Development Officers of Research & Academic Libraries
Approved September 23, 1991 by DORAL members attending the fall meeting at New York University (NYU) and Columbia University, New York, New York.
Reviewed June 2003 by DORAL members attending the DORAL 2003 annual meeting at the University of Illinois at Urbana-Champaign, Illinois.
Approved June 10, 2004 by the members at the DORAL 2004 annual meeting at the University of Georgia, Athens, Georgia.
Approved June 16, 2005 by the members at the DORAL 2005 annual meeting at Columbia University.
Approved June 6, 2006 by the members at the DORAL 2006 annual meeting at UC-Santa Barbara.
Reviewed, revised and approved June 2014 by the members at the DORAL 2014 annual meeting hosted by Michigan State.
Revised and approved March 2016 by the members at the DORAL 2016 annual meeting hosted by Duke University, North Carolina State University and the University of North Carolina Chapel Hill.
SECTION 1: MEMBERSHIP
a. There will be a limit of 35 institutional members, not individuals, in DORAL.
b. Institutional members of DORAL must be members of the Association of Research Libraries (ARL), with exception for members prior to 2005.
c. The institutional member representative will be the development professional responsible for library development at the institution. Deans, Directors, University Librarians or the equivalent shall not attend.
SECTION 2: MAINTAINING MEMBERSHIP/WAITING LIST
a. The institution will participate in the annual DORAL meetings.
b. Each new member institution will be given the DORAL Guidelines, with special reference being made to the section on Membership.
c. If the institution is not represented at two consecutive annual meetings, its DORAL membership will be withdrawn and the appropriate person will receive a membership withdrawal letter from the membership coordinating institution informing them that they have been released from membership due to non-attendance. The institution may request that they be added to the waiting list. (For clarification, consecutive: following one after another without interruption; successive.)
d. A waiting list for DORAL membership will be maintained. Institutions will be added to the waiting list by sending a letter requesting membership in DORAL to the DORAL membership secretary (contact information at the end of this document). The list will be maintained in chronological order using the date of receipt by the membership secretary.
e. When an opening for membership is available, the decision regarding who will be invited will be decided by the membership committee based on the next institution’s name(s) on the waiting list. The membership committee will submit the intended invitee name(s) to the membership during the annual meeting, as well as the members who will be receiving a membership withdrawal letter.
SECTION 3: MEETINGS
a. The membership will have annual meetings.
b. The location of each annual meeting will be based on which institution(s) volunteer(s) to host the next meeting. If more than one institution volunteers to host, majority vote will rule. This decision will be made at the annual meeting.
c. The time of year for each annual meeting will be at the discretion of the host institution and a majority vote of the membership.
d. There will be no more than one institutional representative at each meeting. An exception may be made by the host institution which may add representatives from that institution.
e. Institutions will make a commitment to host a DORAL meeting, assuming the institution is located in an area that the membership deems appropriate for a meeting.
f. The host institution will confirm the dates and location of the annual meeting by January 31 of the year of the meeting.
g. DORAL members must confirm their attendance at the annual meeting by April 30 of the year of the meeting.
SECTION 4: HOST INSTITUTION
a. The Host Institution will select the dates and site location of the meeting by January 31 and inform the membership in writing through U.S. Mail. The registration forms will be sent to the DORAL representative at each member institution.
b. The Host Institution will seek input from DORAL members and establish an agenda for the meeting. The proposed agenda will be sent to the DORAL representatives at least two weeks prior to the annual meeting.
c. The Host Institution will make logistic arrangements (hotel space, meeting space, meals, and special guests) for the annual meeting. The cost of the meeting will be paid by individual members through the registration process. The Host Institution will handle all of the payments for the meeting sessions and pass the costs on to the attending members.
d. The Host Institution will work with the Membership Secretary and the Listserv Institution to ensure that the appropriate member institutions are informed of the meeting and institutions on the waiting list are kept informed of their status in relation to the annual meeting.
SECTION 5: LISTSERV INSTITUTION
The LISTSERV INSTITUTION is responsible for maintaining the on-line discussion forum for DORAL. This listserv functions as a closed list; only postings from subscribed members are permitted. Attachments are not permitted due to virus protection protocols.
Currently, the listserv is maintained by Emory University. Once a new member institution is added to DORAL the Membership Secretary communicates institutional membership changes to the listserv institution.
All development office staff members of a member institution are eligible for participation on the listserv.
For questions regarding the DORAL listserv, please contact Bob Darrah at rjd18@psu.edu.
SECTION 6: MEMBERSHIP COORDINATING INSTITUTION/MEMBERSHIP SECRETARY
a. The membership coordinating institution will volunteer and serve for a three-year term. A member of the institution’s development staff will serve as the Membership Secretary.
b. The membership coordinating Institution will be responsible for the DORAL record keeping and other behind-the-scenes details of DORAL. More specifically, the Membership Coordinating Institution will take care of the following items, as well as other miscellaneous items that may arise from the membership: 1) send out membership status letters and bring forth, to the membership, any issues that may arise from these letters, 2) maintain a waiting list and submit the name(s) of institutions in the queue for discussion on which institution will be invited into membership next as membership is available, 3) maintain the DORAL guidelines 4) provide each new member institution with a copy of the DORAL guidelines, annual attendee list, and a membership roster, and 5) maintain the annual attendee list and a membership roster.
c. The Membership Coordinating Institution will ensure that the status of each institution is recorded accurately immediately after the annual meeting and prior to the next year’s meeting. There are four types of membership status: Current, Removed (due to non-attendance), Resignation (institution initiated) and Wait Listed.
d. The Membership Coordinating Institution will work in tandem with the Listserv Institution and the Host Institution to ensure that DORAL maintains the informal and free-flowing structure that we have all come to look forward to and enjoy each year.
SECTION 7: SUGGESTED ANNUAL TIMELINE
March to June – Annual Meeting Held (date set at host institution’s discretion)
July – Status Letters Sent to Member Institutions and Wait Listed Institutions
January – Host Institution informs members of date, site location, and tentative agenda
April – Members inform Membership Coordinating Institution of their attendance/non- attendance for next meeting
Members submit registration and payment for annual meeting
May – Wait List Institutions invited to attend meeting (if there are open membership slots)
SECTION 8: WEBSITE
The membership coordinating institution will inform the website manager whenever there is a change in the list of DORAL member institutions.