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GODORT Policies and Procedures Manual

Revised September 2007

Charts:
1. GODORT Committee Structure Chart (pdf)
2. GODORT Steering Committee Chart (pdf)
Chapters:
1. Conferences
2. Officers: Chair
3. Officers: Chair-Elect
4. Officers: Past Chair
5. Officers: Secretary
6. Officers: Treasurer
7. Officers: Councilor
8. Officers: Special Officers 		9. Task Forces
10. Committees: Awards
11. Committees: Bylaws & Organization
12. Committees: Cataloging
13. Committees: Conference
14. Committees: Development
15. Committees: Education
16. Committees: GITCO 		17. Committees: Legislation
18. Committees: Membership
19. Committees: Nominating
20. Committees: Program
21. Committees: Publications
22. Committees: Rare & Endangered
23. Committees: Schedule
24. Who has What

Detailed Contents:

CHAPTER 1 - CONFERENCES

I. Conference Preparation
I A. Scheduling
I A 1. Overview
I A 2. Midwinter Meeting Timeline
I A 3. Annual Conference Timeline and Special Notes
I A 4. Requests for Conference Meeting Rooms
I B. General Instructions to Chairs and Coordinators
I B 1. Appointment
I B 2. Overview
I B 3. Assign Duties to Secretary, Liaisons
I B 4. Meetings to Attend
I C. GODORT Hotel, reception etc.
I D. Items to bring to Conference
II. At Conference
II A. Parliamentary procedure
II B. Procedures for Submitting Items for Action
II B 1. Guidelines for Preparation of Resolutions for Council
II B 2. ALA Resolution Form
II B 3. Guidelines for Preparation of Resolutions for Presentation to GODORT
II C. List of attendees
II D. Meeting Minutes
II D 1. Content of Minutes
II D 2. Format of Minutes
II D 3. Text of Resolutions passed by GODORT at the conference/meetings
II E. GODORT Policies and Procedures Manual (PPM)
II E 1. Versions and Updates
II E 2. Review of the PPM
II F. GODORT Membership meeting
II G. Approval of items at Midwinter Meeting and Annual Conference
II G 1. Midwinter Meeting items needing approval
II G 2. Annual Conference items needing approval
II H. ALA Conference Services
III. Post-Conference
III A. Communication/Correspondence
III A 1. Policies
III A 2. Procedures
III A 3. Example of Correspondence
III B. Reports and Statements
III B 1. Statements
III B 2. Reports
III B 3. Working Papers
III C. Records and Archives
III D. Updates to Directory, Websites, Committee Listservs
IV. Between Conferences
IV A. GODORT Steering Committee Reflector
IV A 1. Location and Membership
IV A 2. Use and Accountability
IV B. GODORT Web "Records Schedule": What to Update and When
IV B 1. ALL Standing or Ad Hoc Committees, Task Forces
IV B 2. Committees with additional records/publication requirements
IV B 3. Officers
CHAPTER 2 - OFFICERS: GODORT Chair
I. Outline of Duties
II. Specific functions
CHAPTER 3 - OFFICERS: GODORT Chair-Elect
I. Outline of Duties
II. Program Committee
II A. Programs
II B. Sponsorship
II C. Selection
II D. Publicity
III. Responsibilities of Chair-Elect in appointments
IV. Liaisons With Other Organizations/Groups
IV A. GODORT Representatives to ALA Units
IV B. Liaisons to GODORT from other ALA Units
IV C. Liaisons from GODORT to Other Organizations
IV D. Liaisons to GODORT from Other Organizations
IV E. Other Liaisons
IV F. Duties and responsibilities of liaisons
IV G. Procedures for Appointments
V. Appointments to GODORT Standing Committees
VI. Interns
VII. Attendance at Midwinter and Annual Conference
CHAPTER 4 - OFFICERS: GODORT Immediate Past-Chair
I. Duties
II. Guidelines for Scheduling Meetings
III. Summary of Minutes
CHAPTER 5 - OFFICERS: GODORT Secretary
I. Outline of Duties
II. Conference Information
III. Minutes
III A. Reflector Minutes
III B. Minutes

CHAPTER 6 - OFFICERS: GODORT Treasurer
I. GODORT Finances
II. Outline of GODORT Treasurer Duties
III. Policies
IV. Procedures
V. Reimbursement Form
VI. Chart of Accounts Summary
VI A. Revenue Codes
VI B. Expenses Codes
CHAPTER 7 - OFFICERS: GODORT Councilor
I. Outline of Duties
II. Specific Functions
CHAPTER 8 - OFFICERS: Special Officers
I. Archivist
IA. Outline of Duties
IB. Specific Functions
II. Parliamentarian
II A. Outline of duties
II B. Specific Functions
III. Website Administrator
III A. Outline of duties
III B. Specific Functions
CHAPTER 9- Task Forces
I. Membership
II. Responsibilities of Coordinator-Elect in Appointments
III. Federal Documents Task Force (FDTF)
III A. Purpose
III B. Primary Activities
III C. Organization
III D. Meetings
III E. Activities, Programs, and Projects
IV. International Documents Task Force (IDTF)
IV A. Purpose
IV B. Goals/Primary Activities
IV C. Organization
IV D. Liaisons
IV E. IFLA Representative
V. State & Local Documents Task Force (SLDTF)
V A. Purpose
V B. Goals
V C. Organization
V C 1. Special Committees
V C 1 a. Committee of Eight
V C 1 b. Notable State & Local Documents Panel
V C 1 c. SLDTF Web Committee
V C 2. Work Groups/Interest Groups
V C 2 a. Bibliography Interest Group
V C 2 b. Documents on Documents Collection
V C 3. Project Coordinators
V C 3 a. State and Local Documents Column in DttP
CHAPTER 10 - COMMITTEES: Awards
I. Purpose
II. Organization
III. General
III A. Award Committee Charge
III B. Duties of the Committee Chair
III C. Duties of Committee members
III D. Meetings
IV. Procedures
IV A. Promoting Awards
IV B. Nominations procedures
IV C. Notification procedures
IV D. Records
IV E. Establishing New Awards
IV E 1. Policy
IV E 2. Form for Preparing an Award Proposal
V. Award Descriptions
V A. LexisNexis/GODORT/ALA Documents to the People Award
V B. GODORT/ALA James Bennett Childs Award
V C. NewsBank/Readex/GODORT/ALA Catharine J. Reynolds Award
V D. Bernadine Abbott Hoduski Founders Award
V E. W. David Rozkuszka Scholarship
CHAPTER 11 - COMMITTEES: Bylaws and Organization
I. Purpose
II. Organization
III. Responsibilities
IV. Revisions to Bylaws
IV A. Timeline
IV B. Format of proposed bylaws
IV C. Bylaws in Dttp
V. Revisions to the PPM
CHAPTER 12 - COMMITTEES: Cataloging
I. Purpose
II. Organization
CHAPTER 13 - COMMITTEES: Conference
I. Committee
I A. Organization
I B. Responsibilities
I C. General Duties
II. Annual Conference Social
III. GODORT Hotel
IV. Coordinating with ALA GODORT Liaison
V. GODORT Affiliated Organizations
VI. Exhibits
VI A. Exhibit at Midwinter Meeting
VI B. Exhibit at Annual Conference
VII A. Pre-Conferences Arrangements for the Booth
VII B. At Conference
VII C. After Conference
CHAPTER 14 - COMMITTEES: Development
I. Purpose
II. Organization
III. General
III A. Duties of the Committee Chair
III B. Duties of the Committee members
III C. Meetings
IV. Policies
IV A. Soliciting funds from vendors
IV B. Soliciting funds from individuals and private foundations
V. Procedures
V A. Rozkuszka Scholarship Fundraiser
CHAPTER 15 - COMMITTEES: Education
I. Purpose
II. Primary Activities
III. Organization
CHAPTER 16 - COMMITTEES: Government Information Technology Committee (GITCO)
I. Purpose
II. Activities
III. Organization
CHAPTER 17 - COMMITTEES: Legislation
I. Purpose
II. Organization
III. Resolutions and Policies
III A. GODORT Checklist of Resolutions.
III B. ALA Policy Manual.
IV. National Action Alert Network (NAAN)
V. Procedures for Submitting Items for Action
CHAPTER 18 - COMMITTEES: Membership
I. Committee
I A. Organization
I B. Responsibilities
I C. General Duties
II. Membership Brochure
III. New, Dropped, and Inactive Members
IV. GODORT Affiliated Organizations
CHAPTER 19 - COMMITTEES: Nominating
I. Purpose
II. Organization
III. Elected Positions
III A. GODORT Officers
III B.Task Force Officers
III C. Committees
III D Commitments for each Office
IV. Overview of Elected Officers - GODORT Officers and Task Force Officers
V. Procedures
V A. Calendar of Activities
V B. Elected Positions
V C. Depository Library Council
VI. Sample Correspondence
VI A. Sample e-mail Confirmation to Serve
VI B. Letter to Elected Nominee
VI C. Sample Letter To Nominee Not Elected
VIII. Nominating Committee Forms
CHAPTER 20 - COMMITTEES: Program
I. Purpose
II. Activities
III. Organization
CHAPTER 21 - COMMITTEES: Publications
I Organization
II Responsibilities
III Documents to the People (DttP)
III A Responsibilities and Practices
IV GODORT Website Administrator
IV A Outline of Duties
IV B Publications on the Web
IV B 1 GODORT Policies and Procedures Manual (PPM)
IV B 2. GODORT Schedule
IV B 3. GODORT Directory
IV C. Archiving
IV D. Task Force/Committee Websites
IV D 1. Homepages Guidelines
V. Publications submitted to be published, distributed, or endorsed by GODORT
V A. Responsibilities
V B. General Policies
V C. Guidelines for GODORT Authors and Units
V D. Information available in Publishing through ALA
VI. Notable Documents
VI A. Panel and List
VI A 1. Purpose
VI A 2. Implementing the Program
VI A 3. Kinds of Documents to be Considered
VI A 4. Submitting Entries
VI A 5. Judging Documents
VI B. Notable Documents Panel Procedures
VI B 1. Overview
VI B 2. Procedures
VI B 3. Suggested Timetable
VI C. Evaluation Chart - Notable Documents
CHAPTER 22 - COMMITTEES: Rare & Endangered Gov't Publications
I. Purpose
II. Activities
III. Organization
CHAPTER 23 - COMMITTEES: Schedule
I. Purpose
II. Membership
III. Guidelines for Scheduling Meetings

CHAPTER 24: - Who Has What

 

PPM Authorship/Ownership