Administrative Handbook

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LIBRAS Administrative Handbook

This page is currently being updated to reflect changes to the LIBRAS Administrative Handbook

Purpose

The LIBRAS Administrative Handbook serves as a means for sharing with the membership the policies that govern the workings of the organization which are not specified in the by-laws. This handbook will also serve as the repository for forms which need to be completed in the conduct of LIBRAS business.

General Policies

Conduct of Business

LIBRAS libraries may be reimbursed for postage and photocopy costs incurred in the conduct of LIBRAS business. Submit a check request form with the invoice to the LIBRAS Treasurer. The funds are to come from the Miscellaneous Budget.

Reimbursement for Online Training

LIBRAS libraries hosting webinars or other online training sessions that are open to the entire consortium will be reimbursed for the difference between the individual and the group. Hosting institutions will receive a maximum of $100 if staff members from other institutions attend the session(s). Institutions seeking reimbursement should promote the event at least one week in advance via the LIBRAS website and mail list.

Hospitality Funds

LIBRAS will reimburse the cost of refreshments at SIG events up to $50. Receipts should be sent to the LIBRAS Treasurer before the end of the fiscal year.

Honoraria

An honorarium of an appropriate amount should be given to NON-LIBRAS speakers as an acknowledgment of thanks. Out-of-town speakers also will be reimbursed for transportation and lodging when necessary. The funds are to come from the Program Budget.

LIBRAS Check Request

Check Request Form

As an officer or committee member of LIBRAS you may incur expenses on behalf of LIBRAS. To obtain reimbursement from the Treasurer for these expenses, please complete the form. An authorizing signature should be obtained before submitting the request to the Treasurer. Documentation (e.e. receipts) should be attached.

LIBRAS Purchase Requisition

Purchase Requisition Form

Travel and Reimbursement Expenditures

Travel Request/Claim Form

  1. Authorization for travel must be obtained from the LIBRAS Executive Committee prior to travel. The Executive Committee must have the completed Travel Claim/Request form before procession any travel advance or claim. The Travel Claim, together with required receipts, is submitted to the LIBRAS Treasurer.
  2. Receipts are necessary for all expenditures exceeding $7.00, except for meals. In the absence of required receipts, reimbursement will be authorized at the rate of $25.00/diem.
  3. The Executive Committee will determine what constitutes a “reasonable amount” for each travel request.

Allowable Travel Expenses

  1. AIR TRAVEL. Air travel should be by coach. Whenever possible, regular bus service should be used instead of limousine, taxi, or taxi rides shared. Round-trip mileage at the prevailing government rate for use on one's personal car from home to airport and return is allowable, as are tolls incurred (itemize) and airport parking fees (attach receipts).
  2. RENTAL CARS. Sub-compact economy models must be used unless four or more people are traveling together. Receipts are necessary.
  3. PRIVATE AUTOMOBILES. Reimbursement is at the prevailing government rate per mile, plus tolls (the latter should be itemized). In no case may automobile mileage reimbursement exceed the cost of coach air transportation to the same destination.
  4. LODGING. Reimbursement is at the single standard room rate (at the prevailing federal rate) and receipts are necessary. Use of dormitories, room sharing and the like are encouraged when feasible as a means of controlling costs.
  5. MEALS. LIBRAS will reimburse for the reasonable costs of means, plus gratuities and applicable taxes, but not for liquor. Actual costs of meals up to a maximum of $25.00 per day are allowable and may be reimbursed, with lower costs expected on many occasions. When a meal is scheduled as a part of a conference and has been paid for in the conference registration, meals eaten elsewhere cannot be reimbursed.
  6. OTHER ALLOWABLE EXPENSES. Also allowable as itemized are charges for baggage handling, tips, local transportation and parking, phone calls on LIBRAS business, and conference registration and materials. Receipts are necessary for all expenditures listed on this sheet as requiring receipts plus all other expenditures greater than $7.00, except meals.

NON-ALLOWABLE EXPENSES

Reimbursements will not be made for laundry and valet services, travel insurance, traffic violations, or for expenses of spouses, dependents, or friends accompanying the traveler. LIBRAS will reimburse only for the time spent directly on LIBRAS business; if a person arrives at a destination earlier or departs later than necessary for such business, it is assumed that the time is for personal benefit and is not to be reimbursed.

Awards and Professional Development

Melvin R. George Award Guidelines

Nomination Form

BACKGROUND: In December 1992, the LIBRAS membership established the Melvin R. George Award. The Award honors Melvin R. George, second president of LIBRAS. He along with the other LIBRAS founding directors, by their example, have made a significant contribution to the development of interlibrary cooperation. The award consists of a certificate of recognition, and a plaque which will be arranged by the president. The president will initiate requests to the membership for annual nominations in September of each year. Guidelines for the nomination and selection of each year's recipient follow.

PURPOSE: To honor Melvin R. George and other LIBRAS founders who, by their example, have made a significant contribution to the development of interlibrary cooperation through the establishment of LIBRAS.

RECIPIENT: The award is given annually at the Annual Meeting to a LIBRAS library, librarian, or other individual currently or previously affiliated with LIBRAS who has made a significant contribution within LIBRAS to library service with special emphasis on library cooperation. A recipient can only receive the award once.

SELECTION CRITERIA

  • Active involvement in LIBRAS evidenced by attendance at meetings, participation in committees, or other support for LIBRAS.
  • Positive contributions to interlibrary cooperation.
  • Positive influence on library colleagues, support staff, and the academic community.
  • Notable leadership, both in LIBRAS and the library community at large.
  • Supportive concern for new members of the profession.

SELECTION PROCESS: Anyone within LIBRAS may nominate one candidate per year for this award. Self-nominations will not be accepted. If no nominee seems worthy of recognition in a specific year, the award will not be given.

The nomination must be submitted on the "Nomination for Recognition" form to the President of LIBRAS by February 1. The nominator must address the first three criteria listed on the form, plus at least one other, to allow for an informed selection recommendation. Supportive evidence (no more than two pages) may accompany the form. Supportive evidence might include, but is not limited to, course syllabi, program handouts, citations to published works, news articles, or other evidence of activity in academic, civic, or cultural organizations.

The President of LIBRAS will appoint an Award Committee to select the recipient of the Melvin R. George Award. No individual nominated for the award may be on the Award Committee. The President will make public the names of the individuals on the Award Committee.

The Award Committee will be responsible for asking each nominee to complete the "Nomination for Recognition" form. After the Award Committee has made their selection, they will submit the name of the recipient to the President of LIBRAS, who will then inform that individual of the award.

Funding: One percent of the LIBRAS annual membership fees will be used to fund the Melvin R. George Award.

LIBRAS Continuing Education Program Guidelines

Continuing Education Application

Purpose: To provide partial financial support in order to further the professional development of LIBRAS library staff, both full and part-time but excluding student workers, so that benefits will accrue not only to the individual and his/her library but also to LIBRAS.

Types of Activities Covered and Funding Levels: The program covers, but is not limited to, the following activities (if a particular activity is scheduled for several locations, the nearest location must be chosen):

Category A
Attendance at conferences that cover subjects of relevance to the operations of academic libraries

  • specifically ACRL, IACRL, ILA, LOEX and ALA (annual conference only). The Executive Committee and the Past President/Continuing Education Coordinator will consider multiple requests for funding from each member institution.
  • LIBRAS will pay the registration, only at the early bird rate (maximum $300), for anyone who is eligible.

Category B
Attendance at pre-conferences, conferences and workshops of specialized interest that are not sponsored by LIBRAS. Ordinarily, only one person per library will be funded for a given event in this category.

  • For any conference, or workshop, where the registration is less than $50.00 and where LIBRAS funded travel, lodging, and meals are not necessary, LIBRAS will fund the entire registration fee.
  • For any pre-conference, conference, or workshop where the registration is more than $50.00 and where travel, meals and/or lodging is necessary, LIBRAS will fund up to half the total to a maximum of $300.00. (Refer to the Travel and Reimbursement Policy in the Administrative Handbook for further details regarding travel and lodging.)

Category C
Online continuing education courses that cannot be counted toward a degree.

  • LIBRAS will pay up to half of the registration fee to a maximum of $300 for online continuing education courses.

Eligibility:

  • All LIBRAS staff members, full and part-time excluding student workers, are eligible to apply. The applicant must have direct job responsibility for the subject area covered by the activity.
  • Each year, a LIBRAS staff member may apply for funding for more than one continuing education activity; however, the requests may or may not be funded depending on the availability of funds.
  • The LIBRAS Executive Committee will attempt to distribute continuing education funds in an equitable manner among member institutions.

Accountability: For any continuing education activity, the LIBRAS Executive Committee may ask any recipient to share his/her experience with other LIBRAS members if the content of the funded activity would be beneficial to the rest of the membership. This sharing may include, but is not limited to, a presentation at any type of LIBRAS meeting. Receipts must be submitted before the end of the fiscal year.

Application and Notification

  • Submit a completed application, approved by the applicant’s director, together with a brochure or description of the activity to the Past President/Continuing Education Coordinator.
  • Members may apply for LIBRAS Continuing Education funds at any time prior to the requested event or activity.
  • Members may not apply for LIBRAS Continuing Education funds after an event or activity.
  • The LIBRAS Executive Committee will approve or deny the request, determine what constitutes a “reasonable amount” of funding, and notify the applicant via email within 10 business days.

LIBRAS Professional Development Grant

Professional Development Grant Application

Purpose: To assist LIBRAS members in furthering their formal library education at the LTA, masters or doctoral level.

Amount of Grant: $300 paid to the grant recipient contingent on available funds.

Number of Grants: LIBRAS will award up to 3 grants per membership year.

How to Apply: Complete the attached application form and mail to the LIBRAS Past President/Continuing Education Coordinator (address can be found on the LIBRAS website).

Deadline: August 15th of current calendar year.

Eligibility Requirements:

  • Currently employed by a LIBRAS library, either full or part-time
  • Have approval of library director to apply for grant
  • Acceptance into an LTA program, master’s degree program of an American Library Association accredited graduate library school, or doctoral degree program of an American Library Association accredited graduate library school
  • Compliance with the entrance requirements of the selected institution
  • Have not received this LIBRAS grant previously for the same program

Selection:

  • Candidates must make a written application on the appropriate form.
  • Only those candidates whose completed applications (including all necessary supplementary material) meet the August 15 deadline will be considered.
  • Each applicant will be notified of the action taken on the application within 30 days of its consideration by the LIBRAS Grant Review Committee.
  • Final selection or rejection of the applicants rests with the LIBRAS Executive Committee.

Conditions of Grant:

  • Must show proof of completion of coursework (i.e. copy of transcript)
  • If, for any reason, the recipient is unable to complete the coursework, the recipient must refund the total amount of money received.

Funding: Recipients can expect to receive their grant payment no later than October 15 of the membership year.

LIBRAS Research Grant

Research Grant Application

Purpose: To encourage scholarship by assisting LIBRAS members with funds for research and publication.

Amount of Grant:$300.00 paid to the grant recipient, contingent on available funds.

Number of Grants: LIBRAS will award up to 1 grant per membership year.

How to Apply: Complete the attached application form and mail to the Libras Past President/Continuing Education Coordinator.

Deadline: August 15 of current calendar year.

Eligibility Requirements:

  • Currently employed by a LIBRAS library, either full or part-time
  • Research to be conducted in library and information science field
  • Have not received previous LIBRAS funding for research or publication for the same research or publishing initiative. (LIBRAS will provide funds for new initiatives by candidates who have received previous funding.)

Selection:

  • Candidates must make a written application on the appropriate form.
  • Only those candidates whose completed applications (including all necessary supplementary material) meet the August 15 deadline will be considered.
  • Each applicant will be notified of the action taken on the application within 30 days of its consideration by the LIBRAS Grant Review Committee.
  • Final selection or rejection of the applicants rests with the LIBRAS Executive Committee.

Conditions of Grant:

  • Must show proof of scholarly activity (e.g. manuscript to post on LIBRAS website, conference program where presentation was made, etc.) by the end of the second year (June 30) after grant is given. A presentation to the LIBRAS membership at either the annual meeting or an appropriate SIG meeting is expected.
  • Any unused grant funds must be returned to LIBRAS at the end of the grant period.
  • If, for any reason, the recipient is unable to complete the research, the recipient must refund the total amount of money received.

Funding: Recipients can expect to receive their grant payment no later than October 15 of the membership year.

Grant Period: September 15 to June 30

Specific Officer Policies

Contained here are policies specific to the Executive Offices which are not enumerated in the LIBRAS By- laws. The LIBRAS Officers’ Handbook provides a detailed discussion for the procedures used in executing the policies. The policies set forth in the by-laws and the administrative handbook supercede the practices set forth in the officers’ handbook.

President

  1. QUORUM. As presiding officer at business meetings, the President will establish whether a quorum is present, as stated in the Bylaws, Article V, Section 1.
  2. ELECTIONS. As presiding officer at business meetings, the President will run elections with the assistance of the Communications Director (in preparation of ballots) and the Nominating Committee (in preparation of a slate of candidates).
  3. PAPERS. At the end of the fiscal year the president will determine which papers are necessary for the continued performance as President. Those papers deemed no longer necessary shall be turned over to the Archivist.

Vice-President/President Elect

  1. PROGRAMS. The Vice-President/President Elect shall be responsible for planning programs for the entire LIBRAS membership.
  2. PAPERS. At the end of the fiscal year the vice-president will determine which papers are necessary for the continued performance as Vice-President/President Elect. Those papers deemed no longer necessary shall be turned over to the Archivist.

Secretary

  1. MINUTES. Distribution of Executive Committee minutes shall be to the members of the Executive Committee only.
  2. PAPERS. At the end of the fiscal year the secretary will determine which papers (i.e. minutes, correspondence, etc.) are necessary for the continued performance as Secretary. Those papers deemed no longer necessary shall be turned over to the Archivist.
  3. HANDBOOK. The Secretary will notify the Communications Director in writing whenever any changes in LIBRAS administrative policy are made by the Executive Committee or the membership.

Treasurer

  1. DUES. Membership dues for new members shall be pro-rated based on the date of entry.
  2. RECORDS. The Treasurer shall determine which records should be kept on file and for what period of time. Records that have lost their legal timeliness and importance should be sent to the Archivist.

Communications Director

  1. ELECTIONS. The Communications Director will prepare the ballot, based on the assistance of the Nominating Committee. A list of eligible voters should be kept and updated based on information supplied to the Communications Director by each Director. This list may also be used to help the President determine the presence of a quorum.

Collections

Archives

The LIBRAS Archives are administered at North Park University and are open to the public for research. These records include annual reports, meeting minutes, correspondence files, directories/handbooks, membership files, financial records, and copies of promotional material. The records date from the year of formation, 1965. Please contact the archives for specific information on the contents of this collection.

Researchers are welcome to consult the records on-site at North Park University by appointment with the Director of Archives and Special Collections. Additions to the collection are accepted by North Park based on schedules and by pre-arranged appointments. For all questions regarding deposit or to make a research appointment, please contact the Director of Archives and Special Collections at North Park University.