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Fomer Addenda to the Bylaws

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Former Addenda to the Bylaws of ELD


Addendum 1


Division Chair
Program Chair/Chair Elect
Secretary/Treasurer
Immediate Past Chair
Director
Accreditation and Standards
Archivist
Awards
Development
Electronic Discussion Lists
Liaisons
Membership
Membership Directory
Mentoring
Newsletter
Nominating
Publications
Literature Guide Subcommittee
Union List Editor
Scholarly Communication Committee
Webmaster

Addendum 2

Criteria and Procedures for Review of Papers for the Annual Conference Proceeding




Addendum 1

Descriptions for Officers, Committee Chairs, etc.

1. Division Chair

Within ELD, the Chair takes office immediately after the Division's annual business meeting at the annual conference. Sometime following the annual business meeting is an Extended Executive Committee meeting, at which the new Chair presides. The purpose of this meeting is to assign members and charges to committees, to conduct any old or new business which came up at the annual meeting or at any other time, and to begin program planning for the following year's conference.

Following the conference the Chair attends the ASEE new officers orientation and training sessions.

During the year the Chair contributes columns to the Newsletter and maintains contact with ASEE Headquarters, ELD officers, committee chairs and members, and other divisions as needed.

The Chair submits an annual report to be published in the May ELD Newsletter, and updated at the annual business meeting. A separate annual report is submitted to ASEE Headquarters on a provided form after the close of the year June 30th. This report is prepared in consultation with the newly elected Chair, because it calls for information about plans for the coming year.

2. Program Chair and Chair Elect

The Program Chair assumes office immediately following the Division's annual business meeting at the annual conference. The primary duty of the Program Chair is to organize the program for the following annual conference.

The Program Chair should attend the ASEE new officers orientation and training session and the annual conference planning session immediately following the annual conference.

Ideas for the conference program are discussed at the Extended Executive Committee meeting during the annual conference. The Program Chair follows through on these ideas, identifying moderators and potential speakers for sessions. Once moderators are identified, the Chair is responsible for all communication with them regarding conference planning. The Program Chair must set deadlines and receive information back from moderators and their speakers, coordinating sessions within the time frame set by ASEE Headquarters. The Program Chair trouble-shoots during the conference to make sure all things are running smoothly.

The Program Chair also prepares an annual report to be published in the May ELD Newsletter, and updated at the annual business meeting.

3. Secretary-Treasurer

The Secretary-Treasurer is elected according to the provisions of the ASEE ELD Bylaws Article VI, and takes office immediately after the annual business meeting.

The Secretary-Treasurer takes minutes at the Extended Executive Committee meeting and at the annual business meeting of the following year. The minutes of the annual business meeting are published in the ELD Newsletter and posted to the ELD Website.

The Secretary-Treasurer maintains the Division's financial records, fills out forms for payment of outstanding bills or reimbursements, and submits an annual treasury report to be published in the May ELD Newsletter, and updated at the annual business meeting.

The Secretary-Treasurer should attend the new officer's orientation and training session held during the annual conference. The Secretary-Treasurer needs to submit a call for papers (in the Prism magazine) for the conference for which he/she is Program Chair before stepping into the Program Chair responsibility.

4. Immediate Past Chair

The Chair becomes Past Chair immediately following the Division's annual business meeting during the annual conference. The Past Chair provides advice for the current Chair and traditionally serves as Chair of the Nominating Committee. The Past Chair attends the Extended Executive Committee meeting following the annual business meeting. That person is helpful in identifying people to serve on committees and take on other charges. The Past Chair has also been helpful in identifying speakers for the ELD dinner and in program planning.

5. Director

Two Directors, who are elected in alternate years, shall serve two-year terms. Within ELD the Directors provide overall guidance to the Division and serve as Officers on the Executive Committee. They infuse new ideas, keep the Division on a positive track, and ensure the vitality of the organization under the guidance of its officers.

The first year Director plans the ELD Annual Banquet, including coordinating with appropriate sponsors, maintaining contact with ASEE conference staff, selecting a venue, and overseeing all aspects of the event.

The second year Director organizes the ELD Welcome reception in coordination with the chair of the Membership Committee and provides leadership for projects and initiatives as agreed upon by said Director and the Extended Executive Committee.

6. Accreditation and Standards

The Executive Committee shall appoint the Chair of the Accreditation and Standards Committee for a renewable two-year term.

This committee has two functions: to enhance and strengthen the library's role in achieving the programmatic outcomes of engineering programs and to develop standards/benchmarks for library services and collections.

Accreditation:

  1. To assist university and college libraries in their efforts to enhance and strengthen the library's role in achieving the programmatic outcomes of their respective engineering programs.

    Objectives are to:

    1. Provide guidance to libraries/librarians regarding how to formulate a description of library services and collections as requested by the engineering college.
    2. Provide assistance to libraries/librarians regarding ways to document how library services and collections are contributing to engineering program outcomes.

  2. Strengthen the role and activities of the library in the accreditation process.

  3. Objectives are to:

    1. To enhance participation of the library in the accreditation process by working with groups such as the ASEE Accreditation Activities Committee (ASEE/AAC), the ABET Engineering Accreditation Commission and the Canadian Engineering Accreditation Board (CEAB) of Engineers Canada.


Standards:

  1. To develop standards (i.e. benchmarks, yardsticks, norms, measures) to be used to measure the strength of engineering libraries.

  2.  Objectives are to:



    1. Identify measures and a methodology for collection which will provide comparative data about engineering libraries.
    2. Collect and make available comparative data about engineering libraries.

The ELD Accreditation Committee may require external funding in order to research and accomplish the above objectives.

The Chair prepares a report of the committee's activities to be published in the May ELD Newsletter, and updated at the annual business meeting.

7. Archivist

The Executive Committee shall appoint the Archivist for a renewable two-year term. The Archivist shall maintain the historical records of the Division. The Archivist may, with the advice and consent of the Executive Committee, appoint such staff as seems desirable. The term of office of such staff shall coincide with that of the Archivist. The Archivist shall collect from the retiring officers and chairs all non-current Division materials. These ELD materials will be maintained at the University of Massachusetts Dartmouth Archive. The Archivist shall answer requests for information contained in the Archives. The Archivist may serve as a consultant to ASEE in matters relating to Society archival materials.

The Archivist shall prepare an annual report of activities and expenses, actual and projected, for the annual business meeting.

8. Awards

The Awards Committee is responsible for the Homer I. Bernhardt Distinguished Service Award, the Best Publication Award, the Innovation in Access to Engineering Information Award, and the Best Poster Award. Definitions, conditions, and honors associated with any proposed additional awards must go through ASEE as outlined in Section 7.0 of the Society Awards Program Policies & Procedures Manual.

The Awards Committee solicits nominations for awards, selects award recipients, and arranges for the presentation of awards at the annual conference. The Committee also maintains the ELD Awards web page including criteria for each award, past winners, and Committee membership information.

In addition to notifying ASEE of the annual award winners, the Chair prepares an annual report for the May ELD Newsletter, provides an update at the annual business meeting, and sends formal letters of congratulation to each of the award winners.

9. Development

I. Description

The Development Program is made up of the Development Coordinator and a variable number of Development Liaisons. In general, each Development Liaison is assigned to a single ELD sponsor. The Development Program coordinates all ELD fundraising activities, and solicits in-kind support for ELD activities, primarily but not exclusively the ELD activities and functions at the annual ASEE conference.

A. General Fundraising

The members of the Development Program will work with the Executive Committee and the Immediate Past Chair to assess the financial needs of ELD and will then formulate necessary fundraising programs.

B. In-Kind Support

The members of the Development Program will work with the Extended Executive Committee to determine the need for and will actively pursue the acquisition of specific goods and services that will contribute toward ELD operations and ELD activities, primarily but not exclusively the ELD activities and functions at the annual ASEE conference.

II. Development Coordinator

A. Description

The Executive Committee shall appoint a Development Coordinator for a renewable two-year term.

B. Duties

  1. Consults with the Program Chair to identify sponsorship opportunities.
  2. Consults with the Program Chair, and if necessary, the Executive Committee for approval of proposed sponsor events (see part IV).
  3. Works with the Secretary/Treasurer to create an invoice template that will be distributed to the Development Liaisons.
  4. Reports the status of outstanding invoices to the Secretary/Treasurer.
  5. Coordinates the work of the Development Liaisons.
    a. Ensures that all sponsors have been contacted well in advance of the annual ASEE conference.
    b. Ensures that each Development Liaison has reached an agreement with that liaison's sponsor on a dollar value that the sponsor is willing to commit to for the event.
    c. Ensures that each sponsor has received an invoice from the Development Liaison for that pre-agreed amount by a designated date prior to the event, so that ELD has the sponsor money in hand before the event, except when other arrangements have been made.

III. Development Liaisons

A. Description

  1. The Development Liaisons are appointed by the Executive Committee, with the advice of the Development Coordinator.
  2. Because the goal of the Development Liaison is to cultivate and nurture a positive, long-term relationship between a sponsor and ELD, maintaining a single point of contact between the sponsor and ELD is preferred. Therefore, Development Liaisons will hold their position for as long as they wish to remain in the position, and as long as they continue to meet or exceed the duties and responsibilities of the position, as measured by the Development Coordinator and the Executive Committee.
  3. Development Liaisons must remain members in good standing of both ELD and ASEE.
  4. Due to the duties and responsibilities of the Secretary/Treasurer, Program Chair, and Division Chair, these officers are ineligible to serve as Development Liaisons.
  5. The Executive Committee may retain a Development Liaison temporarily in case there is a brief time (less than six months) where the Liaison does not comply with the above requirements.

B. Duties

  1. Contact and work with assigned sponsor for the purpose of supporting ELD activities and functions at the annual ASEE conference.
  2. Negotiates the specific needs and wants of the sponsor with the Program Chair and, if necessary, the Executive Committee (see part IV).
  3. Negotiates a specific monetary amount and agreement with the sponsor, in writing (e-mail is acceptable).
  4. Responsible for creating the invoice from the invoice template.
  5. Responsible for sending out the invoice for a pre-agreed amount, by a designated date prior to the event, so that ELD has the sponsor money in hand before the event, except when other arrangements have been made.

IV. Additional Policies and Procedures:

A. Approval of the Executive Committee is required for all new ELD sponsors (new is defined as a sponsor that did not participate in the previous year's development program).

B. Approval of the Executive Committee is required for all new ELD events (new is defined as an event that was not included in the previous year's conference or development program).

C. Approval of the Executive Committee is required for any contingency associated with any ELD event.

10. Electronic Discussion Lists

The Executive Committee shall appoint the Editor(s) of the Engineering Libraries Division electronic discussion lists, ELD-L (limited to Division members only) and ELDNET-L (open to all) for a renewable two-year term.

The duties of the Editor(s) shall include operating and maintaining the electronic discussion lists, maintaining current lists of subscribers, and promoting the use of the e-lists. The Electronic Discussion List Editor(s) routinely forwards appropriate items received from list members to all list subscribers. For any item deemed inappropriate, the Editor returns the item to the sender with an explanation for that return.

The Editor(s) adds new subscribers to the lists, sends a welcome/informational message to all new subscribers, forwards information on new ELDNET-L subscribers who are not ELD members to the Membership Committee Chair, and troubleshoots any problems with the lists themselves or with the addresses of their subscribers.

The Editor(s) also promotes the use of the lists in the ELD Newsletter, at the ASEE annual conference, and in all other forums deemed appropriate by the Editor(s) and the Executive Committee.

The Editor(s) shall, with the advice and consent of the Executive Committee, appoint such staff as seems desirable. The term of office of such staff shall coincide with that of the Editor(s).

The Editor(s) shall prepare an annual report to be published in the ELD Newsletter and updated (if necessary) at the annual business meeting. The report will include the number of subscribers to each list, noting any marked increase or decrease in those numbers from the totals of the previous year. The report will also include any other list-related issues judged by the Editor(s) to be important to the members of the Division.

11. Liaisons

The Liaisons Program of the Engineering Libraries Division of ASEE shall consist initially of two parts: liaisons to related library and engineering associations, societies, etc., and liaisons to specific conferences or meetings. The ELD Liaisons Program Chair shall oversee the activities of both groups of liaisons.

Each spring, the Liaisons Program Chair will issue a call for volunteers to fill organizational liaison positions that are scheduled for re-appointment. Interested members should submit their name to the Chair of the Liaisons Program at or prior to each year's annual conference. Organizational liaisons will be selected by the Executive Committee following each year's annual conference and will begin serving their terms the following January.

The ELD Liaisons Program Chair shall be appointed by the Executive Committee for a renewable two year term. The ELD Liaisons Program Chair will:

Only ELD members are eligible to be liaisons. ALL liaisons will report on their specific activities to the ELD membership via ELD-L and the ELD Newsletter. The ELD Liaisons Program Chair will report on the Liaison Program as a whole in an annual report to the ELD Newsletter.

Organizational liaisons shall exist for the purposes of:

Each organizational liaison will be responsible for participating in the activities of both ELD and the organization for which they will act as ELD's liaison. They should attend the business or other similar meetings of the other organization if those meetings are open. They may also be asked to report to the Executive or Extended Executive Committees in more detail on any cooperative opportunities that might exist between ELD and the other organization.

The Executive Committee shall appoint each organizational liaison for a renewable two-year term. However, unlike most other ELD positions, organization liaisons will serve calendar year appointments. Each spring, the Liaisons Program Chair will issue a call for volunteers to fill organizational liaison positions that are scheduled for re-appointment. Interested members should submit their name to the Program Chair at or prior to each year's annual conference. Organizational liaisons will be selected by the Executive Committee following each year's annual conference and will begin serving their terms the following January.

The Executive Committee shall determine which organizations shall have ELD organizational liaisons and will review and update that list of organizations when deemed necessary.

Conference/meeting liaisons shall exist for the purposes of:

Volunteers to act as conference/meeting liaisons will be solicited on an ad hoc and as needed basis by the Liaisons Program Chair. If there are multiple volunteers for a specific event, the Liaisons Program Chair will choose who will represent ELD at a particular conference/meeting.

12. Membership

The Executive Committee shall appoint the Chair of the Membership Committee for a renewable two-year term. The committee is responsible for recruitment of new members and hospitality.

Typically, this means sending invitation to prospective members, sending welcome letters, asking dropped members to return, and other activities to identify prospective new members. The committee also watches for new members at the conference, includes them in social activities, and arranges for special identification for them, e.g. badges, ribbons, etc.

The Chair hosts the new members reception at the annual conference.

The Membership Committee Chair shall make recommendations to the Executive Committee regarding involving new members in the activities of the Division and the Society.

The Chair shall, with the advice and consent of the Executive Committee, appoint such committee members as seems desirable. The term of office of such staff shall coincide with that of the Chair.

The Chair of this Committee shall prepare an annual report on the number of members; efforts made to recruit new members; and recommendations to the Division for increasing membership, which is published in the May ELD Newsletter and updated at the annual business meeting.

13. Membership Directory

The Editor of the Membership Directory is appointed by the Executive Committee for a renewable two-year term, and is responsible for editing and producing the directory.

A directory is produced annually shortly after the annual business meeting. The directory contains the names of all officers and committee members for the coming year and the members' names with addresses, phone numbers, FAX numbers, E-mail addresses, and World Wide Web URLs as appropriate. Geographic and other indexes are included.

The Editor maintains updates and changes on the master list, provides for the duplication and distribution of the directory, and submits production costs to the Secretary-Treasurer for reimbursement.

The Editor supplies member updates to appropriate ELD Committee members including the Editor of the ELD Newsletter and the ELD Listserve Editor/Monitor.

The Editor prepares an annual report, including actual and projected expenses, to be published in the May ELD Newsletter and updated at the annual business meeting.

14. Mentoring

The Chair of the Mentoring Committee is appointed by the Executive Committee for a renewable two-year term.

The Mentoring Committee has the goal of facilitating mentoring and networking among ELD members. Our activities include recruiting experienced librarians to act as mentors; creating mechanisms for the matching of mentors to mentees; the creation and maintenance of a web site of potential mentors, creation and maintenance of a database of members' fields of expertise, and providing a short information resource on the process of mentoring.

The Chair prepares an annual report of the committee's activities to be published in the May ELD Newsletter and an update at the annual business meeting.

15. Newsletter

The Executive Committee shall appoint the Editor of the Engineering Libraries Division Newsletter for a renewable two-year term. The Newsletter Editor provides a publication timetable and solicits articles/news from officers and members. The Editor also submits production costs to the Secretary/Treasurer for reimbursement.

The duties of the Editor of the Newsletter shall include ensuring the collection of material sufficient for publishing four issues per year:

September: Chair's Message, List of Officers & Committee Members, Minutes from the ELD Business Meeting, Extended Executive Committee meeting minutes, Conference session summaries, Call for nominees for Secretary/Treasurer and Director, People & Places, New Member Bios, Committee Reports, Liaison Updates

December: Chair's Message, Conference program update, People & Places, New Member Bios, Committee Updates, Liaison Updates

March: Chair's Message, Conference program update, Call for volunteers for available committee chairs, People & Places, New Member Bios, Committee Reports, Liaison Updates

May: Chair's Message, Conference program update & schedule, Agenda Items for business meeting, Slate of Candidates, Annual reports from officers & committee chairs, People & Places, New Member Bios, Committee Updates, Liaison Updates

The Editor shall, with the advice and consent of the Executive Committee, appoint such editorial staff as seems desirable. The term of office of such staff shall coincide with that of the Editor.

The Editor shall prepare an annual report for the annual business meeting, which will include actual and projected expenses to be published in the May ELD Newsletter, and updated at the annual business meeting.

16. Nominating

The Immediate Past Chair typically chairs the Nominating Committee. The committee prepares a slate of candidates for election according to the provisions of the ASEE ELD Bylaws Article VI. Typically the positions to be filled are Secretary-Treasurer and one Director.

17. Publications

The Publications Committee consists of:

Chair,

An at-large member

Chair(s) of the following:

Subcommittee on Literature Guides

Union List of Technical Reports, Standards, and Patents in Engineering Libraries

Electronic Publishing Subcommittee

As of 1994, the ELD Publications Committee activities include the Union List of Technical Reports, Standards, and Patents in Engineering Libraries; and Literature Guides. Reports on standards and statistics are coordinated with the Standards Committee. The Publications Committee also reviews papers for the annual conference according to the policies and timetable approved at the 1990 annual business meeting.

The Publications Chair oversees the activities of each of these publication areas and arranges for the copyright, duplication, production and sale of each publication via ASEE Headquarters.

In the past it has been difficult to tell from the ASEE Headquarters financial reports just how much income was provided by each of the publications. The Publications Chair therefore maintains an inventory of ELD publications. A count of quantity supplied ASEE Headquarters and the date, less the inventory remaining for each title and the date, will yield number sold during a specific time period. Income can be calculated from that. Unprofitable publications are discontinued.

The Publications Chair is responsible for maintaining production of useful, accurate and quality publications and papers and for making their availability known to the membership through the ELD Newsletter.

The Chair prepares a report to be published in the May ELD Newsletter, and updated at the annual business meeting.

18. Literature Guide Subcommittee

The Chair(s) of the Literature Guide Subcommittee of Publications is (are) responsible for soliciting ideas and drafts of Literature Guides in various subject areas, having them reviewed, ensuring quality and standardized format through enforcing compliance with guidelines when editing the final version, and sending them for publication.

The ASEE ELD Literature Guides are produced by ASEE, using a standard format, cover, and spine. The Literature Guides are sent to the Publications Chair, who is responsible for getting them published at ASEE Headquarters.

Members of the Literature Guides Subcommittee might also review papers submitted for the annual conference.

The Chair(s) prepare(s) a report to be published in the May ELD Newsletter and updated at the annual business meeting.

19. Union List Editor

The Chair of the Union List Subcommittee of the Publications Committee is the Editor of the Union List of Technical Reports, Standards and Patents in Engineering Libraries. The Editor updates, publishes and distributes the list periodically, as called for by the Publications Committee. Update information is gathered in the spring by having contributing libraries photocopy their own copy of the list and write in corrections and changes on the photocopy. This is then sent to the Editor for inclusion in the next edition. The Union List is printed and photocopied for distribution to ELD members in the fall for a fee established by the Publications Committee and commensurate with publication costs. The Publications Committee handles distribution and publicity.

The Chair prepares an annual report to be published in the May ELD Newsletter, and updated at the annual business meeting.

20. Scholarly Communication Committee

The system of scholarly communication is a complex matrix of intellectual property, publishing practices, economics, legislative action, technological developments, and academic expectations for promotion, tenure, research, and publication. Scholarly communication has become an increasing concern of libraries and university administrations as it is apparent that libraries' abilities to acquire and provide access to information is intimately tied to the healthy functioning and interplay of the elements within this system. To support ELD's role in the system and to be a proactive agent in facilitating change as this system impacts engineering education, the ELD Scholarly Communication Committee has been established.

Charge:

Develop strategies and actions, set timelines, and determine outcomes that will advance ELD's efforts to facilitate change.

Track local, national, and international developments within the broad area of scholarly communication, in particular those areas that directly impact engineering education and engineering library staff, budgets, collections, and services.

Coordinate ELD's educative efforts in the area of scholarly communication, both within ELD and in the broader engineering education and engineering library community.  Stimulate discussion, generate supporting material and develop venues for communication and education.

Seek collaborative ventures with other organizations.

Explore and identify possible initiatives that ELD could either launch or support.

Identify potential faculty/college/school partnerships for demonstrations/discussions of alternatives to traditional scholarly communication venues.

Advise the ELD Executive Committee on actions and initiatives that should be taken and resources needed.

Establish working groups as necessary to carry out the work of the Committee.

The Chair prepares an annual report to be published in the May ELD Newsletter, and updated at the annual business meeting.

21. Webmaster

The Executive Committee shall appoint the Webmaster of the Engineering Libraries Division for a renewable two-year term.

The duties of the Webmaster shall include: operating the Division web site, creating web pages for the Division, providing server space for the site, responding to new suggestions and projects, and communicating with ASEE Headquarters so that the links and pointers between the Division and Society sites are current and accurate. Information on the web site may include newsletters, lists of officers, bylaws, conference information, and links to engineering libraries.

The Webmaster shall, with the advice and consent of the Executive Committee, appoint such staff as seems desirable. The term of office of such staff shall coincide with that of the Webmaster.

The Webmaster shall prepare an annual report of activities and expenses, actual and projected, for the annual business meeting.

Addendum 2

Criteria and Procedures for Review of Papers for the Annual Conference Proceedings

Papers to be presented at the Engineering Libraries Division's sessions at the ASEE Annual Conference may be submitted for publication in the proceedings of the conference.

Papers must be of sufficient quality for a national-level publication and meet the following criteria:

Each paper must undergo a double-blind peer review and approval process to be eligible for publication.

It is the responsibility of the Program Chair to:

It is the responsibility of the Publications Chair to:

It is the responsibility of the reviewer to:

The Program Chair and the Publications Chair work together to:


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