Coordinating Conference(s) Procedures
The LSSC is responsible for coordinating several conferences for Library Staff. They are Reaching Forward South, the Biennial Conference For Women, and ALA.
The LSSC asks approval from Library Administration for 12 attendees to Reaching Forward South, 20 attendees to the Biennial Conference For Women, and 2 to ALA. Please note the attendees for BCW is for 20 people to attend 1 day only.
Below lists procedures for each conference.
Reaching Forward South:
Located in Springfield in October.
- Obtain approval from Library Administration in August. This includes the number of people the Administration is willing to support and for transportation (in the past few years LSSC has asked approval for 12 attendees).
- Once approval and number of attendees are obtained the LSSC needs to send an e-mail to civil service employees, via libnews, asking who is interested in attending the conference. If more people are interested in attending than LSSC has approval for whoever has NOT attended RFS in the past will be chosen first. After that, if there are slots left it is decided by who responded first.(NOTE: Prior to posting to libnews LSSC needs to check the RFS website to see when registration closes and then notate with deadline to respond accordingly.)
LSSC now has the list of attendees.
- Send announcement to Libnews listing the attendees and that LSSC would like to thank Library Administration for their continued support.
- Send a note to all attendees asking who will need a ride and who will be the driver(s).
- Once the number of riders and drivers is determined, LSSC will need to contact the Library Business Office to reserve a University vehicle(s).
NOTE: Information needed to reserve a University vehicle is "who, what, where, when and why".
- Name of primary driver(s) and secondary driver(s)
- Name of Conference
- Location
- Date of conference. This will include vehicle(s) pick up and return times.
- Account number to be charged. (General Administration account)
- Send another e-mail to attendees letting them know transportation has been reserved and who the driver(s) is.Inform them to discuss (or e-mail) with each other to arrange pickup time and location. LSSC does not do that.
LSSC now has arranged transportation. Next registration forms need to be filled out.
- Go to the RFS website and print out 1 registration form per attendee.
- Send e-mail to attendees asking them to come to a central locale to fill out their registration form.
- Once all forms have been finished they need to be taken to the Library Business Office (Carole Kopp usually takes care of this part)
- LSSC will need to give LBO an account number. (General Administration account)
- Send another e-mail to attendees saying those who volunteered to drive need to contact others who are riding in the University vehicle(s) to figure out where and when to meet. LSSC does NOT need to be part of this.
- LSSC's part is complete!
Biennial Conference For Women
Located in Urbana in May.
Registration needs to be done months in advance of the BCW in order to receive the early bird discount. This is usually in February. When anyone on the Committee receives their card announcing the conference that is when LSSC should start working Conference on registration.
- LSSC should check the BCW website to find out when the deadline is for early bird registration and pricing.
- Obtain approval from Library Administration. This includes the number of people the Administration are willing to support (no transportation needed for this conference). In the past LSSC has asked for 20 attendees (each person will attend 1 day only).
- Once approval and number of people are obtained the LSSC needs to send an e-mail to civil service employees, via libnews, asking who is interested in attending and when they last attended a BCW conference.
LSSC has kept records on their G: drive of who has attended and for what year(s). LSSC will choose someone who has never attended a BWC first.
Once that is completed, if slots are still open, LSSC will look at who hasn't attended the last 2 conferences.
LSSC now has the list of attendees.
- Send announcement to Libnews listing the attendees and that LSSC would like to thank Library Administration for their continued support.
- Go to the BCW website and print out 1 registration form per attendee.
- Send an e-mail to attendees asking them to come to a central locale to fill out their registration form.
- Once all forms have been finished they need to be taken to the Library Business Office (Carole Kopp usually takes care of this part)
- LSSC will need to give LBO an account number. (General Administration account)
- LSSC's part is complete!
ALA
Location Changes conference held in June
- Obtain approval from Library Administration in January. This includes the number of people the Administration are willing to support (in the past Library Administration supported 2 attendees).
- Once approval and the number of people are obtained LSSC needs to send an e-mail to civil service employees, via libnews, asking for letters of interest (draft message is in G:/LSSC/ALA folder) with a deadline.
- When the deadline has passed one or two LSSC members, one at large staff member, and one Administration member need to meet, review the letters of interest, and decide who will attend.
- LSSC will announce the results via Libnews and that LSSC would like to thank Library Administration for their continued support.
- Go to the ALA website and print out 1 registration form per attendee.
- Send an e-mail to attendees asking them to come to a central locale to fill out their registration form.
- Once all forms have been finished they need to be taken to the Library Business Office (Carole Kopp usually takes care of this part)
- LSSC will need to give LBO an account number. (General Administration account)
- LSSC's part is complete!
