Policies & Procedures
Decision-making for executive meetings
Most decisions will be made at meetings. For those which need to be addressed
immediately, email will be used. For email decisions, there will be something in the
subject line (ie. Action required, Response required) to indicate the urgency; there
will be
no quorum. Members should use their judgement as to how much time is to be given for
responses.
Reasoning
- executive members need be able to make time-sensitive decision with
input from the
entire executive without waiting for the next meeting
- all executive members should know what decisions have been made regarding
programming events
2 May 2001 CASLIS Ottawa Exective meeting
Reviewed and confirmed: 15 June 2002
Translation Policy
The chapter will, when designing promotional flyers for chapter events and any
other
CASLIS Ottawa outreach to members, make every effort to have them translated into
French. This includes event registration forms but excludes the chapter newsletter.
Registration confirmation may continue to be done in English only.
2 November 1998
Updated: 15 June 2002
Procedure: Publicity Coordinator to contact designated translator(s)
to arrange for timely
translation of communications.
Program/Event Proposal Communication Policy
For programming suggestions, executive members should email ideas to the entire
executive using the agreed-upon template. These ideas will be discussed at executive
meetings and will be decided upon then. Once this proposal is made and voted upon,
the
matter will not be revisited.
Reasoning
- the executive needs to be able to make decisions regarding events quickly and
without
revisiting them
- all members of the executive should have input into the programming events that
CASLIS Ottawa presents
2 May 2001 CASLIS Ottawa Executive meeting
Reviewed and confirmed: 15 June 2002
Executive members & registration for CASLIS events
Like all other CASLIS events, executive must register for all events and will
not be asked
at the meetings.
Reasoning
- online registration requires that each person go to the website and register
- executive members have warning about the registration times and will have to register
through the web site just as any other member.
9 June 2001 retreat
Updated: 15 June 2002
Event Pricing Policy
We will not subsidise non-members in our pricing. We will always have a minimum
price for non-members at each event.
Reasoning
- the money we have, has been made from the events, and we want to give some of
that
back to our members.
- we want to create a value for money and show the benefits of membership.
9 June 2001 Retreat
Out of Town speakers
Always attempt to get the most reasonable solution. For example, if flying and
staying
over a weekend is cheaper (even with accommodation and meals) than flying back and
forth in one or two days, then do that, if the speaker will go for it.
Booking travel: With most travel agents, you need a credit card to make travel
bookings.
You can either book for the speaker(s) and get your outlay reimbursed, or get the
speaker(s) to book themselves, after which they send receipts to be reimbursed.
Booking accommodations: CLA will do this for us and bill us for the costs afterwards.
This way we don't have to worry about not having a credit card.
Per Diems for meals and incidentals: Have to follow CLA guidelines. Check with
their
policy for the amount each year. As of 2002, it was $30 per day.
Taxis, rental cars: Full costs covered, for taxis for travel within town and to
and from
airports, bus or train stations.
Invoicing
We will provide an invoice for the admission price for our events, upon request.
Members must request an invoice before the event.
Reasoning
- we do not provide the option for paying with a credit card.
9 June 2001 retreat
Updated: 15 June 2002
Refunds
We have received inquiries about refunds of event fees by members who have registered
but have not been able to attend. No event fee refunds will be issued. This policy
is
mentioned on our flyers, but we will make it more obvious by enlarging the font.
Reasoning
- issuing refunds would make too much work for program coordinator handling
registration.
- substitutions of who will attend the event are allowed
27 October 1999 executive meeting
Updated: 15 June 2002
Handouts
We will not provide handouts for members who cannot attend events (unless they
have
already paid). If people would like handouts, they should contact the presenter.
Reasoning
- if we provided handouts we would have a problem of deciding a fair amount to charge
for them.
- extra handouts to people who did not attend events would mean photocopying and
mailing out for someone on the executive, which could be a lot of work.
October 27, 1999 executive meeting
Updated: 15 June 2002
Photos
We will add a note on the registration forms and event flyers to the effect that
we will be
taking pictures at our events that may go on our website or in our newsletters, and
to let
us know if they wish not to have their picture displayed. We will also warn individuals
before we take their picture so they can move away from the camera if they wish.
Reasoning
- the issue was raised that people might not like their picture displayed in public.
It can be
difficult to identify and locate people in the photos to ask them after the fact,
and we were
unsure of the legal implications of this issue.
- decided that it would be polite to inform people that we will be taking and using
photos in advance
March 28, 2000 executive meeting
Updated: 15 June 2002
Compensation Policy
For speakers who charge for their services
The speaker will be thanked verbally at the end of the event by one of the members
of the
executive. A thank-you card will be mailed to them after the event by the secretary.
For speakers who do not charge for services (honourarium)
We should not make a distinction between members and non-members.
For exceptions to this policy, the convenor would bring this up with the executive
and it
would be voted upon.
For each person presenting:
6 hours+ $150 cash
4-6 hours $100 cash
2-4 hours $ 50 cash
0-2 hours $ 35 cash, gift or gift certificate
Reasoning
- the honourarium policy should better reflect the time and effort taken by our
presentors
- we would like to continue to attract high-quality speakers to our events and compensate
them fairly
20 November 2001 CASLIS Ottawa Executive meeting
Reviewed and confirmed: 15 June 2002
Others
Individuals not on the executive who contribute significantly to CASLIS Ottawa
Chapter
activities may be compensated with a gift chosen by the Executive.
Reasoning
there are individuals who contribute significantly to the work of the Executive
throughout the year with various activities (ie. translation, web site hosting) who
should
be recognized for their hard work
9 June 2001 retreat
Reviewed and confirmed: 15 June 2002
Annual General Meeting (AGM)
It be the policy of CASLIS Ottawa that, in return for the work that the executive
does on
behalf of the members, that all executive members can attend the AGM free of charge.
Other individuals who contribute significantly will also be invited as guests and
thanked
at the AGM.
Reasoning
- this is a small token of appreciation to the members of the executive, and others
such as
translators, web hosting service, etc. who work hard during the year serving our members
2 May 2001 CASLIS Ottawa Executive meeting
Updated: 15 June 2002
LISTSERV Policy
The following guidelines are intended to provide an infrastructure within which
decisions
can be made for the creation and ongoing maintenance of the CASLIS Ottawa Listserv
(referred to in this document as simply the LISTSERV). It has been designed for the
electronic dissemination of chapter announcements, messages and documents and it is
intended the Listserv will help the chapter reach members in an efficient and cost
effective way.
- Membership on the LISTSERV is restricted to all members (institutional,
personal, student) of CASLIS Ottawa in good standing.
- Other members of CLA (i.e: other CASLIS chapters or CLA divisions) may be
added by request to the CASLIS Ottawa LISTSERV.
- In the case of institutional members, only one name may be included. This shall
normally be the name provided by the CLA membership contact.
- Every effort will be made by the listserv-manager to have the LISTSERV
reflective of current membership. Membership information will be reviewed in its
entirety no less than once a year.
- The listserv-manager, in conjunction with the listserv-moderator, have the
authority and responsibility to ensure the smooth running of the LISTSERV.
- In order to respect the privacy of our members, information about LISTSERV
membership will not be released unless otherwise agreed upon by the Executive.
- The LISTSERV is intended for the electronic dissemination of CASLIS Ottawa
announcements, messages and documents, and occasionally requests from CLA
or Divisions if judged to be in the interest of CASLIS Ottawa chapter members.
Cross-posting of messages will be avoided when possible.
- Messages pertaining to groups outside of CLA, or dealing with non-CASLIS
Ottawa official business will not be permitted. Exceptions to this rule must be
approved by the Executive.
- Any member wishing to post information to the LISTSERV must send their
request to the listserv-moderator who shall be responsible for all postings.
- Messages that originate with CASLIS Ottawa Chapter must be posted in both
official languages; messages that originate elsewhere may be posted in the
languages in which they are received. The Chapter may choose to translate
messages originating outside of the Ottawa Chapter that are received in only one
language. Messages that are not translated will include a statement about the
translation policy and will note that the message is being posted on behalf of
another organization.
- Messages will be archived electronically for a 12 months period. This will be
subject to change according to the guidelines of the service provider.
- To ensure CASLIS Ottawa members receive notice of events prior to the general
public announcements, information should be disseminated according to the
following guidelines:
- 4 weeks prior to event: updated membership list obtained from CLA;
LISTSERV and mailing list updated accordingly
- 3 weeks prior to event, paper copies of event information and registration
forms are sent out.
- 2 days later, message posted on LISTSERV and web site.
- 5 days following the mailing of printed copies, electronic message is sent
out to other listservs, publicity contacts, library schools, etc. [this depends
on the popularity of an event and seating limitations; if the event is already
sold out, it will not be advertised further.]
- The sending out of reminder messages will be decided upon by the
Executive on a case-by-case basis.
- No advertisements will be allowed on the LISTSERV, other than for CL
Drafted October 2000
Amended October 2, 2002 Grants Policy
Purpose:
to conform with objectives laid out in the CASLIS National Strategic Plan, to
promote membership to the association, and to encourage attendance at the annual CLA
Conference.
Proposal (Policy):
- Three membership and one conference grant(s) be considered for each calendar year.
- Budget of $1000.00 be set aside for sponsorship to the CLA Annual Conference.
When the conference is held outside of Ottawa, the full amount is awarded; when held
in Ottawa, the price of the conference will be awarded, or if the CASLIS Ottawa member
does not live in the region, the award may cover travel and accommodation as well,
up to $1000.00.
- Budget of equivalent of the cost of three first timer memberships be set aside
for this purpose.
-
Each year two to three students from a Canadian accredited university or college
be awarded a first timers membership to CLA/CASLIS. One of the memberships may be
awarded to a graduate who has never been a CLA member.
- An individual having graduated from an accredited Library School or Library Technician
program be sponsored to attend the CLA Annual Conference in June. The sponsorship
will not exceed $1000.00. Monies will be paid out upon presentation of proof of registration.
If unable to attend, another candidate will be chosen. This will not be allocated
to anyone presently receiving funding from any other CLA source. Support from employer
must be assured, such as leave to attend or additional financial assistance if necessary.
Those who have never attended a CLA Conference will be given preference. (For complete
eligibility criteria, please see grant announcement templates.)
- The Grants committee be an ad hoc committee consisting of at least two members
from the Ottawa CASLIS Executive. The committee must include at minimum the Vice president
and the Councilor at Large.
- Grant announcements be made via various channels such as the newsletter, listservs,
Feliciter, Special Issues, library school bulletin boards and the CASLIS Web site.
- Deadlines for receipts of applications and acceptance of winners be established.
- Winning candidates be announced at the AGM and any other library publications
as appropriate.
- Grants committee submit detailed selection criteria and procedure for screening.
- Eligible candidates must meet all criteria and the Grants Committee select the
winner based on the letter of application. Uniqueness of ideas, interest in the profession
and past contributions to any association will be considered.
-
Current CASLIS Ottawa Executive Committee and previous grant recipients will
not be eligible.
January 6, 1998
Updated October 2, 2002
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