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Making School Librarians Stronger!

Policies and Procedures Handbook

2021 –2022

Updated July 1, 2021

Table of Contents

Board of Directors        3

Important Library Events & Celebrations        4

Mission Statement        5

Section A

A1        President        6

A2        President Elect        8

A3        Secretary        9

A4        Treasurer        10

A5        Immediate Past President        11

A6        Executive Committee        12

A7        Elections Committee        13

A8        Auditing Committee        15

Section B

B1        Committee Chairperson        18

B2        Committee Member        20

B3        Advocacy Committee        21

B4        Archives & History Committee        22

B5        Awards Committee        23

B6        Book Awards Committee        26

B7        ByLaws Committee        27

B8        Editorial Committee        28

B9        Information Technology Committee        31

B10        Intellectual Freedom Committee        34

B11        Legislative Committee        36

B12        Pre-Service Committee        37

B13        Regional Network        38

B14        Standards and Guidelines Committee        40

B15        Section: Paraprofessional        41

B16        Section: Retired Librarians        42


B17        Section: Special/Public & Independent

        Schools        43

B18        Section: Supervisors        44

B19        Liaison: South Carolina Department of         Education Representative        45

B20        Liaison: South Carolina Library         Association        45

B21        Liaison: USC School of Library and         Information Science Representative        45

Section C

C1        SCASL Executive Secretary        46

Section D

D1        Board of Directors Procedures        50

D2        Financial Guidelines and Rules        51

D3        Communications        57

D4        Board of Directors Conference         Obligations        63

Section E

E1        Appendix        64

  1. SCASL ByLaws        

  2. Awards Information and Applications        

  3. Conference Handbook        

  4. Book Awards Handbook        

  5. Emerging Leaders
  6. President Notes        
    (This appendix is only included in the President’s Handbook)

Bold print represents important information for all board members and committee chairs


2021-2022 SCASL Board of Directors

Executive Committee

Term

President

Katherine Malmquist

katmalmquist@gmail.com

1 of 1

President-Elect

Tamara Cox

coxt@apps.anderson1.org

1 of 1

Secretary

Gloria Coleman

glorysee@hotmail.com

1 of 2

Treasurer

Camellia Harris

scasltreas@gmail.com

3 of 3

Immediate Past President

Heather Loy

hloy22@gmail.com

1 of 1

Regional Network Director

Elizabeth Graham

libscigal@gmail.com

3 of 3

Standing Committees

Advocacy

Michelle Spires

mspires@laurens55.org

3 of 3

Archives & History

Tambra Pingle

tambra.pingle@richlandone.org

3 of 3

Awards

Jennifer Nix

jnix@dorchester2.k12.sc.us

1 of 1

Book Awards

Melanie Starks

mstarks@acpsd.net

1 of 1

Bylaws

Amanda Cox

cox.mandi@gmail.com

2 of 3

Editorial

Edie Crook

edielcrook@gmail.com

2 of 3

Information Technology

Katherine Freligh

katherine_freligh@charleston.k12.sc.us

1 of 3

Intellectual Freedom

Jill Tyner

jmtyner@greenville.k12.sc.us

2 of 3

Legislative

Tenley Middleton

tmiddleton@rhmail.org

2 of 3

Pre-Service Education

Tracey Burel

traceyburel@anderson5.net

2 of 3

Standards and Guidelines

Mike Leroy

michael.leroy@lcsd.k12.sc.us

2 of 3

Sections

Paraprofessional

Tammy Jo Welch

tammywelch@anderson5.net

Retired

Elizabeth Gregory

scafmom@gmail.com

Special Public/Independent

Kim Mistler

mistlerk@masonprep.org

Supervisors

Julie Putnam

julie.putnam@kcsdschools.net        

Liaisons

SC DOE Representative

SC Library Association

USC-SLIS

Jenna Spiering

spiering@mailbox.sc.edu

Presidential Advisor

Martha Taylor

martha.m.taylor@gmail.com

Executive Secretary

Diane Ervin

ervinscasl@gmail.com

Special Committees

Diversity, Equity & Inclusion

Alana Lewis

djlanatron@gmail.com


Important School Library Dates/Literacy Events

SCASL Board Retreat, Columbia, SC        July 21, 2021

SC Book Award Meeting (Closed Meeting)        August 14, 2021

National Library Card Sign-up Month        September 2021

SCASL Board of Directors Meeting        September 11, 2021

Dot Day        September 15, 2021

Banned Books Week        September 26-October 2, 2021

Banned Websites Awareness Day        Wednesday, September 26, 2021

 NCSLMA Conference, Winston-Salem        October 7-9, 2021

 SCLA Conference, (Virtual)        October 13-15, 2021

Read Up, Greenville        TBD

SC Book Award Meeting (Closed Meeting)        October 9, 2021

SC Edtech, Myrtle Beach, SC        October 20-22, 2021

Picture Book Month        November 2021

International Games Week        November 7-13, 2021

Fall Children’s Book Week        November 8-14, 2021

YALL Fest, Charleston, SC        November 12-13, 2020

SCASL Board of Directors Meeting         November 13, 2021

SC Book Award Meeting (Closed Meeting)        December 4, 2021

Hour of Code        December 6-12, 2021

SCASL Board of Directors Meeting        January 8, 2022

LibLearnX: The Library Learning Experience (LLX), San Antonio, TX         January 22-24, 2022

World Read Aloud Day        February 2, 2022

PSLA (formerly SCIRA) Conference, Hilton Head,SC        February 24-26, 2022

Read Across America Day        March 2, 2022

47th Annual SCASL Conference, Myrtle Beach, SC        March 9-11, 2022

SCASL Board of Directors Meeting, at conference        March 16, 2022

Freedom of Information Day        March 16, 2022

School Library Month (ala.org/aasl/advocacy/slm)        April 2022

National Poetry Month        April 2022

South Carolina Read-In        April, 2022 TBD

National Library Workers Day (ala-apa.org/nlwd)        April 12, 2022

National Library Week (ala.org/nlw)        April 3-9, 2022

National D.E.A.R. (Drop Everything and Read) Day        April 12, 2022

SCASL Board of Directors Meeting        May 7, 2022

Children’s Book Week        TBD

National Teacher Appreciation Week        May 2-6, 2022

National Library Legislative Day        May 5, 2022

SCASL Summer Institute        TBD

2022 ALA Annual Conference, Washington, DC        June 22-28, 2022

2022 ISTE Annual Conference, New Orleans, LA        June 26-29, 2022

Making School Librarians Stronger!

Mission Statement

The South Carolina Association of School Librarians works to ensure school library programs are integral to teaching and learning in every SC school.

Adopted December 2015


Section A

PRESIDENT A1

Term: One year, beginning July 1, following term as President-Elect.

Duties:

  1. Prepares an agenda and presides at all Board of Directors meetings and at all general meetings and the business meeting at the annual conference.

  1. Appoints, with the advice of the Board of Directors, such committees as are necessary to carry on the work of the association and notifies committee chairpersons of their appointments and duties. Responsible for written confirmation of the Board of Directors committee chairman's  acceptance.

  1. Selects time and place of Board of Directors meetings. If necessary, may call an Executive Committee meeting.

  1. Plans and coordinates the summer retreat for the Board of Directors to decide goals and direction.

  1. Selects time and place of SCASL annual conference three years in advance.

  1. Acts as spokesperson for the association concerning all established policies.

  1. Chairs Executive Committee. Requests budget estimates from committee chairpersons before the budget is prepared.

  1. Coordinates the work of all offices, committees, and sections of SCASL.

  1. Submits an article for each issue of the SCASL Messenger. Submits a picture to the editor of SCASL Messenger at the beginning of term.

  1. At the close of term, turns files over to the incoming President, after weeding and leaving only that which is important to the new President. Is responsible for the care of the files of the association.

  1. Serves as Ex-Officio member of all committees except Elections.

  1. Sends letter of recognition to superintendents and/or supervisors of members of the Board of Directors.

  1. Prepares annual report for the membership at the business meeting of the annual conference.

  1. According to financial guidelines, approves all vouchers and sends them to the Treasurer for payment.

  1. Plans with the advice of the Executive Committee for the annual conference:

  1. Confers with the President-Elect as soon as possible to discuss the theme and general idea of the program.

  1. Acts in advisory capacity for selection of conference committees.

  1. At the annual conference, announces membership and location of the next annual conference.

  1. According to custom, purchases a small gift for the members of the Board of Directors as tokens of appreciation. These are funded personally by the president, not the association. They are generally given at the next to last or last Board of Directors meeting.

  1. Submits names of SCASL members who are also members of AASL to the Affiliate Assembly.

  1. Serves as SCASL delegate to AASL Affiliate Assembly. Attends ALA Annual Conference and Mid- Winter.

  1. Introduces the President-Elect to AASL officers and members of other state delegations at the ALA annual conference.

  1. Participates in AASL's Region IV as a SC representative (in person and online) for resolution writing and other activities.

PRESIDENT-ELECT A2

Term: One year, beginning July 1. One year later, assumes the office of President. The President-Elect will have previously served on the Board of Directors.

Duties:

  1. In absence of the President, presides at Board of Directors meetings.
  2. Serves as Program Chairman for the annual conference. Contacts and coordinates speakers for all sessions. Coordinates with Local Arrangements for all other needs.
  3. Submits a Program Budget proposal to the board for the conference of his/her presidential year.
  4. Selects and contracts with major speakers for the annual conference to be held during his/her presidential year.
  5. Prior to the annual conference, submits the Call to Conference for mailing and appropriate files for the website.
  6. Serves as conference coordinator of the following functions: (see Conference Handbook for full conference responsibilities)
  1. Local arrangements
  2. Registration
  3. Exhibits
  4. Public Awareness (Material should be mailed no less than one month prior to conference.)
  5. Meals - Banquets, luncheons, breakfasts, general reception, menu selection.
  6. Head tables (Works with the President to plan people and places.)
  7. Transportation (Shuttle buses and visiting speakers' transportation)
  8. Information - table decorations and signs
  9. Hospitality
  10. Equipment
  11. Room layouts
  12. Room reservations for guests and officers
  1. Works with the Executive Secretary to order a plaque for the outgoing President to be presented at the conference.
  2. Announces the dates for the next annual conference at the business meeting of SCASL.
  3. Attends all meetings of the Board of Directors.
  4. Serves as a member of the Executive Committee.
  5. As an observer, he attends AASL Affiliate Assembly at ALA Annual Conference and Mid-Winter. Surveys speakers at conferences for the purpose of possible invitations to SCASL's annual conference.
  6. Participates in AASL's Region IV as a SC representative (in person and online) for resolution writing and other activities.

SECRETARY A3

Term: Two years, beginning July 1.

Duties:

  1. Records and drafts minutes of all official business meetings of the Board of Directors, Executive Committee, and membership.
  2. Submits draft of minutes of Board of Directors and Executive Committee meetings electronically to SCASL board.
  3. Submits draft of minutes of SCASL membership meetings electronically to SCASL board for information.
  4. Corrects minutes as directed.
  5. Prepares, signs, and files hard copy of approved minutes.
  6. Maintains a file of the current year's minutes and correspondence to be passed on to the next  Secretary.
  7. Maintains copies of minutes for those conducting audit of Treasurer's records.
  8. At the close of term, turns files over to the incoming Secretary. Files for two years prior should be given to the Archives & History chairman to be added to the SCASL archives.
  9. Serves on the Executive Committee.
  10. Dispatches any correspondence of the association as deemed necessary by the President and the Board of Directors.

TREASURER A4

Term: Two years, beginning July 1.

Stipend: $500.00 per year

Duties:

  1. Disburses monies of the association after approval of the president.
  2. Records deposits of monies on a timely basis.
  3. Keeps records of disbursements by committee, event, or office as indicated in the budget.
  4. Prepares W9’s for vendors to complete who render services for SCASL totaling $600 or more. The W9’s will be collected and sent to the attorney for tax purposes.  Must be completed before the fiscal deadline.
  5. Compiles a list of people who have not cashed their issued SCASL checks within 90 days to the Executive Secretary. The Executive Secretary will contact the people on the list to confirm receipt of check and verify their mailing address. If another check needs to be reissued, the Executive Secretary will complete a voucher. People who cannot be reached will have their monies sent to the appropriate state agency.
  6. Submits the financial records for compilation and review and/or auditing at the end of fiscal/administrative year.
  7. Presents a written report at each Board of Directors meeting and at the business meeting of the annual conference.
  8. Serves on the Conference Steering Committee and meets with the hotel/conference center personnel at designated meetings.
  9. Serves on the Executive Committee.
  10. Works with the incoming Treasurer in May - June before the new Treasurer takes office on July 1.
  11. Must be bonded which the association funds.
  12. Ensures that the Past President signs the signature card for the bank. In the event that the Treasurer is unable to sign checks, the Past President may sign for emergency items.
  13. Ensures that credit cards get assigned to the designated officers each year.
  14. Serves on treasurer’s advisory committee for two years after the term expires.

IMMEDIATE PAST PRESIDENT A5

Term: One year, beginning July 1, following term as President.

Duties:

  1. Resumes the presidency for the remainder of the year in case of resignation, removal, or death of the President.
  2. Serves as chairperson of the Elections Committee. (See Elections Committee.)
  3. Serves as an advisor for the President and other Board of Directors members.
  4. Serves on the Executive Committee of the association.
  5. When necessary and appropriate, works with the Bylaws Committee to revise and update the SCASL Handbook.
  6. Plans an event, such as breakfast or tea, for Past Presidents' Council at SCASL annual conference.
  7. Appoints and chairs a committee to investigate and propose a conference site for conference three years in advance. Makes a site proposal to the Board of Directors for approval.
  8. Acts as the fifth credit card holder for the organization.  This position was formerly known as the Travel Agent.
  9. Organizes and executes the Emerging Leaders program in collaboration with the Advocacy Chair and previous Emerging Leaders.

                Entails:

EXECUTIVE COMMITTEE A6

Composition: President, President-Elect, Secretary, Treasurer, Immediate Past President, Regional Network Director, and Presidential Advisor.

Duties:

  1. Acts for the association in the interval between the regularly scheduled Board of Directors meetings. If decisions are made between meetings, the actions are presented at the next Board of Directors meeting for ratification by the Board of Directors.
  2. Considers and develops plans for the general work of the association.
  3. Appoints, in case of vacancy in any office caused by resignation or otherwise, a member of the association to fill the unexpired term.
  4. Performs additional duties as assigned by the President.
  5. Serves as the Budget Committee that proposes the budget for the coming year. The President, as Chair, solicits funding requests from the committee chairpersons within the association for the next year's budget. The Committee submits the budget proposal to the Board of Directors at the summer planning retreat for its consideration, revision, and adoption.
  6. Meets on the dates set by the President and prior to each regularly scheduled board meeting.


ELECTIONS COMMITTEE A7

Composition: Immediate Past President as chair, Regional Network Director, and at least three (3) other members who have been elected by the membership. One-year term.

Duties:

  1. Prepares a slate for nomination and election at the annual business meeting
  2. Checks with the Executive Secretary to determine the eligibility of all candidates under consideration as to membership status and any prerequisite board experience.
  3. Determines AASL membership as per eligibility of candidates for office of President-Elect
  4. Secures written permission from the nominees to place their names on the slate. The nominees should have read the duties and responsibilities of their offices. Advises candidates for President and President- Elect that they must be members of ALA and AASL.
  5. Sends uniform biographical sheets to all prospective candidates. These should be returned to the chairman (with photograph) so that the information can be published in SCASL Messenger before the conference and in the conference program book.
  6. Members-at-Large (the other members of the Elections Committee) are encouraged to attend Board meetings.

Approximate Time

Activity

Person Responsible

By beginning of school year

Publish elections information, including timeline, nomination forms for potential candidates, and process for submitting nominations in SCASL Messenger.  Submit above information to SCASL website.

Chairperson

Fall

Get written consent of nominees.

Have nominees fill out a biographical sheet listing accomplishments and activities in the field of librarianship.

Have nominees provide a high-resolution picture for use on SCASL.net and other slate of officers’ publications.

Disseminate information to Elections Committee members.

Convene committee to consider and vote upon nominees.

Confirm all nominees.

Present slate to Board of Directors at its November meeting.

Chairperson

SCASL Messenger

before Conference

Make public the slate of officers. Publish in SCASL Messenger with photographs before Conference.

The Slate of Officers is announced 30 days prior to election.

Chairperson

Winter

Submit above information for the conference program book.

Chairperson

At Conference

Announce and post at Registration Desk the directions for filing as a petition candidate. A candidate may be nominated by petition signed by twenty-five (25) SCASL members. The petition, along with written consent of the nominee, must be filed at Registration Desk two hours prior to the annual business meeting. Check at the Registration Desk two hours prior to the business meeting for petition candidates. If there are any, add them to the official ballot. There are no nominations from the floor.  Chair presents the slate of officers at the annual business meeting.

Chairperson

After Conference

Pass file of potential nominees for offices to successor. Prepare and submit an annual report.

Chairperson


AUDITING COMMITTEE A8

Term: One year, beginning July 1. Chairman and at least two other members to be appointed by the SCASL President.

Duties: The duties of the Auditing Committee shall be to audit the Treasurer’s accounts at the close of the fiscal year, and to provide an audit report to the Board of Directors at its regular September meeting.

Composition: All special committees shall be appointed by the President, with majority approval of the Executive Committee, for a term of one year. Chair should be a SCASL past president. The members of all appointed committees shall be active members of the Association. Chairpersons of special committees may be required to attend Board of Directors meetings but will not be voting members of the Board of Directors.

AUDIT COMMITTEE GUIDELINES AND CHECKLIST


Audit Objective

Purpose: To certify the accuracy of the books and records of the SCASL. To assure the membership that the association’s resources/funds are being managed in a business-like manner within the procedures established.

What is an Audit?

Auditing involves following financial transactions through the records to be sure that receipts have been properly accounted for and expenditures made as authorized in the budget, as approved by the general membership, and in conformity with SCASL ruling documents. The audit must review all accounts of the SCASL.

Composition of committee: The committee is composed of not less than three members appointed by the President.

No one who is an authorized check signer on any bank account may serve on the committee. It is recommended that the incoming treasurer should not be eligible to serve on the committee.

When an audit is performed:

Preparing for the Audit

The treasurer and executive secretary are responsible for putting the financial records in order for the committee.

The treasurer should deliver the following to the audit committee:

  1. A copy of the last audit report (after the first audit).
  2. All unused checks.
  3. Bank statements and deposit receipts.
  4. All receipts of bills paid.
  5. Adopted budget as amended.
  6. Form 990, if required to be filed.
  7. All correspondence with any taxing authority.
  8. Copies of all financial reports for the period to be audited.
  9. Current bylaws and standing rules.
  10. Treasurer’s report for Annual Conference
  11. Any other information requested by the Audit Committee.

The executive secretary should deliver the following to the audit committee:

  1. Annual meeting minutes
  2. Board of Director meeting minutes
  3. Deposit records for entire year

Conducting the Audit

Irregularities in the Records

If the audit committee finds irregularities in the records of the association, the following steps should be followed:

Audit Report

Include a statement at the bottom of the report to be read upon presentation of the report, "The audit committee has examined the financial records of SCASL and find - them to be correct, or - them to be substantially correct with the following recommendations, or - more adequate accounting procedures are needed so that a more thorough audit report can be given, or – them to be incorrect." Each member of the committee should approve and sign the report.

IMPORTANT: Any investigation by the Audit Committee must be kept confidential.


Section B

COMMITTEE CHAIRPERSON B1

Term: Three years, staggered beginning July 1. Appointed by the President (during President Elect year) with the approval of the Executive Committee.

Responsibilities:

  1. Committee chairpersons must be active and current members of SCASL.
  2. Committee goals and objectives should be in line with those set forth by the President.

Composition: (see Committee Member B2 for additional criteria and ideas)

  1. It is good practice to have a vice-chairman for each committee. Having a vice chairman of a committee can be an excellent way to develop leadership within our organization and also to promote continuity of our programs.
  2. When selecting committee members, the chairperson should check with the Executive Secretary to confirm that the committee member is a current member of the association.
  3. Chairpersons should consider members who have volunteered to serve on the committee, using a volunteer list from the President.
  4. Chairperson may recruit committee members using SCASL media and personal contacts.

Committee Meetings:

  1. The chairperson is responsible for planning and conducting committee meetings.
  1. Advance notice should be sent to all committee members, including the President, who serves as an ex-officio member of all committees.
  2. Committees may meet electronically or in person. It is important to involve all committee members in the meetings and activities of the committee.
  3. A list of meeting dates for the committee should be established at the beginning of the association year.
  4. Conduct meetings using the association’s online meeting software.

Reports and Files:

  1. A committee roster should be posted to the SCASL MemberClicks Board Forum and sent to the Executive Secretary early in the year and updated as membership changes.
  2. Reports to the Board of Directors: Written reports of the activities of each committee are required at each Board of Directors meeting and should be posted electronically at least ten days prior to the meeting. Attendance at each board meeting is encouraged.
  3. Annual Report: A written summary of the committee's work and budget is required for the annual report of the association.
  4. Reports in SCASL Messenger: Upon request, the chairperson writes at least one article or information about the committee's activities for the SCASL Messenger.
  5. SCASL Webpage: The chairperson is responsible for maintaining the committee’s web page with current relevant information.
  6. Maintains Committee Files:
  1. Each chairperson should keep a file of projects, activities, budgets, committee reports, and correspondence conducted during the term of office,
  2. After weeding out duplicate and unnecessary notes, these records should be given to the incoming chairman.
  3. Provides copies of special project materials as specified for SCASL Archives.
  4. Updates committee chair duties and submit to the President at the May meeting.

COMMITTEE MEMBER B2

Term: one year, July 1 – June 30

Composition: Committee members must be active and current members of the association. An effort should be made to ensure that each committee be composed of three, six, nine, or twelve members representative of elementary, middle, and high school levels as well as geographical regions of the state. The committee chairperson, working with the President, should make every effort to appoint at least one member from the previous year's committee. It is desirable to have one-third of a committee’s members rotating off each year, with two-thirds remaining.

Duties:

  1. Accepts in writing or email the appointment by the committee chairperson.
  2. Notifies the chairperson of the committee immediately in case of address change.
  3. Attends the committee meetings and assumes a share of the total responsibility assigned to the committee.
  4. Answers all correspondence promptly.
  5. Understands that attendance at committee meetings and annual conferences is expected. Meetings may be conducted online as needed.
  6. Notifies the chairperson if attendance at any meeting is not possible. Expenses for committee meetings held at conferences are not paid for by the association.
  7. Becomes familiar with the work of the committee in its relation to the total program of SCASL.
  8. Forwards committee material to the chairperson at the end of the committee term.
  9. Committee members are invited to attend Board of Directors meetings.

ADVOCACY COMMITTEE B3

Function: The Advocacy Committee advocates for school librarians and school library programs and publicizes activities of the Association.

Composition: The Advocacy Committee is composed of a Committee Chair and members chosen by the chair.

Chairperson: The Advocacy Committee Chair is selected by the SCASL President.

Duties:

  1. To promote the importance of school library programs staffed by certified school librarians
  2. To inform the membership of issues impacting school libraries
  3. To provide tools to members to use in advocating for their own school libraries and for the profession.
  4. Arranges for news media coverage prior to and during the conference using the news media of the conference city.
  5. Prepares news dispatches prior to and during the conference for statewide distribution; especially post-conference for award winners and new officers elected for the association.
  6. Serves as the official photographer at the conference.
  7. Encourages members to participate in recognition programs.
  8. Sends list of association officers to School Library Journal, The State, and local newspapers.
  9. When necessary, arranges for and plans exhibits or displays of SCASL at other conferences, such as the Administrators' conference.
  10. Sends letter to Governor requesting April be proclaimed “School Library Month”

Approximate Time

Activity

Person Responsible

Throughout the year

Attend all Board Meetings and report on committee’s activities.

Chairperson

6 Months Prior to Conference

Send announcements to professional journals, newsletters, etc.

Chairperson

6 Weeks Prior to Conference

Prepares news releases on conference to all newspapers, television and radio stations.

Chairperson and committee

1 Month Prior to Conference

Write newspapers, radio and television stations requesting coverage of the conference.

Chairperson and committee

At Conference

Take photographs at seminars, meetings, concurrent sessions, banquets, etc.  Try to get at least one photograph of every speaker and every exhibitor.

Chairperson and committee

May

Prepare a year-end report to present at final Board Meeting and turn in any documents of activities .

Write letter of thanks to committee members for serving.

Chairperson


ARCHIVES & HISTORY COMMITTEE B4

Function: Compile, organize, and maintain records of the organizational functions of SCASL.

Composition: The Archives and History Committee is composed of a Committee Chairperson and members chosen by the chair.

Chairperson: The Archives and History Committee Chairperson is selected by the SCASL President.

History of the Committee: SCASL records were accepted by the South Caroliniana Library at the University of South Carolina and are listed among the holdings of the Caroliniana in its electronic catalog.

SCASL Records to be submitted to Archives & History Chairman annually include:

  1. Minutes of Board of Directors meetings; end-of-year financial reports; lists of actions taken at board meetings; lists of all officers, awards, and book awards; and any additional documentation selected by the president for inclusion in the archives.

These materials should be maintained in notebook form by the president.

  1. SCASL Messenger

The editor of the SCASL Messenger will collect two copies of each issue throughout the year and submit them together.

  1. Conference materials (Call to Conference, programs, etc.).

The executive secretary is responsible for gathering and submitting two copies of each item.

  1. Book award materials (booklets, bookmarks, etc.).

The chair of the Book Award Committee will submit two copies of each item.

  1. Association papers such as the Bylaws, the handbook, and other significant documents or publications.

The president is responsible for submitting any of these items not included in the notebook.

  1. Documentation of activities that do not pertain to regular business of the Association, such as the response to Hurricane Hugo, legislative initiatives, and intellectual freedom actions.

Materials should be submitted by chairs of committees sponsoring the activities.

  1. Miscellaneous printings or publications.

The president should submit these materials or delegate someone else to do so.

  1. End-of-year financial reports

(The treasurer will submit the end-of-year reports)

  1. SCASL Digital records should be uploaded to the SCASL google drive maintained by the technology chair.

AWARDS COMMITTEE B5

Function: Administer awards recognition programs of SCASL.

Composition: The Committee Chairperson, the current School Librarian of the Year, and other members selected by the chair.

Chairperson: The previous School Librarian of the Year shall be expected to serve as chairperson of the awards committee. In the event that this person is unable to serve, the President shall appoint a replacement chairman, with majority approval of the Executive Committee.

Duties:

  1. Promotes public awareness of the profession and its services.

  1. Handles the following recognitions that are presented by SCASL: School Library Program of the Year, School Librarian of the Year, Distinguished Service Award, and Administrator of the Year Award, Library Paraprofessional of the Year Award, Nancy Jane Day Scholarship Award, SCASL Collegiate Scholarship, Honor Roll of Administrators, and Honor Roll of Paraprofessionals.

  1. Distributes relevant information concerning the awards to the membership and school administrators.

Approximate Time

Activity

Person Responsible

August

Create and place an ad for the Awards in the SCASL  Messenger (See Google Drive for Messenger Article)

Set deadline (first Friday in December) for all awards

By 3rd week in August, post an update to MemberClicks

Chairperson

September

Direct email to list of all state principals, this information    can be obtained from the State Department liaison, email should highlight awards available and encourage admin to urge their media specialists and paraprofessionals to apply

Chairperson

October

Post email reminders on SCASL LISTSERV every 2 weeks beginning Oct. 1, use social media accounts to promote awards

MemberClicks update by 3rd week

Email award sponsors & (see Google Drive document Awards Information for specific details regarding awards) about sponsoring award plaque costs and attending luncheon

Chairperson

November

Post email reminders on SCASL LISTSERV every 2 weeks through Thanksgiving, continue using social media accounts to promote awards

Follow up with anyone who asked questions but has not submitted an application

Chairperson

December

Applications due first Friday in December

Ensure all applicants are members of SCASL as guidelines require (SLOY, etc.)

Share all applications with committee via Google Drive  

Create voting form and email it to committee for vote tabulation (optional), turnaround time of a week or less

Tally, score, and make selection of candidates.  Follow board procedures for oral interviews for SLOY when there is more than 1 candidate

Use Google Hangout or Skype or Facetime to discuss if necessary; Can use GoToMeeting platform as needed (the webinar platform used for some board meetings.)

Chairperson and Committee members

January

Make congratulatory calls to each person who was selected and follow up with an email with details about where and when the awards will be presented

Request a biographical write up and photo.  Don’t forget the Distinguished Service Award is kept secret from the recipient, so only notify the nominating individual or group who will be responsible for getting their nominee to the Awards event

Send “no thank you” letters to each individual who applied or was nominated for an award, but who was not selected

Send candidate biographic information and pictures to Pres. Elect prior to Board meeting

Get letterhead at meeting from SCASL Executive Secretary if necessary (email in advance to ask for some if needed)

Submit check voucher to Treasurer (check Google Drive Awards Information for details on amounts)

Chairperson and Committee members

February

Check with all Awards nominees and award sponsors to confirm attendance prior to conference

Order award plaques, personalized plate or whatever you select.  Forward invoice for plaques to SCASL Executive Secretary for pick up and to arrange payment with Treasurer

The Nancy Day Scholarship award recipient needs to submit a transcript and paid receipt for tuition to you before you submit a voucher to the Treasurer for their reimbursement

The SCASL Collegiate Scholarship winner will receive their check in the fall once they enroll and pay tuition

Chairperson

1 Month Prior to Conference

Prepare remarks for each nominee at luncheon. Use biographical write-ups and recommendation letters to assist with this task

Provide the President-Elect with the number of reservations/tables needed at the Awards Luncheon.

Purchase flowers or plants to give award winners  

Print certificates for award winners (check Google Drive and/or flash drive for award templates)

Submit all receipts and vouchers to the Treasurer for reimbursement.

Chairperson and Committee members

At Conference

Update MemberClicks with winners

Be responsible for hospitality for awards winners.

Make brief comments concerning each winner at appropriate conference sessions. This may be done by committee members.

Cooperate with sponsoring vendors who actually present plaques/ certificates.

 Chairperson and

 Committee members

After Conference

Send thank you letters to award sponsors

Send thank you letters to committee members

Send award winner write ups to SCASL Messenger Editor for publication

Update Awards page on the SCASL website with winners’ information

Update Awards History pages on the SCASL website as needed

Post press release (See Google Drive Press Release) to SCASL website  

Send Honor Roll award recipient letters and certificates to district Superintendents

Chairperson

April - May

Contact SLOY with a reminder about writing an article in the Fall SCASL Messenger

Prepare Awards documents (press release, etc.) to Archives & History Chairperson

Attend Executive Board Meeting and write up annual report of committee activities to submit to SCASL President

Update committee procedures and submit to President

Make sure all obligations to winners are fulfilled

Turn over all materials to Vice Chair who will be the Committee Chair for the upcoming year

June

Complete any outstanding tasks as needed

July

Check website and update all portions of each award listed (1st Friday in December deadline)

Google Drive - clean up email account and delete old emails and/or change password
Update information on SCASL awards page with your login and password
Email Awards committee volunteers to welcome them aboard

(see Google Drive folder Board Reports)

Chairperson


BOOK AWARDS COMMITTEE B6

Function:  The purpose of the South Carolina Book Award Program is to encourage our students to read quality contemporary literature and submit their vote to select the recipients of the annual awards.  To that end, the function of the Book Awards Committee is to produce the Nominee lists South Carolina students will use to read and vote each year.

Composition:  The Executive Board Representative (EBR) [also known as the SC Book Awards Chair]; the Representatives Committee: SC Book Awards Vice-Chair, and the Chairs and Vice Chairs of the Picture Book, Children’s Book, Junior Book, and Young Adult Book Award Committees; and other Committee Members selected by application per guidelines outlined in the Book Award Handbook.

Chairperson:  The SCASL EBR shall be appointed by the President of SCASL in consultation with the past EBR and with the approval of the Executive Board.   The term of office for the EBR shall be for a one-year term with an additional year to be served in an advisory capacity for the new EBR. It is recommended that the past EBR then rotate off for a period of three years before re-applying to serve on any committee. The official term of office for the EBR begins in July. However, the newly appointed EBR shall have the duty of planning and conducting the May meeting at the beginning of his/her term of office.

Duties:  A full list of duties for the Book Awards Chairperson and Book Awards Committee can be found in the Book Awards Handbook.   In addition, the Book Awards committee is tasked with many functions during the conference; therefore, the EBR should consult with the President-Elect and Local Arrangement’s chair and refer to the Conference Guidelines to ensure all tasks and duties for the conference are performed.

EBR’s Responsibilities for the Board (more detailed list found in the Book Award Handbook):


BYLAWS COMMITTEE B7

Function: The Bylaws Committee maintains and recommends revisions of the Bylaws to facilitate the proper functioning of the Association and works with the outgoing president in revising the SCASL Handbook.

Composition: The Bylaws Committee is composed of a Chairperson and members chosen by the chair.

Chairperson: The Bylaws Chairperson is selected by the SCASL President.

Duties:

  1. Facilitates the proper functioning of the association and makes a continuing study of the bylaws from recommendations received from the membership with approval from the Board of Directors.
  2. Presents items that have been approved by the Board of Directors to the membership for action.
  3. Works with the immediate Past President in revising SCASL Handbook.

Approximate Time

Activity

Person Responsible

Summer

Receive recommendations from Board of Directors.

Chairperson

First SCASL Messenger

Solicit input and recommendations from membership.

Chairperson

Throughout Year

After approval from the Board of Directors, publish all proposed Bylaws changes in the SCASL Messenger.

Be certain that all changes are properly recorded and sent to the membership at least 30 days prior to voting. This would mean prior to conference if voting is to occur at conference.

Work with the Executive Secretary to mail ballots of Bylaws changes to membership for voting if not voted upon at conference.

Update files to maintain current copy of SCASL Bylaws on the SCASL Web site.

Serve as a Parliamentarian during Board of Directors meetings and business meetings at annual conferences.

Chairperson

At Conference

Presents Bylaw revisions to membership at the General Business Meeting.

Chairperson

End of Year

Prepare an annual report.

When necessary and appropriate, work with the Past President to revise and update the SCASL Handbook.

Prepare and update files for the new chair.

Write a letter of thanks to committee members for serving.

Chairperson


EDITORIAL COMMITTEE B8

Function: The Editorial Committee is responsible for creation of the SCASL Messenger, the official newsletter of SCASL. They compile, organize, edit, and compose material, both written and graphic, to be included in a minimum of four newsletters to conform to the Association’s agenda for the year.

Composition: The Editorial Committee is composed of a Chairperson and members chosen by the chair.

Chairperson: The Editorial Committee Chair is selected by the SCASL President.

Stipend for Chairperson: $500.00 per year

SCASL Messenger distribution:

  1. The number of hard copy issues of the SCASL Messenger will be determined by the Board of Directors annually.
  2. The mailing of the first print issue will include all members, librarians at all S.C. schools, principals, superintendents, and the others list. Mailing of all other issues will include all members and the others list. Special issues may be deemed necessary and may be requested by the President due to unusual circumstances.

Committee:

The following year’s committee is formed in late spring to ensure a complete staff with assignments before the end of the school year. This is usually accomplished via SCASL media, including website, SCASL-LS discussion list, and Regional Network. This is necessary because of the traditional early deadline of August 1st for the first issue. The process for setting up a schedule is as follows:

  1. The chair sends to all volunteers an outline of responsibilities.
  2. Committee members are invited to write about any topic of personal or particular interest to them.
  3. For those who have not thought that far, the chair sends a list of some 15-20 possible topics to encourage their thinking.
  4. Members inform the chair of their topics (not necessarily from the list).
  5. The chair then creates the schedule for all four issues and relays that information to the members.
  6. Any necessary modifications are made and the final schedule with deadlines is sent to all committee members.
  7. Each member usually has only one major article to write throughout the year. Members may submit articles in addition to any assignment. All are asked to contribute tips, ideas, and highlights.

Deadlines:

Deadlines are determined at the Board of Directors retreat in late summer. They usually coincide with future Board of Directors meetings.

The chair is responsible for sending reminders of deadlines to Editorial Committee members as well as Board of Directors members (and any other contributors) preferably two weeks in advance.

Articles for the Messenger:

  1. The committee member may write the assignment as an original article, compile information gathered from other sources or seek out individuals with particular expertise to write the article.
  2. Members are responsible for photos of conference events and guests to be used in the post- conference issue.
  3. Articles are submitted electronically as are photos and graphics.
  4. The school, district and email address of the contributor should be included with the article when printed.
  5. Regional Network guidelines presently state specifically that all information sent in should be properly identified by region, district and county. Information to be published is limited to awards, grants, vital statistics, personnel changes, new LMS’s, author/illustrator visits, and new school libraries. Members wishing to contribute anything other than this information are encouraged to write separate short articles.
  6. Guest columnists may be invited to contribute articles. Such invitations are written well in advance of publication. As with committee members, reminders of deadlines are sent in a timely fashion.

Duties of the chair:

  1. Send a reminder to the Board of Directors as well as committee members in advance of each deadline. (Also sends reminders to such entities as the Richland County Public Library, The South Carolina State Library, and SLIS.)
  2. Compiles, organizes, edits, and composes material, written and graphic, using desktop publishing software. Where necessary, checks ambiguous material with its source for clarification.
  3. Has committee member/s proof draft copy of each issue. Committee members may also assist in any other fashion deemed necessary.
  4. Finalizes copy in electronic format for printer.
  5. Contacts Executive Secretary a week prior to delivering to printer to determine quantity to be printed and request current mailing list file.
  6. Delivers electronic document and electronic updated mailing list to printer and notifies Executive Secretary of same. This should be about 2-weeks after the deadline for that particular issue. Works with the Executive Secretary in establishing the number of copies to be printed and date of finished product.
  7. Subsequent to receipt by mail of the current issue, converts the file to PDF format for online access.
  8. Develop an advertising rate schedule for approval by the Board. Solicit advertising from vendors as relevant to the library profession according to the rate schedule.

Mailing of SCASL Messenger and Costs:

A mailing service handles the preparation for and mailing of SCASL Messenger. The copies are delivered with an updated accurate electronic mailing list to a mail service who handles the process. The Executive Secretary receives the bill from the printer for printing and mailing and processes the same.

Schedule:

Four issues per year, dates dependent upon time of conference. Usually September, December, February, and April. These are times received. The first deadline of the year is traditionally August 1st.

Basic Contents of SCASL Messenger:

All issues:

1st issue: September (deadline August 1)

*Upcoming conference information with the logo from President-Elect may be included in this issue.

2nd issue:

3rd issue:

4th issue: (Post conference)

Material submitted by Editorial Committee members is included in each issue as per schedule set late spring.

The School Librarian of the Year is obliged to write at least one article during the year. The Administrator of the Year is invited to submit an article.

The Editorial Chair will prepare and submit an annual report for the board.

The Editorial Chair writes a letter of thanks to committee members for service.


INFORMATION TECHNOLOGY COMMITTEE B9

Function: The Information Technology Committee promotes the role of the librarians as a technology leader and supports the integration of technology into the total school curriculum.

Composition: The Information Technology Committee is made up of a Committee Chair and members chosen by the chair.

Chairperson: The Information Technology Committee Chair is selected by the SCASL President.

Stipend for Chairperson: $500.00 per year for chairperson

Duties:

  1. Promote the role of the librarians as an educational technology leader.
  2. Promote the integration of information technology into the total school curriculum.
  3. Promote information literacy into the total school curriculum.

Approximate Time

Activity

Person Responsible

July

Update website with new committee members names

Update website permissions for all current Board Members

Update generic SCASL email addresses for new committee members

Add a new discussion forum for current year

Provide overview/ training about the website during the Board Retreat

Chairperson

August

Committee will consist of a minimum of three members. Membership in SCASL is requisite to serve on this committee. Membership of the SCASL Information Technology Committee will be a three-year commitment.

Update committee website with new contact information

Chairperson

January

Communicate with Conference Chair about spreadsheet of presenters to be used with SCHED

February

 Upload sessions and location information to SCHED

Troubleshoot issues with presenter or attendee access and information

Throughout Year

Attend all SCASL Board meetings and present to membership a report concerning activities of the committee

Chairperson

Attend all Information Technology Committee meetings.

Chair and Committee

Maintain SCASL web site: Responsibilities for web site will be divided among Committee members. Committee will serve as the web site editorial board, and as such, will oversee the format, design, and content of the site.

  • regularly update pictures in slideshow
  • add news and press releases
  • embed the latest issue of SCASL Messenger
  • add dates to the Events Calendar
  • include promotional materials for any upcoming events or relevant topics
  • provide assistance to the Committee Chairs with questions about updating their pages

Committee Chairs edit and maintain the Committee pages.

Chairperson, Committee Chairs

Maintain active participation with the annual SCASL conference:

  • Provide technical support and programs/activities as agreed

upon/requested by the Conference Steering Committee.

Submit articles for each edition of the SCASL Messenger.

Chairperson and/or committee member

Monitor the SCASL Listserv; keep up with Infractions & Consequences of Listserv Misuse. Include the documentation in your end of year board report.

  • First offense = warning in email from IT Committee Chair, documentation of first warning (date, topic) noted in database to be maintained by current IT Chair
  • Second Offense = second stronger warning in an email from IT Committee Chair; documentation of second warning (date, topic) noted in database to be maintained by the current IT Chair.
  • Third Offense = removal from SCASL listserv (Contact the USC Teaching and Technology Services Representative to request a listserv members removal.)

At the time of this publication, that person is Ms. Chris Brown, CMBROWN@mailbox.sc.edu 

Chair

Before Conference

  • Promote conference to SCASL membership and to other members of the educational community.

Prepare a tabletop display to promote the IT Committee and schedule committee members to man the booth during the exhibit hall opening.

Coordinate with the President-Elect to prepare the conference app if used.

Chairperson

After conference & before last board meeting

Send all participants a reminder about how to get PD certificates from SCHED app

Update the slide show pictures to celebrate School Librarian of the Year, School Library Program of the Year (these stay year round)

Assist the Awards Committee Chair and Book Awards Committee Chair in showcasing winners and new book awards nominees on website

Prepare and submit an annual report.

Writes a letter of thanks to committee members for service.

Chairperson

Before any virtual event

Work with event chair to review:

  • online platform
  • promotion
  • scheduling
  • registration
  • tech troubleshooting
  • evaluation and PD certificates


INTELLECTUAL FREEDOM COMMITTEE B10

                                        

Function: The Intellectual Freedom Committee shall promote a greater awareness among SCASL members of intellectual freedom and issues related to the free access to library materials.

Composition: The committee is made up of a committee chair and members selected by the committee chair.

Chairperson: The chairperson is appointed by the SCASL President.

                                

Duties:

  1. Promotes greater awareness among SCASL members of intellectual freedom and censorship of library media centers.
  2. Recommends to the association and the Board of Directors such steps as may be necessary to safeguard the rights of library users, libraries, and librarians.
  3. When assistance is formally requested, it serves as support and source of information for media specialists and/or districts dealing with intellectual freedom issues.
  4. Works with other state organizations to promote intellectual freedom.
  5. Awards the SCASL Intellectual Freedom Award recipient in an every other year rotation.

Approximate Time

Activity

Person Responsible

August

Prepare article about Intellectual Freedom Award for SCASL Messenger.  Deadline for the IF Award is December 1st prior to the awarding year (OR the same deadline as the other SCASL Awards—SLOY, Admin of the Year, etc.) The next award deadline will be December 1, 2020 for the 2021 IF Award).

Chairperson

Throughout Year

Promote awareness of intellectual freedom and censorship issues through SCASL media outlets (website, forums, listserv, etc.)

Chairperson & Committee Members

Prior to Conference

If the award is presented at SCASL conference, prepare bio and award announcement for conference program.  

Submits a request to the executive secretary that the plaque be ordered for the IF recipient and submits a voucher to the president for the $250 award prize.

Chairperson

At Conference

Present report of activities at business meeting or annual conference.  

If the award is presented at SCASL Conference, work with the award sponsor to present the award at the Awards Luncheon.

Chairperson

After Conference:

Prepare Annual Report

Writes a letter of thanks to committee members for service.

Chairperson

The Intellectual Freedom Award:

This award recognizes those who advocate for the First Amendment Rights of students, teachers, and citizens of South Carolina. The South Carolina Association of School Librarians supports and upholds the U.S. Constitution, the American Library Association’s Library Bill of Rights, and the freedom to read. The Intellectual Freedom Award is our celebration of this advocacy.

NOTE: SCASL Awards the IF Award every other year at the SCASL Conference, on odd numbered years. However, the Chairperson and committee should actively promote the award and provide information on where/how to submit nominations every year.

IF Award Nomination “Application”

Intellectual Freedom Award

The Intellectual Freedom Committee is calling for nominations for the 20XX Intellectual Freedom Award.

Do you know a school librarian that uses innovative or creative programming to raise awareness of students First Amendment rights?  Do you know a school librarian that has boldly opposed censorship in their school library media center, public library, or community?  Do you know a school librarian that promotes intellectual freedom through quality library media center programming?

If so, recognize this individual by nominating her/him for the 20XX SC Intellectual Freedom Award.

To nominate an individual, please include the following information:

The winner of this award receives the general adulation of her/his peers as well as a cash prize!

Nominations must be submitted by December 1, _______.

Send nominations to:

___________________, Intellectual Freedom Chair

___________________ (email address)

 

LEGISLATIVE COMMITTEE B11

Function: The Legislative Committee keeps the membership informed of state and federal legislation under consideration that is relevant to school library programs, promotes Legislative Day, and works with government officials.

Composition: The Legislative Committee is composed of a Committee Chairperson and members selected by the Chair.

Chairperson: The Legislative Committee Chairperson is selected by the SCASL President.

Duties:

  1. Keeps informed of legislation, both state and federal, that is relevant to school libraries.
  2. Helps to inform membership of legislation that is under consideration.
  3. Contacts lawmakers and staff at state and national level to promote awareness of relevant issues concerning school libraries.
  4. Attends ALA National Library Legislative Day along with SCASL President-Elect when budget allows.
  5. Supervises all SC Read-In activities

Approximate Time

Activity

Person Responsible

Summer

Work with SCASL Board of Directors to prepare SCASL Legislative Agenda.

Appoint committee members, new members each year

Chairperson

Throughout Year

Join ALAWON discussion list to stay abreast of Federal issues.

Join S.C. legislative group.

Encourage members to support relevant legislation.

Committee Members use the SCASL Web page, SCASL discussion list, and work with Regional Network Director to inform members of upcoming congressional and/or state legislative votes.


Mount petition, telephone, postcard campaigns, etc. on relevant legislation.


Attend other appropriate meetings.

Chairperson and committee members

At Conference

Present to membership at a business meeting a report concerning activities.

Chairperson

May

Attend National Legislative Day in Washington.

Prepare an annual report and write thank you letters to committee members.

Chairperson

PRE-SERVICE COMMITTEE B12

Function: The Pre-Service Committee is to act as a bridge between the School Library profession and pre- service teachers and organizations.

Composition: The Pre-Service Committee is composed of a Committee Chairperson and members chosen by the chair.

Chairperson: The Pre-Service Committee Chairperson is selected by the SCASL President.

Duties:

  1. Provides members of the teacher education community up-to-date information about school library services
  2. Encourages teacher preparation programs to include information about library programs in their curriculum

Approximate Time

Activity

Person Responsible

Summer

Prepare list of teacher preparation programs in S.C. including contact information.

Chairperson

Early in Year

Leads committee creation of presentation for pre-service education program classes.

Chairperson

Throughout Year

Coordinates committee members, SCASL Board members, and other SCASL volunteers to contact pre- service education programs and arrange for visits / presentations.

Chairperson

At Conference

Share Preservice presentation at Exhibit Hall opening or other conference session.

Prepare a display at Exhibit Hall opening at the request of the PE.

Chairperson and Committee

End of Year

Prepare and submit an annual report for the Board of Directors.

Write a letter of thanks to committee members for service.

Chairperson

REGIONAL NETWORK B13

Function:

Composition: The Regional Network Council shall be composed of the regional coordinators, the chairpersons of all sections (Paraprofessional, Retired, Special Public/Independent, and Supervisors), the Editorial chairperson, and the Regional Network Director. The Regional Network Director is appointed by the President for a term of two years. Next Regional Network Director will be appointed to begin a three year term in July 2019.

Residency: All members of the Regional Network Council shall reside and/or be employed in the region which they represent and shall be active members of the Association.

Chairperson: The Regional Network Director shall serve as Chairperson of the Regional Network Council and act as liaison between the Board of Directors and the membership via the Regional Coordinators. The Regional Network Council shall provide input from the membership to the Board of Directors of the Association.

Approximate Time

Activity

Person Responsible

August

Submit a proposal to present at the SCASL Annual Conference to reserve space to hold a Regional Network Meeting.

Send regional news to the SCASL Messenger Editor for the September newsletter. Regional Network guidelines presently state specifically that all information sent in should be properly identified by region, district and county. Information to be published is limited to awards, grants, vital statistics, personnel changes, new LMSs, author/illustrator visits, and new school libraries. Any other news can be submitted to be published on the SCASL Facebook page and website. Members wishing to contribute anything other than this information are encouraged to write separate short articles.

Director and Regional Network

Throughout Year

Encourage membership and work with board and Executive Secretary to support membership development

Solicit membership feedback on SCASL. Share member input with the Board of Directors.

Encourage participation of membership in SCASL programs.

Collect and streamline regional news for inclusion in each SCASL Messenger Publication (online publication that comes after the September print issue.)

After the SCASL Messenger is published, schedule Tweets and Facebook posts sharing regional news activities from the print edition.

Post current regional news on Regional Network News Webpage.

Director and Regional Network

At Conference

Hold meeting of RN Council and RN district representatives.

Provide a display at Exhibit Hall opening upon request of
President-Elect..

Director

After Conference

Present input from Regional Network to Board of Directors

Director


STANDARDS AND GUIDELINES COMMITTEE B1

Function: The Standards and Guidelines Committee assumes a proactive role in representing the Association and to inform the membership of new or revised standards and guidelines that affect library personnel, programs, and facilities.

Composition: The Standards and Guidelines Committee is composed of a committee chairperson and members chosen by the chair.

Chairperson: The Standards and Guidelines Committee Chairperson is selected by the SCASL President.

Duties:

  1. Keeps the membership informed of new or revised standards and guidelines affecting library programs, personnel, and facilities.
  2. Informs the Board of Directors of issues about standards and guidelines relevant to the profession.

Approximate Time

Activity

Person Responsible

Throughout Year

Actively becomes aware of new or revised standards and guidelines.

Offers training on new standards as needed.

Chairperson and committee

At Conference

Provide a display at the Exhibit Hall opening

Chairperson and/or committee

May

Prepare and submit an annual report.

Write a letter of thanks to committee members for service.

Chairperson


SECTION: PARAPROFESSIONAL SECTION B15

Function: This section shall provide a means for discussion and cooperation among school library paraprofessionals and shall support the aims and purposes of SCASL.

Composition: The Paraprofessional Section is composed of a Committee Chairperson and members selected by the Chair.

Chairperson: The Paraprofessional Section Chairperson is selected by the SCASL President.

Duties:

  1. Provides a means for discussion and cooperation among library paraprofessionals.
  2. Provides a means to support the aims and purposes of SCASL.
  3. Coordinates with the awards chair.

Approximate Time

Activity

Person Responsible

Throughout Year

Serve as a liaison between paraprofessional members and SCASL committees and projects to encourage participation of paraprofessional members in current SCASL activities.

Work with SCASL Executive Secretary, Regional Network, and SCASL Messenger to encourage paraprofessional memberships in SCASL

Chairperson

At Conference

Prepare a display at Exhibit Hall opening at request of PE.

Chairperson

May

Prepare and submit an annual report.

Write a letter of thanks to committee members for service.

Chairperson


SECTION: RETIRED LIBRARIAN B16

Function: This section shall provide a means for discussion and cooperation among retired librarians and shall support the aims and purposes set forth by SCASL.

Composition: The Retired Librarian Committee is composed of a Committee Chairperson and members selected by the chair.

Chairperson: The Retired Librarian Committee Chairperson is selected by the SCASL President.

Duties:

  1. Provides a means for discussion and cooperation among retired library librarians and supporters of the profession.
  2. Provides a means to support the aims and purposes of SCASL.

Approximate Time

Activity

Person Responsible

Throughout Year

Serve as a liaison between retired members and SCASL committees and projects to encourage participation of retired members in current SCASL activities.

Work with SCASL Executive Secretary and Regional Network to determine upcoming retirees.

Chairperson

At Conference

Provide a display at Exhibit Hall Opening at Request of PE.

Chairperson

May

Prepare and submit an annual report.

Write a letter of thanks to committee members for service.

Chairperson


SECTION: SPECIAL PUBLIC AND INDEPENDENT SCHOOLS SECTION B17

Function: This section shall provide a means for discussion and cooperation among non-public school librarians and shall support the aims and purposes of SCASL.

Composition: The Non-Public/Independent Schools Committee is composed of a Committee Chairperson and members chosen by the chair.

Chairperson: The Non-Public/Independent Schools Committee Chairperson is selected by the SCASL President.

Duties:

  1. Encourages Special Public and Independent school librarians to join and be active in SCASL.

  1. Plans meeting for non-public school members at SCASL conference.

  1. Represents non-public school members in the Regional Network and on the Board of Directors.

  1. Acts as liaison between non-public school library librarians and the S.C. State Department of Education

Approximate Time

Activity

Person Responsible

August

Work with SCASL President Elect/ Conference Program chairman to arrange SP&I section meeting during conference

Chairperson

Throughout Year

Promote SCASL membership to non-public school librarians via email, mail, or SCASL Messenger.

Notify contact people about the Regional Network. Send Regional Network information and communications to all SP&I members

Help distribute information from the SC State Department of Education to non-public members.

Chairperson

Before Conference

Encourage SP&I members to attend the conference and the non- public meeting.

Chairperson

At Conference

Hold SP&I Section meeting during conference

Chairperson and committee

After Conference

Prepare follow-up reports of meetings and encourage new memberships.

Chairperson

May

Prepare and submit an annual report.

Write a letter of thanks to committee members for service.

Chairperson


SECTION:  SUPERVISORS B18

Function: The section shall provide a means for discussion and cooperation among school library supervisors and shall support the aims and purposes of SCASL.

Composition: The Supervisors Section Committee is composed of a Chairperson and district representatives for their school library programs.

Chairperson: The Supervisors Section Committee Chairperson is selected by the SCASL President. If possible, the Chairperson should be a district level supervisor.

Duties:

  1. Provides a means for discussion and cooperation among school library supervisors of the state and works for the purposes set forth by SCASL
  2. Informs the Board of Directors of issues relevant to the profession.

  1. Participates in statewide school library supervisors group

Approximate Time

Activity

Person Responsible

August

Plan dates and locations of meetings and inform district representatives for library programs throughout the state.

Submits a proposal to present at SCASL Annual Conference to reserve meeting space for Supervisors Section Meeting.

Chairperson

Throughout Year

Keep a current list of district representatives for all school districts.

Inform supervisors of any relevant information.

Coordinate supervisors’ communications with State Department representative.

Chairperson

At Conference

Sponsor Supervisors’ Section Meeting at conference.

Chairperson

May

Prepare and submit an annual report.

Write a letter of thanks to committee members for service.

Chairperson


LIAISONS B19, B20, B21


SOUTH CAROLINA DEPARTMENT OF EDUCATION REPRESENTATIVE B19

Duties:

  1. Serves as a liaison between SCASL and the South Carolina Department of Education
  2. Provides the SCASL Board of Directors information on issues relevant to the profession and SCASL
  3. Attends SCASL Board of Directors Meetings


SOUTH CAROLINA LIBRARY ASSOCIATION REPRESENTATIVE B20

Duties:

  1. Serves as a liaison between SCASL and SCLA
  2. Shares information from SCLA with SCASL Board of Directors
  3. Attends SCASL Board meetings


USC SCHOOL OF LIBRARY & INFORMATION SCIENCE LIAISON B21

Duties:

  1. Serves as a liaison between SCASL and the USC School of Library & Information Science
  2. Informs the SCASL Board of Directors of information and issues relevant to the profession and SCASL
  3. Attends SCASL Board of Directors meetings


Section C
SCASL EXECUTIVE SECRETARY C1

Term: Contracted annually from July 1 to June 30.

Stipend: $800.00 per month

Obligations & Duties:

  1. Serves as non-voting ex-officio member of the Board of Directors.
  2. Is bonded.
  3. Serves as the primary contact with association members, potential members, and vendors, and carries out the responsibilities listed below:

MEMBERSHIP

  1. Within five business days of receipt:
  1. deposits dues checks;
  2. sends deposit slips and dues report to the treasurer, and
  3. issues membership cards and other appropriate materials to members.
  1. Keeps the computer membership database current including changes of address, schools, years of membership, committee service, board service, membership type, etc.
  2. Maintains database capability to generate a variety of membership reports and furnishes current membership reports to Regional Network Director and President on August 1, September 1, October 1, January 1, March 1, and May 1; and at each meeting of the Board of Directors. Additional updates may be requested as needed.
  3. Ensures that renewal notices have been sent by Memberclicks to expiring memberships 30 days prior to expiration (June 1).  Changes membership status to “lapsed” until December 31 and then changes status to “prospect.”
  4. Provides membership information to committee chairs for the purpose of selecting committee members.
  5. Works with the Retired Chair and Regional Network Director to determine upcoming retirees.

BOARD OF DIRECTORS

  1. Attends all Board of Directors meetings as an ex-officio member.
  2. Assists in preparation for Board meetings setting up facilities and refreshments or as requested.
  3. Assists the Board of Directors with special projects as requested.
  4. Works cooperatively with SCASL Archives and History Chairperson to secure materials, resources, and reports for the Archives.
  5. Maintains an open line of communication with Association officers and Board of Directors members.
  6. Maintains copies of the SCASL Handbook and distributes these as needed to Board of Directors members.

ANNUAL CONFERENCE

  1. Serves as ex-officio member on the Conference Steering Committee and attends the annual conference.
  2. Serves on the Vendor Exhibits Committee and may be required to serve as the Exhibits Coordinator. See Vendor Exhibits Committee section in the Conference Handbook.
  3. Serves as the Registration Chair and works with the Regional Network Director to solicit volunteers to assist with registration.  See Registration section in Conference Handbook.
  4. Receives all conference registration forms and fees and processes them within 5 days of receipt.
  5. Since all conference registration is now online, assures that Memberclicks is correctly set up to send confirmations upon receipt of registration.
  6. Processes daily registration reports for the Conference Planning Committee between the registration closing date and the actual conference or as requested to include number registered, scholarship donations, meals count, reception counts, etc.
  7. Prepares any printed materials needed for conference in an efficient and effective manner before annual conference, including directories, nametags, and registration packets.
  8. Prepares registration packets for conference speakers and guests at the direction of the President-Elect.
  9. Prepares mailing labels for Past-Presidents conference meeting or as requested.
  10. Receives and processes onsite registration at the annual conference
  11. Provides daily conference participation reports for the President and President Elect during the conference.
  12. Attends pre- and post-conference meetings at the conference site.
  13. Invoices registrations received on purchase order and re-bills at 30-day intervals as needed.
  14. Miscellaneous Conference Duties:
  1. Orders plaques for out-going president and awards.
  2. Provides two copies of all conference materials for Archives & History Chair (program, call to conference, tickets, etc.)
  3. Has book award medals engraved.
  4. Assists with proofing of the conference program. Determines the number of programs to print and conference bags to order based on registration.
  5. Receives the Presenter Spreadsheet from the President-Elect – contains the complete session schedule: title, presenter name, facilitator name, date, time, room number, etc.
  6. Provides t-shirt order numbers to the President-Elect.
  7. Provides a number of meals purchased for the person handling catering and table decorations.
  8. Assists the Local Arrangements Chair and President-Elect with convention center arrangements (ex: rooms, meal functions, spaces for registration and info desk, autographing space, equipment, etc.)
  9. Provides cash, receipt books, register, book award order tickets, etc. to the conference store. Cashier and Executive Secretary perform daily cash-outs for the day’s receipts. The Executive Secretary receives unclaimed merchandise, such as conference t-shirts, and ensures they are distributed.
  10. Acquires ribbons for Book Award banners and trailers.

COMMUNICATIONS

  1. Maintains the bulk-mailing permit.
  2. Maintains a post office box in the name of the Association, picks up mail from the box regularly, disseminates information to appropriate persons within 3 days, and informs Treasurer of balance in the bulk mailing account.
  3. Provides commercial printers with membership database information for mailing newsletter, call to conference, or association’s mailings.
  4. Handles association correspondence, checking and responding to email and voicemail every other day, and forwarding requests to the proper person within the association.
  5. Joins the SCASL listserv and notifies members when unable to respond to communications for an extended period of time.
  6. Is a member of the SCASL.net website.
  7. Works with Bylaws Chair to mail ballots of bylaw changes if they are not being voted upon at conference.

BOOK AWARD RESPONSIBILITIES

  1. Maintains an inventory of book award materials.
  2. Receives, processes and mails out book award orders.
  3. Deposits money received.
  4. Invoices purchase orders and re-bills at 30-day intervals.
  5. Maintains records of type and amount of supplies sold, money received, cost of materials and mailing, and any delinquent accounts.
  6. Works cooperatively with the Book Award Chair to prepare book award materials for   conference sales.
  7. Makes quarterly reports for the Board of Directors of book award sales and inventory.

OTHER RESPONSIBILITIES

  1. Forwards bills with vouchers to the President to be approved/ signed within 7 days of receipt. Note that vouchers that equal or exceed $600 must include a W9 form.
  2. Maintains an inventory of the contents of the storage unit and reports this annually to the Board of Directors.
  3. Maintains a supply of membership cards, stationary, envelopes, forms, directory, vouchers and orders printing as needed.  Provides these items to committee chairs as requested.
  4. Is to receive all printing/mailing of bills and invoices through the SCASL PO Box.
  5. Charges credit cards for various member payments (dues, conference, book award, etc.).
  6. Check Google Drive and MemberClicks for the SCASL Volunteer and the Book Award Application completions once a week. After verifying membership status, send contact information for the volunteers who are current members of SCASL to the appropriate committee chair. For those who are not members, contact to notify that, as they are not current SCASL members they are not eligible to serve on a committee.  Provide them with a SCASL membership application.

SCASL EXECUTIVE SECRETARY JOB REQUIREMENTS

  1. Extensive computer experience with ability to troubleshoot hardware and software problems.
  2. Proficiency with all Microsoft Office applications.
  3. Able experience with telecommunications including email, listserv participation, FAX machines.
  4. Exemplary interpersonal and customer service skills.
  5. Attention to detail with strong organizational skills.
  6. Knowledge of South Carolina schools, school systems, and school libraries.


Section D

BOARD OF DIRECTORS PROCEDURES D1

  1. Conduct

Ethical behavior and compliance with law, bylaws, and policies is expected of all directors.

  1. Title 33, Chapter 31. South Carolina Nonprofit Corporation Act
  2. South Carolina Association of School Librarians Bylaws
  3. South Carolina Association of School Librarians Handbook
  4. Robert’s Rules of Order, Newly Revised most recent version

  1. Meetings

  1. Meeting Attendance

Director presence at SCASL board of director’s meetings is critical. Business cannot be conducted without a quorum (one half of the number of voting board members, plus one.)

  1. There will be five (5) regularly scheduled meetings of the Board of Directors each year. Minimum attendance requirement is three (3) regular board meetings.
  2. If you are unable to attend a board meeting, please notify the president as soon as possible.
  3. Please try to arrange for someone from your committee to attend the board meeting in your absence; this is especially important if committee business is pending for which the board may request additional information. This person will not be allowed to vote, as proxy voting is not allowed in Robert’s Rules.
  4. If you wish to have additional people from your committee/project attend a board meeting, please notify the president in advance to ensure that there will be sufficient seating.
  5. One scheduled BOD meeting will be held during the SCASL conference.
  6. Board Retreat: attendance is not required for the board retreat, but strongly encouraged.
  7. BOD Meetings are open to any SCASL member. They should notify the president in advance to ensure that there will be sufficient seating.

  1. Meeting Procedures

  1. If you need to be on the agenda for board meeting business, please notify the president and send the item to be included on the agenda at least ten days prior to the board meeting.
  2. Please post your committee report, whether an informational report or a report including an action item on the SCASL Website Board Forum at least ten days prior to each board meeting.
  3. Please read committee reports and minutes of the previous meeting prior to the board meeting so that you are prepared for the issues coming up.
  4. Board members may make informational reports/announcements at board meetings.
  5. If an item of discussion is not put in the form of a motion, voted upon by the board, and recorded in the minutes, it did not officially occur, and no change or action will result until that process is followed.
  6. Motions coming from a committee do not require a second
  7. If you are making a motion from your committee, please submit the motion in writing to the secretary and president at the meeting.
  8. Please maintain a copy of all passed motions related to your committee in your committee records.
  9. To encourage full and equitable participation by all members in board discussion, we will adhere to the rule that no one may speak twice to an issue if there are board members who wish to speak but have not yet been recognized
  10. Please wait to be recognized before speaking unless you are rising to a point of order.

SCASL FINANCIAL GUIDELINES AND RULES D2

  1. Budget

An annual budget is approved by the Board of Directors.

  1. Each committee will be given a budget for the current year. It is the responsibility of the chairman to work within the budgeted amount.
  2. Please be aware of the budgeted amount for your committee or project. A committee may not spend over that amount without the approval of the Board of Directors.
  3. If the need arises for additional funding, the chairman should contact the president to discuss a request for additional funding. It is important for this to occur as soon as you are aware of the need, as additional funds will require approval of the executive committee and the board. Please do not overspend your committee budget without authorization of additional funds.

  1. Chart of Accounts  

INCOME – 1000

ACCOUNT #

NAME

DESCRIPTION

1000

Income

All income of the Association

1010

Membership

Membership dues

1020

Book Award Marketing

Book award seals, materials, etc.

1030

Interest/Miscellaneous

Bank interest and miscellaneous income

1040

Sponsorships

By companies & individuals of SCASL activities

1050

Summer Institute

Summer Institute registration, etc.

1060

SCASL Messenger Advertising

Advertising for the SCASL Messenger

1070

Conference

Conference Income

1071

Vendor Exhibits

Vendor Registration

1072

Member Registration

Membership fees from conference registration

EXPENSES – 2000

ACCOUNT #

COMMITTEE

ACCOUNT #

COMMITTEE

ACCOUNT #

COMMITTEE

2101

Advocacy

2107

Elections

2113

2102

Archives

2108

Information Technology

2114

Regional Network

2103

Awards

2109

Intellectual Freedom

2115

Retired Section

2104

Book Awards

2110

Legislative

2116

Standards & Guidelines

2105

Bylaws

2111

Non-Public/Independent Schools

2117

Supervisors Section

2106

Editorial

2112

Pre-Service

2118

Young Writers

  EXPENSES – 2200 ADMINISTRATION & LEADERSHIP

ACCOUNT #

COMMITTEE

ACCOUNT #

COMMITTEE

ACCOUNT #

COMMITTEE

2210

Administrative

2220

Communications

2234

Scholarship-SCASL Collegiate

2211

Accounting & Legal

2221

PO Box Rental

2235

Scholarship – N.J. Day

2212

Bank Fees

2222

Postage

2236

Summer Institute

2213

Insurance & Bonding

2223

Bulk Mail Permit

2237

Website Professional

2214

Equipment

2225

Printing & Copying

2240

Stipends

2215

Supplies

2226

Web Site & Technology Tools

2241

Executive Secretary Stipend

2216

2230

Leadership

2242

Webmaster Stipend

2217

Executive Secretary Travel

2231

Conference Leadership

2243

Editor Stipend

2218

Storage

2232

Board Food/Lodging

2244

Treasurer Stipend

2219

Miscellaneous Admin

2233

Board Travel

  EXPENSES – 2300 CONFERENCE

ACCOUNT #

COMMITTEE

ACCOUNT #

COMMITTEE

2310

Exhibits

2345

Conference Store

2320

Pre – Paid Expenses

2346

Conference Bags

2321

Meal Functions

2347

Presenter Gifts

2322

T-shirts

2348

2330

Housing-administration

2349

Program Miscellaneous

2340

Program

2350

Site Rental Expenses

2341

Speaker/Guest Honorarium

2360

Conference Printing

2342

Speaker/Guest Housing

2370

Local Arrangements

2343

Speaker/Guest Travel

2380

Refunds

2344

Conference Tours

2390

Miscellaneous

  1. Payment and Reimbursement

For payment of bills or reimbursement of expenses paid, a SCASL voucher form should be completed and signed by the committee chairman. Vouchers may be submitted to the President by mail or at board meetings. Vouchers must be submitted to the President by mail or at a board meeting within 90 days after the invoice has been received. Any expense for services or speakers that is equal to or exceeds $600 requires a W-9 to be submitted with the voucher for payment.

Voucher Checklist

  1. Fill out the voucher form completely. Include the budget fund account number from which the money is being drawn.
  2. Sign and date the voucher. Retain the goldenrod copy for committee files.
  3. If a Wells Fargo Credit Card Monthly Statement is involved, scan and digitally provide access/send Statement to both the President for expense approval and Treasurer.
  4. Scan and digitally provide access/send receipts and or invoices to the President for expense approval and Treasurer. All requests for reimbursement must have a receipt(s). NO EXCEPTIONS!
  5. Write out TWO envelopes; one addressed to the President for expense approval; the President will send vouchers to the Past President for expense approval; one addressed to the Treasurer to be included INSIDE the aforementioned envelope.
  6. Send/Mail your completed Voucher (white, pink, and yellow copies) AND invoice (or credit card summary form if a Wells Fargo card is involved) to the President for signature; email or digitally provide the President all required documentation from the voucher as soon as the voucher is mailed—same day.  
  7. After the president electronically receives the documentation required for voucher requests (receipts, and if applicable Wells Fargo Credit Card Bank Statement and Credit Card Summary Form) and signs the voucher, he/she will keep the pink copy and send the remaining white & yellow copy to the Treasurer for payment.

Voucher Mailing Addresses

President                                Past President                                Treasurer 

Katherine Malmquist                        Heather Loy                                Camellia Harris

4785B Worden Drive                        6177 Salley Rd.                                58 Shadowmoss Pkwy

Spartanburg, SC 29301                        North, SC 29112                        Charleston, SC 29414


  1. Travel Reimbursement Policy

For a SCASL Authorized Representative traveling in or out of the state on official SCASL business as authorized by the Board of Directors. 

  1. Approved “Out of State” conferences and meetings; Use of the SCASL credit card is required to book flights.

Meeting

SCASL Members Approved to Attend

Nights of Lodging & Days Per Diem

ALA MidWinter/LibLearnX

President, President Elect,
Book Award Chair

3 nights lodging & 4 days per diem

Legislative Day

President Elect, Legislative Chair

2-3 nights lodging and 3 days per diem

ALA Annual

President, President Elect, incoming President Elect;

5 nights lodging and 6 days per diem

AASL (every other year)

President, President Elect

3 nights lodging and 4 days per diem

  1. Method of Determining Travel Reimbursement
    When a SCASL Authorized Representative is traveling in or out of the State on official SCASL business as authorized by the Board of Directors, the following maximum reimbursement will apply:
  1. The South Carolina out-of-state per diem for meals and incidentals as of July 1 of the current year will be paid. Use this website to determine the per diem: http://www.gsa.gov/portal/category/100120 The site provides a chart showing rates for each meal. Use the column labeled M&IE Total for South Carolina.
  2. Actual costs for lodging will be allowed if staying in an approved conference hotel or less expensive alternative. Any exceptions must have the written approval of the executive committee. Use of the SCASL Credit Card is required and receipts must be returned to the treasurer with a voucher. Failure to return credit card receipt will require the Representative to pay for the lodging expense. A paid receipt must be accompanied with the Representative's voucher if the expense is to be reimbursed.
  3. Airport transfer transportation shall be reimbursed at a rate not to exceed $30 each way, flight fees such as baggage no more than $30 each way, and flight insurance for the trip not to exceed $30.

  1. Board travel
    Board of Directors may request travel reimbursement for attendance at the summer board retreat and board meetings. Board of Directors are paid at a flat rate of $15 for those whose one-way travel is fifty or more miles for all meetings except the meeting held at the Annual SCASL Conference, which comes from the Board of Directors’ Travel Budget. The attendance will be monitored from the Board of Directors Meeting Minutes and paid at or after the last Board meeting of the fiscal year with a completed voucher.

  1. Committee travel
    Some committees may be budgeted for travel reimbursement. Committee meetings are paid at a flat rate of $15.00 for those whose one-way travel is fifty or more miles. No documentation is required. The $15.00 comes from the committee’s budget. Committee chairmen should confirm attendance of members prior to signing vouchers.

  1. Stipends

RECIPIENT

AMOUNT

Executive Secretary

$800.00 per month

Treasurer

$500.00 per year

Editorial Chairperson

$500.00 per year

Information Technology Chairperson

$500.00 per year

  1. Credit Cards

Credit Card Guidelines approved July 28, 2006

Credit Card SCASL Master Account

Credit cards (issued in the individual’s name):

President, President-Elect, Treasurer, Executive Secretary, and Immediate Past President

Allowed Charges:  Approved expenses, including:

Receipts:  Anyone who uses the corporate card will still have to:

Payment

* Note: The Immediate Past President is appointed by the President as the extra credit card holder, formally known as the Travel Agent.

  1. Sales

SCASL Messenger Advertising Rates

LOCATION

COST

Inside Cover (front OR back)

$275.00

Full Page

$250.00

Half Page (1/2)

$150.00

Quarter Page (1/4)

$100.00

Eighth of a Page (1/8)

$66.00

Book Awards Materials

ITEM

COST

Bookmarks

$0.05 each

Nominee Seals

$0.10 each

Winner Seals

$0.20 each

Participation Certificates

$0.10 each

Shipping & Handling

20% of order


COMMUNICATIONS D3

  1. Technology and Electronic Communications
  1. SCASL Website http://scasl.net
  1. Each board chairperson is responsible for ensuring that his/her committee section of the SCASL webpage contains current, accurate, and relevant information.
  2. Provide useful information and access to necessary forms, rules, and program guidelines on the Web site.
  3. Board members should subscribe to and use the SCASL website.

SCASL will not tolerate discrimination (including age, sex, race, color, creed, religion, ethnicity, sexual orientation, gender identity, national origin, citizenship, disability, or marital status or any other legally recognized protected basis under federal, state, or local laws, regulations or ordinances). This includes use of discriminatory language on social media platforms.

  1. Social Media

Code of Conduct

3. Social Media Tips to Consider:

Violations of the SCASL social media policy by board members will result in consequences, which may include dismissal from the Board of Directors.

Account Maintenance

Account

Manager

Admin Access-

Website (MemberClicks)

IT Chair

President, President-Elect, Regional Network, Executive Secretary

Facebook

IT Chair/Regional Network

President, President-Elect, Regional Network, Advocacy Chair

Twitter

IT Chair/Regional Network

President, President-Elect, Regional Network, Advocacy Chair

Google

IT Chair

President, President-Elect, Advocacy Chair, Archives, Standards and ByLaws, Executive Secretary, Editorial

Instagram

IT Chair/Regional Network

President, President-Elect, Regional Network, Advocacy Chair

Go To Meeting (currently hold 4 licenses)

President

President, President-Elect, Book Award Chair, Past President

The IT Chair may choose to delegate managerial responsibilities or offer administration access to other Board Members or IT Committee Members as needed.

  1. SCASL discussion list: SCASL-LS board members should subscribe to SCASL-LS. The SCASL-LS list is a discussion list hosted by the University of South Carolina for the South Carolina Association of School Librarians. Members of the SCASL Information Technology Committee will monitor the list. This is a public professional forum, focusing on topics of interest that relate to school libraries. The goal of the SCASL-LS is to foster professional networking among list members. To facilitate this goal, the SCASL Information Technology committee has developed the following guidelines based on those of the LM-NET and USC listserv systems.

List Etiquette

Having Trouble with the SCASL Listserv? Please contact the University of South Carolina at 803-777-6015.

Improper Use

Please remember that all postings to the list are monitored. A member of the SCASL Information Technology committee will contact privately anyone posting inappropriate messages. Anyone who refuses to adhere to list guidelines can be removed from the SCASL-LS list.  Inappropriate messages include:

Please be considerate of others. Through inexperience, carelessness, or limited local software, list members may inadvertently violate these guidelines. A private message to the offender from an experienced friend or from the list monitors is more appropriate than a message posted to the list. Everyone understands how embarrassing it is to mistakenly send something to the list that was intended for an individual– there is no need to post an apology to the list.

Signature File

SCASL-LS subscribers must include a signature file when posting messages. Long signatures are discouraged. Use of quotations may be entertaining initially but get old quickly and take up valuable computer space and the reader’s time. The following information only need be included:

  1. Name, Occupation/Job Title
  2. Worksite
  3. E-mail address

Monitoring Listserv Infractions & Consequences of Listserv Misuse

How to Subscribe and Other Commands

To Subscribe to SCASL-LS

Send a mail message to listserv@listserv.sc.edu

Leave the subject line blank.

In the body of the message type the following:

Subscribe SCASL-LS yourfirstname yourlastname 

To Unsubscribe to SCASL-LS

Send a mail message to listserv@listserv.sc.edu

Leave the subject line blank.

In the body of the message type:
SIGNOFF SCASL-LS

Getting a list of members of the listserv

Send a message to listserv@listserv.sc.edu Leave the subject line blank.

In the body of the message type: Review SCASL-LS

The listserv will send you a list of members and their email addresses.

To Set Mail to Digest (receive a daily compilation of all the day’s activities rather than receiving each message individually)

Send a message to listserv@listserv.sc.edu

Leave the subject line blank.

In the body of the message type: Set SCASL-LS digest

To turn the Digest off (return to individual emails instead of daily compilation)

Send a message to listserv@listserv.sc.edu Leave the subject line blank.

In the body of the message type: Set SCASL-LS NODIGEST

Set liserv mail for no mail (for example, Vacation or extended absence)

Send a message to listserv@listserv.sc.edu

Leave the subject blank.

In the body of the message type:
Set SCASL-LS nomail

When you are ready to start reading your email again, send a message to listserv@listserv.sc.edu

Leave the subject blank.

In the body of the message type:
Set SCASL-LS mail m.

Sending Messages

To send a message to all members of the listserv

Address the message to SCASL-LS@listserv.sc.edu

Type your subject-include subject heading.

Type your message and send the mail.

The message will go to all the members of the group

To send a reply to all members of the listserv

Choose Reply on the mail toolbar.

The address line will indicate the message will go to SCASL-LS@listserv.sc.edu (that means the listserv)

The subject will be the same as the original message with “Re:” preceding it.

When you send the message, it will go to all the members of the list. Note, this is the default setting.

To send a reply to an individual

Choose Reply on the mail toolbar.

Replace the listserv address with the address of the individual

.

Compiling Hits

If you are soliciting information from members of the list, ask the members to respond to you directly. Type the word TARGET and your topic on the subject line (i.e., Target: Choosing Online Catalogs). After you have compiled all your responses, send one message to all members of the list summarizing the information that you received. Type the word HIT and the topic (i.e., HIT: Choosing Online Catalogs) on the subject line. This provides members with a summary of the topic instead of many individual messages.

Subject Headings

In order to assist members in managing large volumes of SCASL-LS mail, please use the following subject headings when posting messages to the list:

ELEM: postings for elementary school topics (grades preK-5)

MID: postings for middle school topics (grades 6-8)

SEC: posting for secondary school topics (grades 9-12)

GEN: topics of interest to the entire list

ADMIN: restricted for official messages from the SCASL Information Technology committee

JOBS: postings of job vacancies

Commercial Vendors

Messages from vendors, producers, and special interest groups are prohibited without the prior approval of the chairperson of the SCASL Information Technology Committee.

Copyright Considerations

Please do not post messages containing content that is under copyright. That includes messages that are posted to other online groups. Obtain permission first.

Archives

To search the archives go to http://listserv.sc.edu/archives/scasl-ls.html in your browser. Use the search feature or access the list by dates. The first time you try to search or access anything you will be told that you need to type in your e-mail address and listserv password. Click on the link to get a new listserv password if you have not used the web- based listserv before. You will receive an e-mail confirmation that you must reply to in order for your password to be successfully registered. Current archives only go back as far as January 2009.

Questions or comments regarding the use and/or guidelines for the SCASL List-serv should be directed to the Information Technology Committee Chair.

Guidelines developed by the SCASL Information Technology Committee. Approved by SCASL Board on September 29, 2001.

  1. SCASL Board Reports and information will be posted in the MemberClicks Board Forum.
  1. Please post committee reports to the MemberClicks Board Forum 10 days prior to board meetings.
  2. Board members will be able to access needed reports and files, including minutes of the previous board meetings from the MemberClicks Board Forum.
  3. Please post a listing of your committee members in the appropriate area on your committee web page and post a list of members in your September Board Report and Annual Report.
  4. Please post a photo on your profile to be used as needed for SCASL Messenger, conference program book, or other SCASL publication(s).
  1. Print Publications

SCASL Messenger

  1. Each board member is expected to communicate with the membership in the SCASL Messenger at least once during the year.
  2. Please work with SCASL Messenger editor to determine space and time limitations and requirements.
  3. Committees are expected to “time” their committee work in order to meet SCASL Messenger deadlines.
  4. Types of submissions include:
  1. articles about work of committee
  2. informational articles on topic of committee concern (ex: Intellectual Freedom, Legislative)
  3. Committee sponsored program information including deadlines, requirements, etc. of committee programs (i.e.: Awards, Book Awards, Elections, etc.)
  4. Requests for help/recruitment of committee/activity members

  1. Board Reports

  1. Please use a footer to denote committee, name of person submitting, page number, and date of report
  2. Board members are expected to provide current information on the work of their committees and projects through reports submitted 10 days prior to scheduled board meetings
  3. Board members who need to bring items or issues to the board should notify the president as soon as possible prior to board meetings (10 days prior)
  4. In the event that business arises less than 10 days prior to the board meeting, please post a report, sending a notification to all board members.
  5. A final annual report on your office/committee should be written, including official motions, actions and work of committee, members of committee, committee budget.
  6. Please post to the MemberClicks Board Forum when completed. Print copies of the report should be given to the president and secretary.
  7. Print and electronic copies of reports, communications, and materials should be given to your successor.
  8. Board reports should be posted in .pdf format.

BOARD OF DIRECTORS CONFERENCE OBLIGATIONS D4

  1. All board members are expected to register for and attend the annual conference.
  2. All board members are expected to attend the board meetings during the annual conference.
  3. All board members are expected to attend general sessions, including the SCASL Business Meeting, at the annual conference.
  4. Leadership Duties: board members will be expected to play assorted roles during the conference.

Leadership roles/duties might include

  1. Session Presider
  2. Head Table seat
  3. Session Presenter
  4. Session / Event Sponsor
  1. Each SCASL committee is to create a tabletop display to be used at the annual conference. The display will be manned by the Chairman and members during the opening conference event. The display will remain throughout the conference.  The purposes of the committee display include:
  1. promote committee business, activities, and program
  2. provide topical information related to the committee
  3. recruit active member involvement in committees

Note: Conference guidelines are located in the Appendix. Please be sure to read the conference guidelines and make note of any further obligations for you and/or your committee.


Section E

E1. APPENDIX

Appendix Contents

  1. SCASL Bylaws        
  2. Awards Information/Applications        
  3. Conference Handbook        
  4. Book Awards Handbook        
  5. Emerging Leaders (Immediate Past President)
  6. President’s Information (access limited to the President)