Bulletin Editors

General Duties:

• To be responsible for the content, production, publishing, and distribution of the PAM Bulletin four times a year: August 1, November 1, February 1, May 1.
  • Much of the Bulletin's content comes from regularly scheduled submissions by division staff; send out reminders of the PAM Bulletin Contributor Information and Deadlines. However, the Editors should also seek out announcements/progress reports on any important Division issues/projects, since the Bulletin is the official tool for informing the membership (especially since a significant fraction of PAM members do not subscribe to PAMnet; see also PAMnet Monitor). It is particularly important to publish at least by the May issue any motions to be considered at the annual Business meeting or proposed changes to PAM's Governing Document and, in the February issue, the officer nominations, in order to meet the Governing Document's requirements for adequate notice.
  • The production of the Bulletin depends upon the specific technology available to the Editors. The format of the Bulletin should be fairly consistent, with small changes made only occasionally and radical changes made rarely, the latter with the approval of the Executive Board.
  • Discuss copy with the Chair before final publication. Control of all publications of the Division shall be vested in the Executive Board.
  • It has been the policy of the division not to accept advertising in the Bulletin. See PAM Bulletin Sponsor Information. Publisher announcements are possibly allowable, but the Editor should edit them if they are too commercial and consult with the Board if anything is questionable. Submit all unusual requests and questions regarding procedures (e.g., sale of mailing list, advertising, donations, etc.) to the Board for approval/handling.
  • It has been the general policy of the Division to avoid duplicating general SLA announcements that appear in Infomation Outlook.
  • Notify the membership (by direct e-mail as well as by a PAMnet announcement; e-mail addresses can be obtained using the Unit Label, Roster, and VIP Report Request Form) as each issue is published. Send a note to other divisions, the Division Cabinet Chair, etc.
  • Send print copies to the PAM Archivist and two copies to SLA Information Resource Center for archiving purposes (John Latham, Director, Information Center; Special Libraries Association, 331 South Patrick Street, Alexandria, VA 22314-3501; jlatham@sla.org). Also send print copies to any members who request it (e.g., those without ready internet access). Copies mailed to foreign subscribers should be put into envelopes and any extra postage needed for timely delivery paid. Address labels can be obtained using the Unit Label, Roster, and VIP Report Request Form.
  • Promptly report costs incurred to the Treasurer for reimbursement (see Expenses Reimbursement Policy). In 1993, the Executive Board approved a procedure whereby the entire annual amount may be forwarded to the Editor(s) at the beginning of the year. This will eliminate the need for the Editor to pay expenses out of her/his pocket, even temporarily. Alternatively, arrangements can be made for the Treasurer to pay for printing or other costs directly (e.g., with the Division debit card). An estimate of the necessary amount should be made by the Assistant Editor and given to the Treasurer near the beginning of the year. As each Bulletin is produced, the receipts should be forwarded to the treasurer and a reckoning made at the end of the year.
• To follow the defined editorial policy (occasionally published in the Bulletin): "The Editor may consider unsolicited submissions but is not obligated to publish them, using his/her judgment to decline items of unsuitable scope or quality. The Editor may edit any submission for length and style."
• To stay apprised of the activities of the Division and SLA and be acquainted with the interests of the members, to help ensure consistency and decide what will be of interest to readers.
• To attend Board Meetings (unless no pertinent business is on the agenda).
• To keep informed of current Association practice, including by attending the training session for bulletin editors usually held at the annual conference (both Editors should attend) and consulting SLA's Bulletin Editors resources.

Editor Responsibilities:

• Composition of the Bulletin from regularly submitted sections by the Workshop Moderators, Chair and other sources.
• Coordinating web creation and production for each issue.
• Innovations as determined by the PAM membership and approved by the Exectutive Board (minor procedures such as mailing procedures, etc., do not need Board approval).

Assistant Editor Responsibilities:

• In coordination with the Editor, assistance in the production and dissemination of the Bulletin.
• Coordination of printing and mailing of the Bulletin.
• Occasional editing of special feature sections in a particular issue.

Aprocrypha:

• The Editor should send the typeset Bulletin to the Assistant Editor about two weeks before these dates.
• In order to ensure that printing costs are reasonably predictable, the PAM Board has suggested a page limit of 64 per volume (year). August will usually be larger than the other issues in order to give the conference adequate coverage.
• The content of the print and the online versions of the Bulletin should be the same. Pointers to online pieces in the printed Bulletin will show up as hotlinks in the online version.
• Even though labels for library schools and other divisions are sent by SLA HQ, do not mail copies to these because of high costs. The latter group may be sent an email copy, in lieu of print, when available. At this time, all members should still receive a print copy, even though an email copy might exist.
• The board decided (in 6/98) to discontinue paid subscriptions for non-members.

Copyright protected.

Page last updated: October 8, 2004