITE) is a desire to receive information concerning
the applications of technology in the information field. This Division
crosses all subject areas and is among the largest divisions in the
Special Libraries Association.
The Division scope note reads: " The Information
Technology Division will encompass the planning, development and
practical application of existing and new technologies and systems for
the processing and control of information, in any form, for its eventual
retrieval and use, convenient to the requester."
The ITE Division started as the Documentation Committee,
formed in 1949. This committee of SLA consisted of members interested in
studying ways to catalog, index, and retrieve the growing document
population. There was a need to catalog, organize, and file the many
documents captured following World War II. This, plus the increased
number of special libraries in companies that produced reports for
government contracts, led to increasing interest in this type of
information in the library community. Interest grew significantly, and
in 1956 the Documentation Division was formed.
The Division was established to reflect the SLA members'
interest in government documents, the huge influx of report literature
in the 1950's and 1960's, and the use of computers to organize and
retrieve this information. The Division has had as officers many
pioneers in the field of information technology. (see list in
Past
Officers and
Past
Section Leaders)
The name was changed to the Information Technology
Division in 1979. This new name reflected the increased scope of the
interests of Division members, as well as recent technological changes.
Four sections - Government Information, Microcomputers, Online and
Technical Services - were established to meet Division members' special
interests and to provide subject related programs at the SLA Annual
Meeting. A fifth section Networking was added in 1993, and in 1998, the
Section names and scopes were revised to: Digital Content, Government
Information, Information Systems, Technical Services, and Virtual, and
two additional sections were formed: Webmaster and Programming, Systems
Analysis and Design. Programming, Systems Analysis and Design was merged
into Information Systems. The Communications Division merged into the
Information Technology Division in 2001 and became the Communications
Section.
The Division, through its publications, Division and
Section programs at the Annual Meeting, sponsored CE courses, and
discussion list, web site, and other virtual programs, is able to reach
across subject areas and address broader interests in the use of
technology to manage information.
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3. Executive Board
3.1.
Responsibilities of the Executive Board
The Information Technology Division's Executive Board shall have the
power and authority to manage the Division's property and to regulate
and govern its affairs, in accordance with the
Association's Bylaws and
Division's
Bylaws.
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Membership
The Board shall consist of the following members, elected by the
membership of the Division: Chair, Chair-Elect, Secretary, Treasurer and
Immediate Past Chair. All officers of the Division and Sections must be
a member, associate member or retired member of the Association, and
also be a member of the Division. Section Chairs and Chairs-Elect are
not voting members of the Executive Board, but are encouraged to
participate in Board activities
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Duties
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To determine policies and changes in policy within the
limits of the Division and Association Bylaws.
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To take such actions as it considers necessary to carry
out the objectives of the Division.
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To establish standing and special committees,
responsible to the Board. The Board shall delegate to each committee,
functions and responsibilities it believes desirable for carrying out
the objectives of the Division. The Board shall determine the length of
appointment to the committees, and can dissolve committees no longer
needed.
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Term of Office
The term of office begins the day after the Association's Annual
Business Meeting, or on July 1, if there is no Association Annual
Business Meeting. The Chairs, Chair-elect and Immediate Past Chair each
serve a one year term. The Secretary and Treasurer are elected in
alternate years and serve two year terms. Section Chairs and Chair-elect
also serve a one year term.
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Division Meetings
The Division Annual Business Meeting is held at the SLA Annual Meeting.
(See Article V of the By-Laws). Prior to this Meeting the current
("old") Board meets. Following this meeting the incoming ("new") Board
meets. It is usual practice for both old and new Boards to attend both
Board meetings.
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3.2. Duties of Officers
3.2.1. Chair
The Chair serves as the chief executive officer of the Division and
shall have a general supervision and control over its affairs. The Chair
appoints the Chairs of each committee and makes special appointments as
necessary.
Duties: The duties of the Chair shall be:
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To preside at all business meetings of the
Division and the Executive Board.
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To recommend to the Executive Board such
measures as the Chair considers desirable to further the
objectives and broaden the effectiveness of the Division.
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To sign all contracts and legal documents.
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To approve expenditures.
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To serve as ex-officio member, without vote, of
all committees except the Nominating Committee.
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To represent the Division at the Annual and
Winter Meetings of the Association and at the Division Cabinet
and Joint Cabinet meetings at both the Annual and Winter
meetings. If unable to attend, to appoint another Division
member, preferably an officer, to represent the Division.
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To assist in planning the Information Technology
Division program for the Annual Conference at which he/she is
Chair.
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To attend Conference planning sessions which are
held in conjunction with the Annual Meeting and Winter Meeting
and are pertinent to the Conference the Chair is planning.
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To attend administration and orientation session
for Division officers, sponsored by Division Cabinet officers,
which are held during the Winter Meeting and Annual Conference.
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To promote current and new projects and
publications.
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To make decisions on Division policy, referring
to the Division Executive Board those matters which have an
impact on the future of the Division or a large number of its
members.
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To represent the Information Technology Division
on committees of the Division Cabinet.
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To administer the Board Discussion List (SLA-BD-DITE)
as owner. The Chair-Elect is co-owner.
3.2.2. Chair-Elect
The Chair-Elect serves as a member of the Division Executive Board
and participates at the request of the Chair in the general
supervision of the Division activities.
The Chair-Elect may represent the Division upon the
request of the Chair and assumes the duties of the Chair in the
event of the absence or withdrawal of the Chair. The Chair-Elect
succeeds to the Chair at the Annual Business Meeting of the
Division.
The Chair-Elect may begin appointment of Chairs of
all Division standing committees except the Nominating Committee,
before the Annual Business Meeting at which the Chair-Elect becomes
the Chair. A full roster of committee Chairs will be called for in
June following the Annual Meeting.
Duties: The duties of the Chair-Elect shall be:
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To attend all Division Executive Board
meetings and to preside at the meetings in the absence of
the Chair.
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To represent the Division, together with the
Chair, at the Annual and Winter meetings and at the Division
Cabinet and Joint Cabinet meetings at the Annual and Winter
meetings. If unable to attend, to appoint another Division
member, preferably an officer, to represent the Chair-Elect.
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To attend the administrative and orientation
meetings for Division officers, sponsored by the Division
Cabinet Officers, which are held during the Winter meeting
and the Annual Conference.
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To attend Conference planning sessions, in
the absence of an appointed planner, which are held in
conjunction with the Annual Meeting and Winter Meeting
Conferences.
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To assist the Chair with any projects,
policy planning or other business affairs which the Chair
might designate.
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To appoint an auditor (see 5.2.11, below)
prior to the Annual Conference when Chair-Elect becomes
Chair.
3.2.3. Secretary
The Secretary records the minutes and official business of the Division.
The term of the Secretary is two years.
Duties: The duties of the Secretary shall be:
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To record minutes of the Annual Business Meeting
and the Executive Board Meetings at the Annual Conference.
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The minutes of the Annual Business Meeting are
reviewed and approved by the Chair and then one copy is sent to
the Association and another to the Division Archives. Copies of
the minutes are also sent to the Executive Board and Section
Chairs.
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Executive Board meeting minutes are not
formalized as minutes for distribution. They are usually
distributed to the Executive Board and Section Chairs.
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To conduct official correspondence and maintain
a file of current records.
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To send minutes of the Annual Business Meeting
to the Editor of B/ITE for inclusion in the fall issue.
3.2.4. Treasurer
The Treasurer serves as a member of the Division Executive Board and
maintains all financial records and prepares the Annual Financial
Statement. This statement must be audited. All financial transactions
are closed and must be reported as of December 31.
The Treasurer serves a two-year term.
Duties: The duties of the Treasurer shall be:
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To collect, deposit, and expend the funds for
the Division as required and authorized by the Chair.
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To keep an accurate and detailed record of
Division funds, to be able to report the financial condition of
the division whenever such as report is required. To prepare the
account of Division funds for the annual audit.
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To draw and sign checks for expenses approved by
the Division Chair on a request for reimbursement form.
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To follow SLA procedures and ITE By-Law
procedures for audit and financial statement preparation.
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To obtain receipts for monies expended.
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To furnish the Division Chair and Executive
Board guidance in the preparation of the annual budget.
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To provide the designated auditor, in January,
with the Annual Financial Statement for the previous calendar
year for certification.
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Work with auditor appointed each year to audit
the books.
3.2.5. Past Chair
The Immediate Past Chair serves in an advisory capacity as a member of
the Division Executive Board.
Duties: The duties of the Past Chair are to:
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To serve the Chair as called upon.
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To chair the Nominating Committee, and to work
with the Chair in handling the annual elections in accordance
with the Division Bylaws. (See Article IX.)
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To chair the Bylaws and Procedures Manual
Committee and to oversee the updating of these when necessary.
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4. Sections
4.1. Organization of Sections
Sections can be formed, according to Section IV, of
the Division Bylaws, when members of the Division petition the
Executive Board.
Each Section has a Chair and a Chair-elect. The
Nominating Committee selects candidates from the Section membership.
They are elected by members of the Divison.
Sections are funded by the Division. The Section
Chair and Chair-elect work together to provide budget information to
the Executive Board. An expected expense budget should be submitted
to the Division Chair as soon as the Section knows what expenditures
are planned. Usually the expenses are related to the programs
presented by the Sections at the annual SLA meeting.
The major activity of each Section is to plan and
present a program related to the interests of the Section members,
at the annual meeting. The sections may also develop publications,
and other activities, such as field trips, that are of interest to
the Section members.
Each Section plans a brief business meeting for
Section members at the annual meeting. It is usually held in
conjunction with the Section program. The business meeting is an
opportunity for Section members to volunteer to assist with Division
or Section projects, or to express interests in programs and future
activities. The Section Business meetings are informal, and are not
required. They are usually held prior to the meeting of the incoming
Board.
The Section Chairs and Chairs-Elect attend Division
Board Meetings, but are not voting members
4.2. Section Descriptions
4.2.1.
Communications
The Communications Section is concerned with the development,
utilization, regulation and implementation of nonprint electronic media
(including radio, television, film, videotape, common carrier, microwave
communication, communication satellites and technologies) and
encompasses their commercial, industrial, educational and public
applications.
4.2.2. Digital Content
The Digital Content Section (formerly the Online Section) of ITE
provides a forum for members to address the needs of users and providers
of all kinds of computerized information. Central to this section is
digital content, including its access, use, management, navigation,
selection, implementation, training, dissemination, evaluation, and
manipulation. Selection concerns include contract negotiations,
integration with the rest of the collection, instruction &
documentation, and dissemination/access method whether via modem,
network, Intranet or Internet, or installation standalone. Manipulation
includes data extraction and visualization, search and retrieval, data
mining, archiving, and warehousing. Critical to this section is a focus
on the evaluation of the quality of information.
4.2.3.
Government Information
The Government Information Section of ITE provides a forum for the
exchange of information concerning government documents, information
programs, and policies. The Section goal is to establish a network among
members whose information needs require access to and use of government
publications and other data sources that require technology. This
section also serves as a liaison for the division with the Government
Relations Committee of SLA providing information to the Division that is
relevant to the Division's interests and representing members' interests
to the SLA Government Relations Committee.
4.2.4.
Information Systems
This section was merged with the folded Programming/Systems Analysis &
Design section to become the Information Analysis, Design & Systems
Section, effective January 2001. Later the name was changed back to
Information Systems. The Information Systems Section
provides a forum for members who are interested in or responsible for
issues related to all areas of information systems infrastructure,
including hardware, software, operating systems, networks and network
design, security, standards, data structures, programming, and computer
graphics. This section monitors and reports on emerging new
technologies, and offers education and training in their effective use,
implementation and management.
4.2.5. Programming/Systems
Analysis and Designs
This section was folded by the ITE Board in June of 2000 due to a lack
of participation.
4.2.6. Technical Services
The Technical Services section of ITE provides a forum for members to
discuss technology concerns in traditional technical services
operations, such as acquisitions, cataloging, catalog maintenance,
technical standards, interlibrary loan, and serials control for all
formats. Looking forward, the scope of this section includes issues and
training on meta data development, hyperlinking (particularly but not
limited to linking of catalogs to resources and materials),
accessibility, support for searching and resource discovery by web site
users, and many other issues on electronic information access and
control.
4.2.7. Webmaster
The Webmaster Section provides a forum for members to exchange
information on planning, designing, and programming complex
organizational web sites to support the information management needs of
their organizations, whether on the Internet, Intranets, or Extranets.
Section interests include server software, web collection management,
security and privacy concerns, browser compatibility, site management
tools and reports, programming and scripting languages, contracting for
content and services. support for interactive communication , and
support for searching and resource discovery by website users. The ITE
website further provides an opportunity for members to monitor new
technologies, share information and develop new skills.
4.2.8. Blogging
Coming soon!
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5.
Committees
5.1. Organization of Committees
Standing and Special committees are established by the Executive Board.
They remain active until dissolved by the Executive Board. Chairs of the
committees are appointed by the Chair-Elect, and take office following
the annual Business Meeting. They may also be appointed at any time that
a committee is established.
5.2 Responsibility and Scope
of Active Committees
5.2.0. Diversity Leadership Development
The Diversity Leadership Development Committee is headed by a Division
Chair. Committee members will have an interest in diversity and should
be themselves from a minority group.
The goal of the
committee is to commit the Division to support the SLA's policy for an
Affirmative Action Program.
The committee will:
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initiate, develop and encourage a Division program
for the recruitment, development and advancement of minorities in
the fields of special librarianship and information management.
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act as a resource for minority recruitment efforts
in graduate library schools and institutions of higher education.
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attend Diversity Leadership Development Committee
meetings and Diversity Issue Programs at Annual Conferences.
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seek to develop CE courses on diversity for
presentation at Annual Conferences.
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disseminate Diversity Leadership Development
scholarship and award information.
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nominate candidates for the SLA Diversity Leadership
Development Program.
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recruit minority librarians and information
professionals into active participation as mentors
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report committee progress and diversity issues
through the Division Newsletter B/ITE.
5.2.1. Archives
The Archivist is responsible for receiving, organizing,
filing, and maintaining archival copies of records for the Division. The
Chair may appoint other Division members to assist the Archivist with
projects, as necessary.
The Archivist must arrange for appropriate storage of
the archives in a suitable location which is easily accessible to the
Archivist. Such facilities should take into consideration special needs
for temperature and humidity control.
Division and Association Records Retention Policies
provide guidelines for the type of materials to be retained and the
length of time they are to be retained.
The Division Archivist should contain the historical
record of the Division and its activities. There are two types of
records - those kept permanently and those that are reviewed every five
years and may be weeded.
Records to be permanently retained include:
Records to be reviewed:
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Correspondence and memos
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Drafts
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Other operating records
5.2.3. Bylaws and Procedures Manual
This committee, chaired by the immediate Past-Chair,
works in coordination with the Executive Board to be sure that the
Division is following the Bylaws and that necessary procedures are
documented in this Manual. The Committee Chair must also keep aware of
changes in the Association Bylaws and their impact on the Division.
The procedures for revising the Bylaws are found in
Article XIII. of the Division Bylaws. If the Executive Board or members
of the Division suggest changes to the Bylaws, this Committee is
responsible for getting necessary Association and Division approvals.
This committee also is responsible for the revising and
updating of the Division Procedures Manual and for ensuring that it is
distributed to the Executive Board, Committee and Section Chairs.
5.2.4. Conference Planning
The Conference Planning Committee consists of one person
appointed by the Division Chair, the chairs of the Sections, and the
person in charge of the local arrangements sub-committee. This Committee
plans the program for the next annual meeting following appointment,
e.g. a Planner appointed in June of 1988 will work on the annual meeting
in June 1999. (This has been changed so that the planner is appointed in
time to attend the Winter and Annual Meetings where the conference is
planned, and so the Chair-Elect appoints the Program Planner as soon as
possible after his/her election. Also now added to this team is the
Professional Development Chair who will be responsible for the
continuing education course to be offered by the Division, which has a
very tight timeline of August 1 for requirements to be met.)
The Chair and Chair Elect of the Division work closely
with the Conference Planning committee to coordinate the Division's
program and activities at the annual meeting. The Conference Planning
committee also coordinates with the Association so that paperwork and
forms are submitted in a timely manner, the programs are scheduled,
appropriate entries are included in the conference programs, and needed
facilities are available.
The Conference Planners attend planning and
informational meetings at the Winter Meeting and the Annual Meeting.
This committee is responsible for substantial
expenditures for the annual meeting. They must advise the Division Chair
and Treasurer of planned expenses such as honoraria for speakers,
special equipment needed for a meeting, etc. as early as possible (and
within the Association deadlines). As the conference planning takes
shape they have to work with the Chair and Treasurer to be sure that the
budget accurately reflects their plans. (See request for check, Appendix
C.)
A Local Arrangements Sub-Committee works with the
Conference Planners to coordinate the Division Suite. This sub-committee
is responsible for planning and coordinating the Division Open House at
the Annual Meeting. If the hospitality suite is co-sponsored, the
committee will coordinate with other Divisions. The committee will
purchase food, beverages, and supplies and transport them to the site of
the Open House. They will schedule ITE hosts at the Open House and
coordinate clean-up activities. If corporate sponsors are solicited for
the Open House, the committee forwards monies collected to the Division
Treasurer. (This paragraph does not represent current operation.)
5.2.5. Government Relations
In 2000, the Awards and Membership committees were
combined into one new committee to be called Member Services. The
rationale for this was to better coordinate the activities directly
concerning members. The Member Services committee should be a
multi-member committee.
Membership
The Member Services Committee maintains up to date membership records as
received from the Association. The Chair of this committee coordinates
with the Executive Board regarding the quality and accuracy of
membership lists.
New members of the Division are welcomed by letter from
the Membership Committee Chair. The Membership committee may send lists
of new members to the B/ITE editor for publication. If a member does not
renew Division membership, the committee should follow-up and encourage
reinstatement.
Awards
This committee is responsible for nominating Division members for
suitable awards by the Association. The committee should distribute
information about Association to the membership via the discussion list
early in the Fall. The committee reviews Association notices about
awards and coordinates with the Division Chair. The committee may also
recommend that the Division give awards of a certain type, such as
scholarships to Division and Association members. The committee is
responsible for promoting and coordinating the awarding of the Joe Ann
Clifton Student Award and the ITE Member Award.
The Joe Ann Clifton Student Award is given annually to
allow a deserving student the opportunity to attend the SLA Annual
Conference. Presentation of the winning work will be made at the ITE
Business Meeting. The winner will receive reimbursement of up to $1,500
for conference expenses, limited to: Student Registration (including the
ITE lunch), economy class travel, housing and in-town transportation and
meals. Also, student membership for one year in SLA will be covered. The
entrant must be a student in an ALA accredited library school who is in
good standing as of the time of submission (usually in March). The
winning work will be presented in b/ITE. If no submitted work meets the
standards of the committee, the award may not be given in that year. The
final decision for selecting the winning entrant rests with the
Executive Board. A short list of ranked entrants will be presented to
the Board in late March for their selection
5.2.6. Newsletters
The Division's newsletter is B/ITE. It is published
irregularly. It provides a forum for articles regarding information
technology, includes announcements of programs and schedules, presents
the slate of new officers, etc. It is published electronically on the
division web site and distributed at no additional cost to Division
Members upon request.
5.2.6.1 Editor
The Editor is responsible for the content of the
issue. The Editor reminds contributors of deadlines and acquires the
copy. The Editor assembles the text and the advertisements for each
issue, and is responsible for soliciting ads and collecting revenues
for the ads. The revenues are forwarded to the Treasurer. The costs
for ads are determined by the Newsletter Committee and approved by
the ITE Executive Board.
5.2.7. Nominating
The Nominating Committee is chaired by the immediate
Past Chair of the Division. It is a committee of past chairs where two
other members who are not on the ITE Board, but have been chairs of the
division, are also part of the committee. They are appointed by the
Division Chair.
The procedures for nominating a slate of officers and
for conducting the election of officers are included in Article IX of
the Division Bylaws.
5.2.8. Public Relations
This committee is responsible for developing Division
brochures, advertisements, membership stickers, etc. to enhance the
image of the Division. It is responsible for promoting the Division
activities and publications and for encouraging membership. It
coordinates its activities with the Association Director of
Communications and reports any relevant activities to the Executive
Board of the Division.
- 5.2.9. Regional Conference Coordination
When necessary, this committee is responsible for
contacting Chapters of the Association and coordinating and
co-sponsoring with them meetings on information technology topics. These
topics are designed to bring information to the Association members for
their professional development and growth. This committee is responsible
for budgeting expenditures, coordinating with the Division Chair and
Treasurer regarding these expenditures and for communicating other
relevant data to the Executive Board regarding planned regional
conferences.
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5.2.10. Strategic Planning
The Strategic Planning Committee is responsible for
writing the Division Strategic Plan. Following approval of the plan,
this committee refines it, adjusts it according to Division needs and
monitors its progress. The Committee also should be aware of the
Strategic Plan of the Association, and be sure that the Division's plan
is not in conflict with it.
An auditor is appointed by the Division Chair prior to
the end of the Division fiscal year (December 31). The auditor is an
independent evaluator of the financial records and financial status of
the Division. The auditor does not need to be an accountant. The auditor
works with the Treasurer to prepare the annual financial statement.
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