Medical Library Association
CHAPTER CHAIR’S
MANUAL
2007 – 2008
Compiled by Madeline Taylor, 1986
Revised by Ruth Marcolina, 1989
Revised by Julia Sollenberger, 1991
Revised by Ada Seltzer, 1993, 1994, 1995
Revised by Cynthia H. Goldstein, 1996, 1997, 1998
Revised by M.J. Tooey, 1999, 2000, 2002
Revised by Linda Garr Markwell, 2002, 2003,2004
Revised by Sarah Gable, 2005, 2006, 2007
Revised by Paula Raimondo, 2008
CHAPTER CHAIR’S MANUAL
1. MLA Structure
2. Chapter Council
3. Chapters
3.1 Functions
3.2 Activities
3.3 Chapter Chair
3.4 Relationship to Headquarters Program Staff
3.5 Relationship to MLA Committees
3.6 Dues
4. Communication
4.0 Mailing Lists
4.1 Objectives
4.2 Reports
4.3 Motions
4.4 Petition to Establish New Chapter
4.5 MLA Board and Officer Travel to Chapter Meetings
4.6 Potential Nominees to MLA Nominating Committee
4.7 Chapter Directory Information
4.8 Correspondences and Documentation
4.9 News
4.10 Chapter Membership Fact Sheet
4.11 Official Statements
4.12 Meeting Arrangements
4.13 Timetable
5. Continuity
5.1 Procedure Manual
5.2 Transfer from Outgoing to Incoming Chair
6. Appendices
6.0 Chapter Business Guidelines
6.1 Role and Responsibilities of Chapter Council Representatives and Alternates
6.2 Guidelines for Information Requests to the Chapters of MLA
6.2.1 Services to Chapters and Sections of MLA
6.3 Procedures for Submission of Bylaws Revision by Chapters and Sections
6.3.1 Model Bylaws
6.4 Guidelines for Approving Continuing Education Activities and Courses
Application Directions
MLA Continuing Education Activities Approval Application
MLA Continuing Education Activities Renewal Application
6.5 Developing Objectives
6.6 Guidelines for Chapters Out of Compliance
6.7 Chapter Formation Petition Guidelines
6.8 Guidelines for Board and Officer Travel to Chapter Meetings
6.9 MLA Archives Guidelines and Form
7. Illustrations
7.1 Membership List Request Form
7.2 Midwinter/Annual Report Guidelines
7.3 Motion Form
7.4 Nominating Committee Candidate Form
7.5 Chapter Information Form for MLA Directory
7.6 MLA Generic Calendar
7.7 Excerpts from Robert’s Rules
8. Suggestions for Revision of Manual
1.MLA STRUCTURE
The Medical Library Association is a professional organization of individuals and institutions in the field of health sciences librarianship. The purposes of the Associations include: fostering the professional growth of its members; setting standards of professional practice; promoting quality service; and providing leadership in solving problems in health information delivery.
The activities of the Association fall into broad program areas that derive from its mission and are continuously reviewed by the board in its planning role. All of the Association’s many components – general membership, sections and chapters, committees – standing and ad hoc –Board liaisons, Board of Directors, Executive Director, and headquarters program staff – contribute in some way to the total program activity.
A chart of MLA’s structure is available at: http://www.mlanet.org/members/organization/structure.html
The group structure, implemented in 1981, established Chapter Council composed of one Representative and one Alternate from each chapter. (See MLA Bylaw Article XII, “Chapter and Section Councils.”) Each Representative and Alternate must be a regular member or fellow of the Association and be selected in accordance with chapter bylaws. The Representative and Alternate perform very important functions within the overall structure of the Medical Library Association. For this reason, all due consideration should be given to nominating and electing qualified individuals to fill these offices. In particular, chapters should consider electing members who have recently served as chapter chairs or have been on the executive board of the chapter. (See Appendix 6.1 – Roles and Responsibilities of Chapter Council Representatives and Alternates.)
The Chapter Council serves in an advisory capacity to the Board of Directors, promotes interchange between chapters, and considers recommendations from individual chapters and forwards approved recommendations to the Board for consideration. The Chapter Council has developed guidelines for information requests to the chapters of MLA (Appendix 6.2 – Guidelines for information Requests to the Chapters of MLA).
The Chapter Council is also charged with the monitoring of chapter formation and compliance, (2000 was the last year compliance was required by MLA; compliance has been suspended until further notice from MLA; MLA will continue to monitor the MLA members in Chapters) and with selecting six nominees as candidates to the Association’s Nominating Committee from the names of persons submitted by each chapter.
Members of the Council elect one member to serve as Chapter Council Chair for a three-year term. The election is held one year prior to taking office to allow for a one-year term as chair-elect. The Chapter Council Chair serves on the MLA Board of Directors and is Board liaison to chapters. In concert with Council Representatives and Alternates, the Council Chair communicates chapter concerns to the Board and, in turn, Board actions to chapter. The Chapter Chair should feel free to call or write the Chapter Council Chair at any time with questions or concerns related to any MLA or chapter policy, activity or program.
3. CHAPTERS
Fourteen geographic groups, defined as chapters, are currently affiliated with MLA (See MLA Bylaws Article XI, “Chapters and Sections of the Associations”):
Hawaii-Pacific
Mid-Atlantic
Midcontinental
Midwest
New York/New Jersey
North Atlantic Health Sciences Libraries
Northern California and Nevada Medical Library Group
Pacific Northwest
Philadelphia Regional
Pittsburgh
South Central
Southern
Medical Library Group of Southern California and Arizona
Upstate New York and Ontario
The legal relationship among chapters and MLA is defined by the Association’s bylaws, history and culture. While it is the practice of chapters and MLA to work together and be closely affiliated, from a legal perspective chapters are separate legal entities. In accordance with good business practice, all chapters are incorporated effective April 1995. Incorporation shields chapter members from personal liability for chapter obligations and MLA from liabilities, should the chapter become involved in legal action. The manual (Appendix 6.0 - CHAPTER BUSINESS GUIDELINES) explains the details about federal tax-exempt status, and recommended business/financial practices for chapters.
Chapter membership is open to both members of MLA and to other interested health science librarians and information specialists.
Chapters may file individually for tax-exempt status (Appendices 6.0). Many chapters have filed for federal or state tax exemption.
3.2 Activities
Chapters constitute a vital part of the activity in each program area of the Association, and set regional goals and objectives to accomplish a wide variety of functions. Chapters also receive benefits from being affiliated with MLA. (See Appendix 6.2.1 – Services to Chapters and Sections of MLA.)
Chapter activities encompass the broad range of Association purposes. A chapter’s bylaws define the broad outline of the chapter’s activities. The bylaws of existing chapters and revisions of these bylaws must be examined by the Association’s Bylaws Committee to determine whether they are in conformity with Association bylaws. Follow the “Procedures for Submission of Bylaws Revision by Chapters and Sections” (Appendix 6.3). The MLA Bylaws Committee has developed a set of model bylaws to serve as a guide for chapters when developing bylaws or submitting bylaws changes. The only portions that are mandated are those which are taken from the MLA bylaws proper, as indicated with article and section numbers (See Appendix 6.3.1 – Model Bylaws).
3.3Chapter Chair
The chapter chair is the presiding officer of the chapter and is responsible for the following areas:
3.3.1 The general organization of chapter work including the formulation of objectives.
3.3.2 Communication of chapter activities and actions to the Chapter Council Representative, Chapter Council Chair, and other chapters as appropriate.
3.3.3 Establishment of a timetable for the chapter.
3.3.4 Preparation of midwinter and annual reports.
3.4Relationship to Headquarters Program Staff
The professional development department provides materials for regionally sponsored MLA continuing education courses (Appendix 6.4 – Continuing Education Course Presentations). This department, along with the MLA Continuing Education Committee and Subcommittees, also provides information and consultation in the design, development and provision of continuing education course opportunities, and grants MLA CE credit for approved educational programs. (Appendix 6.4 – Criteria for Awarding MLA CE Contact Hours, Application for Approval of CE Activities and Programs. and Course Announcement for MLA News.)
The business office can generate custom MLA membership lists for chapters on request
http://www.mlanet.org/sections/list_request.html
The headquarters staff responds to information requests concerning Association policies, procedures, and planning. The chapter chair should feel free to contact the MLA Executive Director at any time with questions or concerns related to any MLA policy, activity or program.
3.5 Relationship to MLA Committees
Chapter committees should maintain close liaison with Association committees and conform to Association standards and policies where national matters are concerned.
3.5.3 The MLA Continuing Education Committee includes a member from Chapter Council as liaison to chapters on all aspects of the development and provision of continuing education opportunities. A Chapter Council committee supports the liaison in the expanded communications with chapters through the chapter CE committee chairs. (Appendix 6.4.2.)
3.5.4 The MLA Credentialing Committee includes a member from Chapter Council as liaison to Chapter Council and chapters on all aspects of the Academy of Health Information Professionals (AHIP) and credentialing. (Appendix 6.4.3)
3.6 Dues
Chapters may establish dues to support their activities provided they do not exceed Association membership dues for a regular member.
4. COMMUNICATION
MLA provides email lists to current members as a forum for ideas, questions, announcements and concerns. For other topics or concerns, MLA provides a wide range of Internet resources available through MLA Web pages. Information on these Internet resources is at the bottom of this page.
As a Chapter Chair it is extremely important that you sign onto MLA-Chapterchair, the Chapter Chair’s Discussion List. Instructions for signing onto and using the list are available at the following URL: http://ns1.mlahq.org/mailman/listinfo/mla-chapterchair
To see a list of all MLA discussion lists go to: http://ns1.mlahq.org/mailman/listinfo/
MLA HEADQUARTERS STAFF ARE GLAD TO HELP
Subscribers who have questions or need help should contact the systems administrator at MLA headquarters:
Email: mlafa1@MLAHQ.ORG or mlamis@MLAHQ.ORG
Fax: 312/419-8950
Voice: 312/419-9094 x20
Mail: Medical Library Association
65 East Wacker Place, Suite 1900
Chicago , IL 60601-7298
MLA’s Website, MLANET, is located at the URL: http://www.mlanet.org/
MEDLIB-L is a discussion list on topics that concern the profession and practice of health science librarianship. For information about medlib-l (including subscription information), please visit: http://www.mlanet.org/discussion/medlibl.html
4.1 Objectives
Chapter Chairs need to formulate objectives for the coming year’s activities. In formulating these objectives, the chair should consider chapter objectives that support the goals and objectives of MLA’s Strategic Plan, as well as the annual priorities of the Association. (Appendix 6.5)
As of 2006 chapter chairs no longer need to submit objectives or planning documents to MLA. However it is strongly recommended that the standard planning grid used by MLA committees, etc. be used by the chapters in their planning process. Using the grid will greatly simplify the writing of the mid-year and annual reports that the chair is required to submit (see below.)
4.2 Reports
Chapters communicate with the Chapter Council and the MLA Board through midyear and annual progress reports. The reports should track to the chapter’s objectives.
***** The midyear report is due in December , for the Winter board meeting. The date varies upon the date of the board meeting.
Notification of the exact will be posted on mla-chapterchair.
***** The annual report is due in early March.
Originals of both reports should be sent to the Executive Director’s office for distribution to the Board in the case of the midwinter report, and, in the case of the annual report, for publication on MLANET as part of the MLA Annual Report. Copies of the report should also be sent to the Chapter Council Chair and Representative, and submitted with the chapter’s Declaration of Compliance, if and when compliance is required again.
Guidelines for preparation of reports will be distributed by the Executive Director’s office at least 30 days prior to the deadline. All reports should follow the prescribed format (Illustration 7.2).
4.3 Motions
Requests for action by the Board should be submitted by the Chapter Council Representative in the form of a motion to the Chapter Council (Illustration 7.3). Council receives recommendations from individual chapters; considers for approval or disapproval; and forwards approved recommendations to the board. Recommendations not approved are referred back to the originating chapter.
4.4 Petition to Establish New Chapter
Petitions to establish a new chapter and/or alter the geographic area of an existing chapter must be submitted to the Chapter Council. The Chapter Council will consider each petition and forward to the board with recommendations for action. (See Appendix 6.7 – Chapter Formation Petition Guidelines.) (See MLA Bylaws Special Rules of Order, #4, “Approval of New Chapters and Sections.”)
4.5 MLA Board and Officer Travel to Chapter Meetings
In an effort to maintain communication between the chapters and MLA, the MLA Board of Directors allocates funds for travel reimbursement, up to a specified amount, to be available to each chapter that wishes to invite the President, President-Elect, Immediate Past President, members of the Board of Directors, or the Executive Director to its chapter meetings. Invitations (with a copy to the Chapter Council Chair) should be made directly with the individual Board member by the Chapter Chair or Chapter Council Representative as early as possible in each calendar year or several months prior to the chapter meeting involved, which ever is more appropriate. (For guidelines and specified amounts, see Appendix 6.8 –MLA Guidelines for Board and Officer Travel to Chapter Meetings.)
4.6 Potential Nominees to MLA Nominating Committee
Each chapter may submit to the Chapter Council the name of one regular member or fellow of the Association, chosen in accordance with chapter bylaws, as a potential candidate for membership on the MLA Nominating Committee. From the potential nominees submitted by each chapter, the Chapter Council at its final assembly at the MLA Annual Meeting selects six candidates (MLA Bylaws Article V, Section 2B). These are included, along with six candidates selected by the Section Council and six candidates selected by the Board of Directors, on the MLA election ballot. From the eighteen potential candidates, nine are elected, by the MLA membership, to serve on the MLA Nominating Committee. The Nominating Committee, one of the Association’s most important committees, nominates the candidates for President-Elect and the Board of Directors.
In selecting your chapter’s nominee to the MLA Nominating Committee, you may wish to consider candidates who have established national reputations. These are the candidates who are most likely to be elected by the MLA membership to serve on the Nominating Committee.
Names and completed biographical forms of potential candidates should be sent to the Council Representative no later than 30 days before the Annual Meeting with a copy to the Chapter Council Chair (Illustration 7.4). The Chapter Council Representative is responsible for submitting the name and documentation to the Chapter Council Elections Committee.
4.7 Chapter Directory Information
MLA headquarters sends to the Chapter Chair a chapter information form in June for the purpose of updating the Directory. All information should be typed and the completed form returned to MLA headquarters by the stated deadline with an informational copy to the Chapter Council Chair (Illustration 7.5).
4.8 Correspondences and Documentation
Documents and reports, as well as substantive correspondence that relates to Association policy are retained at headquarters and may be sent to the Archives for permanent retention. (See Appendix 6.9, MLA Archives Guidelines) It is important that Chapter Chairs submit copies of substantive correspondence and documentation to the Executive Director’s office for retention or archival purposes. Copies should also be sent to the Chapter Council Chair and the MLA President and President-Elect. Documents and correspondence that should be sent will include but not necessarily be limited to:
a. Correspondence that relates to Association policy.
b. Minutes of Business Meetings.
c. Programs of Annual Meetings.
d. Chapter Procedures Manuals. (These need be sent only to the Executive Director’s office and the Chapter Council Chair.)
e. Chapter newsletters.
4.9 News
Chapters wishing to send information for publication in the MLA News should plan items in conjunction with the Council Representative. The Chapter Council Representative will discuss the item with the editor of the Chapter Column; this should be done as soon as possible. The Representative will send the final copy to the editor of the Chapter Column by the 12 th of the month. It will be published in the issue dated a month and a half later.
4.10 Chapter Membership Fact Sheet
A Chapter Fact Sheet is included with the annual MLA dues invoice. It is designed to promote membership in MLA’s chapters. The fact sheet is updated in July of each year. All revisions should be given to your Chapter Council Representative.
A brochure promoting chapter membership is distributed to all new members of MLA.
4.12 Official Statements
It is important that chapters do not speak for the Association in an official policy-making capacity unless clearly authorized to do so by the Board of Directors. Chapters may make recommendations to Chapter Council regarding Association policies or actions.
4.13 Meeting Arrangements
Individual or joint chapter meetings may be held at any time during the year and in any place convenient for chapter members. Several chapters have held joint meetings with other organizations as well.
4.14 Timetable
The following timetable gives typical deadline dates for submission of required items to Association headquarters or Chapter Council. Requests for these items will be made annually, with deadline dates specified each year.
Date |
Responsibility |
Item to be Submitted |
March 1 |
Chair |
Annual Report |
April 1 |
Representative |
Nominees to the MLA Nominating Committee |
July 1 |
Chair |
MLA Directory information |
December 1 |
Chair |
Winter Reports |
February 28 |
Chair |
Corrections for the Chapter Chair’s Manual |
5. CONTINUITY
5.1 Procedure Manual
Supplementing and elaborating on its bylaws, each chapter should have a procedure manual that includes a timetable of the chapter’s work and projects. Manuals need to be updated from time to time and each chapter chair should make sure that all necessary revisions are made in a timely fashion.
The chair should ascertain that the manual in his/her possession is the most recent version and that a current copy is held by their Council Representative, the Council Chair, and headquarters.
5.2 Transfer from the Outgoing to the Incoming Chair
New chapter chairs should receive from their predecessors all files necessary for them to assume their responsibilities. Before the transfer, the outgoing chair should have weeded the files and sent materials which have archival value to the chapter archives and/or headquarters. If chapter chairs have consistently copied headquarters according to the procedures stated in section 4.9, there should be no need to send any files to headquarters at the end of a term. If at the end of a term, it is found that copies of a particular correspondence or documentation relating to Association policy have not been sent to headquarters, copies should then be sent to the Executive Director’s office.
Copies of correspondence that originates at headquarters is retained there according to the appropriate retention schedule. Any such correspondence in the chair’s files should be passed on to the next chair or destroyed, according to the chapter’s guidelines.
Files passed on to incoming chair should include the following:
5.2.1 Copies of reports submitted to headquarters and Chapter Council.
5.2.2 Procedure manual and timetable (most up-to-date version)
5.2.3 Correspondence file
5.2.4 Significant documentation of chapter activities and projects.
Incoming chairs will be invited to an orientation for incoming chairs of chapters, sections, and committees at the Annual Meeting preceding their term of office.
APPENDICES
Revised March 2005 http:www.mlanet.org/chapters/cbg.html
Revised March 2005
Table of Contents
(This memorandum is included for historical purposes.)
MEDICAL LIBRARY ASSOCIATION, INC.
MEMORANDUM
9104-1014
TO: Mary Ryan
FROM: Ray Naegele
SUBJECT: Benefits of 501(c)(3) Tax Exempt Status
DATE: April 15, 1991
COPIES: Raymond A. Palmer, FA 12.11.4
Educational organizations may obtain exemption from Federal Income Tax under section 501(c)(3). The following illustrates the benefits and disadvantages of tax exempt status.
Benefits of tax exemption include the following:
1. Ability to receive contributions which are tax deductible as charitable contributions by the donors who make them.
2. Ability to obtain a nonprofit mailing permit from the U.S. Postal Service.
3. Ability to accumulate tax-free income.
4. Increased credibility in the business community, e.g., banks.
5. May provide benefits under other governmental statutes or ordinances, e.g., exemption from state sales tax on purchases by the exempt organization.
6. Compliance with federal tax regulations.
Disadvantages include the following:
1. Restrictions on lobbying activities.
2. The general character of the organization must show that it is primarily educational in nature, rather than being an organization which serves the business interests of a particular profession.
3. The process to establish recognition of 501(c)(3) exemption with the Internal Revenue
Service is complicated and there is a one-time filing fee of $150.
4. The need to inform the IRS of changes in name or address and maintain records for at least seven years.
5. The need to file Form 990 if annual gross receipts normally exceed $25,000. Gross receipts equals the total amount received from all sources without subtracting any costs or expenses. Organizations which have gross receipts less than $100,000 and total assets of less than $250,000 may file 990EZ.
6. The potential for penalties of up to $10 per day in the event that form 990 is not filed, filed late, or if it is incomplete.
Appendix 6.1
The Role and Responsibilities
of
Chapter Council Representatives and Alternates
The Chapter Council wishes to impress upon those who select Chapter Council Representatives and Alternates that these offices perform very important functions within the overall structure of the Medical Library Association (MLA). For this reason, all due consideration should be given to nominating and electing qualified individuals to fill these offices. Below is a list of duties of the representatives. The alternate may be called upon to carry out these functions in the absence of the representative, or to assist the representative in their conduct.
The Chapter Council Representative or Alternate:
1. Attends all Chapter Council Meetings and represents his/her Chapter on the Council and in the conduct of Council business. At this meeting the Representative typically:
· Votes on issues presented in the Chapter Council including the recognition of new Chapters
· Participates in Chapter Council deliberations
· Responds on behalf of his/her Chapter to matters which affect it.
2. Communicates Chapter concerns to the Council and potentially, through the Council Chair, to the MLA Board. The representative also carries issues to the Chapter from the Council to obtain membership response.
3. Implements Council decisions, monitors Chapter compliance standards and gathers information as requested.
4. Serves on at least one standing or ad hoc committee and may, if elected, serve as chair of Chapter Council.
5. Submits Annual and Mid-Year Reports by the assigned date to the Council Chair and the MLA Executive Director’s Office (All Chapter Council Representatives and chairs of Chapter Council committees)
6. Ensures the selection of a Nominating Committee nominee from his/her Chapter and submits biographical information form to the Elections Committee.
7. Elects from among candidates put forward by the Chapters a maximum of six Chapter Council candidates for the MLA Nominating Committee. From these and other candidates presented by the Board of Directors of MLA and the Section Council, the MLA membership selects the Nominating Committee.
8. Elects from among the Chapter Council membership a Chair-Elect of the Council. This person subsequently becomes Chair the following year and serves for a period of three years. The Chair of Chapter Council is, ex officio, a member of the Board of Directors of MLA.
9. Keeps their Chapter officers informed of all significant business and events emanating from the Chapter Council.
10. Submits copy for a Chapter column in the MLA News twice a year.
11. May be board member of the Chapter he/she represents.
12. Sends a copy of the Chapter membership directory to the MLA Executive Director’s office by June 1 each year.
MLA Chapter Council 4/14/98
Appendix 6.2
MLA CHAPTER COUNCIL
GUIDELINES FOR INFORMATION REQUESTS TO THE CHAPTERS OF MLA
The conduct of MLA Board, Headquarters, or committee business may require input or consultation from the Chapters of MLA. Requests may concern the Chair (President) of the Chapter, the Chapter Council Representative, a Chapter officer or committee chair, or the membership as a whole (or in part). These guidelines offer help in planning for requests which require Chapter responses and also provide for coordinated communication which reinforces the authority role of the Chapter Chair and the liaison role of the Chapter Council Representative/Alternate.
In planning to submit a request to Chapters, factors which influence the schedule for replies must be considered. These include the following:
· Holiday or vacation periods may double the time frame.
· The length/complexity of the request and/or number of respondents involved affect the length of the time period for receiving a reply.
· Mailed requests take a longer time period for a return than telephoned, faxed, or E-Mailed requests.
Request involves Chapter Chair, Chapter Council Representative, or Chapter officers:
1. Routine Chapter Council business and information exchange should be directed to the Chapter Council Representative or Alternate, e.g., Chapter Fact Sheet. The Chapter Council Representative/Alternate should communicate with the Chapter Chair and Chapter Executive if appropriate.
2. Submit requests for information to the Chapter Chair with a copy to the Chapter Council Representative. Copy the Chapter Chair and Chapter Council Representative if a request is directed to another officer or committee chair in the Chapter. (Consult MLA Directory for Chapter officers and committee chairs.)
3. Allow 2-3 weeks for a reply from the Chapter Chair or Chapter Council Representative, 4 weeks from the Chapter Board. If immediate response is required, specify date needed: Always be prepared to negotiate a deadline.
Request involves Chapter membership:
1. Submit requests for information to Chapter Chair with a copy to the Chapter Council Representative.
2. Allow 3 months for a written reply which involves the entire membership.
All requests for information should be copied to the Chapter Chair and Chapter Council Representative. The guidelines rely on the Chapter Chair’s delegation of requests as appropriate and a mechanism for backup in the event of absences. Therefore, Chapter Council Representatives need to recommend to Chapters that a referral mechanism be developed (if not already in place) to respond to information requests which require quick response in the event of the absence of the Chapter Chair, etc.
Appendix 6.2.1
MLA HEADQUARTERS
Services to Chapters and Sections
MLA headquarters serves as a single source for centralized services to chapter and section officers and members. Such services are communicated to chapters and sections via the Section Chair Manual and the Chapter Chair Manual.
The following is a summary of services provided by MLA headquarters:
Centralized Dues Collection
Headquarters provides centralized dues collection FOR SECTIONS ONLY. Notices for section dues are included with MLA dues renewal packets in September, December, February, and March. Sections receive a combined check and list of renewed/new members in February and July of each year. Sections also receive bimonthly membership updates in April, June, August, October, and December, and a non-renewal report in February.
All section dues checks are processed by headquarters staff, freeing section officers for official section business.
Directory Information
All chapter and section officers are listed in the “Leaders” section of MLA’s online MembershipDirectory located in the Members Only section of MLANET. The chair and the newsletter editor have full address, phone, and fax listings. Complete contact information for other officers can be found in the directory.
Other information about chapters is available from the “Chapters” link on the front page of MLANET and each chapter listing includes all states/provinces included in the chapter. A full page map of chapter areas is also provided.
Each section listing includes the purpose and objectives of the section, as well as the date established.
Update information comes to MLA Headquarters from chapter and section chairs, usually a month after the annual meeting.
Information Services
The headquarters staff responds to information requests concerning association policies, procedures, and planning. Chapter and section chairs should feel free to contact the MLA Executive Director at any time with questions or concerns related to any MLA policy, activity or program.
Mailing Lists
Officers of chapters and sections may request lists or labels as needed using the form provided online. There are no charges for lists or labels.
Mailing lists and labels are used for
newsletter mailings
election ballot mailings
recruitment
new member welcome
surveys
etc.
On MLANET, click on Chapters and at the bottom of the page you will see a link to “Online request form for chapter and section membership lists. It will take you to following URL:
http://www.mlanet.org/sections/list_request.html
Here you will find an online form to use to submit such requests. The form can be submitted electronically or faxed. You are asked to allow 3-7 days for delivery.
Meetings
Section business meetings are held during the same period and same location as the annual meeting and the headquarters conference coordinator makes room assignments and notifies section chairmen well in advance of the annual meeting.
Professional Development
The professional development department provides materials for regionally sponsored MLA continuing education courses. This department, along with the MLA Continuing Education Committee and Subcommittees, also provides information and consultation in the design, development and provision of continuing education course opportunities, and grants MLA CE credit for approved educational programs.
The professional development department also provides an independent reading program.
Publicity
Both chapters and sections receive substantial publicity through MLA publications, with dues notices, and with membership brochures.
The MLA News carries monthly columns for Chapter News and Section News.
MLA dues notices carry chapter and section information sheets. Headquarters assists chapters and sections with annual updates of information and contacts.
The MLA membership brochure lists all of MLA’s sections, and describes general benefits of chapter membership. At their request, new members receive a full information packet on chapter and section membership from MLA headquarters.
Records and Reports
Documents and reports, as well as substantive correspondence which relates to association policy, are retained at headquarters and may be sent to the Archives for permanent retention.
Headquarters also maintains copies of manuals for section and chapter procedures, bylaws, etc., as received.
Guidelines for the preparation of annual and midwinter reports are automatically forwarded from headquarters 4 weeks in advance of the deadline. Headquarters also provides sections with information on preparing objectives.
Surveys
MLA headquarters will assist chapters in conducting online surveys
Appendix 6.3
CHAPTER AND SECTION PROCEDURES
FOR SUBMITTING BYLAWS REVISIONS
TO THE MLA BYLAWS COMMITTEE
http://www.mlanet.org/members/directory/revise_bylaws.html
1. Obtain the most up-to-date copy of the Model Bylaws for Use by Chapters and Sections. You can determine if you have the most up-to-date copy by contacting the Bylaws Committee Chair or Mary Langman at MLA headquarters. It is also useful to have a copy of the most recent edition of Robert’s Rules of Order.
2. Prepare a draft of your bylaws revisions. Consult, as appropriate, the Model Bylaws and Robert’s Rules of Order. Strive for clarity and avoid any statements that may be subject to varying interpretations. Contact the MLA Bylaws Committee Chair if you have questions or wish to discuss your approach.
3. Send the draft of your bylaws revisions to the MLA Bylaws Committee Chair. Indicate the new language, and also the old language that is in the process of being revised. Allow a minimum of four to six weeks for the MLA Bylaws Committee to review your bylaws.
4. Revise your bylaws according to the recommendations of the MLA Bylaws Committee and resubmit them as directed by the MLA Bylaws Committee Chair.
5. Make final revisions recommended by the MLA Bylaws Committee as directed by the MLA Bylaws Committee Chair.
6. Follow the procedure in your bylaws for amending your bylaws. This procedure will involve prior written notification to the members of your chapter or section and a two-thirds vote of approval by the voting members.
7. Send your bylaws to the MLA Bylaws Committee Chair noting any amendments that were made by your members during the voting process. The MLA Bylaws Committee must review these
amendments before issuing final approval of your bylaws. If there were no amendments and you received tentative approval from the Bylaws Committee after an earlier review, you may consider your bylaws approved.
8. Send the bylaws that have been approved by your members and by the MLA Bylaws Committee to:
· MLA Headquarters
· MLA Bylaws Committee Chair
· MLA Council Chair
· Chapter or Section Archives Chair
It is recommended that you keep a log of revision dates attached to your bylaws.
May 1995
a:\bylaws; procedures.doc
Appendix 6.3.1
Model Bylaws Legend
http://mlanet.org/members/directory/model_legend.html#1
Conventions used to provide for variation, explanation, required content, etc. in Chapter or Section Bylaws are explained below. Please use this legend to interpret the Model Bylaws for Use by Chapters and Sections of the Medical Library Association, Inc. If further assistance in using the Model Bylaws is needed, please contact the MLA Bylaws Committee.
Model Bylaws for Use by Chapters of the Medical Library Association, Inc.
(Revised September 2005)
http://www.mlanet.org/members/directory/chap_mod_bylaws.html
ARTICLE I. Name and Boundaries
Section 1. Name
The name of this organization shall be _________________________________, a Chapter of the Medical Library Association, Inc. ["Any appropriate name may be chosen for Chapters. The phrase 'a Chapter of the Medical Library Association' shall follow the Chapter name when this fact is not clearly evident in the name chosen." Art. XI, Sec. 2]
Section 2. Boundaries
The boundaries of this Chapter shall be (or include) _________________. ["Geographical areas of Chapters shall be mutually exclusive." Art. XI, Sec. 3]
ARTICLE II. Purpose
The purpose of this Chapter shall be to ______________; to ____________; and to ____________ . ["The stated purpose of the Chapter is consistent with and related to purposes stated in the Association's Certificate of Incorporation and Bylaws and its activities are consistent with these purposes." Special Rules of Order of the Medical Library Association, Incorporated. #3A]
ARTICLE III. Membership
Section 1. Members
Both members and nonmembers of the Medical Library Association (MLA) may belong to this Chapter. ["Both members and nonmembers of the Association may organize and function as Chapters of the Association." Art. XI, Sec. 1A]
Section 2. Rights and Privileges
A. Voting members of this Chapter shall consist of all members, except that only Voting Members of the Medical Library Association shall be qualified to move or to vote on recommendations to the Chapter Council regarding MLA policies or actions, to vote on the selection of a candidate for the MLA Nominating Committee, or to vote on the selection of the Chapter's Representative and Alternate Representative to the Chapter Council. ["Chapters shall not take direct action with respect to Association business or in the name of the Association, but may make recommendations to the appropriate Council regarding Association policies or actions. Only voting members of the Association shall be qualified to move or to vote on such recommendations." Art. XI, Sec. 8. "Participation in the selection of Representatives shall be limited to voting members of the Association." Art. XII, Sec. 2A]
B. Officers of this Chapter shall be Voting Members of the Medical Library Association. [Art. XI, Sec. 6]
Section 3. Dues
A. Dues shall be determined by a majority vote of those present and eligible to vote at ________ Meeting of the Chapter. Dues shall be assessed on an annual basis for the period of one calendar (or fiscal) year. Chapter dues shall not exceed MLA membership dues for Regular Members.
[ "Chapters may establish such dues as they deem necessary to carry out their activities, provided that such dues shall not exceed Association membership dues for Regular Members." Art. XI, Sec. 7]
B. Chapter dues shall be payable on joining the Chapter and thereafter (on receipt of an invoice from the Chapter) on _________________. [The intent of the portion in parentheses is to allow variation in method, timing, etc.]
C. The fiscal year of this Chapter shall be ____________________. [It is preferable for the Chapter fiscal year to correspond to the Association fiscal year, i. e., the calendar year.]
D. If dues are unpaid by __________ , the dues shall be considered in arrears and without further notice the member shall be suspended from all rights and privileges.
ARTICLE IV. Officers
Section 1. Officers and Term of Office
A. Elective officers of the Chapter shall be a Chair, a Chair-Elect, a Secretary-Treasurer [these may be separate], a Representative to the Chapter Council, and an Alternate Representative to the Chapter Council. [An Immediate Past-Chair may be included as an officer if desired.]
B. The term of office of the Chair shall be ___ year(s) as Chair-Elect and ___ year(s) as Chair. No one may serve more than ___ successive terms as Chair-Elect/Chair. [Provide for the Immediate Past-Chair if the position was included above.]
C. The term of office of the Secretary-Treasurer [if separate offices, provide for each in separate subsections] shall be ___ year(s). An individual may not serve more than _____ successive terms as Secretary-Treasurer.
D. The term of office of the Representative to the Chapter Council shall be three years, except that if the Representative's term be made shorter by action of the Council or the Bylaws of the Medical Library Association, the term will coincide with that action. [Art. XII, Sec. 2A]
E. The term of office of the Alternate Representative to the Chapter Council shall be the same as that of the Representative. [Art. XII, Sec. 2B]
F. Elected officers, except Representative to the Chapter Council and Alternate Representative to the Chapter Council, shall take office at the close of the Chapter Annual Meeting or following their election and serve, unless they resign, die, become incapacitated, or are removed, until the close of the Chapter Annual Meeting at the end of their terms of office or until their successors are elected and assume their duties. [Art. IV, Sec. 1B] The Representative to the Chapter Council and the Alternate Representative to the Chapter Council shall take office at the close of the MLA Annual Meeting, or as stipulated by the Chapter.
Section 2. Duties
A. The duties of the Chair shall be to preside over all meetings and to represent the Chapter at all times and on all occasions not in conflict with any other officer's defined duties and responsibilities, to ____________, to ____________, to submit an Annual Report to MLA Headquarters by the date requested ["Annual Reports shall be submitted to Headquarters by each Chapter; these shall be incorporated into the Annual Report of the Medical Library Association." Art. XI. Sec. 10], and to perform all other duties prescribed by these Bylaws and by the parliamentary authority adopted by the Chapter. A Parliamentarian may be appointed by the Chair to serve a term concurrent with that of the Chair. This person may be reappointed to serve additional terms. [This is meant to be permissive, not a requirement, and the term should be up to the organization. It is suggested that the Parliamentarian serve as an ex-officio member of the Bylaws Committee should one be established.]
B. The duties of the Chair-Elect shall be to serve as Chair whenever the Chair is not able to do so, to ____________, to ______________, to ____________, and to perform all other duties prescribed by these Bylaws and by the parliamentary authority adopted by the Chapter. [Provide for duties of the Immediate Past-Chair in a separate subsection if this position was included in Section 1.]
C. The duties of the Secretary-Treasurer [if separate offices, provide for each in separate subsections] shall be to be responsible for incoming and outgoing correspondence, to prepare minutes of all meetings, to receive and account for all monies due to the organization, to ____________, to ____________, to ____________, and to perform all other duties prescribed by these Bylaws and by the parliamentary authority adopted by the Chapter.
D. The duties of the Representative to the Chapter Council shall be to represent the Chapter on the MLA Chapter Council by attending the meetings of the Council, to transmit to the Council recommendations that have been approved by the Chapter, to communicate Council business to the officers and membership of the Chapter, to ____________, and to ____________.
E. The duties of the Alternate Representative to the Chapter Council shall be to attend the meetings of the Chapter Council, to serve as Representative whenever the Representative is unable to do so, to assume the office of Representative and serve out the unexpired term should the Representative become unable to complete the term of office, to ____________, and to ____________.
Section 3. Nominations and Elections
A. The Nominating Committee shall prepare annually a slate of (at least one, but more are preferred) nominee(s) for Chair-Elect and for each elective officer whose term expires. [Provisions may also be made for other forms of nomination, such as by petition, or if elections are held at the organization's annual meeting, from the floor.]
B. Ballots shall be distributed to the voting membership by the ____________ [the body or office that will conduct the election, e.g., the Nominating Committee, the Secretary, etc.] at least ____ days [ 60 days are preferred, 30 acceptable] prior to the Chapter's Annual Meeting and shall be received by the ____________ [ same body or office as above] by the date previously announced for counting ballots. Candidates shall be declared elected upon receiving a majority of the votes cast. Where there are more than two candidates, a plurality shall elect. [If election at the Annual Meeting is preferred, a paragraph may be substituted here to cover this procedure. It should, at a minimum, cover method of voting and determination of voting result. Election should be by secret ballot if a dual slate is nominated. For guidance in drafting this language, refer to the current edition of Robert's Rules of Order.
Section 4. Vacancies
A. A vacancy arising in the office of Chair shall be filled by the Chair-Elect, who shall cease to be Chair-Elect, shall serve out the unexpired term of the Chair, and shall continue as Chair for the full succeeding term to which he or she was elected.
B. A vacancy arising in the office of Representative to the Chapter Council shall be filled by the Alternate Representative, who shall cease to be Alternate Representative, and shall serve out the unexpired term of the Representative. ["An Alternate shall replace a Representative should the latter become Chapter Council Chair, resign, or otherwise become unable to serve, and shall serve the remaining term of that Representative; a new Alternate from the affected Chapter shall be selected by that Chapter when this occurs, and shall serve the remaining term of the Alternate who is being replaced." [Art. XII, Sec. 2B or Sec. 3B]
C. A vacancy arising in any other elected office shall be filled by the Executive Board.
Section 5. Candidate for the MLA Nominating Committee Membership
A. The name of one Voting Member of the Medical Library Association, chosen ________ [specify method of selection, e.g., by Nominating Committee, by Executive Board, etc.], shall be submitted each year to the Chapter Council as a potential candidate for membership on the MLA Nominating Committee; this submission shall be made to the Council before its final assembly at the MLA Annual Meeting. The potential candidate shall prepare a biographical statement and a signed statement of willingness-to-serve if elected as a member of the MLA Nominating Committee. This statement shall accompany the name submitted. [Art.V, Sec. 2A]
B. No person shall consent to being a potential candidate or a candidate for membership on the MLA Nominating Committee who is already such a potential candidate or candidate from some other unit of the Medical Library Association; no candidate for membership on the MLA Nominating Committee shall also be a candidate for an elective office of the Medical Library Association, or vice versa. [Art. V, Sec. 2D]
C. No one shall serve on the MLA Nominating Committee as a voting member for more than one term during a period of five years. [Art. V, Sec. 1C]
ARTICLE V. Meetings
Section 1. Meetings
At least one meeting shall be held in each fiscal year. Additional meetings may be held. One meeting of the Chapter should be called the "Annual Meeting." All meetings shall be held at a time and place convenient for members. Notice of all meetings shall be disseminated to the membership at least thirty (30) days in advance of the meeting date.
Section 2. Quorum
____________ shall constitute a quorum of this Chapter. [An absolute number is preferred. "In an ordinary society ... a provision of the bylaws should specify the number of members that shall constitute a quorum, which should approximate the largest number that can be depended on to attend any meeting, except in very bad weather or other extremely unfavorable conditions. [Refer to the current edition of Robert's Rules of Order]
ARTICLE VI. Executive Board (or Board of Directors)
Section 1. Executive Board (or Board of Directors)
The elected officers of this Chapter shall constitute the Executive Board (or Board of Directors)
Section 2. Duties
The Executive Board (or Board of Directors) shall have general supervision of the affairs of this Chapter between its Business Meetings, fix the time and place of meetings, make recommendations to the membership, and shall perform such other duties as are specified in these bylaws and by the parliamentary authority adopted by the organization.
ARTICLE VII. Committees
Section 1. Standing Committees
A. The Executive Board (or Board of Directors) shall establish standing committees to consider matters of the Chapter that require continuity of attention by the members. The Executive Board (or Board of Directors) shall recommend the name and size of each committee.
B. The Chair in consultation with the Executive Board (or Board of Directors), shall designate and announce committee members and chairs in advance of the beginning of his or her term of office and when these appointments shall take effect. Unless otherwise approved by the Executive Board (or Board of Directors), members of standing committees shall be appointed for terms of _____ years, and may be reappointed for a second term. The Chair shall have the discretion to terminate appointments. Neither the Chair nor the Chair-Elect shall serve on or appoint members to the Nominating Committee. [Refer to the current edition of Robert's Rules of Order.]
Section 2. Special Committees
The Chapter Chair may appoint such other special committees as are necessary with the advice and consent of the Executive Board (or Board of Directors).
Section 3. Committee Chairs
Chairs of committees shall be Voting Members of the Medical Library Association. [Art. XI, Sec. 6]
Section 4. Committee Reports
Each committee shall submit an annual report of its activities to the Chapter Chair prior to the compilation of the Annual Chapter Report for submission to MLA Headquarters.
ARTICLE VIII. Dissolution
In the event of dissolution of this Chapter, all liabilities and obligations shall be paid or adequate provision made for payment. Any assets not so disposed shall be disposed of by consensus of the Executive Board (or Board of Directors) of the Chapter to one or more organizations that at the time qualify under Section 501(c)(3) of the Internal Revenue Code (or the corresponding provisions of any United States internal revenue law). No funds shall benefit any individual member of the Chapter. If no consensus is met, remaining assets shall be distributed to the Medical Library Association, Inc. within six months as long as the Medical Library Association, Inc. shall qualify as an organization described in Section 501(c)(3) of the Internal Revenue Code. The Chapter charters shall be returned to MLA Headquarters.
ARTICLE IX. Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern this Chapter in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Chapter may adopt. [Refer to the current edition of Robert's Rules of Order.]
ARTICLE X. Amendment of Bylaws
These bylaws may be amended at any regular business meeting of the Chapter by a two-thirds vote of those attending, provided that the amendment has been submitted in writing to the membership at least thirty (30) days prior to the meeting at which the vote shall be taken. [Refer to the current edition of Robert's Rules of Order.]
Appendix 6.4
Criteria for Awarding MLA CE Contact Hours
http://mlanet.org/education/cech/cecriteria.html
Definition:
Continuing education (CE) opportunities in the Medical Library Association are planned, organized learning experiences designed to augment the knowledge, skills and attitudes of those who work in health sciences libraries, to enhance library practice, education, administration or research and to improve health care by improving health care information, access to it or utilization of it. CE opportunities may continue to take the form of traditional classroom instruction, but may also include the delivery of instruction or learning opportunities via distance education or self-study methods and may employ technologies, including (but not limited to) the following: television and radio broadcast, satellite teleconferencing, and computer-mediated communication (computer conferencing, e-mail or listserv technology) of various sorts. This list is not intended to limit the means by which the association seeks to deliver educational or professional development opportunities to its members; it merely names some of the popular modes which seem to have potential for health sciences librarians.
Statement of Responsibilities:
The MLA Continuing Education Committee (CEC) authorizes credit for educational and professional development opportunities which meet criteria laid out in this document respecting objectives, content, organization, staffing, methods, evaluation, delivery and support. The CEC in conjunction with MLA Headquarters provides specific criteria or guidelines as needed to maintain the quality of educational or professional development programs. These criteria are outlined below.
The administration of the process by which approval is granted is handled by the Professional Development (PD) staff of the Medical Library Association in Chicago who are charged with the responsibility for obtaining and reviewing documentation to support the approval of educational activities and instructors for MLA CE contact hours. Regulations, forms, and procedural documents used in the process of administering the award of contact hours must be approved in advance of their use by the CEC. The CEC should annually review the educational activities accredited by the PD staff and should provide explicit feedback on the success or failure of the process.
As the means by which educational opportunities can be delivered and the challenges involved in crediting the resultant diversity are more likely to grow than become more limited, the guidelines laid out in this document must be applied with discretion and cannot simply serve as a checklist of rules for compliance. The CEC encourages novel modes of delivery of educational experiences. Contact hours will be authorized regardless of the medium by which the opportunity is delivered provided that this medium has been judged acceptable by the CEC.
Approval for educational activities and instructors will be one in the same. Such approval shall be granted for one year from the time of approval for each educational opportunity. MLA PD staff are charged with maintaining a database of approved educational activities with instructors, the length of time the approval is in force, descriptions of the educational activity, and contact information for the instructor. In this way, Chapters or other groups may contact MLA to find instructors for local educational opportunities.
Criteria for Awarding MLA CE Contact Hours:
1. Objectives:
An MLA-approved educational activity must have appropriate objectives that are clearly stated and advertised in advance of the offering. These objectives may include, but are not limited to the following:
a) to improve the quality of health sciences library service
b) to promote and support innovation and creativity in health sciences librarianship
c) to acquire or update knowledge and skills in health sciences librarianship
d) to prepare health sciences librarians for re-entry into practice
e) to help in transitions from one area of library practice to another
f) to acquire a greater depth of knowledge in an area of health sciences librarianship
g) to enhance professional attitudes and values
h) to increase knowledge of and sensitivity to health care information
i) to improve ability to manage health science information resources
j) to promote responsibility for personal professional development
2.Content
The content of an MLA-approved educational activity must be relevant to librarianship for information management in the health sciences and the relevant content must be explicitly stated. Platform for Change, MLA’s educational policy statement can be used as a touchstone for determining the relevancy of content. It must be logical, related to demonstrated needs, and planned in terms of measurable objectives by librarians (or with the assistance of librarians) who have experience in the area of the content. Instructors not actively involved in the field of health sciences librarianship must demonstrate that this educational activity will be directed to the needs of health sciences librarians. The anticipated outcomes for participants should include a statement of measurable educational goals and objectives.
3. Staff:
The teaching staff (or leaders of the educational opportunity) of an MLA-approved educational activity must be demonstrably competent in the field they propose to teach. Such competence shall be evidenced by provision of a CV demonstrating subject knowledge to teach the proposed educational activity gained either through formal course work (e.g., a course in research taught by someone with a master’s degree in statistics) or on the job experience (e.g., a course in cataloging AV materials by someone who has been a cataloger of such materials for over three years.)
The teaching staff (or leaders of educational opportunity) should demonstrate the ability to effectively teach the proposed educational activity or provide evidence that they have competently instructed adult learners in the past in the proposed medium. Instructors shall provide evaluation results/summaries of their teaching ability that are comparable to MLA evaluations.
4. Instructional Methods
Instructional methods used in an MLA-approved educational activity should be conducive to the kind of learning required by the material (or the content) and the anticipated outcome. Methods should both allow and encourage participation of the learners. It is highly desirable that instructors be available to students in real time during the course of the study. Instructional materials must be of suitable quality and of a very high standard, especially if the educational opportunity depends disproportionately on printed, taped, filmed, or online materials (i.e., if there is no “teacher” in the traditional sense).
5. Evaluation
Evaluation of the content, the “teacher” and the experience is crucial in an MLA-approved educational activity and is required from every learner. It should be used to improve and revise the offering. Feedback should be provided to the “teacher”, the organizers and MLA so that the possibility of follow-up, when necessary, is real and there is some exercise of quality control by the committee on behalf of MLA members.
6. Facilities/Educational Support
The facilities/educational support must be appropriate and conducive to learning. If the opportunity is technology-dependent and offered at different sites, the organizers must ensure that all sites have equal access to adequate technology, or must structure the event so those who participate are not disadvantaged by disparities in their mode of access.
7. Administrative/Budgetary
Administrative and budgetary arrangements necessary to support the educational experience must be present and must be demonstrated in advance. There must be adequate promotion for the event; its duration must be commensurate with its goals; record keeping and reporting of financial details and attendance must be assured; and the approval of MLA must be requested in a timely fashion with appropriate documentation. Those planning and offering an MLA-approved educational activity must show evidence of intention to adhere to MLA CE guidelines and criteria in all respects laid out in this document.
h:\files\pd\25_3\ce\newce\forms\98ceform.doc
1. The Application for Approval: MLA Continuing Education Activityis the responsibility of the developer or instructor of the educational activity. This application should not be filled out by the sponsoring organization (MLA chapter, local consortium, etc.).
2. All items on the application must be completed to be considered for approval as a MLA CE course or educational activity. The related document, MLA Continuing Education Program and the section Criteria for Awarding MLA CE Contact Hours, provides important information for submitting a successful application.
3. The application and all accompanying materials must be submitted at least six weeks in advance of the presentation. A $45.00 late fee will apply for all applications received at MLA six weeks or less from the presentation date. Please note deadlines for Marketing information (see #11 below).
4. Fees: All applications must be accompanied by payment. Make check payable to Medical Library Association.
5. If an educational activity is not approved, a $30.00 processing fee is withheld from the refund.
6. The approval will take effect at the time of approval of the activity and will be effective for one year from that date.
7. Approvals may be renewed by completing the Application for Renewal: MLA Continuing Education Activity.
8. For changes and additions that occur during the approval year, developers must send updated information to MLA.
9. MLA does not assign course numbers.
10. The MLA Continuing Education office maintains course evaluation results for classes held during the MLA National Annual Meeting. Course sponsors interested in locating CE courses with strong evaluation results may call MLA headquarters for assistance.
11. Marketing Guidelines
MLANET Educational Clearinghouse
MLA News
12. MLA Annual Meeting
For more information, contact Kathleen Combs, CE coordinator, at 312/419-9094 x29 or mlapd1@mlahq.org
Revised 10/02
Application for Approval
MLA Continuing Education Activity
General Instructions
Follow the italicized directions to prepare your proposal as a separate word processing document using 12-point typeface. Use outside margins of at least 1”. Type the course title and page number in the top right corner of each page. Identify the numbered sections of the proposal, and double-space between sections.
This application should be completed and turned in by the instructor of the education activity. It should not be filled out by the sponsoring organization, (e.g. MLA chapter, local consortium, etc.).
1. Title: List exact activity title to be used for all activity references.
2. Type of CE activity:
A. Select one of the types of activities listed below.
MLA’s national annual meeting CE course proposal, other CE course proposal, symposium, web-based CE course, or other CE activity (please list type of activity)
B. For already scheduled activities provide information listed below.
Sponsor, MLA chapter/regional location, location and date of activity, time, fee and registration information (contact name, address, phone, fax, and email).
3. Primary contact:
Other instructor(s):
Give name, MLA ID#, MLA chapter/regional location, institutional affiliation, position, mailing address, phone, fax, and email address for each instructor. Briefly explain the qualifications of each person, both in terms of subject area knowledge as well as teaching competency and experience in adult learning. Indicate which instructor will be the contact for MLA. Include a curriculum vita for each instructor in the application packet.
4. Course length:
Specify the length of the course. MLA’s national annual meeting CE courses are typically 4, 6, or 8 contact hours in length.
5. Course/CE activity description:
Provide a brief summary of the major concepts and goals of this class or CE activity, linking to stated educational objectives; maximum 150 words. Include the overall goal, behavioral objectives or outcomes anticipated, specific content, and methods of the proposed CE activity. This description will be used on MLANET. For courses accepted for the MLA national annual meeting, this summary will be used in the preliminary program.
6. Target audience: Prerequisites: Level of instruction:
Clearly define the audience to benefit from this activity, list prerequisites, if any, and, indicate intended instructional level, i.e. basic, intermediate, or advanced level of instruction.
7. Educational objectives:
List measurable learning objectives in terms of what the participants will gain from the activity. Example: “Participants will use advanced search features for PubMed searches.”
8. Agenda with timeline:
A full agenda and timetable is required for all proposals. If there are multiple presenters, indicate which person is presenting each section of the CE activity. The agenda should also indicate the type of instructional format to be used for each portion of the agenda, noting when demonstrations, discussions, and other group activities will be used.
9. Method of delivery:
Specify the method of delivery, such as classroom style, hands-on computer lab, satellite broadcast, Web-based, video, audio, or self-study workbook.
10. Educational needs:
CE activities should be designed to satisfy documented or perceived educational needs. Explain how these were determined, (e.g., survey, member requests, analysis of current trends, etc.).
11. Instructional methods:
List instructional methods to be used. They should be consistent with the course content and delivery system and should encourage active involvement by the course participants. Select methods from this listing or specify others:
Lecture |
Discussion |
Simulation Case |
Method Other: |
Demonstration |
Debate |
Role playing |
Case study |
Slides |
Dialog |
Gaming |
Problem-based |
Learning videotape |
Brainstorming |
In-basket activities |
Critical incident |
Panel discussion |
Sharing/self-disclosure |
Hands-on exercises |
|
12. Participant materials:
Indicate the types of participant learning materials to be provided. Include a sample of each in the application. For MLA’s national annual meeting course applications, draft materials may be provided if final versions are not available.
13. Facility requirements:
Indicate special facility requirements for the course or activity. Include AV and other classroom aids, computers, software, Internet access, and seating arrangements.
14. Additional evaluation (optional):
MLA provides a standard evaluation form to be used for each approved CE activity. MLA encourages research on the evaluation of learning, which utilizes follow-up survey methods, but their use is entirely voluntary. If you choose to use an additional evaluation tool, include a copy with your application packet.
15. Fees:
Determine which of the fees listed below is appropriate for your application, and enclose payment if required. Each application must be accompanied by fee payment unless the course is proposed for MLA’s national annual meeting. Fees for courses being proposed for MLA’s national annual meeting will be deducted from the instructor’s honorarium if selected.
$ 75.00 MLA Members
$125.00 Non-members
$175.00 Institutional groups (i.e. vendors, hospitals, universities)
$ 0.00 NLM, Regional Medical Libraries, national professional library associations with MLA agreements
$ 45.00 Late fee for applications received by MLA 6 weeks or less from the presentation date.
Checklist of enclosures:
Submit completed application packet to:
Kathleen Combs
Professional Development Department, Medical Library Association
Suite 1900 , 65 East Wacker Place
Chicago , IL 60601-7298
Fax: 312.419.8950
Email: mlapd1@mlahq.org
For more information, contact Kathleen Combs, CE coordinator: 312/419-9094 x29 or mlapd1@mlahq.org
_______________________________________________ __________________________
Signature Date
Application for Renewal
MLA Continuing Education Activity
Follow the italicized directions to prepare your proposal as a separate word processing document using 12-point typeface. Use outside margins of at least 1”. Type the course title and page number in the top right corner of each page. Identify the numbered sections of the proposal, and double-space between sections.
This renewal form may only be used by instructors, whose approval expired less than one year prior to this submission. This application should be completed and turned in by the instructor of the education activity. It should not be filled out by the sponsoring organization (e.g. MLA chapter, local consortium, etc.)
Current educational activity title & current date of approval: List the current CE title as submitted for previous MLA approval.
Changes to the Current Application
Please list major changes that have occurred to the education activity. If no changes have occurred, please answer the question as “no change”. Refer to current application for a definition of each category.
1. New title: List new title of CE activity.
2. Type of CE activity:
A. Select one of the types of activities listed below.
MLA’s national annual meeting CE course proposal, other CE course proposal, symposium, web-based CE course, or other CE activity (please list type of activity)
B. For already scheduled activities provide information listed below.
Sponsor, MLA chapter/regional location, location and date of activity, time, fee and registration information (contact name, address, phone, fax, and email).
3. Primary contact:
Other instructor(s):
Please list all new faculty members. List any instructors from previous applications that are no longer teaching.
Give name, MLA ID#, MLA chapter/regional location, institutional affiliation, position, mailing address, phone, fax, and email address for each new instructor. Briefly explain the qualifications of each new person, both in terms of subject area knowledge as well as teaching competency and experience in adult learning. Indicate which instructor will be the contact of MLA. Include a curriculum vita for each new instructor in the application packet.
4. New Course length:
Specify the length of the course if changed. For MLA’s national annual meeting CE courses are typically 4, 6, or 8 contact hours in length.
5. New description:
If description is different from the one currently listed on MLANET Educational Clearinghouse, ( http://www.mlanet.org/education/cech/index.php3 ), please provide.
Provide a brief summary of the major concepts and goals of this class or CE activity linking to stated educational objectives; maximum 150 words. Include the overall goal, behavioral objectives or outcomes anticipated, specific
content, and methods of the proposed CE activity. This description will be used on MLANET. For courses accepted for the MLA annual meeting, this summary will be used in the preliminary program.
6. New target audience: Prerequisites: Level of instruction:
List any changes to the target audience that will benefit from the activity. List any new prerequisites or change in the intended instructional level, i.e. basic, intermediate, or advanced level of instruction.
7. New educational objectives: Provide any new educational objectives.
8. New agenda with timeline: Provide a new detailed agenda and timetable.
9. New method of delivery: Provide any new methods of delivery.
10. New educational needs: Provide any new educational needs.
11. New instructional methods:
List instructional methods to be used. They should be consistent with the course content and delivery system and should encourage active involvement by the course participants. Select methods from this listing or specify others:
Lecture |
Discussion |
Simulation |
Case Method |
Other: |
Demonstration |
Debate |
Role playing |
Case study |
|
Slides |
Dialog |
Gaming |
Problem-based |
|
Learning videotape |
Brainstorming |
In-basket activities |
Critical incident |
|
Panel discussion |
Sharing/self-disclosure |
Hands-on exercises |
|
|
12. New participant materials:
Please send sample copies of new participant materials. If the final versions are not available at application time, please send current materials.
13. New facility requirements:
Provide any new special facility requirements for the course or activity. Include AV and other classroom aids, computers software, Internet access, and seating arrangements.
14. New evaluation: Please include a sample of each new evaluation tool or technique.
15. Fees:
Determine which of the fees listed below is appropriate for your application, and enclose payment if required. Each application must be accompanied by fee payment unless the course is proposed for an annual meeting. Fees for courses being proposed for the annual meeting will be deducted from the instructor’s honorarium if selected.
Checklist of enclosures:
CE course/activity renewal
Fee (if applicable) – make checks payable to Medical Library Association
Detailed agenda
Curriculum vita for each instructor (if applicable)
Participant materials (if applicable)
Evaluation form (if applicable)
Submit completed application packet to:
Kathleen Combs
Professional Development Department, Medical Library Association
Suite 1900 , 65 East Wacker Place
Chicago , IL 60601-7298
Fax: 312.419.8950
Email: mlapd1@mlahq.org
For more information, contact Kathleen Combs, CE coordinator at 312/419-9094 x29 or mlapd1@mlahq.org
________________________________________________
Signature & Date
Appendix 6.5
Developing Chapter Objectives
In developing your Chapter’s objectives, consider both MLA’s Strategic Plan and the current year’s priorities. The Board has identified priorities within the strategic plan that should be emphasized in the coming year. The Chapter Report which results from the Planning Grid is to let MLA know what goals and objectives your Chapter is pursuing which also further the goals and objectives of the MLA Strategic Plan.
The Planning Grid (Two Different Planning Grids Are Included – Use the One You Like Best)
The planning grid will help you link your Chapter objectives as well as the Chapter Committee’s objectives to the strategic plan and priorities of the association. The components of the grid include:
▪ Objective: what you expect o accomplish
▪ Who, Expertise Required: who will do the work
▪ Time Needed: when you intend to accomplish the objective
▪ Resource Required: what resources you need to accomplish the objective
This column should detail your financial needs and should be used for your budget request form.
▪ Product, Outcome: what item or action will result from accomplishing the objective
▪ Evaluation: was the objective accomplished successfully
Remember, you don’t need to have objectives for every association goal/priority, but only for those that relate to your committee’s charge. For example, the Membership Committee will have objectives for association goals 2 (Advocacy) and 3 (Membership) but not goal 5 (National Information Policy). If you need additional forms, please copy the forms provided.
The STRATEGIC PLAN OF THE MEDICAL LIBRARY ASSICIATION:
http://mlanet.org/about/strategic.html
Only Connect! Presidential Priorities for 2007/08
Submitted by Mark E. Funk, AHIP, President-Elect, MLA
You may remember Carl Sagan explaining that as the universe expands, galaxies move away from each other, becoming increasingly isolated in the vast distances of space. Over the years, the universe of MLA has likewise expanded—into new roles, new functions, and new activities. This is a healthy expansion, and we cannot afford to contract our reach. We must always be adapting and expanding. However, that small, dedicated band of medical librarians who first gathered in Philadelphia over 100 years ago is vastly different from our current membership. Today, our members are spread out over the globe, working in specialties and subspecialties unknown to our founders. We thrive (although some struggle to survive) in a variety of environments, beyond hospitals and medical schools. Like galaxies, many of us have become isolated from each other. During my presidential year, I want to decrease this isolation by bringing the association closer to the members, and bringing the members closer to each other. In the famous epigraph of E. M. Forster, we must “Only Connect!”
Every president creates a list of priorities—activities that the association will concentrate on during the upcoming year. However, we cannot abandon unfinished priorities of the past: continuity is vital to our strength. So the list presented below does not include all of the activities that MLA will pursue for 2007/08. Presidential priorities are an attempt to focus association efforts on new activities, and to refocus on unfinished activities.
Connecting to Ourselves
Connecting to Others
Appendix 6.5
S A M P L E
MLA/CHAPTER PLANNING GRID
Committee: Platform for Change______________________
Goal 1: Professional Development
Objective: Influence the curricula in graduate programs in library and information sciences.
Who, Expertise Needed:
Task Force and Headquarters Staff
Time Needed: 2 years – target date for completion is 2004.
Resources Required:
Print Materials ($300.00)
Postage ($250.00)
Product Outcome:
Development of a model curriculum in Health Sciences Librarianship
Evaluation:
Budget Requested for 2002 $800/00
(transfer to budget request form)
MLA/CHAPTER PLANNING GRID
Committee: _____________________________________
Goal 1: Professional Development
Objective:
Who, Expertise Needed:
Time Needed:
Resources Required:
Product Outcome:
Evaluation:
Budget Requested for 200__ ________
(transfer to budget request form)
MLA/CHAPTER PLANNING GRID
Committee: _____________________________________
Goal 2: Advocacy
Objective:
Who, Expertise Needed:
Time Needed:
Resources Required:
Product Outcome:
Evaluation:
Budget Requested for 200__ ________
(transfer to budget request form)
MLA/CHAPTER PLANNING GRID
Committee: _____________________________________
Goal 3: Organization
Objective:
Who, Expertise Needed:
Time Needed:
Resources Required:
Product Outcome:
Evaluation:
Budget Requested for 200__ ________
(transfer to budget request form)
MLA/CHAPTER PLANNING GRID
Committee: _____________________________________
Goal 4: Research
Objective:
Who, Expertise Needed:
Time Needed:
Resources Required:
Product Outcome:
Evaluation:
Budget Requested for 200__ ________
(transfer to budget request form)
MLA/CHAPTER PLANNING GRID
Committee: _____________________________________
Goal 5: National Information Policy
Objective:
Who, Expertise Needed:
Time Needed:
Resources Required:
Product Outcome:
Evaluation:
Budget Requested for 200__ ________
(transfer to budget request form)
MLA/CHAPTER PLANNING GRID
Committee: _____________________________________
Goal 6: Information Technology
Objective:
Who, Expertise Needed:
Time Needed:
Resources Required:
Product Outcome:
Evaluation:
Budget Requested for 200__ ________
(transfer to budget request form)
Appendix 6.6
CHAPTER COMPLIANCE
MLA Bylaws Article XL, Section 6 state that Officers of Chapters and Chairs of Chapter Standing Committees Shall be voting members of the Medical Library Association.
Chapter Compliance is not a formal process anymore and was removed from the Special Rules of Order because the manner in which the process was written made it difficult to enforce. All Chapters had 50% or more of their members as MLA members when the last compliance was conducted in 2000. MLA Headquarters conducted this last compliance in 2000 by Chapters sending their membership lists to MLA Headquarters. MLA will continue to monitor chapter memberships to determine if compliance is a process which needs to be reinstated.
The Guidelines for Chapters out of Compliance which were approved by the Chapter Council on 5/25/89 will remain in the Chapter Chair’s Manual in the event the compliance process is ever reinstated.
MLA Bylaws Article XI, Section 6 states that Officers of Chapters and Chairs of Chapter Standing Committees shall be voting members of the Medical Library Association.
Chapter Compliance is not a formal process anymore and was removed from the Special Rules of Order because the manner in which the process was written made it difficult to enforce. All Chapters had 50% or more of their members as MLA members when the last compliance was conducted in 2000
MEDICAL LIBRARY ASSOCIATION
CHAPTER COUNCIL
GUIDELINES FOR CHAPTERS OUT OF COMPLIANCE
Approved by Chapter Council 5/25/89
I. The PURPOSE of these guidelines is to serve as a resource for Chapter Council in the event that a chapter falls out of compliance with the MLA Bylaws.
II. The ROLE of the Chapter Council here is two-fold:
to encourage and assist the chapter to return to compliance; and
to provide information to the MLA Board regarding the Chapter’s non-compliance
III. The REQUIREMENTS for chapter status are stated in the MLA Bylaws (Article CI and Rule 5 of the Special Rules of Order).
IV. The following PROCEDURES are suggested for Chapter Council:
A. If a chapter fails to meet the requirements for chapter recognition, the Chapter Council will begin working with chapter officers, including the chapter’s Council Representative and Council Alternate.
B. If a chapter fails to meet the requirements for chapter status as stated in Article XI and Rule 5 of the Special Rules of Order, for three consecutive years, Chapter Council will recommend to the MLA Board that the chapter be put “on probation” for three years, beginning with the next (MLA) association year. Chapter Council will recommend the following conditions of probation:
1. The chapter’s probationary status will be announced in the MLA News and shown in the MLA Directory.
2. The chapter will not name a potential candidate for the MLA Nominating Committee or the MLA CE Committee Chapter/Section Support Subcommittee.
3. The chapter will not vote in Chapter Council elections for MLA Nominating Committee candidates or MLA CE Committee Chapter/Section Support Subcommittee candidates.
4. The chapter will not vote in Chapter Council elections for Chapter Council Chair or Vice-Chair.
5. The chapter will not vote on motions from Council to the MLA Board or on matters of Council procedure.
6. The chapter will continue to send a Representative and Alternate to Chapter Council. However, neither will be eligible to serve as Chapter Council Chair or Vice-Chair, or to chair Council committees.
7. The chapter will retain all other formal links with the MLA, including representation on the Membership Committee and the Governmental Relations Committee.
Throughout the probationary period, Chapter Council will continue to support the chapter’s efforts to return to compliance.
C. If the Chapter complies with the rules for recognition of chapters during the probationary period, Chapter Council may/will recommend to the MLA Board that recognition of the Chapter be restored in the next MLA association year. If the chapter subsequently fails again to meet the rules for recognition, it will again have three years to regain recognition followed, if necessary, by three years of probation.
D. If the chapter fails to regain recognition by the end of the probationary period, Chapter Council will recommend to the MLA Board that recognition of the chapter be withdrawn beginning in the next MLA association year. With the withdrawal of recognition, the chapter will lose all formal links with MLA, including representation on the Membership Committee and the Governmental Relations Committee.
Example: Chapter X is out of compliance in 1989/90, 1990/91, and 1991/92. At the 1992 Annual Meeting, Council recommends to the Board that the chapter be put on probation for three years. The Board accepts this recommendation at the post-conference and the conditions of probation take effect at once. In 1994/95, the Chapter is still out of compliance. At the 1995 Annual Meeting, Council recommends to the Board that recognition be withdrawn. The Board accepts this recommendation at post-conference and Chapter X’s formal affiliation with MLA ends at this point.
E. If the (ex) chapter subsequently meets the requirements for chapter status, it will be required to repetition for recognition, following the guidelines for the establishment of new chapters.
F. At some point, a chapter may no longer be interested in formal affiliation with MLA. In this case, the Chapter Council will provide information to the MLA Board to assist it in taking appropriate action.
Appendix 6.7
MEDICAL LIBRARY ASSOCIATION
CHAPTER COUNCIL