American Association of School Librarians Policies and Procedures Manual Current as of 7/21/17

American Association of School Librarians Policies and Procedures Manual Current as of 7/21/17 Table of Contents Effective Revised Reviewed Pending Section A: Administration A-1: Policy and Procedure Formulation and/or Revision 1/31/15 A-2: Board Meetings/Reports of Action 6/27/15 6/12/18 A-3: AASL Logo 6/27/15 A-4: AASL Endorsements 6/27/15 6/24/17 A-5: Testimony by AASL Members 6/27/15 A-6: Limitations of Executive Committee 6/27/15 A-7: Executive Director s Authority to Sign Contracts 6/27/15 A-8: Advertising by Outside Vendors 6/27/15 A-9: Guidelines for Conducting an Electronic Vote 6/27/15 A-10: Guidelines for Writing Position Statements, 6/27/15 Standards and Guidelines A-11: Use of AASL Letterhead 6/27/15 A-12: Conflict of Interest 6/27/15 A-13: Code of Conduct 6/27/15 A-14: Publication of Educational Events 6/27/15 A-15: Strategic Plan 6/27/15 A-16: Solicitation of Funds 6/27/15 A-17: Partnerships & Collaborative Agreements 6/27/15 A-18: Commercial Use of AASL Communities 6/27/15 A-19: Annual Performance Evaluation of AASL Executive Director 6/22/18 Section B: Board of Directors B-1: Position Descriptions 6/27/15 B-2: Representation by AASL 6/27/15 B-3: Committee/Task Force Summary Reports 6/27/15 B-4: Contracted Services/Personnel 6/27/15 B-5: Evaluation of Contracted Personnel 6/27/15 B-6: Installation of AASL President 6/27/15 B-7: Removal of Committee Members 6/27/15 B-8: Executive Committee Appointment Process 6/27/15 6/24/17 Section C: Awards, Grants and Scholarships C-1: Policy and Procedure for Creation/Dissolution of 6/27/15 Award, Grant or Scholarship C-2: Collaborative School Library Award 6/27/15 C-3: Distinguished School Administrator Award 6/27/15 C-4: Distinguished Service Award 6/27/15

C-5: Frances Henne Award 6/27/15 C-6: National School Library Program of the Year Award 6/27/15 6/22/18 C-7: Roald Dahl s Miss Honey Social Justice Award 6/27/15 C-8: ABC-CLIO Leadership Grant 6/27/15 C-9: Beyond Words: Dollar General School Library 6/27/15 Relief Fund C-10: Innovative Reading Grant 6/27/15 C-11: AASL President s Crystal Apple 6/27/15 C-12: Student Bridge Scholarship Program 6/22/18 Section D: Finances D-1: Financial Procedures 1/9/16 D-2: Investment Policies 1/9/16 D-3: Reimbursement Eligibility 1/9/16 D-4: Expense Reimbursement Guidelines for Volunteers 1/9/16 D-5: Presidential Initiative 1/9/16 D-6: Accounts Payable 1/9/16 D-7: AASL Financial Controls 1/9/16 D-8: Expense Reimbursement for Technology 1/9/16 Section E: Nominations and Elections E-1: Nominations Process 1/9/16 6/24/17 E-2: Office Qualifications 1/9/16 E-3: Campaigning for Elected Office 1/9/16 E-4: Vacancies 1/9/16 Section F: Government F-1: Legislative Platform 1/9/16 F-2: Protocol for Writing Position Statements for 1/9/16 Education Policy Issues Section G: Professional Development G-1: Course Registration 6/23/17 G-2: Speaker Selection 6/23/17 G-3: Continuing Education/Clock Hours 6/23/17 G-4: AASL Program Cancellation 6/23/17 G-5: Fee Waivers 6/23/17 G-6: Speaker Honorarium/Travel Stipends 6/23/17 G-7: Vendor-Affiliated Speakers 6/23/17 G-8: Certificates of Completion 6/23/17 G-9: Sale of Books/Merchandise at AASL Education 6/23/17 Courses G-10: Speakers Bureau 6/23/17 G-11: Complimentary Booth Space at AASL National 6/23/17 Conference G-12: Presidential Housing 6/23/17 G-13: Site Selection 6/23/17 G-14: Approval of Non-AASL Material for Distribution 6/23/17 G-15: Press Passes 6/23/17

G-16: Space Rental 6/23/17 Section H: State Affiliates H-1: Affiliation Process and Requirements 6/23/17 12/2/17 H-2: Re-affiliation Process and Requirements 6/23/17 12/2/17 H-3: Affiliate Assembly 6/23/17 H-4: AASL-Affiliate Assembly Communication 6/23/17 H-5: Travel to State Affiliates 6/23/17 H-6: Affiliate of the Year Award 6/23/17 Section I: Editorial I-1: Role of Knowledge Quest Editor 6/23/17 I-2: Knowledge Quest Editorial Board 6/23/17 6/22/18 I-3: Role of Guest Editors 6/23/17 I-4: Review of Article Submissions 6/23/17 I-5: Role of School Library Research Editors 6/23/17 I-6: School Library Research Article Submission Process 6/23/17 I-7: Role of Newsletter (Hotlinks) Editor 6/23/17 Section J: Committee Commissions J-1: All Committees: Omnibus Section 6/23/17 J-2: Bylaws Committee 6/23/17 J-3: Budget & Finance Committee 6/23/17 J-4: Leadership Development Committee 6/23/17 J-5: Award/Sub-Award Committees 6/23/17 J-6: Annual Conference 6/23/17 J-7: National Conference 6/23/17 12/2/17, 6/22/18 J-8: Banned Websites Awareness Day 6/23/17 J-9: Best Websites for Teaching and Learning 6/23/17 J-10: Best Apps for Teaching and Learning 6/23/17 J-11: Beyond Words Grant Jury 6/23/17 J-12: School Library Month 6/23/17 J-13: Alliance for Association Excellence 6/23/17 J-14: Association of American University Presses Book 6/23/17 Selection J-15: CAEP Coordinating (Council for the Accreditation 6/23/17 of Educator Preparation) J-16: Student Bridge Scholarship 6/22/18 J-17: Induction Program 6/22/18 Section K: Affiliate Assembly K-1: Election Process 6/24/17 K-2: Concerns Process 6/24/17 K-3: Commendations Process 6/24/17 K-4: Board of Directors Response to Affiliate Assembly 6/24/17 K-5: Role of Regional Directors 6/24/17 Section L: Sections

L-1: Sections- Omnibus 6/24/17 Section M: Special Interest Groups M-1: Special Interest Group - Omnibus TBD Section N: Social Media N-1: Social Media Policies and Guidelines 6/24/17 1/28/18 N-2: Social Media Editorial Board 1/27/18 Section O: Website O-1: Non-AASL/ALA Information and Resources 6/24/17 Section P: Task Forces P-1: Task Force- Omnibus 2/10/18

Policy No: A-1 Subject: Policy and Procedure Formulation and/or Revision Page: 1 of 2 Effective Date: Revision Date(s): Review Date(s): Review Responsibility: Bylaws Committee Policy Statement: AASL will establish policies and as needed corresponding procedures describing the operations necessary to further the Association s mission and activities. Focus: AASL Board of Directors, Committee/Task Force Chairs, Staff Purpose: To describe the process for formation and revision of AASL policies and procedures. Supportive Data: 1. Any Board member, Committee/Task Force Chair, or Staff member may be assigned (herein referred to as Author) to write or revise an AASL policy or procedure. 2. Not every Policy requires an accompanying Procedure. Procedure: 1. Authors for policies/procedures and revisions thereof are assigned by the President or his/her designee. 2. The proposed policy/procedure or revision shall be written following the established format (see attached) and shall include: 2.1 subject (the title of the policy/procedure) 2.2 review responsibility (person(s) and/or group(s) responsible for review) 2.3 policy statement (WHAT is the intent of the policy/procedure? Generally phrased as a declarative statement describing the position or intention of the Association) 2.4 focus (WHO will be suing and/or is primarily affected by the policy/procedure) 2.5 purpose (amplification of the subject; WHY this procedure is written) 2.6 supportive data, as needed to clarify the policy (background or supplemental information which is not a step in the procedure) or procedure if needed (HOW if the policy implemented) 3. The proposed policy/procedure or revision will be forwarded to appropriate individual(s)/group(s) for further review or revision. The resulting draft will be reviewed by the Bylaws Committee. 4. The Bylaws Committee will submit draft policies/procedures or revisions to the Board members. 5. In most cases, policies and procedures are presented at regularly-scheduled Board meetings. 6. In special circumstances, the Executive Director and President may agree to the presentation of draft policies/procedures or revisions to the Executive Committee for approval when prompt action is required.

7. Following approval, the approved policy/procedure or revision will be reviewed by Staff for appropriate format, then posted on the AASL website and filed. 8. Board members are responsible for accessing new or revised policies. 9. The Bylaws Committee will conduct an overall policy review every two years before the ALA Annual Conference Board of Directors Meeting. Policy No: Subject: (the title of the policy/procedure) Page: 1 of 2 Effective Date: Revision Date(s): Review Date(s): Review Responsibility: (person(s) and/or group(s) responsible for review) Policy Statement: (WHAT is the intent of the policy/procedure? Generally phrased as a declarative statement describing the position or intention of the Association) Focus: (WHO will be using and/or is primarily affected by the policy/procedure) Purpose: (amplification of the subject; WHY this procedure is written) Supportive Data: (definitions, background or supplemental information which is not a step in the procedure) Procedure: (HOW is the policy implemented)

Policy No: A-2 Subject: Board Meetings/Reports of Action Page: 1 of 1 Effective Date: Revision Date(s): Review Date(s): Review Responsibility: Bylaws Committee Policy Statement: Every member has access to business conducted during Board meetings. Focus: Primary: Secondary: AASL Board of Directors, AASL Headquarters AASL Members Purpose: To provide a system for reporting action taken at Board Meetings Procedure: 1. Board meetings will be documented and minutes distributed appropriately. 1.1 AASL Headquarters will send minutes to the Board members prior to the next Board meeting at which they will be approved. The Executive Director will review the minutes for corrections. 1.2 All members will be able to view approved minutes on the AASL website. 2. Any AASL member may attend Board meetings. 2.1 Any AASL member wishing to address the Board should petition the President prior to the meeting date. 2.2 Members will be excused during any executive session of the Board.

Policy No: A-3 Subject: AASL Logo Page: 1 of 2 Effective Date: Revision Date(s): Review Date(s): Review Responsibility: Bylaws Committee Policy Statement: The AASL logo is the graphic identify for the national organization. Focus: AASL Members Purpose: To describe the official logo of AASL and outline conditions of its use by Affiliates and other supports of AASL. Procedure: 1. The AASL logo is a specifically designed form of the Association s name and is not to be altered in any way without the express written consent of AASL. The official logo is: 2. The official colors of AASL are [insert PMS colors]. The logo may also be printed in black or another dark color or reversed out of a dark background (all elements of the logo must be readable in reverse). The only time that the logo can appear in more than one color is when the signature colors [insert PMS colors] are used. 3. This logo is the sole property of AASL and can be used only in conjunction with National programs or with specific written permission of AASL. The logo may not be used in conjunction with any product offerings and/or non-aasl events, or to imply a connection with, sponsorship by or endorsement by AASL when no such relationship exists. 3.1 State Affiliate organizations are encouraged to create their own logo or trademark. 3.2 An Affiliate organization may use the AASL logo with the statement Affiliated Organization of AASL, provided additional trademarks or service marks are not used in close proximity or as part of the above-described logo. Any additional copy below the logo must be located the distance of the logo s baseline to the name s baseline. Other elements must not crowd the logo

which must be easy to read. Use of the AASL log by an Affiliate organization for purposes of its logo must be reviewed and approved by AASL. 3.3 Adding special effects to the logo or distorting it artistically is not permissible. 3.4 The entire logo must be used, and it must always be printed in landscape (horizontal) orientation. It may be reduced or enlarged to suite the use (within the guidelines specified in 3.5 below), but the scale of the logo must be retained. 3.5 The minimum logo size should be 1.5 in width for the AASL block letters to assure that all type within the logo remains readable. The preferred size for small use is 2 in width and 2.75 in width for most publications. 3.6 Any rights granted to use AASL s logo are granted pursuant to a license only and conveys no other ownership rights. AASL reserves the right to revoke or refuse permission to use the logo if it deems the use is not in the Society s best interest. It also reserves the right to take action against any unauthorized use or misuse of the logo.