October 21, 2015

ETS: EMERGING TECHNOLOGIES SECTION

NEW CHAIRS ORIENTATION

IntroductionsReview AgendaChair Orientation

Committee Chair Responsibilities/expectations (includes RUSA requirements)

Handbook updates Blowing up the Handbook!

Separate appendices from the Handbook – own standalone documents (all need updating!)

By Laws update

Midwinter updatesOther topics?

AGENDA

EXEC Committee Donna Scanlon, Chair dscanlon@loc.gov Courtney Greene McDonald, Vice-Chair

crgreene@indiana.edu Stephanie Graves, Past-Chair

stephaniegraves@tamu.edu Chanitra Bishop, Secretary

chbishop@indiana.edu Amy Fry, MAL afry@bgsu.edu Jason Matthew Coleman, MAL coleman@ksu.edu Matt Torrence, MAL torrence@usf.edu

WELCOME

ETS Committee Chairs

Best Free Web Sites Ashley Rosener & Paul Victor, Jr. , Co-Chair Conference Program Planning Debbie Bezanson, Chair Hot Topics in E-Reference DG Jessica Huff man, Chair Svcs for Systems & Discovery* Geoff rey Morse, Chair MERS Lily Todorinova, Chair

ETS Achievement Amy L. Fry, Chair Nominating Stephanie Graves, Chair Outreach Shannon Jones, Chair Planning Nancy Cunningham, Chair Professional Development Beth Boatright, Chair Publications** Members at Large? UX Design Ryan Shepard, Chair VR Ref. DG Jessica Cerny, Chair *New name – former ly Local Systems & Serv ices and Products & Serv ices **Revamping/combining/??

WELCOME

6 Areas of Responsibility

1. Committee Engagement2. Membership3. ALA Conference Meetings4. Virtual Meetings5. Publicity6. Communication

CHAIRS ORIENTATION

 

To-Do: Set at least one goal that you would like to accomplish this year as Chair.

Maybe that’s hosting a program or updating your committee charge. As we re-vamp the Handbook, committee involvement will be key!

Chairs are responsible for keeping committees moving forward toward your goal.

  Remember that Executive Committee approval is needed if you are

planning a program, discussion forum, publication, special project, etc. Be aware of the deadlines associated with approval for each event.

 

1. COMMITTEE ENGAGEMENT

 To-Do: Check Your Membership Roster for Accuracy

(including dates of appointment).

If members' personal information changes (new job, new address, etc), they must update it themselves by signing into their profile on the ALA website and updating the information.

If members need to be added or dropped from the committee roster, their status changed, (virtual, intern, consultant, etc.) or their dates of appointment are inaccurate, please inform the ETS Chair, Donna Scanlon (dscanlon@loc.gov).

 

2. MEMBERSHIP

 To-Do: Identify members for re-appointment on the

committee

Ask members who are completing their first two-year term on the committee to see if they wish to continue for a second two-year appointment

Consider running for a second term as Chair. If you have served two terms as Chair already, try to identify

someone who should be Chair next year.  

Email reappointment information to the Vice-Chair, Courtney Greene McDonald (crgreene@indiana.edu) after MidWinter Meeting!

2. MEMBERSHIP

 

To-Do: Take attendance at meeting using the Committee attendance form.

Visitors : If you have visitors to committee meetings, include their contact information on the Committee attendance form and give or email the information to the Vice Chair, immediately after the meeting. Visitors are potential members of ETS and potential committee members, so collecting this information is important.

Unresponsive Members : If you have a problem with a committee member not responding at all, check with the Chair. There is some boilerplate language in the ETS Handbook starting on page 73 that you can adapt as needed.

ENCOURAGE USE OF THE RUSA VOLUNTEER FORM!

2. MEMBERSHIP

Before ALA: Create an Agenda Email Meeting Agenda and Reminder of meeting date, time, and location to all committee

members Gather any info or feedback from committee members not able to attend ALA

At ALA: Run committee meetings at conferences   Have attendees introduce themselves Take special note if any visitors are interested in joining the committee Keep an attendance sheet . Encourage all committee members to participate during the meeting

  Minutes : Determine who wi l l take minutes for the meet ing. Make sure that the

person tak ing minutes has a copy of the attendance in format ion to inc lude in the minutes. Minutes f rom the committee meet ing held at the last conference should be approved dur ing the current meet ing or v ia emai l pr ior to the meet ing. A l l approved minutes should be sent to the ETS webmaster at marswebcoordinators@gmai l .com ( is th is emai l st i l l va l id?) to be posted to the committee web page. The minutes should a lso be sent to the ETS Chair , Vice Chair , Cha ir of the P lanning Committee, and the Execut ive Committee L ia ison for the committee. (These wi l l be usefu l for the end of year report to RUSA)

3. ALA CONFERENCE MEETINGS

Set regular virtual meetings with your committee.

RUSA has a license for Adobe Connect, which can also be used to schedule virtual committee meetings. There is also a teleconferencing option. http://www.ala.org/rusa/virtualmeetings/adobeconnect

  You and your committee members may also have access to

other tools such as GoToMeeting, BaseCamp, etc., and of course there are free tools such as Skype and Google Docs. If you find a tool to be particularly worthwhile, please share your experiences with the group as we are always looking at ways to improve our virtual productivity.

 4. VIRTUAL MEETINGS

Encourage all members to participate in work between conferences. Delegate roles to committee members. Send progress updates to committee members throughout

the year. Send out minutes of all virtual meetings.  

Keep the Executive Committee informed through your Member at Large.

 4. VIRTUAL MEETINGS

1. Committee Web Page  

Committee Web Pages are listed at: http://www.ala.org/rusa/sections/mars/marssection/marscomm/committees. (note – page needs updating for new name and committee changes)

It is one of the roles of the committee to keep your committee web page up-to-date. If the committee also chooses to maintain a separate wiki or blog, a link can be added to the committee web page; however, current information should continue to be added to the committee web page. Send documents for posting to the ETS webmaster (now MAL) at marswebcoordinators@gmail.com (?). It is not necessary to convert documents to HTML.

  Committee web pages should contain:

  The Committee Charge/Statement of Purpose – A short statement of what the committee

does. See the description in the ETS Handbook for your committee.http://www.ala.org/ala/mgrps/divs/rusa/sections/mars/marssection/marshandbook/mars_handbook/marshnbk08.pdf (Review and update for new handbook)

  Substantive Content – Links to publications, info about programs, discussion forums,

handouts, Power Points presented during programs/discussion forums, etc.

5. PUBLICITY (3 WAYS)

2. ALA Connect: Administrative Information Agenda of upcoming meeting – Can also be posted in ALA

Connect Minutes of past meetings – Can also be posted in ALA

Connect Current roster (password protected-access limited to ALA

members)

If there are errors in the roster – DO NOT SEND corrections to the WEBMASTER. Personal committee member information must be corrected by the member by signing into his/her profile on ALA. If committee members' names are missing, members are listed who are not members, member's status, terms is wrong, etc., contact the ETS Chair, Donna Scanlon, dscanlon@loc.gov

5. PUBLICITY (3 WAYS)

3. ETS-L / MESSAGES from ETS 

Committee chairs and members should make sure they are subscribed to ETS-L and RUSA-L. The activity isn’t high and it is a good way to keep up-to-date with RUSA and ETS activities.

Chairs should draft summaries of meetings and activities for inclusion in Messages from ETS.

The ETS-L/Messages from ETS editor will send out deadline information during the year. Between issues of “Messages” feel free to send emails to the ETS-L and RUSA-L listservs.

5. PUBLICITY (3 WAYS)

Communicate with: Your Committee members

Email frequently Consider using a blog, wiki or other tools to manage communication

The Executive Committee Email the ETS Chair at any time, dscanlon@loc.gov Ask questions of your Member at Large Chairs should attend at least one ExComm meetings at each ALA conference to

report on the committee’s activities.

ETS and RUSA Groups ETS-L: To subscribe, unsubscribe, manage subscription options or view ETS-L

archive, go to http://lists.ala.org/sympa ALA Connect : ALA Connect has been pre-populated with ALA individual and

committee membership information.

Schedule time to communicate!

6. COMMUNICATE

Feel free to contact the Executive Committee Liaison for your committee or the ETS Chair if you have questions, concerns, or ideas to share throughout the year.

QUESTIONS? / COMMENTS

Complete transition from MARS to ETS Update website & documents (handbook, bylaws, etc) for

new name Update Handbook Review Committee structure (see draft proposal from

Planning committee) Separate, update and post revised handbook sections Capitalize on Emerging Technologies interest

Explore opportunities for virtual participation and virtual engagement in the work of ETS

GOALS

Thanks everybody!!