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Conference Manual Update - ALISE Board of Directors Meeting

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					               ALISE ANNUAL CONFERENCE PLANNING MANUAL

                                 TABLE OF CONTENTS

General Information

      Charge of the ALISE Conference Program Planning Committee
      Composition of the ALISE Conference Program Planning Committee
             General Responsibilities of the Conference Program Planning Committee Chair
      Conference Fee Waiver Policy
      ALISE Conference Planning Calendar

Elements of the ALISE Annual Conference Program

      Calls for ALISE Annual Conference Participation
              Responsible Parties
              General Elements of the Calls
              Elements of the Juried Papers Call
              Elements of the Call for Programs/Panels
              Elements of the Call for the ALISE Academy
              Elements of the Call for Works in Progress Posters
              Elements of the Call for The ALISE/Jean Tague Sutcliffe Doctoral Student Poster
                 Competition
      Conference at a Glance
      Welcome from Conference Program Planning Committee Chair(s)
      Conference Program

Conference Planning Tasks and Responsibilities

      Registration and Local Arrangements
      Conference Theme/ Conference logo
      General Sessions
      Plenary Speaker(S)
      Juried Papers
      Programs/Panels
      ALISE Academy
      Work-in-Progress Poster Session
      Doctoral Student Poster Session
      Teaching/Service/Professional Contribution Awards
      Research Competitions
      Doctoral Students to ALISE Grant
      Social/meal events
      Association business
      Other activities
      Program Planning Reports and Evaluation
      Conference “Thanks Yous”
      Miscellaneous

   Appendix A: Sample Calls for Participation

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Appendix B: Sample Conference at a Glance
Appendix C: Sample Invitations to the ALISE Annual Conference
Appendix D: Sample Reports and Accept/Deny letters for Submissions
Appendix E: Sample Speaker Query Letters




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                                GENERAL INFORMATION

              Charge of the ALISE Conference Program Planning Committee

“To plan all aspects of program planning from the selection of speakers and other participants
to reporting at the conclusion of the program to the Board”


               Composition of the Conference Program Planning Committee

Coordinating Chair(s) (co-chairs recommended) Appointed by Vice-President (incoming
President)

Members
Chair, Awards and Honors Coordinating Committee,
Chair, Doctoral Students to ALISE: Third Year Director
Chair, Research Coordinating Committee
Chair, Conference Juried Papers, appointed by Vice-President (incoming President)
Chair, ALISE Academy, appointed by Vice-President (incoming President)
Chair, Council of Deans and Directors
Co-chairs, ALISE Jean Tague Sutcliffe Doctoral Poster Competition Committee
Director for Special Interest Groups
Vice-President /President-Elect

      General Responsibilities of the Conference Program Planning Committee Chair

1.     Prepare calls for participation for juried papers and for conference workshops and
       programs
2.     Work with management company to create conference logo
3.     Select and book plenary speaker
4.     Coordinate activities of conference program planning committee
5.     Coordinate conference activities with management company
6.     Schedule conference events
7.     Provide copy to staff for announcements and publicity
8.     Provide copy for printed program
9.     Submit committee reports to staff in June, September, and December
10.    Update conference program planning handbook as needed

                                Conference Fee Waiver Policy

All participants in any events of an ALISE Annual Conference must pay the appropriate
registration fees, with the following possible exceptions:

1.     Keynote speakers invited by the ALISE Board or its designees
2.     Speakers invited by any official ALISE bodies, including SIGs
3.     Speakers invited to be participants in juried sessions

With regard to numbers 2 and 3, a request must be made to the ALISE Secretary/Treasurer. The
request must be made by the official ALISE body who would invite the speaker. Further, the

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request must be made in advance of that body extending the invitation to the potential speaker.
The ALISE Secretary/Treasurer will make the decision regarding the registration fee waiver.




                                                4                               2/14/2013
                  ALISE CONFERENCE PLANNING CALENDAR

Month      Activity                                         Responsible Party
January    Reports                                          Management, conference
           Evaluation                                       chairs, committee chairs,
           Thank yous
February
March
April      April 16: Finalize conference fees               management, Board, &
                                                            conference chairs

           April 30: Conference invitation mailing          management
           (electronically to members)
May
June       June 30: Eugene Garfield – ALISE Doctoral
           Dissertation Award Deadline

July       July 15:
                Juried paper, panel program proposals,     Conference chair, Director for
                   and SIG proposal submission deadline     Special Interest Groups

                   Awards and Honors deadline (starting    Chair, Awards and Honors
                    2008)                                   Coordinating Committee,
                  a. Pratt Severn Award,
                  b. ALISE Service Award,
                  c. ALISE Award for Professional
                      Contribution,
                  d. ALISE Award for Teaching
                      Excellence
                  e. ALISE/ Norman Horrocks
                      Leadership Award
                  f. ALISE/Linworth Youth Services
                      Award
                  g. ALISE University of Washington
                      Information School Youth Services
                      Graduate Student Travel Award

                  Research Award Competitions (except      Chair, Research Coordinating
                   Dissertation & OCLC)                     Committee

                  ALISE Academy Deadline                   Chair, ALISE Academy
                                                            Committee

           Mid July: Conference Announcement mailed in      Management
           JELIS

August     August 15: Preliminary conference information    posted by management
                         online (hotel info, registration
                         form, speakers)

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            August 31: Doctoral Students to ALISE forms      Chair, Doctoral Students to
            mailed to deans                                  ALISE: Third Year Director

            August 31: Conference preliminary program        information from conference
            online (Conference at a Glance)                  chairs posted by management


September   September 15:
                Conference invitations sent to guests       Management
                  (Affiliated Organizations: ALA, SLA,
                  ASIST, ARL)
                Authors of accepted juried papers           Juried paper committee chair
                  notified.
                Garfield Award winner determined &
                  HQ notified
                Notify Pratt Severn winner                  Committee chair
                Notify Service, Teaching, and Prof.
                  Contribution award winners                 Committee chair

            September 22: Deadline for submissions for
            Doctoral Students to ALISE

            September 30:
                Doctoral Students to ALISE submissions      Management
                  distributed to committee chair

                  Letter and forms for doctoral student
                   resumes mailed to Schools/Programs
                                                             Chair, Awards and Honors
                  Awards and honors winners named.
                                                             Coordinating Committee,
                   Citations, etc. to management.
                                                             Chair, Research Coordinating
                  Research Award winners named.             Committee
                   Citations, etc. to management.
                                                             Chair ALISE Academy
                  ALISE Academy workshop leaders            Committee
                   named

October     October 1:
                Deadline for abstracts, ALISE/Jean          Doctoral Student SIG convener
                   Tague Sutcliff Doctoral Poster Session

                  Deadline for abstracts, Works in Progress conference chair(s)
                   Posters

            October 3:
                 Doctoral Student Reception invitation      ALISE president

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                   sent                                        information from conference
                   Update preliminary program and             chairs, posting and
                   announce                                    announcement by management
           October 10: Doctoral Students to ALISE              Chair, Doctoral Students to
           determined                                          ALISE: Third Year Director


           October 14: Conference session abstracts & AV       conference chair(s)
           requests due to management

           October 30: Notify Students whose abstracts         Doctoral Student SIG convener
           have been accepted for the ALISE/Jean Tague
           Sutcliff Doctoral Poster Session

November   November 15:
               Deadline for conference job placement
                resumes
              Notify Doc Student to ALISE winners             Chair, Doctoral Students to
                                                               ALISE: Third Year Director

           November 15: List of poster session                 Doctoral Student SIG convener
           participants, poster titles, and poster abstracts   to management. conference
           ALISE/Jean Tague Sutcliff Doctoral Poster           chairs to management
           Session and Works in Progress session

           November 30:
               Resume copies sent to deans and                Management
                 directors
               Past Presidents Reception invitations          President
                 sent

           President-elect informs conference program
           chair(s) of the theme for his/her presidential
           year.
December   December 5: Conference program finalized            conference chairs and
                                                               management

           December 10: Calls for Participation due to         conference chairs for the
           management company                                  President Elect




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           ELEMENTS OF THE ALISE ANNUAL CONFERENCE PROGRAM

                        Calls for ALISE Annual Conference Participation

                                          Responsible Parties

Conference Program Planning Committee Chair(s) responsibilities

   1.   Create call for juried papers, with input from Conference Juried Papers Chair,
   2.   Create call for programs/panels.
   3.   Create call for Works in Progress poster session.
   4.   Send calls to management by December 10 to allow for duplication and distribution at the
        conference.

ALISE Academy Committee Chair responsibilities
   1. Create call for ALISE Academy, with input from Conference Juried Papers Chair, related
      to the theme, “Managing Your Career from Ph.D. to Retirement.”
   2. Send call to management by December 10 to allow for duplication and distribution at the
      conference.

Co-Chairs of the ALISE /Jean Tague Sutcliffe Doctoral Student Poster Competition
responsibilities

The co-chairs will collaborate to prepare a successful event. Each person will undertake the
responsibilities appropriate to her/his part of the project as specified below.

DocSIG convener:
    Create call for doctoral poster session with input from Director for SIGs and management.
    Announce poster session to the LIS doctoral community.
    Receive students’ abstracts and record them in chronological order.
       Send students notification of receipt.
       Limit number of abstracts to 60. Maintain a waiting list arranged in chronological order for those
        received after the first 60.
       Screen all abstracts to ensure they conform to competition guidelines. Replace those that do not
        meet the criteria with names taken in order from the waiting list.
       Notify students whose abstracts have been accepted by October 30, 2007.
       Remind students that power point (or .pdf) files must be submitted to the Chair by November 30,
        2007.
       Distribute abstracts, files, and adjudication forms to committee members. Each faculty member
        should receive six student submissions by December 1, 2007.
       Day of event: coordinate poster session setup

ALISE Doctoral Poster Competition Judging Committee Chair:
       Assist co-chair with screening of all abstracts to ensure they conform to competition guidelines as
        needed.
       Recruit ten adjudicators from LIS faculty.
       Assign posters to judges based on matching poster subjects to judges' areas of expertise.
       Coordinate all aspects of actual adjudication of the posters at the event:
       Day of event: facilitate doctoral poster pre-event judges meeting and judging.
       Formally thank the ALISE members who served as judges.

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Both:
    Attend the meeting of the ALISE Research Coordinating Committee at the ALISE conference
      and prepare a brief report to present at the meeting.
    Review the description and terms of the award as well as the adjudication process and making
      recommendations for change (if any).


Management Company Responsibilities

   1. Duplicate and distributes paper copies of calls at conference.
   2. Post calls on ALISE Website.
   3. E-mail calls to ALISE list (and JESSE) at regular intervals until deadline.

                                  General Elements of the Calls

   1.   Conference dates and location and logo.
   2.   Theme and explanation developed by President Elect.
   3.   Request for participation.
   4.   All submission must be electronic.

                               Elements of the Juried Papers Call

   1.   Definition of juried paper.
   2.   Instructions for submission: format, length, contents, etc.
   3.   Contact information for Chair of Conference Juried Papers.
   4.   Explanation of process (blind refereed).
   5.   Criteria for evaluation
   6.   Dates: Deadline for submission; date of notification of decision.
   7.   Requirements subsequent to acceptance.
   8.   Audiovisual support available.

                            Elements of the Call for Programs/Panels

   1.   Definition of program/panel.
   2.   Instructions for submission: format, length, contents, etc.
   3.   Contact information for Director for SIGs for SIG proposals.
   4.   Contact information for Chair of Conference Program Planning for independent
        proposals.
   5.   Explanation of process.
   6.   Criteria for evaluation.
   7.   Dates: Deadline for submission; date of notification of decision
   8.   Requirements subsequent to acceptance.
   9.   Audiovisual support available.

                          Elements of the Call for the ALISE Academy

   1. Definition and purpose of ALISE Academy workshops
   2. Instructions for submission: format, length, contents, etc.
   3. Contact information for Chair, ALISE Academy
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   4.   Criteria for evaluation
   5.   Dates: Deadline for submission; date of notification of decision
   6.   Requirements subsequent to acceptance
   7.   Audiovisual support available

                        Elements of the Call for Works in Progress Posters

   1.    Definition and purpose of works in progress posters.
   2.    Eligibility
   3.    Instructions for submission: format, length, contents, etc.
   4.    Contact information for Chair of Conference Program Planning.
   5.    Explanation of process for acceptance: typically, first come, first served (not juried).
   6.    Dates: Deadline for submission; date of notification of decision.
   7.    Criteria for posters.

        Elements of the Call for the ALISE /Jean Tague Sutcliffe Doctoral Student Poster
                                          Competition

   1. Definition and purpose of doctoral student research poster.
   2. Information on judging and Jean Tague-Sutcliffe Award.
   3. Eligibility.
   4. Instructions for submission: format, length, contents, etc.
   5. Contact information for Co-Chairs ALISE /Jean Tague Sutcliffe Doctoral Student Poster
      Competition.
   6. Explanation of process for acceptance: typically, first come, first served.
   7. Dates: Deadline for submission; date of notification of decision
   8. Criteria for posters.

                                       Conference at a Glance

The Conference at a Glance provides a quick overview of conference activities and serves as a
preliminary program, posted to the ALISE website in advance of the preliminary conference
schedule. (Sample in appendix B.)

                                         Responsible Parties

Conference Program Planning Committee Chair(s) responsibilities

   1. Create Conference at a Glance document to be posted to the ALISE website by the end of
      August.
   2. Update Conference at a Glance as needed.

Management Company Responsibilities

   1. Post Conference at a Glance to the ALISE website.
   2. Post updated versions as needed.




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                                CONFERENCE PROGRAM

Conference Program Planning Coordinating Committee Chair Responsibilities

   1. Invitation to ALISE Annual Conference.
   2. Chronological schedule, with copy.
   3. Message from the Conference Program Planning Committee.

President Responsibilities

        Message from the ALISE President.

Management Company Responsibilities

   1.     Room assignments.
   2.     Layout/final copy to printer.
   3.     ALISE Board of Directors roster.
   4.     Conference Program Planning Committee roster.
   5.     Governance Committee.
   6.     Vision, Mission, Purpose, Strategic Directions.
   7.     Silent Auction Listing.
   8.     Thanks to sponsors.
   9.     Hotel map.
   10.    General Information.
   11.    Local Attractions.
   12.    In Memoriam.

Awards and Honors Coordinating Committee Chair: Responsibilities

        ALISE Award winner names.

Research Coordinating Committee Chair Responsibilities

        Research Award winner names.




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             CONFERENCE PLANNING TASKS AND RESPONSIBILITIES


                    REGISTRATION AND LOCAL ARRANGEMENTS

Executive Board Responsibilities

   1. Dates and city for the annual conference are decided by the Executive Board.

Management Company Responsibilities (with approval of Executive Board)

   1.   ALISE staff and Executive Board set registration fees for conference.
   2.   Hotel arrangements are made by ALISE staff with the approval of the Executive Board.
   3.   ALISE staff creates and distributes conference publicity.
   4.   ALISE staff handles registration in advance of and during the conference.
   5.   ALISE staff negotiate with hotel for audiovisual support.
   6.   ALISE staff provide arrangements information to the CPPC, including number of rooms
        available, configuration, and capacity.

                     CONFERENCE THEME/ CONFERENCE LOGO

Conference Theme

President’s responsibility

        The president creates the conference theme for his/her presidential year. The president-
elect should appoint his/her conference planning chairs and decide on a theme at least 15 months
in advance. Calls and other materials for annual conferences are first distributed a year ahead of
time as part of the annual conference materials.

Conference Logo

Management Company Responsibilities
     The management company is responsible for the conference logo and works with the
CPPC Chair to ensure that the logo reflects the conference theme.

                                    GENERAL SESSIONS

The Conference Program Planning Committee Chair(s) plan the number and type of sessions for
the annual conference. For example, in 2006 there was an opening general session and closing
general session and in 2007, there were three general sessions.) The Conference Program
Planning Committee Chair(s), working with the Juried Papers chair and the Director of the SIGs,
also decide how many concurrent sessions there will be and schedule all events.

                                   PLENARY SPEAKER(S)

Conference Program Committee Chair(s) Responsibilities

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   1. Solicits names of speakers from conference program planning committee. The president
      may have in mind speakers who address the conference theme. (Be prepared to make
      suggestions.) Selection and negotiation may take several months and staff will want to
      publicize the conference and speaker at ALA Annual Conference, so the CPPC should
      send begin this process in March.
   2. Contacts Management Company for current budget figures for speaker.
   3. Contacts various speakers for information about interest, availability, and expenses.
   4. CPPC shares information with conference program planning committee and receives
      opinions.
   5. Communicates speaker names and contact information to the management company.

Management Company Responsibilities

      1. Works with Director of Finance to determine budget for speaker.
      2. Writes contract letter, clears with CPPC, and sends to speaker. Speaker returns
         contract letter to staff.
      3. Makes arrangements with speaker(s) for travel, housing, payment.
      4. Follows up with speaker(s) as needed on order to receive speaker photograph and
         précis of presentation by June 1 for publicity at ALA and on ALISE web.
      5. Confirms arrangements with speaker December preceding conference.

                                     JURIED PAPERS

Juried Papers. Chair, Conference Juried Papers

      1.  Works with CPPC on Call for Participation.
      2.  Solicits papers.
      3.  Develops and oversees selection process.
      4.  Appoints jury members.
      5.  Receives papers, acknowledges receipt, distributes papers to jury.
      6.  Works with Program Planning chairs to decide on number of papers to be accepted,
          factoring in available time slots and acceptance rate.
      7. Informs submitters of decisions and requests individuals provide staff with:
          confirmation of attendance; 30 word mini abstracts description to be used in program;
          permission to post names and abstract on ALISE website.
      8. Provides list of titles, mini (30 word) abstracts, full abstracts, presenters, and
          presenter contact information to Program Planning chairs.
      9. Requests permission from presenters to post abstracts on the ALISE web site.
      10. Provides a written report of process and results to Program Planning Chair and
          ALISE Headquarters. (Sample reports are in Appendix D.)

           Factors in number of juried papers accepted:
               Number of juried paper proposals seen.
               Number of sessions available (rooms, length of sessions, number desired
                  concurrently.
               # SIG proposals received (accepted automatically).
               Regularly scheduled programs (Office for Accreditation, Awards panels, etc.).
               Desired acceptance rate.

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                                   PROGRAMS/PANELS

Conference Program Committee Chair(s) and Director, Special Interest Groups
Responsibilities

      1. CPPC and Director for Special Interest Groups work together on Call for
         Participation information.
      2. Director for Special Interests Groups receives and acknowledges program and panel
         proposals submitted by SIGS.
      3. Director for Special Interests forwards list of program titles, sponsoring SIG, contact
         information for organizer, and proposals to CPPC. This information must include
         mini (30 word) abstracts for use in the conference schedule, full abstracts to be posted
         to the ALISE website, and permission to post abstracts.
      4. CPPC receives and acknowledges program and panel proposals submitted by
         independent organizers.
      5. CPPC develops selection process for program proposals. [Note: We automatically
         accepted all full proposals submitted by SIGS, then evaluated independently
         submitted proposals based on relationship to theme, overall quality of proposal,
         uniqueness of topic and approach, and balance of the program. Time slots should be
         saved for several programs: ALISE research awards; OCLC/ALISE Awards;
         Accreditation programs.]
      6. CPPC informs all submitters of decisions.

                                     ALISE ACADEMY

ALISE Academy Committee Chair Responsibilities

      1.  Works with CPPC on Call for Participation.
      2.  Solicits workshops.
      3.  Develops and oversees selection process.
      4.  Appoints jury members.
      5.  Receives proposals, acknowledges receipt, distributes proposals to jury.
      6.  Works with Program Planning chairs to decide on number of workshops to be
          accepted, factoring in available time slots.
      7. Informs submitters of decisions and requests individuals provide staff with:
          confirmation of attendance; 30 word mini abstracts description to be used in program;
          permission to post names and abstract on ALISE website.
      8. Provides list of titles, mini (30 word) abstracts, full abstracts, presenters, and
          presenter contact information to Program Planning chairs.
      9. Requests permission from presenters to post abstracts on the ALISE web site.
      10. Provides a written report of process and results to Program Planning Chair and
          ALISE Headquarters.

           Factors in number of juried papers accepted:
               Relevance of proposal to the theme, “Managing Your Career from Ph.D. to
                  Retirement.”
               Number of sessions available (rooms, length of sessions, number desired
                  concurrently

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                  Ability to provide a mix of programs that relate to multiple stages of career
                   development


                             WORK-IN-PROGRESS POSTER SESSION

Conference Program Committee Chair(s) Responsibilities

       1. Prepares Call for Participation
       2. Works with staff to determine number of posters to be accepted
       3. Solicits poster proposals
       4. Receives proposals, acknowledges receipt
       5. Informs submitters of decisions
       6. Works with Convener, Doctoral Students SIG to avoid duplication with Doctoral
          Student Research Posters
       7. Classifies posters
       8. Provides list of titles, presenters, and presenter contact information to Conference
          Program Planning Chair and staff
       9. Provides a written report of process and results to ALISE Headquarters by the end of
          January.

ALISE /JEAN TAGUE SUTCLIFFE DOCTORAL STUDENT POSTER COMPETITION

Co-Chairs of the ALISE /Jean Tague Sutcliffe Doctoral Student Poster Competition
responsibilities
The co-chairs will collaborate to prepare a successful event. Each person will undertake the
responsibilities appropriate to her/his part of the project as specified below.

DocSIG convener:

       1. Create call for doctoral poster session with input from Director for SIGs and
           management.
       2. Announce poster session to the LIS doctoral community.
       3. Receive students’ abstracts and record them in chronological order.
       4. Send students notification of receipt.
       5. Limit number of abstracts to 60. Maintain a waiting list arranged in chronological
           order for those received after the first 60.
       6. Screen all abstracts to ensure they conform to competition guidelines. Replace those
           that do not meet the criteria with names taken in order from the waiting list.
       7. Notify students whose abstracts have been accepted by October 30, 2007.
       8. Remind students that power point (or .pdf) files must be submitted to the Chair by
           November 30, 2007.
       9. Distribute abstracts, files, and adjudication forms to committee members. Each
           faculty member should receive six student submissions by December 1, 2007.
       10. Day of event: coordinate poster session setup

ALISE Doctoral Poster Competition Judging Committee Chair:

       1. Assist co-chair with screening of all abstracts to ensure they conform to competition

                                                15                               2/14/2013
           guidelines as needed.
        2. Recruit ten adjudicators from LIS faculty.
        3. Assign posters to judges based on matching poster subjects to judges' areas of
           expertise.
        4. Coordinate all aspects of actual adjudication of the posters at the event:
        5. Day of event: facilitate doctoral poster pre-event judges meeting and judging.
        6. Formally thank the ALISE members who served as judges

Both:
        1. Attend the meeting of the ALISE Research Coordinating Committee at the ALISE
           conference and prepare a brief report to present at the meeting.
        2. Review the description and terms of the award as well as the adjudication process and
           making recommendations for change (if any).


          TEACHING/SERVICE/PROFESSIONAL CONTRIBUTION AWARDS

Chair, Awards and Honors Coordinating Committee Responsibilities

   1. Coordinates Work of ALISE Service Award Committee, ALISE Teaching Excellence in
      the Field of Library and Information Science Education, ALISE Professional
      Contribution to Library and Information Science Education Award, and ALISE Pratt-
      Severn Faculty Innovation Award.
   2. The Awards and Honors coordinating committee chair compiles all of the names and
      statements and sends to:
           Board Liaison for Awards
           Executive Director
   3. Assists the President in giving awards at the Awards reception.

Awards and Honors Committee Chair Responsibilities

   1. The committee selects the recipient.
   2. The committee chair sends the name of the recipient and a brief statement summarizing
      the recipient’s achievements to the Awards coordinating committee chair, who checks
      each award’s documentation for completeness and accuracy. (The statement often
      includes quotations from the nomination materials.)
   3. The committee chair notifies the recipient of the award.

President Responsibilities
   1. The President recognizes the Chair of the Awards Coordinating Committee and the work
       of individual committees.
   2. The President, assisted by the chairs of the individual awards committees, announces the
       award at the Awards Ceremony.

Management Company Responsibilities
  1. The Executive Director orders plaques.
  2. The Executive Director creates a brochure/handout for distribution at the conference.
  3. The Executive Director creates a script/agenda for the Awards Ceremony.


                                               16                              2/14/2013
   4. The Executive Director updates the Awards pages on the web site (after the conference)
      to include names of the most recent recipients.

[note: it is not yet clear where the UW Award belongs. This will be updated, when more about
the award is clarified.]

Chair, ALISE University of Washington Information School Youth Services Graduate Student
Travel Award Responsibilities

       1. Organizes application and judging process.
       2. Selects the recipient[s] of the ALISE University of Washington Information School
          Youth Services Graduate Student Travel Award.

                              RESEARCH COMPETITIONS

Chair, Research Coordinating Committee Responsibilities

   1. Oversees application and judging process for ALISE Research Awards.
   2. The Awards coordinating committee chair compiles all of the names and statements and
      sends to:
               Board Liaison for Awards
               Executive Director
   3. Organizes Conference Awards Panel Session.
   4. Works with CPPC on scheduling Conference Awards Panel

Awards Committee Chair Responsibilities

   1. The committee selects the recipient.
   2. The committee chair sends the name of the recipient and a brief statement summarizing
      the recipient’s achievements to the Awards coordinating committee chair, who checks
      each award’s documentation for completeness and accuracy. (The statement often
      includes quotations from the nomination materials.)
   3. The committee chair notifies the recipient of the award.

OCLC/ALISE Award Liaison Responsibilities

   1. Organizes application and judging process.
   2. Plans and moderates OCLC/ALISE award winners program.
   3. Submits program proposal to Program Chairs for scheduling.

President Responsibilities

   1. The President recognizes the Chair of the Research Coordinating Committee and the
      work of individual committees.
   2. The President, assisted by the chairs of the individual awards committees, announces the
      award at the Awards Ceremony. [The OCLC/ALISE LISR Awards are announced by the
      chair of the jury, who is introduced by the President.]

Management Company Responsibilities

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   1.   The Executive Director orders plaques.
   2.   The Executive Director creates a brochure/handout for distribution at the conference.
   3.   The Executive Director creates a script/agenda for the Awards Ceremony.
   4.   The Executive Director updates the Awards pages on the web site (after the conference)
        to include names of the most recent recipients.

                       DOCTORAL STUDENTS TO ALISE AWARD

Doctoral Students to ALISE Award Committee Responsibilities

The Doctoral Students to ALISE Award committee is comprised of three ALISE Board Directors,
the Director for External Relations, the Director for SIGs, and the Director for Membership
Services. The committee is chaired by the third year director. Committee responsibilities are to:

        1. Review all nominations
        2. Selects award recipients

Up to two awards may be given annually.

President’s Responsibilities

Writes a personal letter to the award recipients congratulating them on the award, welcoming
them as new members, and welcoming them to the conference. In addition, this letter should
contain:
       1. Details about when and where the award will be presented
       2. An invitation to a Board meeting, if desired by the recipient, and specifics of when
           and where
       3. Details as to which session the recipients will be involved with and what role they
           will have (moderator, etc.)
       4. Information regarding which Board member will be hosting the lunch and what other
           faculty members will attend if known
       5. Information about other features of the conference of interest to the recipient, such as
           the First Timer’s Breakfast and the Doctoral SIG meeting.

Management Company Responsibilities

        1. Prior to the conference send award recipients a package of materials relating to
           ALISE and the conference.
           a. Brochure for new members.
           b. Membership card
           c. An issue of JELIS
           d. A copy of the conference program
        2. Develop a formal, printed certificate to present to the Award recipients.

Conference Planning Committee Chair(s) Responsibilities

        1. Make sure that the award recipients are noted in the conference program along with
           other award recipients. Award will be presented at the awards ceremony.


                                                18                               2/14/2013
       2. Make sure that the recipients are assigned a conference session in which that either
          act as a monitor or introduce the speaker/panel.


                                  SOCIAL/MEAL EVENTS

First Timer’s Breakfast
School Representatives’ Breakfast
Past President’s Reception
Early Bird/Works in Progress Reception
ALISE /Jean Tague Sutcliffe Doctoral Student Poster Competition
Awards reception
Coffee breaks, social/meal events.

Management Company Responsibilities

Staff make all arrangements for rooms, food, and duplicating written materials (where
appropriate).
    1. First timers’ breakfast. Hosts: President and Vice-President/ President-elect.
    2. School representatives breakfast. Hosts: Vice-President/President-elect and Director for
       Membership Services.
    3. Past president’s reception. Host: President.
    4. Early bird/ works in progress reception. No formal host. CPPC chair who had handled
       submissions, etc. helps with set-up, making announcements, etc.
    5. ALISE /Jean Tague Sutcliffe Doctoral Student Poster Competition. Host: President and
       Research Coordinating Committee Chair.
    6. Awards reception. Host: President, assisted by Awards and Honors Coordinating
       Committee Chair.


                                 ASSOCIATION BUSINESS

Committee on Accreditation Meetings and Presentation

Committee on Accreditation Meetings and Presentation. Accreditation Officer, American
Library Association Responsibilities

       1. CPPC schedules number and times of COA and OA programs.
       2. Accreditation Officer and Chair of the Committee on Accreditation plan programs
          (generally 2).

Board Meetings

ALISE President with assistance and support of ALISE staff Responsibilities

       1. ALISE President sets agenda and conducts meetings.
       2. ALISE staff offer advice, support, copies of documents, information, financial reports,
          take minutes and distribute minutes.
       3. CPPC sets meeting time and date with approval of Executive Board.

                                               19                              2/14/2013
Committee Meetings

Committee chairs, CPPC, ALISE staff Responsibilities

       1. Committee chairs set agendas, notify members of meeting times, conduct meetings.
       2. CPPC schedules number and times of meetings with input from executive board.
       3. Staff schedule rooms.

 SIG Meetings (These meetings are scheduled for business and planning purposes in addition to
any programs planned by the SIG.)

SIG conveners, CPPC, ALISE staff Responsibilities

       1. Conveners set agendas and conduct meetings.
       2. CPPC schedules times of meetings.
       3. Staff schedule rooms.

ALISE Business Meeting

ALISE president and vice-president, ALISE staff, CPPC Responsibilities

       1.   ALISE president sets agenda with assistance of staff and conducts meeting.
       2.   ALISE staff provide information, reports, assistance in setting agenda.
       3.   ALISE staff plan room arrangement and audiovisual set-up with hotel.
       4.   CPPC schedules meeting.


                                    OTHER ACTIVITIES

Placement Services

ALISE staff, ALISE executive board Responsibilities

       1. ALISE Executive Board establishes policy and pricing for interview support.
       2. ALISE staff schedule rooms, receive and post resumes, organize process.
       3. ALISE staff post tips for reviewing and other relevant information.

Vita and Portfolio Review

CPPC, ALISE staff Responsibilities

       1. CPPC chair organizes vita and portfolio review process and creates description of
          service.
       2. CPPC chair solicits volunteer senior faculty as reviewers.
       3. ALISE staff advertise availability of service; compile list of those requesting vita or
          portfolio reviews.
       4. CPPC chair matches reviewers and participants.
       5. CPPC chair schedules session and individual appointments.

                                               20                               2/14/2013
       6. ALISE staff schedule room and arrange room set-up with hotel.

Exhibits

ALISE staff, Executive Board Responsibilities

       1. ALISE staff and Executive Board identify vendors; establish fees.
       2. ALISE staff contact vendors; bill; schedule; list for printed program.

Silent Auction

Executive Board, ALISE staff Responsibilities

       1. Executive Board solicits contributions.
       2. ALISE staff place pictures/descriptions of items on website
       3. ALISE staff organize auction: receive items; label; create bidding sheets; record bids;
          receive money.
       4. ALISE staff and CPPC coordinate scheduling of programs and silent auction. [Note:
          The auction should not close during a program session. This effectively eliminates
          participation by people who attend sessions.]

Birds of a Feather

Convener, Birds of a Feather Responsibilities


                 PROGRAM PLANNING REPORTS AND EVALUATION

Evaluation of Interviewing Process (survey in rooms)

Conference evaluation (moderator packets, electronic survey)


                             CONFERENCE “THANKS YOUS”

        The successful planning and production of the ALISE Annual conference requires the
active effort and support of many individuals and organizations. It is important to acknowledge
these contributions. The following table reflects the specific responsibilities of key participants
in conference planning who have responsibility for thanking specific people for their assistance
in making the ALISE annual conference a success. The Conference Planning Committee Chair(s)
must review this list and amend it as needed to ensure that this recognition goes out to everyone
who assisted the planning committee in its work.

President
    Thank sponsors
    Thank donors for the doctoral student reception and awards
    Thank exhibitors
    Thank program chairs
    Thank School Reps

                                                21                                 2/14/2013
Program Planning Co-Chairs
    Thank speaker(s)
    Thank committee members
    Thank vita/portfolio reviewers
    Thank program moderators
    Thank management company

Chair of the Doctoral Student SIG
   Thank judges

Committee Chairs
   Thank committee members


                                     MISCELLANEOUS

ALISE stationary

Budget.

Meetings of the Conference Program Planning Committee. Staff will arrange conference
calls as desired. The Chair and committee members should decide on the frequency of meetings.
E-mail correspondence has proven an effective way to communicate, both with the committee
and ALISE staff.

Planning calendar.
Staff provide program planning calendar to CPPC.
Staff provide arrangements information to the CPPC.
        Number of rooms available, configuration, and capacity

Conference Website.
ALISE staff design and maintain the conference website.
CPPC chair and provides content to ALISE staff.
CPPC chair checks the site on a regular basis for currency and accuracy.

Access for participants with disabilities

Current president welcomes Deans and Directors

Packet for moderators

   1. Please check the final program for the room location.
   2. Contact the presenters for your session ahead of time and plan to meet with them briefly
      before the session and to ask them for a short bio. Each presentation should be about 20-
      25 minutes long.
   3. At the start of the session:
           introduce yourself,
           welcome session attendees,
                                               22                             2/14/2013
          announce the session by number and title,
          and then introduce each paper title and presenter.
   4. As moderator, please keep the individual presentations to this period and moderate
      questions to the presenters as time allows. You may wish to hold all questions until the
      end of the session.
   5. Thank presenters and attendees.
   6. Remind attendees to fill out the evaluation forms provided in the room.

Lunch & Learn for Vendors (handled by management company)




                                              23                               2/14/2013
                                        APPENDIX A
                                    Sample Calls for Participation


Sample Call for Juried Papers

ALISE 2007 Annual Conference

Deadline for Abstracts: July 15, 2006

Notification of Acceptance: September 15, 2006

This call for juried papers seeks original single-author and collaborative contributions in areas of
inquiry that speak to the conference theme and related issues, trends, pedagogies, theories,
practices, discourses, challenges, directions, opportunities in (and threats to) LIS education.
Prospective participants are encouraged to submit abstracts that represent recent research and
scholarship. Contributions to this call for juried papers should not have been previously
published. The authors of accepted papers will be invited to make brief conference presentations
highlighting and elaborating on major elements of their papers (e.g., they will be instructed NOT
to read the full paper). The Abstracts of accepted papers will be made available in an online
conference proceeding. International submissions are encouraged.

Instructions for Submitting Juried Papers:

      Abstracts are to be a maximum of 500 words in length.
      Abstracts are to include a brief explanation of the work’s relationship with the conference
       theme and concise statements of intent, scope, research questions, method(s), research
       base, and significance.
      Abstracts are to be received by the Juried Papers Subcommittee Chair, Toni Samek
       (University of Alberta), July 15, 2006.
      Decisions on papers to be presented at the ALISE conference will be blind reviewed
       based on the abstracts received by the Juried Paper Committee Chair by the deadline.
      The Juried Papers Committee Chair will confirm the receipt of abstracts.
      Applicants will be notified of decision by mid-September, 2006.
      A laptop computer and LCD projector will be provided for presenting papers.
      Any other requests for presentation technology must be included with the abstract.
      Decision-making related to presentation session assignment (including date and time)
       will be made by the conference program committee.
      Conference presenters will be notified of their session assignment, date and time of
       presentation by the conference program committee.
      Conference presentation time slots of approximately twenty minutes will be assigned and
       published in the conference program.
      Authors are expected to provide any supporting handouts and other resources during the
       presentations.
      All presenters are required to register for the ALISE 2007 Conference. There is no waiver
       of the registration fee for presenters who are selected as a result of the review process.

Inquiries should be directed to:


                                                 24                               2/14/2013
Toni Samek, PhD
Associate Professor
School of Library & Information Studies, Faculty of Education
3-15 Rutherford South
University of Alberta
Edmonton, Alberta CANADA T6G 2J4
Phone: (780) 492-0179
Fax: (780) 492-2430
E-mail: toni.samek@ualberta.ca
Web: http://www.ualberta.ca/~asamek/toni.htm

                                    From Research to Practice:
                     The Scholarship of Teaching and Learning in LIS Education

                         Call for Participation: 2006 ALISE Conference
                      January 16 – 19, 2006 (New date) San Antonio, Texas

                        Conference Program Planning Committee Chairs:
                            Connie Van Fleet, University of Oklahoma &
                    Julie Hersberger, University of North Carolina at Greensboro

The 2006 ALISE Conference will focus on the scholarship of teaching and learning in library and information
science (LIS) education. Regardless of area of interest or endeavor, regardless of the environment in which our
graduates practice, we are tied together by commitment to teaching and learning. What are the implications of
critical pedagogy? Does research inform teaching and learning? Does research inform practice? What innovative
practices have programs undertaken to enhance curriculum design and delivery? How have individual faculty
improved teaching and student learning? How is research incorporated into classroom practice? How are students
engaged in active learning and constructivism in the real and virtual classroom? These and many other questions
will be explored at the San Antonio conference.

The ALISE Conference Planning Committee seeks your participation in the 2006 Annual Conference. We are
interested in receiving:

             Juried Paper Submissions
             Juried Program Proposals
             Research Poster Proposals

Opportunities for Participation:

1.      JURIED PAPERS
 Deadline for Abstracts: July 15, 2005 (new date)
 Notification of Acceptance: September 15, 2005
 Deadline for final papers: December 5, 2005

This call for papers seeks original contributions in all areas related to current issues in LIS education with special
emphasis on papers related to the conference theme. Prospective participants are encouraged to submit abstracts
that report on recent research and scholarship. Contributions to this call for papers should not have been
previously published. There are no restrictions on research methodology. At the conference, the authors of
accepted papers will make brief presentations highlighting and updating points form the paper, they will not read
the full paper.

 Instructions for Submitting Juried Papers
                                                     25                                   2/14/2013
Abstracts:
• Not to exceed 1,000 words
• Include statement of problem and significance, objectives, research questions and methods
• Received by the Juried Papers subcommittee chair, Suzie Allard, University of Tennessee by July 15 th, 2005.
  (Decisions on papers to presented at the ALISE conference will be blind reviewed based on abstracts and
  applicants will be notified by the middle of September, 2005).
• A laptop computer and an LCD will be provided for presenting papers. Any other requests for presentation
  technology must be included with the abstract.

Presentations of accepted papers will be scheduled by the conference program committee. Presenters will be
notified of the date and time of presentation. Specific time slots of approximately twenty minutes will be assigned
and published in the conference program. Authors are expected to provide all handouts needed during the
presentations. Inquiries, abstracts and papers should be sent to:

                                                   Suzie Allard
                                                sallard@utk.edu
                                             University of Tennessee
                                        School of Information Sciences
                                          424 Communications Building
                                             1345 Circle Park Drive
                                           Knoxville, TN 37996-0341

2. JURIED PROGRAM PROPOSALS:
(SIG Panels; Workshops and Programs; Innovative Forms of Programming; and Roundtable Discussion)

The ALISE Program Planning Committee will conduct a blind review process to select panels/programs for
presentation and the panel organizer will be notified of acceptance by September 15, 2005.

SIG CONVENERS: SIG program proposals must be fully developed, submitted by the July 15th deadline and will
also undergo a blind review process for inclusion in the 2006 program. Late or incomplete proposals will not be
considered. Please note: SIG Roundtable discussions are included in the program schedule and do not require
submission of a program proposal

 Deadline for Proposals: July 15th, 2005 (New date)
 Submission Instructions
    • Title of panel/program
    • 250- word description of panel/program describing structure, content, purpose, and outcome
    • Contact information for organizer and all participants (including paper titles if appropriate, participant names,
       affiliations, phone and email addresses).
    • A laptop computer and an LCD will be provided for presenting papers. Any other requests for presentation technology
       must be included with the abstract.

 SIG Session proposals should be sent to Linda Smith, University of Illinois at Urbana-Champaign, lcsmith@uiuc.edu
 Proposals for sessions other than SIGS should be sent to: Connie Van Fleet, University of Oklahoma, cvanfleet@ou.edu

3. RESEARCH POSTER SESSIONS:

Works in Progress Showcase:
ALISE faculty and doctoral students are invited to share research through posters presented at the Works in
Progress Showcase. Participants can obtain feedback in an informal setting. More information on participation
will be posted to the ALISE website and ALISE and JESSE mailing lists prior to the conference. Posters
submitted to the Works in Progress Showcase are neither refereed nor judged.

Doctoral Students Judged Poster Session:

                                                        26                                    2/14/2013
The ALISE Doctoral Students Special Interest Groups (SIG) organizes a research poster session for doctoral
students to introduce themselves and their work to their future colleagues. The Jean Tague-Sutcliffe Award is
presented to the first-place winner. More information is available from the Doctoral Students SIG website at
http://www.alise.org/about/sigs.html.

                                Doctoral Students to ALISE Award

Award: The ALISE Board of Directors seeks nominations from institutional members for the
Doctoral Students to ALISE Award. The award supports the attendance of one or more
promising LIS doctoral students at the ALISE Annual Conference, which will be held in
Philadelphia, PA on January 8-11, 2008. Through undertaking conference assignments and
participating fully in conference programs, the winner will gain an understanding of how ALISE
serves its members. One or two awards will be given.
Each winner will
             Receive a stipend of $500 (U.S.) that may defray lodging and meal expenses
                during the conference
             Complimentary registration at the conference
             Complimentary one year membership in ALISE
             Attend a luncheon hosted by a Board member
             Receive a certificate at the ALISE awards ceremony
             This year only Dr. Connie Van Fleet is donating a five-night stay at the
                conference hotel that the award recipients may share.
The nominating school of the award recipient is asked to help their student with transportation
costs.

Applications: The dean/director/program chair of a member school may nominate one doctoral
student by completing the nomination form available on the ALISE website (see link below).
The nominee must submit a statement on an issue relating to the theme of the 2008 ALISE
conference “Community Engagement: Integrating Learning, Research, and Practice.” The
document must be double spaced, word processed, and must not exceed 250 words. Submissions
must be titled and display the author’s name. Nominees must e-mail both the GRANT FORM
and STATEMENT to Kathleen Combs at contact@alise.org by September 22, 2007.




                                                   27                                 2/14/2013
                                      APPENDIX B
                               Sample Conference at a Glance

                            ALISE 2007 Annual Conference
                             January 15-18, Seattle, WA
                               Conference at a Glance


                                Sunday, January 14, 2007

        Time                           Event                     Room
1:00 p.m. - 6:00 p.m.     ALISE Board of Directors Meeting 1


                               Monday, January 15, 2007

        Time                               Event                 Room
8:00 a.m.- 6:00 p.m.     Registration
8:00 a.m. - 8:00 p.m.    Placement Services
8:30 a.m. - 1:30 p.m.    Council of Deans/Directors
12:30 p.m. - 4:30 p.m.   Best Practices for Online Pedagogy
                         Workshop
1:00 p.m. - 4:00 p.m.    Vita and Portfolio Review
2:00 p.m. - 5:00 p.m.    ALISE Board Meeting 2
4:30 p.m. - 5:30 p.m.    ALISE Committee Meetings
6:00 p.m. - 7:00 p.m.    Opening Reception/Work-in-Progress
                         Poster Session

                               Tuesday, January 16, 2007

        Time                              Event                  Room
7:30 a.m. - 8:30 a.m.    First Timers’ Breakfast
8:00 a.m. - 7:00 p.m.    Registration
8:00 a.m. - 8:00 p.m.    Placement Services
8:00 a.m. - 5:00 p.m.    Exhibits
8:30 a.m. - 10:00 a.m.   Opening Session
10:00 a.m. – 10:30       Morning Break
a.m.
10:30 a.m. -12:00        Session 1: Panels and Papers
noon                     1.1 Discussion with William Sullivan.
                         1.2 Juried Papers 1: Reflections on
                              Virtual Reference.
                         1.3 ALISE Awards Panel.
                         1.4 Shaping Outcomes: Design,
                              Development and Dissemination of
                              Online Modules for Planning and

                                              28                   2/14/2013
                              Evaluation Education.
                         1.5 Juried Papers 2: Contemplating the
                              K-12 World.
12:00 noon -1:45 p.m.    Lunch on your own
12:30 noon – 2:00        Birds of a Feather
p.m.
2:00 p.m. – 3:30 p.m.    Session 2: Panels and Papers
                         2.1 Juried Papers 3: Learning & Living
                              through Virtual Class Worlds.
                         2.2 An Action Driven Panel/Round
                              Table Discussion of Information
                              and Professional Ethics.
                              Information Ethics SIG.
                         2.3 Reflections on Three Leading
                              Library Historians. Historical
                              Perspectives SIG.
                         2.4 Juried Papers 4: When Users are
                              Readers and What’s Sex Got to do
                              With It?
                         2.5 Juried Papers 5: Meeting the Niche
                              Needs.
3:30 p.m. – 4:00 p.m.    Afternoon Break
4:00 p.m. - 5:30 p.m.    Session 3: Panels and Papers
                         3.1 Information Seeking Behaviors - The
                             Who, What Where, When, How And
                             Why: Habits of Practice of K-12
                             Educators and Learners.
                         3.2 From Dissertation to Publication:
                             Advice from The University of
                             Washington Press. New Faculty
                             SIG.
                         3.3 Chat Reference Evaluation:
                             Towards Habits of Reflective
                             Practice.
                         3.4 Juried Papers 6: Education, Practice
                             & Identity in Context(s).
                         3.5 From Advanced Degree Holders to
                             Subject Specialists: Rethinking LIS
                             Education for New Professionals.
5:45 p.m. - 7:00 p.m.    Past President’s Reception
5:45 p.m. - 6:15 p.m.    Doctoral Poster Session Setup
5:45 p.m. - 6:15 p.m.    Doctoral Poster Judges Meeting
6:15 p.m. - 8:15         Doctoral Poster Judging
8:30 p.m. - 10:00 p.m.   Doctoral Student Reception




                                              29                    2/14/2013
                              Wednesday, January 17, 2007

        Time                              Event                     Room
7:30 a.m. - 8:30 a.m.    School Representatives’ Breakfast
8:00 a.m.- 7:00 p.m.     Registration
8:00 a.m. - 8:00 p.m.    Placement Services
8:00 a.m. - 5:00 p.m.    Exhibits
8:00 a.m. - 8:45 a.m.    SIG Session 1
9:00 a.m. - 10:15 a.m.   Reflecting on LIS and William Sullivan's
                         Three Apprenticeships in Professional
                         Education

10:15 a.m. – 10:45       Morning Break
a.m.
10:45 a.m. - 12:15       Session 4: Panels and Papers
p.m.                     4.1 WISE Model of Collaboration:
                              Improve Access, Increase Quality,
                              Diversify Course Offerings
                         4.2 Optimizing Teaching Experiences
                              Abroad. International Education
                              SIG.
                         4.3 Juried Papers 7: Tools & Techniques
                              for Reflective Learning.
                         4.4 Gender Issues in Information Needs
                              and Services. Gender SIG.
                         4.5 The Next Generation of Instruction
                              Librarians: Academic Libraries and
                              the Teacher Training Experience.
12:15 p.m. – 1:30 p.m.   Lunch on your own
12:30 p.m. - 1:15 p.m.   SIG Session 2
1:30 p.m. - 3:00 p.m.    Session 5: Panels and Papers
                         5.1 Talking Online Education:
                              Delivering a Synchronous SLIS
                              Program in a Two-Way VoIP
                              Context.
                         5.2 Juried Papers 8: Balance in the
                              Curriculum?
                         5.3 Undergraduate Programs in LIS
                              Schools: Reflections, Challenges &
                              Opportunities.
                         5.4 Recruiting and Educating the Next
                              Generation of Youth Services
                              Faculty. Youth Services SIG.
                         5.5 Preparing Reflective Professionals:
                              Systemizing the Proof, a Panel
                              Discussion.
3:00 p.m. – 3:30 p.m.    Afternoon Break
3:30 p.m. - 5:15 p.m.    ALISE Business Meeting

                                              30                      2/14/2013
6:30 p.m. - 8:00 p.m.    Awards Reception



                               Thursday, January 18, 2007

        Time                               Event                    Room
8:00 a.m.- 12:00 noon    Registration
8:00 a.m. - 12:00 noon   Placement Services
8:00 a.m. - 12:00 noon   Exhibits
8:00 a.m. - 8:45 a.m.    SIG Session 3
8:00 a.m. - 8:45 a.m.    Assistant/Associate Deans SIG
9:00 a.m. - 10:15 a.m.   Supporting LIS Education Through
                         Practice
10:30 a.m. - 12:00       Session 6: Panels and Papers
noon                     6.1 Interdisciplinary and
                              Multidisciplinary Research:
                              Enhancing Diversity in LIS
                              Scholarship. Research Methods
                              SIG.
                         6.2 OCLC/ALISE Grant papers.
                         6.3 Now I have the Assistant Professor
                              position: What are the expectations
                              while working towards tenure?
                              Doctoral SIG.
                         6.4 Three perspectives on the
                              importance of reflection in the
                              classroom and beyond.
                         6.5 Juried Papers 9: We Recruit!
11:00 p.m. - 12:00       All Deans, Directors, and Chairs
Noon                     Meeting with Office for Accreditation
                         Staff
12:15 p.m. - 1:00 p.m.   Closing Session
2:00 p.m. - 3:00 p.m.    New Deans, Directors, and Chairs
                         Meeting with Office for Accreditation
                         Staff
2:00 p.m. - 3:00 p.m.    JELIS Editorial Board Meeting
2:00 p.m. - 3:00 p.m.    ALISE Board w/Chairs & Conveners
3:30 p.m. - 6:30 p.m.    ALISE Board Meeting




                                              31                      2/14/2013
                                          APPENDIX C
                        Sample Invitation to ALISE Annual Conference

Invitation from the co-chairs, 2008

Dear Colleagues,

We are delighted to invite you to ALISE 2008. The conference site, Philadelphia, has a history
which embodies this year’s theme, “Community Engagement: Integrating Learning, Research,
and Practice.” The city of brotherly love, with its Quaker roots, was home to the first hospital in
the American colonies. Benjamin Franklin was an early advocate of city services. In 1896,
W.E.B. Du Bois conducted a door-to-door study of Black families in the 7th Ward, combining
ethnography with statistical methods and breaking new ground in the field of sociology. What
better environment for us to consider the role of community outreach?

The two keynote speakers will set the stage for exploring the growing impact of community-
based research, teaching, and professional work in LIS. Dr. Yvonna S. Lincoln holds the Ruth
Harrington Chair of Educational Leadership and University Distinguished Professor of Higher
Education at Texas A&M. She is co-editor of the Sage Handbook of Qualitative Research and
co-author of Naturalistic Inquiry and Fourth Generation Evaluation, works that have helped the
academy to place a greater emphasis on social justice and action. Dr. Jean J. Schensul is Senior
Scientist & Founding Director of the Institute for Community Research in Hartford, CT. A
medical anthropologist with over 20 years of research experience in urban areas of the United
States and in developing countries, she is renowned for her expertise in research methods and
structural approaches to intervention that are community-based. Dr. Schensul’s recent
publications include The Ethnographer’s Toolkit.

We have had a wonderful response to the calls for participation, so expect a full offering of
excellent papers, panels, SIGs, and awards programs. Returning favorites are the Work-in-
Progress Poster session, Birds of a Feather, and the Vita and Portfolio Review. New this year are
a Publishing Panel and the ALISE debut of the band, Gary Radford and the Professors.

Please join us and encourage your colleagues to come along, too. We believe that a ground-
breaking meeting awaits us—come ring in the new year with innovative approaches to LIS
education and research that resonate with our host city’s challenge to infuse society with
democracy, liberty, and harmony.

Sincerely,


Michele V. Cloonan and Ann Peterson Bishop,
Conference Co-Chairs




                                                32                               2/14/2013
Invitation from the co-chairs, 2007

Dear Colleagues,

The Association of Library and Information Science Educators (ALISE) annual conference 2007
precedes ALA in Seattle, January 15-18. We want to encourage you to join us and help us
explore the theme: “Habits of Mind and Practice: Preparing Reflective Professionals.” On
Tuesday, our keynote speaker is William Sullivan, co-director of the Carnegie Foundation’s
project on the Preparation for the Professions and author of Work and Integrity: The Crisis and
Promise of Professionalism in America, among other works. In addition, on Thursday, Loriene
Roy, ALA President-Elect, will introduce her plans related to the issue of supporting LIS
education through practice.

We have had a very good response to the calls and look forward to a lively conference. There is
great topical variety among the papers, panels, SIGs, and poster sessions that will be of interest
to practitioners as well as educators, for example: virtual reference, readers’ advisory,
professional ethics, information seeking in a K-12 environment, and recruiting.

We would like to share this exchange of ideas with more information professionals and
we hope we will see you there. Please encourage others to join us. Educators and practitioners at
ALISE in Seattle this upcoming January—a good way to continue shaping the future of the
profession together!

Sincerely,


Melissa Gross, Associate Professor, FSU
Michele Besant, Special Librarian and SLIS Library Director, UW-Madison




                                                33                               2/14/2013
     ALISE CONFERENCE PROGRAM PLANNING HANDBOOK

                                                   APPENDIX D
                                                  Sample Reports

                                            Juried Papers 2006 Report 1

From: Suzie Allard [mailto:sallard@utk.edu]
Sent: Monday, August 29, 2005 1:26 PM
To: Van Fleet, Connie J.; Julie Hersberger (E-mail); Julie H at home (E-mail)
Subject: ALISE juried papers outcomes

Hi Connie and Julie,
Here is a report on the juried papers. I also wanted your input about how many to accommodate
before proceeding with notification of authors.

The jury has completed the reviews of the papers by the deadline of 8/26. We had 8 reviewers
representing the following schools:
U North Carolina
Simmons
U Kentucky
FSU
U Tennessee
Indiana U
U Wisconsin
Catholic

We had a total of 69 unique abstract submissions (originally 71 but one was a repeat and another
was for a panel). All abstract submissions were blind reviewed and were reviewed by two
people. I had to review a couple to be sure we had two reviewers for each abstract.

Reviewers were asked to make five judgments about each abstract: The first four are on a scale
of 1(poor) to 5 (excellent) 1. RELEVANCE to the conference theme --"From Research to
Practice: The Scholarship of Teaching and Learning in LIS education" 2. TOPIC QUALITY: a
rating judging the research method or creativity in exploring the topic 3. PRESENTATION
QUALITY: a rating about the writing 4. SIGNIFICANCE: a rating of the importance of the topic
and/or findings. The final judgment was about ACCEPTANCE which was indicated with a YES
or NO, and in rare cases with a Maybe.

The accompanying file lists the names of all the abstracts and their acceptance level. If a paper
earned two YES ratings it was accepted. (it is highlighted in GREEN) If a paper earned two NO
ratings it was rejected. (it is highlighted in RED) If it earned a YES and a NO rating it was coded
as a MAYBE. (highlighted in BLUE)

Based on this system we have:
ACCEPTED: 21 abstracts
REJECTED: 19 abstracts
MAYBE: 29 abstracts (perhaps these could be posters.)



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Let me know if we will accept all 21 papers or if we want to limit this to a smaller number. Also
let me know if we want to invite the "Maybes." Finally can I send rejection letters to the other
19?

This has been a fun, but time consuming project!
Suzie
Suzie Allard, Ph.D., Assistant Professor
University of Tennessee 865.974.1369
School of Information Sciences
424 Communication Building
1345 Circle Park, Knoxville TN 37996
email: sallard@utk.edu




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                                       Process Summary

                                   Submitted by Toni Samek
                               (Juried Papers Committee, Chair)
                                       October 12, 2006

                                          Committee

The Juried Papers Committee was comprised of:
  7 people including the Chair
            3 Canadians/4 U.S.
            6 schools represented (2 Canadian/4 U.S)

Review Process

Abstracts went through a double blind review process in which committee jurors were assigned
the following judgments:
   the work’s relationship with the conference theme
   statements of intent
   scope
   research questions
   method(s)
   research base
   significance
   final decision for acceptance

                                            Results

Of 68 unique abstracts submitted by deadline, 26 were accepted for presentation.
The acceptance rate was 38.2%.

The 26 abstracts accepted for presentation were scored with:
               2 accept ratings, or
               1 accept rating & 1 maybe rating

The 42 abstracts not accepted for presentation were scored with:
               2 deny ratings, or
               2 maybe ratings, or
               1 accept rating & 1 deny rating

Results showing the scores for each paper were submitted to the conference planning committee
in spreadsheet format. Categories used on the spreadsheet were: abstract #, accept score, deny
score, maybe score, first author email, and title.


Notification

The following 2 emails were used as notifications.

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They were sent to first authors only.


ACCEPT NOTIFICATION

Thank you for submitting an abstract to the ALISE Juried Papers Committee. The submissions
went through a double-blind review process resulting in an acceptance rate of 38.2% for the 2007
conference program. On behalf of the Committee, please accept my warm congratulations, as
your work has been "ACCEPTED" to the conference program!

Please note that I am only sending notification of acceptance to the individual who officially
submitted the abstract to me. Should you have a co-author or co-authors, please forward this e-
mail on my behalf.

PLEASE NOTE --

1) By September 29, 2006, please confirm your participation in the conference program with
Kathleen Combs by email to the following email address: mlapd1@mlahq.org

2) By October 16, 2006, please submit to Kathleen Combs (to the same email address as above)
the following information:
a) your "final" paper title,
b) your "final" abstract to a maximum of 500 words,
c) a "new" 30 word mini-abstract suitable for conference publicity,
d) the names and full contact information for you (and co-presenter(s)),
e) a laptop computer and LCD projector will be provided for presenting papers, but notification
must be given should you have a request for special equipment on-site, and
f) permission to post author name(s), paper title, and abstract on the ALISE website and/or
online conference proceedings.

Thank you in advance for attending to these details with Kathleen.

ALSO NOTE --

      Decision-making related to presentation session assignment (including date and time)
       will be made by the conference program committee.
      Conference presenters will be notified of their session assignment, date and time of
       presentation by the conference program committee.
      Conference presentation time slots of approximately twenty minutes will be assigned and
       published in the conference program.
      Authors are expected to provide any supporting handouts and other resources during the
       presentations.
      All presenters are required to register for the ALISE 2007 Conference. There is no waiver
       of the registration fee for presenters who are selected as a result of the review process.

And once again, congratulations. Your notable contribution bodes well for an exciting
conference!


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    ALISE CONFERENCE PROGRAM PLANNING HANDBOOK
Sincerely,
Toni Samek (Juried Papers Committee, Chair)


DENY NOTIFICATION

Thank you for submitting an abstract to the ALISE Juried Papers Committee. The submissions
went through a double-blind review process resulting in an acceptance rate of 38.2% for the 2007
conference program. Unfortunately, your abstract was "not accepted" to the conference program.
However, on behalf of the Committee, I extend a warm thank you for your generous
participation in the call for papers. Your time and effort is much appreciated.
Please note that I am only sending notification to the individual who officially submitted the
abstract to me. Should you have a co-author or co-authors on your paper, please forward this e-
mail on my behalf.

Sincerely,
Toni Samek (ALISE Juried Papers Committee, Chair)


Changes to 2006 Call for Juried Papers as Reflected in the 2007 Call for Papers

The following content changes were made in the 2007 call for papers to improve upon the 2006
call for papers:
  a broad array of slants that can be taken on LIS research
  mention of pedagogies
  explicit request for both single author and collaborative works
  encouragement of international submissions
  removal of the 2006 phrase “there are no restrictions on research methodology” as that
      should be a given




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                                        APPENDIX E
                                 Sample Speaker Query Letters




                                  1009 Commerce Park Drive, Suite 150 ♦P.O. Box 4219♦Oak Ridge, TN 37831-4219
                                                   Tel.: 865/425-0155 ♦ Fax: 865/481-0390
                     Promoting excellence in library and information science education…

The Association for Library and Information Science Education, founded in 1915, is a non-profit
organization that serves as the intellectual home of university faculty in graduate programs in
library and information science in North America. Its mission is to promote excellence in
research, teaching, and service and to provide an understanding of the values and ethos of library
and information science. ALISE serves more than 500 individual members and 60-plus
institutional members, primarily in the United States and Canada.

The theme of the 2006 ALISE Conference, which will be held January 16 – 19 in San Antonio, is
"From Research to Practice: The Scholarship of Teaching and Learning in LIS Education." The
call for papers reads: "The conference will focus on the scholarship of teaching and learning in
library and information science (LIS) education. Regardless of area of interest or endeavor,
regardless of the environment in which our graduates practice, we are tied together by
commitment to teaching and learning. What are the implications of critical pedagogy? Does
research inform teaching and learning? Does research inform practice? What innovative
practices have programs undertaken to enhance curriculum design and delivery? How have
individual faculty improved teaching and student learning? How is research incorporated into
classroom practice? How are students engaged in active learning and constructivism in the real
and virtual classroom? These and many other questions will be explored at the San Antonio
conference." The call for papers is available online at:
http://www.alise.org/conferences/2006_Conference/06_Call_for_Participation.pdf

You have been enthusiastically suggested as an appropriate plenary speaker and the planning
committee is very excited about the opportunity to hear you speak and to discuss your ideas.
Could you please let me know:

1. Your availability for presenting on January 17, 2006 in San Antonio
2. Your normal honorarium or speaker's fee
3. Your willingness to speak if we can arrange 1 and 2?

Thank you for your consideration of our request. I look forward to hearing from you about this
matter.

Sincerely,

Connie Van Fleet
Professor
School of Library and Information Studies
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University of Oklahoma
401 W. Brooks, Room 120
Norman, OK 73019-6032
voice: (405)325-3921 fax: (405)325-7648




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                               1009 Commerce Park Drive, Suite 150 ♦P.O. Box 4219♦Oak Ridge, TN 37831-4219
                                                Tel.: 865/425-0155 ♦ Fax: 865/481-0390
                  Promoting excellence in library and information science education…

February 14, 2013
Randy Bass
Assistant Provost for Teaching and Learning Initiatives
Associate Professor, English
Center for New Designs in Learning and Scholarship (CNDLS)
Georgetown University
3520 Prospect St., N.W. Suite 314
Washington D.C. 20057

Re: Association for Library and Information Science Education Conference

Dear Randy:

I am very pleased to report that our program committee has selected you as the plenary speaker
for our conference and authorized me to extend this invitation to you. We hope you will join us
at the Association for Library and Information Science Education Conference, which will be held
January 16 through January 19 in San Antonio, Texas. Your address on the morning of Tuesday,
January 17 will serve as the opening event for the conference proper.

The theme of the 2006 ALISE Conference is “From Research to Practice: The Scholarship of
Teaching and Learning in LIS Education.” The call for papers reads: “The conference will focus
on the scholarship of teaching and learning in library and information science (LIS) education.
Regardless of area of interest or endeavor, regardless of the environment in which our graduates
practice, we are tied together by commitment to teaching and learning. What are the implications
of critical pedagogy? Does research inform teaching and learning? Does research inform
practice? What innovative practices have programs undertaken to enhance curriculum design and
delivery? How have individual faculty improved teaching and student learning? How is research
incorporated into classroom practice? How are students engaged in active learning and
constructivism in the real and virtual classroom? These and many other questions will be
explored at the San Antonio conference.”

Your work, of course, ties in very well with this focus and you have considerable latitude in
deciding on the specific content of your talk. You should plan on having between 45 minutes to
an hour for your talk, with a short question and answer period following. We would be delighted
if you would consider staying for a small group conversation following your formal presentation.

We will begin publicizing the conference very soon and of course, you will figure prominently!
Would you please forward to me a brief biography and a photograph (color and at least 300 dpi)
at your earliest convenience?

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It would be very helpful if you could send your title and a brief abstract to us by June 20, as we
will be publicizing the ALISE conference at the American Library Association annual
conference that month. Our absolute deadline for the program copy is September 9. We will
also need to plan for any equipment needs that you may have. Would you please advise me?

The conference will be at the Omni San Antonio Hotel, 9821 Colonnade Boulevard
San Antonio, Texas 78230 Phone: (210) 691-8888. The hotel has a complimentary shuttle from
the airport. You will probably want to arrive on Monday, January 16. We will be having an
“early bird” reception that evening and would be pleased to have you join us.

Please review this letter and the explanation of terms that follows. If these terms are agreeable to
you, will you please sign the following letter and return it to Susanne Dupes at our management
firm? I added the small group session to the terms, but if that is not agreeable, please just strike
it out.

I am looking forward to meeting you and hearing your ideas. I know that you will make a
valuable contribution to our conference.


Sincerely,


Connie Van Fleet, Professor
ALISE Program Co-chair
School of Library and Information Studies
University of Oklahoma
401 W. Brooks, Rm. 127
Norman, OK 73019 - 6032




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    ALISE CONFERENCE PROGRAM PLANNING HANDBOOK
Below are the contract terms of the Association for Library and Information Science
Education.

As a guest of the Association for Library and Information Science Education, you will receive an
honorarium of $2000.

The Association agrees to pay the expense of your round-trip coach airfare, not to exceed $900.
You should make your own travel arrangements. Would you please let me know your arrival
and departure times?

 The Association will provide for your lodging, tax, and meals during the conference. We will
make arrangements for your lodging at the conference hotel. The Association does not reimburse
for alcoholic beverages, movie channels, long distance telephone calls, room service, and other
expenditures that have not been specifically identified.

Please be prepared to submit an itemized bill and receipts in a timely fashion so that we can
reimburse you promptly.

It is our understanding that you will be speaking on the topic of the scholarship of teaching and
learning during the plenary session on Tuesday, January 17, 2006 and that you will be available
for a small group session later that morning. In addition, you will provide a brief biography and
photograph for publicity purposes and you will notify me of the title of your presentation and any
equipment needs by June 20, 2005. You will provide originals of any handouts by December 1,
2005.

In the event that registration is insufficient to warrant holding this conference, this agreement
may be terminated on or before December 15, 2005.

The Association for Library and Information Science Education is honored that you have agreed
to be with us. Thank you again for your enthusiasm and willingness to be a part of this
conference.

Please sign this letter and return one copy within 10 days.

____________________________________________
(Presenter's signature)

____________________________________________
(Date)

Please return this signed copy to:
Attn: Susanne Dupes
Association for Library and Information Science Education
1009 Commerce Park Dr., Suite 150
P.O. Box 4219
Oak Ridge, TN 37830



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