Policies & Practices SLA Competitive Intelligence (CI) Division

Transcription

1 FOREWORD Policies & Practices SLA Competitive Intelligence (CI) Division Approved 17 October 2012 ********DO NOT EDIT INFORMATION BELOW THIS LINE********** Association Statement The Special Libraries Association (SLA) is an international organization of approximately 12,000 innovative information professionals and their strategic partners. I. INTRODUCTION Participation in Division activities is a most gratifying aspect of membership in SLA. These Recommended Practices are intended to serve as a reference for Division Officers and other Division leaders in the development of Practices for their particular unit. Each Division is encouraged to customize its own Practices based on the model presented here. They contain valuable, "must-know" information on Division responsibilities, Association structure, policies and procedures. The Practices delineate the responsibilities of key Division leaders and should aid in the understanding of the relationships among Division leaders, Association officers, and units. Each Division should maintain approved Practices that define in detail the responsibilities and duties of the individual Division officers, appointed positions and committee chairs, as appropriate for the Division. Suggested additional content of a Division Practices Manual: A. History and background of Division, including a list of past Division leaders B. The addition or deletion of descriptions of committees chair and appointed positions, and their respective duties, as currently in practice C. Detailed descriptions of existing Division programs (such as specific Awards, traditions, and special programs & meetings, etc.) D. Approved Division Policies (such as an Officer Travel Policy). E. Calendar of deadlines (such as leadership reports, elections, meeting notifications). F. Copy of Division Governing Document. A former Division Chair is often chosen to undertake the preparation and/or updating of the Division Practices Manual. Each Division leader should have a copy of the Division Practices Manual available. It is important that outgoing Division leaders pass their copies of the manual to the incoming leaders as soon as election results are known. Detailed handbooks containing additional information and suggestions for fulfilling the responsibilities of key Division leaders are also available. References to the handbooks are made throughout the Recommended Practices where additional information may be desired. Please 1

2 note, handbooks have not been written for all Division leaders. Handbooks can be found at: A copy of the Division s most current Practices Manual must be sent to the Leadership Department at the Association office. Suggestions for additions and revisions to these Recommended Practices should be forwarded to the Association Leadership department at leadership@sla.org. A. DEFINITION OF DIVISIONS 1. Relationship to Association The creation of Divisions and their activities are carried on within the framework of the Association's bylaws and policies as determined by the Association's Board of Directors. The Association receives direct impetus in many of its professional activities from the work and support of the Divisions. In turn, Divisions receive the benefits of an international body that fosters inter-division cooperation and collectively promotes the advancement of special librarianship and information services. Divisions exist to serve their members special interests and the interests of the Association by planning meetings and programs, issuing publications (such as bulletins and/or newsletters), maintaining online discussion lists and web sites, and engaging in special projects (such as organizing professional institutes or seminars and cooperating with other library and professional groups in their respective subject area). All Division officers and leaders must be members of the Association and members of the Division. 2. Relationship to Division Cabinet The Division Cabinet consists of all SLA Division Chairs and Chairs-Elect. If the Chair or Chair-Elect is unable to attend a meeting of the Division Cabinet, the Division Chair may assign a delegate to attend the meeting. The Division Cabinet represents Division interests on all matters considered by the Board of Directors or acted upon by the Association staff and committees, and the Division Cabinet keeps the Divisions informed of all decisions and policies affecting them. The Division Cabinet is headed by the Cabinet Chair and Chair-Elect, elected by the SLA membership to the Board of Directors. The Division Cabinet shall hold at least one regular meeting. If there is only one meeting, it shall be held during the Association's annual conference. Special meetings may be held upon call of the Chair or upon written request of 8 members of the Cabinet. Joint sessions with the Chapter Cabinet may be requested by the Division Cabinet Chair or the Association President. Meetings of the Division Cabinet shall be open to all Association members. ********DO NOT EDIT INFORMATION ABOVE THIS LINE********** 2

3 II. CI DIVISION PRACTICES FOR OFFICERS The role of leaders in SLA is to advance opportunities for members to share in and accomplish the Vision and Mission of the Association. To ensure that outcome, leaders shall respect and adhere to the code that identifies SLA Leadership s responsibility and accountability to the Association and its members. Leadership is defined as the leaders and members of the Board of Directors, Association Committees and Task Forces, as well as the voting members of Division Executive and Advisory Boards, and Caucus Conveners. The Leadership Code of Responsibility document shall be read and signed by the CI Division leaders at the beginning of their term. CI Division officers and other volunteer leaders serve one-year terms, from January 1 through December 31. They are invited to continue in their respective role on an annual basis, for up to six years. Executive Board Voting officers members of the CI Division s Executive Board are elected to office by the CI Division members. The annual election process is held between September 1 and December 1, with results announced by year-end. These officers include: 1. Division Chair 2. Division Chair-Elect 3. Division Past-Chair 4. Division Secretary 5. Division Treasurer 6. Vendor Relations Chair 7. Membership Chair Advisory Board Non-voting officers members of the CI Division s Advisory Board are appointed to office. A. Division Chair The CI Division Chair s duties are as follows: 3

4 1. Communication Duties External Communications The CI Division Chair may be asked to speak or act officially on matters that are within his or her areas of official responsibility and on which he or she is fully informed. When SLA's official position is known, particularly when it has appeared in writing, it should be quoted to ensure consistency of response. Advice from Association leadership should be sought when the official position is not known. Without exception, new or controversial matters should be referred to the Association President and Executive Director. This is particularly important when drafting a statement that will reflect SLA s position. Internal Communications Face-to-face interaction at the Leadership Summit and Annual Conference is the best means of establishing a productive rapport among Division Cabinet members. Between meetings, the members can communicate effectively via phone, , snail mail and social media. To assure that the CI Division Chair-Elect is fully informed on all business of the CI Division and the Division Cabinet, it is important for the CI Division Chair to share copies of all CI Division and Association-related communications with the Chair-Elect, even if the subject matter seems inconsequential. This keeps the Chair-Elect both informed and prepared to substitute for the Chair, in case of an emergency. The CI Division Chair must communicate with Board members regularly via or other methods. He or she should also forward appropriate messages from the SLA Leadership listserv to Division membership via the listserv and other communication vehicles. The Chair is responsible for modeling communication and leadership behaviors, both for the Board and for the CI Division membership. 2. Appointment Duties The appointment duties of the Division Chair are: a. To appoint chairs for all committees and other positions as specified in the CI Division's Policies & Practices manual. Appointments should be made before the Chair-Elect assumes the office of Chair. Appointments should be made for a specific term of office, and written acceptance should be obtained from each appointee. Division Committees and appointed positions are identified in Section III of this Policies & Practices manual. b. To appoint an auditor by the end of December to audit the financial statement prepared by the Division treasurer. The auditor may be neither an elected or 4

5 incoming Division officer nor a current or incoming member of the SLA Board of Directors. 3. Meeting Attendance The following are the specific meeting responsibilities of the CI Division Chair: a. To attend all CI Division meetings. b. To preside at CI Division board meetings. These meetings can be very useful for problem-solving and can include the entire Advisory Board, for additional input and perspective. c. To preside at the CI Division's annual business meeting. d. To attend Division Cabinet meetings and any joint meetings of the Division and Chapter Cabinets at the Association's Annual Conference and Leadership Summit. If either the Chair or Chair-Elect is unable to attend a meeting, the CI Division Chair should appoint another CI Division member, preferably an officer, to represent the CI Division. All Division Chairs and Chairs-Elect constitute the Association's Division Cabinet. Attendance at the meetings of the Cabinets is one of the most important responsibilities of Division officers. The Division Cabinet can be truly effective only if all representatives participate. The Association Office issues a "Call to Meeting" approximately two months before each Board of Directors and Cabinet meeting. This document includes detailed instructions on the preparation of documents for information or action at the Board and Cabinet meetings. The deadline for receipt of documents for placement on the Cabinet's agenda is usually about one month before the meeting. If the CI Division Chair has last-minute business to bring to a Division Cabinet meeting, the nature of the business should be brought to the attention of the Division Cabinet Chair a minimum of 24 hours before the start of the meeting. All motions, petitions, resolutions, etc., should be written and submitted in advance. e. To attend the Association s Leadership meetings and any orientation and meetings for Division officers moderated by the Division Cabinet Chair and Chair-Elect. Orientation documents to aid Division officers can be found on the Association s web pages Leadership Training Center and the Leadership Training Manual at 5

6 This information serves to expand the communications network and provides an opportunity for Division Chairs to get to know the Association's inner workings and concerns. It is also of real value for information on funding meetings, finances, bulletins, etc. f. To attend the open sessions of the Board of Directors at the Leadership Summit and Annual Conference, as an observer. 4. Reporting Duties The CI Division Chair must submit several specific reports that are due at predetermined times during the Association's business year. These reports must be submitted on or before the stated deadlines. Regardless of which CI Division officer or committee chair has the responsibility for preparation and distribution of a report, the CI Division Chair is responsible for seeing that all deadlines are met. Copies of all division reports must be saved and stored by the division archivist, as a record of their completion and for future reference. Refer to Section H. for the Association Action Deadline Chart. See also Association Policy for Reporting Requirements for SLA Units. Timely submission of the CI Division annual report is required in order to receive the dues allotment the following year. 5. Conference Program Duties a. Works with the CI Division conference planner and planning team to ensure the CI Division program and related activities are successful. b. Assists Division conference planner as needed. c. Works with the Division conference planner to schedule and conduct an on-site Board meeting and to plan and conduct an Annual Business meeting during the conference. 6. Other Duties There are several general duties that are crucial to the successful operation of the CI Division and to the smooth transitions of authority. Among the general duties of the CI Division Chair are the following: a. Serves as Chair of the CI Division s Executive Board and Advisory Board. b. Reads the CI Division s Governing Document and Practices Manual thoroughly to determine the responsibilities of each CI Division officer. 6

7 c. On assuming office, acquires from the Past-Chair all of the CI Division's current records. Those records not needed should be forwarded to the CI Division archivist. (If current records are not received within 30 days, contact the departing Chair to request their transfer.) d. Reads all the information sent by the Association office and the Division Cabinet Chair via the Leadership Discussion List and Division Cabinet Community of Practice (both Chair and Chair-Elect should maintain current listings in their SLA member records). e. Prepares the CI Division's budget in consultation with the Treasurer and other CI Division leaders. f. Makes decisions on CI Division policy, referring questions to the appropriate Division officer or the entire Executive and/or Advisory Boards. g. Serves as ex-officio member of all committees except the Nominating Committee. h. Recommends to the Board any measures that will further the objectives and improve the effectiveness of the CI Division. i. Works with the Social Media Chair and/or Webmaster to bring all pertinent information before the CI Division membership. j. Informs the Leadership Department at the Association Office at once if the CI Division appoints a representative to another professional society. k. Informs the Leadership Department at the Association Office of appointment/changes throughout the year of elected and appointed offices. l. Sends copies of all reports, publicity, etc., to the CI Division archivist (or other designated CI Division member) and copies of current correspondence to the CI Division Chair-Elect. m. At the conclusion of term as CI Division Chair, reviews with the Chair-Elect the responsibilities of the position and any ongoing projects. n. At the conclusion of term as CI Division Chair, forwards all current records to the incoming Chair within 30 days of leaving office and moving into the Past-Chair role. B. Division Chair-Elect The CI Division Chair-Elect s duties are as follows: 1. Orientation and Communications 7

8 The CI Division Chair-Elect should read the CI Division s Governing Document and Practices Manual to become familiar with the duties of all CI Division officers. The CI Division Chair-Elect will substitute for the Chair in his/her absence. In the event of disability or withdrawal of the Chair, the title and all duties and obligations shall be assumed by the Chair-Elect. The CI Division Chair-Elect should take every opportunity to become acquainted with other members of the Division Cabinet, especially the Chairs-Elect of other Divisions. Division Chairs-Elect who are diligent in becoming acquainted with other Cabinet members will find that they are soon well established in the informal communications network that exists among Division officers. 2. Other Duties The following duties are essential for the efficient operation of the CI Division and for the smooth transition of office. The CI Division Chair-Elect: a. Serves as a member of the CI Division Executive Board. b. Substitutes for the CI Division Chair. The Chair-Elect may act in the Chair's absence and perform other duties as specified in the CI Division's Governing Document and/or Practices Manual. c. Attends meetings. The CI Division Chair-Elect is required to attend the same meetings as the CI Division Chair. These are detailed under the Division Chair's responsibilities, Section II.B.3. of these Practices. d. Learns as much as possible about the operation of the CI Division, during the year as Chair-Elect, in order to ensure a smooth transition to the Chair position in the following year. e. Recruits Advisory Board members to serve during his or her term as CI Division Chair. f. Provides the Association Office with the names of all CI Division and committee officers appointed to serve the CI Division. Forms for submitting this information are supplied by the Association office. The completed forms should be forwarded to the Association office prior to the Annual Conference, if possible. Failure to report the names of officers and committee appointees before June 30 may result in the omission of these names from the CI Division s listing on the Association web pages, and the timely addition of the respective individual s addresses to the appropriate discussion list. 8

9 C. Division Secretary g. Transfers records to the new CI Division Chair-Elect. On assuming the office of Chair, all pertinent records should be given to the incoming CI Division Chair- Elect by January 1. h. At the request of the Chair, performs any other duties as required for successful operation of the CI Division. The CI Division Secretary s duties are as follows: 1. Serves as a member of the CI Division Executive Board. 2. Records and distributes minutes (record of the proceedings) of the CI Division's business meetings, including the annual business meeting, to members of the CI Division s executive board. The minutes should contain a record of actions taken at the meeting. Minutes are to be kept not only for the annual business meeting, but also for all Executive Board and Advisory Board meetings of the CI Division. The first paragraph of the minutes should include the following information: a. Name of the Competitive Intelligence Division. b. Type of meeting held (board meeting, executive board meeting, annual business meeting, etc.). c. The date, time and place of the meeting. d. The names of the convening officer and secretary or their substitutes. e. Names of individuals present. f. If relevant, whether the minutes of the previous meeting were read and approved or corrected. The body of the minutes should contain a separate paragraph for each subject discussed and should include the wording of each motion. The name of the seconder does not need to be entered. The minutes should state if the motion was approved, failed, failed for lack of a second, amended, postponed, or referred. If there is a count taken of a vote on a motion, the count must be recorded. Depending on the nature of a committee report, it can be summarized by the secretary or included intact in the minutes. The name and the subject of a guest speaker can be given, but no effort should be made to summarize the speaker's remarks. The final paragraph includes the time of adjournment and the signature of the secretary. s copies of each set of approved minutes to SLA Chief Financial Officer. 9

10 3. Conducts official correspondence and maintains a file of current records as requested by the CI Division Chair. At the end of the Association year, archival material should be transferred to the CI Division Archivist. 4. Manages the CI Division s file-sharing system for storing copies of each set of approved minutes and other current records. The system should be accessible only by members of the CI Division Executive board. D. Division Treasurer The CI Division Treasurer s duties are as follows: 1. Serves as a member of the Executive Board. 2. Maintains all financial records of the CI Division in accordance with Association Practices and submits required reports to the Association office according to established deadlines. 3. Monitors CI Division fund-raising activities to ensure that they are in compliance with Association Practices. 4. Collects, deposits, and expends funds for the CI Division as requested and authorized by the Chair. In addition, arranges for the Chair and Chair-Elect to have signature authority for the CI Division s bank accounts. 5. Invoices vendors and sponsors for amounts produced by division fundraising efforts, and works with Vendor Relations Chair to follow up with reminders or past-due invoices, requesting payment, when necessary. 6. Prepares, signs, and submits an audited annual financial statement for each fiscal year ending December 31. Forms can be accessed on the Association website. The completed form must be submitted to the Director, Finance at the Association office by January 31. The CI Division's annual financial statement must be certified as to its accuracy by an auditor appointed by the CI Division Chair. 7. Reports the fiscal condition of the CI Division to the Executive Board at each meeting, with formal written reports to be submitted to the Board at least twice during the year and upon request. 8. Works with the Division Chair to prepare an annual budget, for approval at the first Board meeting of each new fiscal year. The CI Division s fiscal year runs from January 1 through December Copies of all division reports must be saved and stored by the division archivist, as a record of their completion and for future reference. 10

11 For additional information about the duties of the Division Treasurer, consult the SLA web page for Unit Treasurer s Information. See also, the Tax and Legal Handbook 11

12 E. Division Past-Chair The CI Division Past Chair s duties are as follows: 1. Serves as a member of the Executive Board. 2. Advises the Chair based on experience from previous years. 3. Working with the Executive Board, identifies and recruits candidates for Chair-Elect and other Executive Board positions to be filled through the annual election process. Conducts the election and announces the results to the Association, CI Division leadership and CI Division membership. 4. Coordinates the updating of the CI Division Policies and Practices manual. 5. Coordinates revisions to the CI Division s by-laws, if and when necessary. 6. If the position of Archivist is not filled, the immediate Past-Chair serves as the Archivist for the CI Division. 7. Undertakes special projects at the request of the Chair. F. Vendor Relations Chair (Fundraising) The Vendor Relations Chair (Fundraising) is responsible for all relations with vendors, including soliciting sponsors for CI Division programs to help recover and reduce the cost of the programs. He or she is also responsible for soliciting advertisers and sponsors for CI Division awards, publications and social media, as well as other efforts and initiatives to be identified. Duties of the Vendor Relations Chair include: 1. Serves as a member of the Executive Board. 2. Contacts library-related and competitive intelligence suppliers and vendors to make them aware of CI Division sponsorship, advertising and promotional opportunities. Makes phone calls and send notes, following up on their potential interest. 3. Obtains advertising copy and images from vendors, for inclusion in the appropriate publications, materials or social media. Ensures vendors receive copies of materials or links to electronic publications in which their sponsorship is noted or their advertisement appears. 4. Sends confirmation communications to vendors who have agreed to sponsor programs, outlining what recognition they will receive and the amount they will be invoiced. 12

13 5. Provides quality control, ensuring and confirming vendors receive the recognition for which they have paid. This may include confirming correct vendor name and spelling, description of products of services, if appropriate, and correct images to be used. 6. Maintains list of sponsor and contact names and record of their respective activities. 7. Develops an annual plan for sponsorship programs that meets the goals of the division and includes financial targets tracked in the budget. Submits the plan to the Executive Board for review and approval. 8. Assures CI Division Vendor Relations (Fundraising) activities adhere to SLA Unit Fund Development Practice. 9. Reports on Vendor Relations activities to the Executive Board at each meeting, including presenting changes to Vendor Relations policies and programs for approval by the Board. For additional information about Vendor Relations (Fundraising), consult the SLA web page for Fundraising Chairs. G. Membership Chair The Membership Chair is responsible for leading a committee responsible for encouraging the growth of membership in the Association, but in the CI Division, in particular. The committee should consist of the Membership Chair and at least two additional members, who are subject to approval of the Division Chair. Duties of the Membership Chair include the following: 1. Serves as a member of the CI Division Executive Board. 2. Develops and implements activities that generate new members and retain current members. 3. Maintains up-to-date membership records as received from the Association office and alerts the Association office of any irregularities. 4. Provides content for the CI Division s communications, encouraging recruitment of new members and retention of current members. The content emphasizes the requirements for and benefits of CI Division membership. 5. Assists with welcoming new members by phone or , reiterating advantages of CI Division membership and inviting them to upcoming CI Division or Association activities. 13

14 6. Acts as host to new CI Division members attending their first Annual Conference or arranges for other officers to fulfill this duty. 7. Assists with reminding members to renew their CI Division memberships by highlighting its value, in advance of their annual renewal date. 8. Assists with following up with lapsed CI Division members, highlighting the value of membership and encouraging reinstatement. 9. Plans proactive recruitment activities or campaigns to attract new members to the Association and to the CI Division, including distribution of brochures and registration forms to non-member attendees at CI Division meetings and leveraging social media, among other activities. Plans and carries out membership drives in cooperation with the programs of the Association and the CI Division. 10. Prepares a monthly report of membership activities and member statistics, distributing them during CI Division board meetings or electronically. 11. Provides information and insight regarding CI Division members and membership to other CI Division officers and volunteers responsible for communications, as well as to other divisions and chapters, who may need such information and insight to accomplish their respective responsibilities. 12. Networks with membership chairs and officers of other SLA divisions, chapters and caucuses to compare best practices and plan activities for the CI Division. 13. Leads the execution of a regular annual member survey to determine needs, preferences, satisfaction and new programs that could be effective in increasing membership in the division. 14. Maintains the CI Division LinkedIn group, including approving new members, sending a welcome message, monitoring discussions, and seeding discussions as necessary. Membership applications for potential members can be obtained from the Division's membership chair, from the Association office or on the SLA website. Contact the Association's Membership Department via at membership@sla.org for authoritative up-to-date information that will answer the questions asked by potential members about membership requirements, dues, benefits, etc. The Association's Application for Membership is included in the printed membership brochure. This brochure is revised annually, therefore each membership committee should request no more copies in any one year than it expects to distribute to potential members during that year. To avoid distributing outdated information to potential new members, officers and membership committees are advised to take care that they use the most recent revision of the membership application and brochure when recruiting new members. For more information, consult the SLA web page for Membership Chairs. 14

15 H. Voting The CI Division holds conference calls and in-person meetings that include the full Board the Executive Board and Advisory Board at which topics are discussed and consensus reached. Federal law and liability concerns require that voting be restricted to members of the Executive Board. Advisory Board members are encouraged to provide input and recommendations, but they do not have voting rights that could, in effect, override the votes of elected board members. The Association s Division boards are not governed by the requirements and restrictions contained in the New York Not-for-Profit Corporation Law relating to voting and other governance matters, so its chapters and divisions are free to institute whatever governance procedures they choose, including all forms of electronic voting. The CI Division s Executive Board shall hold a minimum of one meeting annually. Additional meetings may be held by call of the Chair, by established practice, or upon request of another board member. Four of the seven officers in attendance shall constitute a quorum for the transaction of business at any meeting of the Board. I. Executive Board Duties of the Executive Board include: 1. Approves amendments to the CI Division s Governing Documents before presentation to the Advisory Board and CI Division membership. 2. Approves contract and agreements entered into by the CI Division. 3. Appoints a successor in case of the resignation of any officer except the Chair. The Chair-Elect automatically succeeds as Chair if the Chair resigns. A new Chair-Elect is then appointed by the Executive Board. 4. Is responsible for all additional duties assigned to the Advisory Board. J. Association Action Deadlines Following are action deadlines and responsibilities for the CI Division s Executive and Advisory Board members. These dates are firm with the exception of those related to the Annual Conference, which may fluctuate. Deadline dates for conference activities are distributed during the year by the Association office. Unless otherwise stated, all documents should be submitted to the Association office. 15

16 ASAP Jan. Date Activities Responsibility Jan. 1 (approx.) Jan. 31 CI Division Board and Annual Business meeting minutes, approved by the board Division Cabinet and Board Meeting. First conference planning meeting. (Leadership Summit) Nominations for SLA Awards. Roster of names for all CI Division officers and committee chairs. CI Division Secretary CI Division Chair/ Conference Chair CI Division Chair CI Division Chair Jan. 31 Audited financial statements to SLA. CI Division Treasurer Jan. 31 Elected CI Division officers return signed copy of Leadership of Code of Responsibility. Elected CI Division Officers March (approx.) Final copy for Annual Conference Program. CI Division Chair/ Conference Chair May 1 (approx.) Requests for action, if any, by SLA Board of Directors to CI Division Chair Annual Conference Board meeting. June (approx.) Division Cabinet Meeting and Board Meeting (Annual Conference). Annual Conference Planning meeting for Chairs-Elect, Incoming Program Chairs. Final meeting for Division Chairs. CI Division Chair/Chair- Elect/Conference Chair June 30 One copy of the mid-year financial statement. CI Division Treasurer July 31 Request for funds, in addition to regular allotment. CI Division Chair August 1 (approx.) Preliminary meeting schedule for upcoming annual Conference and Conference Committee/CE Courses. CI Division Chair/ Conference Chair Nov. 1 (approx.) Preliminary CI Division Annual Conference Program (with details). CI Division Chair/ Conference Chair Dec. Notice of CI Division election results. CI Division Past-Chair Dec. 1 Request for action, if any, by SLA Board of Directors for CI Division Chair Leadership Summit. Agenda items for Division Cabinet Meeting at Leadership Summit. Dec. 31 One copy of Division Annual Report. CI Division Chair III. CI DIVISION PRACTICES FOR ADVISORY BOARD AND CI DIVISION COMMITTEES The CI Division Advisory Board consists of all appointed CI Division leaders and Committee Chairs and has the following duties: 1. Reviews and recommends to the Executive Board approval of the CI Division budget prepared by Chair and Treasurer. 16

17 2. Reviews and recommends to the Executive Board approval of preliminary program plans and special projects and the authorization of funds to implement them. 3. Hears reports of appointed positions and Committee Chairs and takes appropriate action on recommendations. 4. Prepares report of activities for each Board meeting held. The Chairs of CI Division Committees are appointed by the CI Division Chair, typically for a period of one year, but for no longer than six consecutive years. The CI Division Chair may appoint CI Division members to additional positions as outlined in the CI Division s Practices. Committee members may be appointed by the CI Division Chair and/or the respective Committee Chair. The Advisory Board assists the Executive Board in directing the activities of the CI Division, and members are expected to attend all Board meetings. The CI Division seeks a consensus opinion from the Advisory Board in all matters. If consensus is not achieved, the Advisory Board should make opinions known to the Executive Board, who consider their input when voting on matters. The appointed positions and Committee Chairs listed reflect the current needs of the CI Division. The duties of these positions may be combined or assumed by one of the elected officers. A. Archivist The CI Division must maintain archival records, treating them as property of the Association and with the highest level of professional competence. The archives should be located in a place easily accessible to Division officers or members, not in a private home or office. A retention agreement must be signed by a responsible representative of the institution and approved by the Association. Duties of the Archivist include the following: 1. Serves as a member of the CI Division Advisory Board. 2. Maintains non-current documents, correspondence and publications of the CI Division. 3. Solicits archival materials from CI Division officers, Committee Chairs and appointed positions. 4. Sorts, files and weeds collections, retaining only materials of genuine historical importance. 5. Prepares a report for each Board meeting. 17

18 6. Retrieves information and/or makes files accessible to the CI Division Board. 7. Familiarizes himself or herself with the Practices for Division Archives to understand more specific requirements for the housing of archives, archivist, retention schedules, transfer of materials to archivist, organization of archives, and filing of archives. Any questions should be directed to the Director, Information Center, at the Association office. For more information consult the SLA web page for Archivists. B. Awards Committee Chair The Awards Committee Chair is responsible for appointing additional CI Division members to form an Awards Committee, subject to the approval of the CI Division Chair. Duties of the Awards Committee include the following: 1. Committee Chair serves as a member of the Advisory Board. 2. Communicates guidelines and call for nominations or applications for CI Division awards clearly and on a timely basis to all CI Division members via various CI Division communications methods. 3. Select recipient(s) of award(s), purchases or makes arrangements for payment of the awards, presents the awards, and publicizes the award recipients. 4. Nominates or coordinates the nomination(s) of qualified candidates for other Division and SLA Association-level awards. 5. Maintains files of past candidates and recipients of awards. 6. Communicates with the Association regarding CI Division awards. 7. Prepares a report of activities for each Board meeting. 8. Investigates and establishes awards pertinent to the CI Division. Such awards may be in terms of community services, professional contributions, contributions to the CI Division, or student recognition or scholarship. 9. Transfers all working papers, lists of award winners, committee reports, etc. to the new Awards Committee Chair and to the Archivist, at the completion of term. C. Professional Development Chair The Professional Development Chair may appoint additional CI Division members to form a Professional Development Committee, subject to the approval of the CI Division Chair. 18

19 Duties of the Professional Development Committee include the following: 1. Committee Chair serves as a member of the Advisory Board. 2. Communicates CI-related employment opportunities to the CI Division membership. Chair learns of available opportunities through SLA s Job List, through inquiries from recruiters, by obtaining job postings directly from employers, and through other relevant means. 3. Collects, edits and formats job notices for publication via the CI Division s communications channels, and maintains them for currency. 4. Provides career and employment guidance to CI Division members through topical articles written and published via the CI Division s communications channels. 5. Manages the mentoring program for the CI Division, identifying and recruiting mentors and mentees and connecting them effectively. 6. Acts as a liaison between the CI Division members and the employment services offered by the Association offices. 7. Prepares a report of activities for each Board meeting. 8. Transfers all working papers, committee reports, etc. to the new Professional Development Committee Chair and to the Archivist, at the completion of term. See also, Unit Employment Services Practice. D. Discussion List Manager The Discussion List Manager administers/manages the CI Division electronic discussion list, which is used to disseminate information relative to the CI Division and to share information among its members. Duties of the Discussion List Manager include: 1. Serves as a member of the Advisory Board. 2. Maintains the CI Division s electronic discussion group, including receiving all error messages generated by the list software, setting list preferences, and reporting any errors or problems with the Lyris software to the Association Technology Director. 3. Publicizes instructions on how to join and post to the discussion group and explains system rules to members of the list, if necessary. 19

20 4. Approves requests for membership and monitors submissions of from outside of the CI Division. 5. Maintains the welcome message that new subscribers receive and any auto-responder messages. 6. Helps enhance the value of the discussion group by seeding member discussions, as necessary. 7. Notifies the Board of problems with postings to the list that are defamatory, abusive, threatening, or illegal. The Discussion List Manager is responsible for suggesting any corrective actions that need to be taken to the Board. 8. Prepares a report of activities for each Board meeting. 9. Transfers all working papers, committee reports, etc. to the new List Manager and to the Archivist, at the completion of term. For more information, consult the SLA web page for Discussion List Owners and the List Owners Manual for Lyris. F. Conference Chair (and Conference Chair-Elect) CI Division programs are held during the SLA Annual Conference, with members often basing their opinions of the Association and the Division in large part on the subject matter, timeliness and quality of these programs. It is essential, therefore, that programs be planned and executed with great care, based on the needs, expectations and suggestions of the CI Division membership. It is important to focus on topics of current interest, provide a variety of subjects to interest all types of information professionals and their strategic partners, and obtain excellent speakers who are both knowledgeable and entertaining. Arrangements for CI Division programs must be made with attention to every detail so that the program content, schedule, food and facilities all contribute to fulfill the attendees expectations. Programs should be planned and executed so that sponsorships and registration fees, if applicable, cover their costs. If possible, programs should provide a net gain to the CI Division s operating budget. The Conference Chair is responsible for appointing additional committee members as needed for successful programming, subject to the approval of the Chair. Members of the committee should assist in carrying out the responsibilities of the Chair. Duties of the Conference Chair include: 1. Conference Chair serves as a member of the Advisory Board. 20

21 2. Attends all Annual Conference Program Planning meetings at the Leadership Summit and Annual Conferences. The Annual Conference Program Planners Handbook is distributed to Program Planners at the Leadership Summit eighteen months prior to the respective conference, for program planning. For more information about the Program Planners Handbook, contact the SLA office. 3. Works with the Executive Board, Advisory Board and Conference Committee to select program content. 4. Act as CI Division point-of-contact for the Association office, with specific regard to matters related to the annual conference program. 5. Solicits input from CI Division members formally or informally on program topics and speakers. 6. Supervises detailed plans for each program. Arranges for speakers, moderators, panelists, etc. 7. Submits Conference Program information to the Association by established deadlines. 8. Creates a budget for the program, in conjunction with the CI Division Treasurer, and works with the Vendor Relations Chair to secure sponsorships for the program. 9. Works with the Public Relations Committee and uses the CI Division s communications channels to announce and publicize the conference program. 10. Coordinates with CI Division Chair for special activities or announcements to be included in the program. 11. Works with Association staff in planning continuing education courses to be held during the conference. 12. Writes and sends thank-you notes to speakers, session moderators and vendor sponsors, with Chair. 13. Works with incoming Conference Chair, informing him or her about the duties of the position and passing along relevant step-by-step written instructions. 14. Prepares a report of activities for each Board meeting. 15. Transfers all working papers, committee reports, etc. to the Archivist, at the completion of term. 21

22 To propose CI Division courses to be held in conjunction with the SLA Annual Conference, complete the Call for Courses Form, and see Guidelines for Approval of Annual Conference Program CE Courses. For additional information, see the Practice for the Administration of CEUs and contact the Professional Development Department. G. Public Relations Chair The Public Relations Chair may appoint additional CI Division members to form a Public Relations Committee, subject to the approval of the CI Division Chair. Duties of the Public Relations Committee include the following: 1. Committee Chair serves as a member of the Advisory Board. 2. Prepares and regularly updates a public relations plan, obtaining input and approval by the CI Division Board. 3. Works with CI Division Social Media Committee and with volunteer leaders in other communications roles to promote the CI Division and its activities, both within the Association and larger communities. 4. Coordinates the development and maintenance of CI Division promotional materials to be used for member recruitment and other public relations purposes. 5. Distributes news releases and publicity for activities of the CI Division, including meetings, programs, elections, special projects and awards. 6. Maintains a distribution list for press releases. 7. Writes and submits press releases to SLA s Information Outlook. 8. Assists CI Division officers and other committee chairs with projects, as requested. 9. Solicits the Board and membership for constructive suggestions and ideas for the public relations committee to pursue. Also considers past activities, as well as activities undertaken by other units and SLA headquarters. 10. Prepares a report for each Board meeting held. 11. Originates or arranges for publicity of special librarianship as a profession and of competitive intelligence as a valuable set of competencies and client services. 12. Works with other SLA divisions and chapters to promote the CI Division at their meeting and events and to their members. 13. Works with related associations and organizations to further the goals of the CI Division. 22

23 14. Cooperates with the Association s Public Relations Committee to further the public relations program of the Association. For more information, consult the SLA web page for Public Relations Chairs. H. Social Media Chair The Social Media Chair leads a Social Media Committee, whose members are subject to the approval of the CI Division Chair. The CI Division Webmaster is a standing member of the Social Media Committee. Duties of the Social Media Committee include the following: 1. Serves as a member of the Advisory Board. 2. Prepares and regularly updates a social media plan, obtaining input and approval by the CI Division Board. 3. Plans and delivers website content, in appropriate format and with necessary functionality, to support the communication, education and promotional needs of the CI Division boards and membership-at-large. 4. Establishes and manages social media tools and content that support the communication, education and promotional needs of the CI Division boards and membership-at-large. 5. Works with the Public Relations Committee to promote the CI Division s web and social media presence at peer-group meetings and during Association and industry functions. 6. Solicits informational, educational and promotional content from the CI Division Executive and Advisory Board, CI Division members, and other relevant sources. 7. Assists CI Division officers and other committee chairs with projects, as requested. 8. Prepares a report for each Board meeting held. 9. Transfers all working papers, committee reports, etc. to the Archivist, at the completion of term. I. Webmaster The CI Division Webmaster is a standing member of the Social Media Committee. 23

24 Specific duties of the Webmaster include the following: 1. Serves as a member of the Advisory Board. 2. Creates new website pages and maintains existing pages. Designs page schemes, graphics, CGI scripts, etc., on an as-needed basis. 3. Checks and updates links from the website on a regular basis. 4. Updates website content on an as-needed basis. Provides a list of scheduled updates to Executive and Advisory board members, coordinating efforts and ensuring the information is updated on an efficient and timely basis. 5. Authorizes access to the website for persons designated by the Board to post information or maintain specific pages. Provides training and support for authorized users of the website, as needed. 6. Works with the Association Webmaster to ensure that the CI Division site is accessible. 7. Troubleshoots problems on an as-needed basis. 8. Responds to s directed to the Webmaster in a timely fashion. 9. Makes recommendations regarding new web technologies to the Boards. For more information, consult the SLA web page for Unit Webmasters. 24

25 ********DO NOT EDIT INFORMATION BELOW THIS LINE********** IV. CI DIVISION STRUCTURE A. Guidelines for Division Scope Notes 1. "Scope note" describes the subjects constituting the Division's interest, mentioning any other specific features which characterize those subjects, e.g., what specific aspects of those features are of interest to the Division. 2. Scope notes should be concisely expressed in one or two sentences. The various aspects or phrases may be written in sequence, set off by semicolons or in lettered subparagraphs. 3. Revision of a Division s scope should be reviewed by the Division Cabinet Chair prior to a formal vote of approval from the Division membership. A proposed scope note is to be included with each petition for a Division, provisional Division or new section. Copies or samples of Division scope notes can be obtained from the Association's Leadership Department. B. Governing Document A Governing Document consistent with the bylaws of the Association may be amended by the SLA Bylaws Committee. Model Division Governing Document and copies of other Divisions' governing documents can be requested from the Association office or from the Divisions themselves. Additionally, the Association bylaws are available on the Association website. C. Procedures for Amending the Division s Governing Document The following steps must be completed in the order with which they are presented in order to amend the Division s Governing Document: 1. At least six months prior to the Division business meeting, send the proposed Governing Document to the Chair of the Association Bylaws Committee for review, comment and approval. 2. Submit to the Division's executive board for approval. Amendments may be proposed by the executive board, governance committee, or 15 members of the Division. Proposals originating in the executive board or in the Division committee concerned with governance shall be approved by a majority vote of the board before submission to the members. Proposals originating by membership petition shall be submitted in writing to the executive board and shall be presented to the members with the recommendations of the board. 3. Present Governing Document revisions to Division membership for approval in accordance with the current Division Governing Document. These governing documents may be amended by a two-thirds vote of the members present at any Division meeting. 4. If significant amendments are proposed to the Governing Document after it has been reviewed by the Association Bylaws Committee, it is important to continue consultation with the Chair of the Committee in preparation for final approval. 25