Appendix I Nominating Committee Letter Templates

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1 Appendix I Nominating Committee Letter Templates Template Letter From GODORT Chair to ALA Executive Board A draft letter should be sent to the GODORT Chair who will make any final edits and send on GODORT letterhead to the ALA Executive Board Members and/or ALA Washington Office [Date] Dear ALA Executive Board Members, On behalf of the Steering Committee of the ALA Government Documents Round Table (GODORT) I am pleased to submit the names of [number] GODORT members for nomination to the Depository Library Council to the Public Printer of the United States. The [number] candidates for nomination are named below in order of vote count. [Names and organizations of each candidate, listed in order of votes received from members of the GODORT Steering Committee] Depository Library Council nominations are judged by GODORT Steering Committee members on: direct current experience relating to the Federal Depository Library Program (FDLP); regular attendance at state, regional, local or national professional meetings of documents librarians; demonstrated ability to work in a group and to follow through on professional obligations; knowledge of current information technologies; and familiarity with the current policies or operational issues relating to the FDLP. Although GODORT can select up to five names to forward to the Executive Board, the Steering Committee will only forward the names of those nominees who will be strong members of the Depository Library Council and who will act in good faith for all depository libraries and for the FDLP. Attached please find the applications and abbreviated C.V.s for the four candidates. The applications and two of the candidate s C.V.s were submitted via our online application form, which accounts for the unusual formatting. Should the Board have any questions or need any clarification on the selection process or on the application materials of any candidate please contact me at [ of GODORT Chair] or [phone number of GODORT Chair]. Sincerely, Chair, Government Documents Round Table Enclosures ([#]) [List the application files to be submitted with letter]

2 Template Letter Personal Solicitation Letter - General Interest Dear, The GODORT Nominating Committee believes you are an excellent candidate for the 2013 GODORT election, but we aren t sure what position or committee you might be interested in. Below are the positions that are elected each year: Assistant Chair/Chair-Elect (3 years) Secretary (1 year) Awards Committee (2 years) Bylaws Committee (2 years) Nominating Committee ( 2 years) Publications Committee Chair/Chair-Elect (2 years) Federal Documents Task Force Assistant Coordinator/Coordinator-Elect (2 years) International Documents Task Force Assistant Coordinator/Coordinator-Elect (2 years) State and Local Documents Task Force Assistant Coordinator/Coordinator-Elect (2 years) This year, there are also two additional positions to be elected: GODORT Councilor (3 years) GODORT Treasurer (2 years) If you re interested in learning more about any of these offices, or have questions about running for office, please let me know. Template Letter Personal Solicitation Letter GODORT Chair Dear, I'm writing to ask you to for GODORT Chair. [Include something here about why they are being asked, why they would be good in this position, etc. Ex. you're well respected by your colleagues, and demonstrated excellent leadership and conciliation skills as The committee believes you will be a great GODORT chair you are involved and passionate, but also organized and practical etc.] As you know, this is a three year term, serving the first year as chair-elect, then chair, followed by past-chair. Chapters 4-6 of the current GODORT PPM (Currently located here:

3 detail the duties of each position. I'd be happy to answer any questions you have and/or get you in touch we someone who previously held the position to tell you more about their experience. I hope you'll consider running for this office, and I look forward to hearing from you. Template Letter Personal Solicitation DLC Candidate Each year, GODORT nominates five members of the depository community to become a member of the Depository Library Council. While members are ultimately chosen by the Public Printer, GODORT feels it is important for thoughtful and outspoken depository librarians to be considered in the process. Your name came up in GODORT Nominating Committee discussions as someone we think would be a great representative of depository librarians on DLC. Would you consider being included in the list of GODORT nominees for Council? In making your decision, you can consult the guide to Council here: Also consider these selling points. Appointment to DLC means that you: Become a leader in the government documents community during this time of change, Have your voice heard by the Public Printer, Represent library interests on the gamut of issues involved in the Federal Depository Library Program, and Get your travel expenses to DLC covered! Nominations are due by Dec. 1, 2011 but if you re interested it would be great to know ahead of time. You can find the nomination form here: The way the process works is that anyone can nominate themselves or others before the December 1 deadline. If more than five people are nominated, the members of GODORT Steering vote, choosing five candidates to be recommended to the ALA Executive Committee. The ALA Executive Committee makes the ultimate decision whether or not to submit a recommendation of DLC appointment to the Public Printer.

4 Please let me know if you have any questions. If you re uncertain about running, I d be happy to find a former or current member of Council who is willing to talk to you about their experience and hopefully convince you to run. I think you would be a great addition to Council! Template Letter Congratulations on being a DLC nominee sent after the vote by GODORT Steering Congratulations! You have been selected as one of GODORT s nominees to Depository Library Council! The GODORT Steering Committee completed the voting process [when], and your name and application, along with those of [#] other nominees, are being forwarded to the ALA Executive Board for consideration. The ALA Executive Board has the final decision on which applications will be forwarded to the Public Printer for nomination to Depository Library Council. GODORT Chair, [name] is keeping close watch on this process to make sure everything goes smoothly. I will you again when we hear the results of the ALA Executive Board s vote, and (if applicable) again once we get confirmation from GPO that your application has been received in its entirety. However the ALA Executive Board votes, you have been confirmed by your GODORT peers as a desirable candidate for the Depository Library Council who, if chosen to serve, will represent the best of the depository library community. Best of luck & please let me know if you have any questions or concerns about the process! Template Letter Consolation letter if voted down for DLC nomination sent after the vote by GODORT Steering I am sorry to inform you GODORT Steering will not be recommending you for nomination to Depository Library Council. We had a strong group of potential nominees this year, and Steering cannot recommend more than five candidates. I hope you will consider applying again in the future.

5 [alternatively, mention any specific criteria that the candidate did not meet, such as member of GODORT, active involvement in professional activities at the state, regional, local or nation level, etc.] Please let me know if you have any questions or concerns about the selection process. Sincerely,