Discussion and Interest Group FAQ

What are the benefits of joining a Discussion  or Interest Group?

• A chance to network both virtually and in person with peers
• Leadership opportunities by serving as a convener or co-convener
• Virtual participation. Unlike members who serve on committees, you are not required to attend conferences to be a part of a Discussion Group
• A chance to discuss “hot” topics of mutual interest
• An informal environment to further your knowledge of issues relating to the profession

How does a Discussion and Interest Groups fit into YALSA’s Structure?

• Discussion groups are established in accordance with procedures described in the YALSA bylaws, Article X, Sections 1-4 (revised 2003).
• YALSA’s Board of Directors undertakes periodic reviews of discussion groups. Such reviews will consist of an evaluation of the discussion group's activities, attendance, and compliance with the policy that discussion groups focus on issues that are not being met by any other discussion group or committee within YALSA.

How Can I Start A New Discussion or Interest Group?

• Circulate a petition and garner 15 signatures from current YALSA members who are interested in and willing to participate in the group, if it is established. It is recommended that you contact YALSA’s Executive Director for assistance with creating, circulating and submitting the petition.
• If the petition is circulated virtually, complete contact information needs to be provided for each individual. Petitions may be circulated on YALSA’s discussion lists.
• Petitions need to be submitted to the YALSA Board of Directors for approval
• The petition requesting permanent status must include statements of:
  • The purpose for the group, including a rationale for why the need for such a group exist
  • How the group differs from any other established YALSA discussion group or committee<< />
  • The name(s) of the convener or co-conveners
  • The number of persons attending preliminary meetings (if applicable)
  • Summaries of topics covered at preliminary meetings (if applicable)
• Individuals wishing to establish a discussion group may hold two preliminary meetings before petitioning for official status from the YALSA Board of Directors or the appropriate section executive committee. Requests for these preliminary meetings are made in consultation with the YALSA Executive Director and the YALSA President.

What Can A Discussion Group Do?

• Meet to discuss issues relevant to the group at ALA’s Annual Conference and Midwinter Meeting.
• Lead an online discussion forum set up by YALSA staff for the group.
• Discussion group forums are open and interested members may subscribe and unsubscribe at will.
• A YALSA staff member will serve as forum administrator.
• The YALSA bylaws require that a discussion group elect a convener annually during its meeting at the ALA Annual Conference. This is a minimum requirement to ensure continuity.
• Discussion groups may also choose to elect a convener-elect/recorder or co-convener to take office in the next year.
• The term of office follows the ALA calendar and runs from the end of annual conference one year through annual conference the following year.
• If the group wishes to propose policies beyond the group, it must make recommendations to an appropriate committee or the YALSA Board of Directors.
• Keep the association’s membership informed of the group’s activities by sending reports to the editors of YAttitudes and YALS.
• Provide content for YALSA’s website relating to the group’s activities.

What Can an Interest Group Do?

• Meet to discuss issues relevant to the group at ALA’s Annual Conference and Midwinter Meeting.
• Plan and implement programs at ALA’s Annual Conference or institutes at the Midwinter Meeting in accordance with ALA and YALSA policies and procedures.
• Prepare and publish works relating to the group’s mission in accordance with ALA and YALSA policies and procedures.
• Lead an online discussion forum set up by YALSA staff for the group.
  • Interest group forums are open and interested members may subscribe and unsubscribe at will. 
• Elect a convener annually during its meeting at the ALA Annual Conference. This is a minimum requirement to ensure continuity.
• Interest groups may also choose to elect a convener-elect/recorder or co-convener to take office in the next year.
• The term of office follows the ALA calendar and runs from the end of annual conference one year through annual conference the following year.
• If the group wishes to propose policies beyond the group, it must make recommendations to an appropriate committee or the YALSA Board of Directors.
• Keep the association’s membership informed of the group’s activities by sending reports to the editors of YAttitudes and YALS.
• Provide content for YALSA’s website relating to the group’s activities.

What Can’t a Discussion Group Do?

• Establish Policy
• Arrange programs. Discussion groups may not sponsor or co-sponsor programs.
• However, they may seek sponsorship of the program from some unit in YALSA eligible to receive funding.
• Have officers other than the convener (or co-convener) or convener-elect/recorder
• Issue formal minutes
• Issue publications (e.g., newsletters)
• Establish a formal substructure or appoint subcommittees
• Engage in any activity in conflict with YALSA and its mission
• Seek funding from YALSA for such activities

What Can’t an Interest Group Do?<< />

• Establish policy
• Have officers other than the convener (or co-convener) or convener-elect/recorder
• Establish a formal substructure or appoint subcommittees
• Engage in any activity in conflict with YALSA and its mission
• Seek funding from YALSA for such activities

What are the guidelines and recommendations for meeting at conferences?

• To schedule a meeting time and place at Annual or Midwinter, the convener must contact YALSA’s Program Officer.
• Discussion group meetings usually have a theme that is appropriate to the topic of the group with a few invited short presentations, which are designed to spark discussion on the topic of the meeting
• Individuals giving the brief presentations are referred to as “discussion leaders” or “facilitators.”
• When a topic falls outside of the scope of the group, discussion group conveners may propose program topics to division committees when appropriate in order to provide a wider forum for a particular topic.
• The discussion group meeting may not be advertised or promoted as a program, since discussion groups may not sponsor programs.
• A discussion group must be careful not to impinge upon the areas of other discussion groups within the division. If it wishes to discuss topics of mutual interest to other groups, agreements should be made to hold a joint meeting.
• In accordance with ALA policy on open meetings, the meetings of the discussion groups are open to any registered conference attendee.
• To conform with the open-meeting requirement in good faith, if the discussion group has a defined membership, the group shall conduct its discussions so that those sitting in the meeting room, but not part of the group, can hear the contributions of the participants.

What are the duties of a Discussion or Interest Group’s Convener?

The convener of each group is responsible for seeing that the group's activities are limited to discussion of common issues within the purpose of the group, that the group engages in no activity in conflict with the mission of YALSA, and that the relevant bylaws are observed. Additionally, the convener:

• Identifies a topic (or topics) for discussion at the Midwinter Meeting and/or Annual Conference
• Finds a knowledgeable person (or persons) to lead discussions at meetings and/or online
• Requests a meeting time from YALSA’s Program Officer and according to ALA procedures
• Requests AV equipment from YALSA’s Program Officer, such as microphones, by the stated deadlines in order to conduct the meeting of the group
• Promotes the meeting to the YALSA membership by submitting a notice to the editors of YAttitudes and YALS and to the YALSA office for posting on the YALSA Web page and other appropriate outlets
• Communicates the role of the discussion leader to the group (the role of the discussion leader is to describe a practice, report current trends and/or set the stage for the ensuing discussion)
• Ensures that the time limits are maintained in order to allow for free discussion among all attendees
• Credits YALSA with sponsorship of the discussion group
• Urges meeting attendees to become involved further in YALSA
• Submits a post meeting report to the YALSA office after each meeting
• Submits a report of its activities to the editors of YAttitudes and Young Adult Library Services (YALS ) after the ALA Midwinter Meeting and the ALA Annual Conference. The editor sets deadlines for these reports.
• Notifies the YALSA office by no later than July 1 of each year who the new convener is, and provides complete contact information for that person