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3. Executive Board

All officers must be degree-seeking undergraduate or graduate students at USF and maintain a 2.0 GPA, per the Student Activities Office. Executive Board Members serve one year, from their election date. The Board is active during the summer term. If an Executive Member graduates before the end of the term, follow the procedures outlined under individual positions (sections 3.2 to 3.7).
The Executive Board is defined as:
  • ALA President
  • SLA President
  • ALA Vice President
  • SLA Vice President
  • ALA/SLA Treasurer
  • ALA/SLA Secretary
  • ALA/SLA Webmaster
  • ALA/SLA Archivist

3.1 Attendance Policy for Members of the Executive Board

The Student Chapters follow the procedure of the American Library Association regarding the attendance of Executive Board members: Failure to attend two meetings (defined as either the monthly Chapter meeting or periodic Officers planning meetings) without an explanation acceptable to the Executive Board constitutes grounds for removal. Virtual attendance is acceptable as a substitute. (See Procedure for Removing a Board Member.)

3.2 President Duties

  • It is the duty of the two Presidents to preside over monthly meetings. At the beginning of each semester, the dates for the meetings will be set, and at that time, the presiding officer will be determined. ALA and SLA Presidents will alternate as meeting leader. As the presiding officer, the President will be responsible for establishing the meeting agenda, arranging for a speaker, and when appropriate, making arrangements to hold the meeting in an alternate location. If for any reason the President cannot fulfill these duties, it is his/her responsibility to find a proxy.
  • Presidents appoint committee chairs and members as needed. If the committee is formed during a meeting in which a proxy presides, the proxy will make such appointments.
  • Both Presidents are automatic members of the Outreach Committee, and will work to increase the involvement of SOLIS with local communities as well as the university.
  • The Presidents will guide Student Chapter committees. Presidents will ensure that committees stay on task and complete their assignments, offering help when needed. Because a Vice President will serve as ex officio members of all committees, the President can follow the progress of the committee through the Vice Presidents.
  • Presidents supervise the development of the activities calendar. At the beginning of each semester, the presidents will ensure an events calendar is prepared. Events can be added later in the semester.
  • At least one president must attend formal SOLIS functions: Orientation (now held online via Canvas), School of Information Graduation Party, and Alice Smith Lecture and Induction of new Beta Phi Mu members. If no President can attend a function, Presidents must ensure another representative of the group will attend.
  • Incoming Presidents must register the student group with the university. Registrations must be done on BullSync between March 1 and June 1.
  • Presidents are responsible for reporting to their respective parent organizations. Details on reporting are found in sections 3.21 through section 3.22 in this manual.
  • If a President graduates before the end of the term, the Vice President will take the place of the President. The change should be made in BullSync so the organization will not drop out of existence.
  • The President is responsible for adding new members to the records of the school.

3.21 Reporting Duties for ALA President

There are minimal reporting duties for the ALA President.
  • When the new President is elected, s/he should inform Don Wood at dwood@ala.org, or call 1-800-545-2433, ext. 2429. More information can be found at http://www.ala.org/ala/mgrps/affiliates/chapters/student/studentchapters1.cfm.
  • The new President should join the Student Chapter listserv. The Chapter Relations Office has created a listserv, STUCHAPT, for members of ALA student chapter groups and their faculty advisors. The purpose of the list is to allow students to connect with other chapters and exchange information regarding chapter activities, events, and other ideas. It will also be used by the Chapter Relations Office to keep in closer contact with the students and better serve them. To subscribe, please contact Don Wood at the information above.
  • Review the policy for reimbursement and submit a request in April. Student chapter groups can be reimbursed for up to $100 per fiscal year for programs and events. Send receipts to the ALA Chapter Relations Office at 50 E. Huron St., Chicago IL 60611 with a letter requesting the reimbursement and to whom it should be sent. If possible, receipts should be sent together rather than smaller requests throughout the year.
  • It is recommended that the new President review the Student Chapter pages at ALA http://www.ala.org/ala/mgrps/affiliates/chapters/student/studentchapters1.cfm

3.22 Reporting Duties for SLA President

There are two reports that need to be submitted to SLA. For more information, see
http://www.sla.org/content/community/sgroups/index.cfm. The chief officer of each student group must report to the Chair of the Student Academic Relations Committee by November 30 of each year. Reports must include:
  • a brief statement of the Group's plan for programs and projects for the academic year (September-May),
  • the names and titles of elected officers, and
  • the name of the Student Group Advisor. The Student Group Advisor should be an SLA member. Student Groups who fail to comply with the reporting requirements will be declared inactive.
The chief officer of each Student Group must submit the following information to the Chair of the Student Academic Relations Committee, prior to April 30 of each year:
  • a brief annual report on the Group's programs and projects during the academic year (September-May),
One copy of each report must be sent to the Association Office. Contact the office in advance to ascertain the correct staff person to receive the letter.

3.3 Vice President Duties

  • Vice Presidents assist the Presidents in their duties and preside in the place of the President at Student Chapter functions. Vice Presidents should work closely with Presidents.
  • Vice Presidents serve as ex officio members of Student Chapter committees. Each Vice President should serve on at least one committee. Their function is to provide direction and information to the committee chair. When they cannot attend committee meetings, it is necessary to find a proxy to attend in their place and report back.
  • Vice Presidents take the place of the President if the President should graduate or leave the position for any reason before the end of the term.
  • If the Vice President graduates or leaves the position before the end of the term, the Student Organization should solicit for and appoint a new Vice President.

3.4 Treasurer Duties

The following are not suggestions or guidelines; they are all necessary tasks and accompanying procedures of the treasurer’s duties.

3.41 Main Duties

The Treasurer’s term runs from May until the following April
  • At the changeover meeting, the departing Treasurer will:
    • give the new Treasurer the organizations’ cash box, checkbooks, and vertical file box of financial records
    • communicate to the new Treasurer the cash box lock combination and Cyberteller logins and passwords
    • initiate the changing of authorized signers on the organizations’ bank accounts (see 3.42)
  • The Treasurer is responsible for maintaining the organizations’ financial holdings and records and must:
    • maintain the organizations’ cash box
      • Record cash transactions in the cash box ledger
      • Replenish cash, as needed (e.g. before fundraisers)
      • Deposit excess cash to organization bank accounts, as needed (e.g. after fundraisers)
    • maintain the organizations’ checkbooks
      • Record checks written in the checkbook ledgers
      • Balance checkbooks regularly
      • Additional checks can be ordered through the Cyberteller website
    • maintain the organizations’ financial records
      • File bank statements, receipts, and other financial paperwork in the vertical file box
      • Remove and shred financial records older than seven (7) years
  • The Treasurer is responsible for purchasing and transporting the food and supplies that the hosting President has arranged for All Members’ meetings, or for reimbursing the purchaser of food and supplies when a receipt is presented, if alternate arrangements have been made (see 5.2).
  • The Treasurer is responsible for dispensing cash or checks to pay for organization expenditures (organization Presidents and Faculty Advisors are also authorized to write checks for their respective organizations).
  • The Treasurer is responsible for attending All Members’ and Officers’ meetings, and for presenting a Treasurer’s Report at All Members’ meetings, including account balances and any new financial activity.
  • The Treasurer should also attend fundraisers (or assign the cash box to another officer who will be attending), and count the cash in the cash box before the fundraiser, and again at the end of the fundraiser (in a secure location) report the fundraiser total to the fundraiser Committee Chair

3.42 Opening, Changing Authorized Signers, and Closing Accounts

  • A vital function of the office is changing authorized signers on Credit Union accounts. This means adding new officers to the accounts. New officers will be added to the account for each organization. The Treasurer adds him/herself to each organization’s account as well as the President of each respective organization. This must be done as soon as possible after elections to ensure continued access to organizational funds.
  • As of September 2011, advisors are no longer to be on student organization accounts.
  • In the event that the Treasurer and President graduate at the same time or are determined unavailable for any other reason, an interim treasurer should be appointed to the account to retain access to organization funds. This should be done before the President and Treasurer leave. To appoint an interim treasurer, a call for volunteers can be taken at a monthly meeting. If there is more than one volunteer, the candidates should explain their interest and summer availability to the group, step out, and a hand vote should be taken. Once an interim treasurer is appointed, the current Treasurer should work to have accounts change hands before s/he leaves the area.
  • USF Credit Union explains the procedures for opening, changing authorized signers, and closing an account. Although this document entails the official procedures, credit union employees interpret the stipulations differently.

3.5 Secretary Duties

If the secretary graduates or leaves office before the end of the term, an interim secretary should be appointed as soon as possible.

3.51 Meeting Minutes

  • The secretary is responsible for taking minutes at the meeting. This entails taking attendance, noting who presided over the meeting, writing down the essence of any discussion, and recording any motions made. If the secretary is able to be present for a meeting, s/he must find someone else to take the minutes. (See attendance procedures (section 3.1) regarding missed meetings.)
  • After the meeting, the secretary must send out a copy of the minutes to all officers by email for approval. Two working days after a copy of the minutes has been e-mailed to officers, the secretary will post them to Canvas.

3.53 Communications

  • The Secretary is an automatic member of the Communications Committee, which is responsible for compiling a SOLIS newsletter update at least quarterly.
  • At the beginning of each semester, the secretary is responsible for sending a welcome email to the entire SOLIS membership welcoming them back and reminding them of their membership.

3.54 Membership

  • At the beginning of each semester, the secretary is responsible for removing former students from SOLIS. The list of graduates can be obtained from the SI Academic Program Specialist.
  • The secretary is responsible for sending a welcome email to new members, including instructions on how to join the individual associations.
  • The secretary is responsible for removing from BullSync anyone who wishes to leave the student chapters of ALA and/or SLA. They should also notify the President(s) of these removal requests.

3.6 Webmaster Duties

The Webmaster handles the SOLIS Student Organizations’ Canvas account, Web site, and social networking accounts. At this time, the organizations share the same Web site. If the Webmaster graduates or leaves his or her position before the end of his or her term in office, an interim Webmaster should be appointed as soon as possible.

3.61 Canvas and Bullsync

The Webmaster will maintain the ORG00021: SOLIS: Student Organizations of Library and Information Science course on Canvas on a continual basis and will report any changes at the monthly meetings. This course is not to be used for communications with members, but as an accessible archive for meeting minutes and recordings. The Webmaster will also maintain the BullSync pages for ALA and SLA.
  • For each SOLIS meeting, the Webmaster will set up the chat ahead of time in Canvas via the Blackboard Collaborations button or a similar tool, and post a link to the meeting on BullSync and Facebook. The Webmaster will read aloud any comments made by those members so that the physical group can hear them. Meetings should be recorded and saved on ORG00021. Should the Webmaster not be able to be present for any of the meetings, s/he must personally find someone else to take over his or her duties for that meeting. See section 3.1 for information on missing meetings.
  • The Webmaster is responsible for using BullSync messaging to send out any announcements given by the Secretary or Communications Committee.

3.62 Website

The Webmaster is responsible for the Student Organizations of Library and Information Science (SOLIS) Web site. This Web site is hosted by the Marshall Center Student Organizations web space. The address for the Student Organizations site is: http://slisstudentorgs.usf.edu/
  • When new Student Organization officers are elected or appointed, the Webmaster will remove the old officers’ information from the Officer section and replace it with the new officers’ information.
  • There is no specific format for the Web site, and it can be changed at the officers’ discretion. At the beginning of every year after the new officers are elected, the Webmaster will report to the officers for input or changes to the Web site and will report any changes throughout the year at the monthly meetings. Please refer to the Student Organizations web space account requirements below for more information.

3.63 Website Regulations

Cap on web space
20 MB
Commercial activity
Students Organizations may not use their MC web space for commercial activity. This includes but is not limited to running any sort of private business through your web space.
Fund raising and advertising
Students Organizations may not use MC Web Space for fund-raising or advertising for commercial or non-commercial organizations, except for University-related organizations and University-related events. This means no banner-ads or affiliated promotions from commercial sites of any kind.
Use of the university name, logo, or seal**
Students may not use the University name on their pages in any way that implies University endorsement of their organization, products, or services. They may not use University logos and trademarks, including USF, or the University seal. Permission to use the University name, logos, and seal in any way is granted by the Office of Public Affairs only. Acceptable: The Widget Society at USF Unacceptable: The USF Widget Society
Further guidelines for www pages are available from academic computing: http://usfweb2.usf.edu/university-communications-and-marketing/marketing/web-services/index.asp

3.64 Social Networking Sites

The Webmaster is responsible for the SLIS Student Organizations’ social networking accounts. These include Facebook, WordPress, Flickr, and Delicious.
  • Facebook https://www.facebook.com/SOLISUSF: The Webmaster is responsible for tracking, encouraging, and contributing to the activity on the USF SLIS Student Orgs Fan Page. The outgoing Webmaster should make the incoming Webmaster an administrator on the Facebook account, as well as any other incoming officers. He must also delete his and any other outgoing officers’ administrative privileges. If the incoming Webmaster does not have a Facebook account, he must create one in order to access the USF SLIS Student Orgs Fan Page.

  • Upload photos (provided by Archivist) to appropriate social media sites, such as Facebook, Flickr, and Instagram. SOLIS still maintains a Flickr account, though it has not been used in some time. https://www.flickr.com/photos/49644780@N02/

3.7 Archivist Duties

The Archivist shall document the events and activities of the American Library Association, Special Libraries Association, and American Society for Information Science and Technology Student Chapters and preserve and organize their existing and future historical documents and information. The term of this position is Fall-Summer.
  • Take photos of any SOLIS events or activities. If unable to attend, the Archivist should designate another representative to do so.
  • Post and update photos and materials from all events and activities on the SOLIS Facebook page and the USF SLIS Student Organizations’ Flickr account https://www.flickr.com/photos/49644780@N02/ or another appropriate social media site, such as Instagram).
  • Collect and maintain material, as outlined below, from Executive Chairs. It will be the Executive Chairs' responsibility to provide the archivist with needed material. Materials are kept in the downstairs CIS closet, for which the Academic Program Specialist has a key.
  • Update and maintain the digital archive located on the SOLIS Canvas page.This includes meeting minutes from the Secretary. Minutes older than five (5) years should be backed up for offline storage.
  • Provide copies of material upon request to Executive Chairs and other committee members.
  • At the end of the Spring Semester of every academic year, the Archivist shall perform the following duties:
    • Liaise with both the Secretary and Webmaster to ensure that all meeting minutes and resolutions for the academic year are retained in both the print and digital archive.
    • Liaise with the Presidents of ALA and SLA to ensure that all administrative materials of enduring value are retained in the archive, and made available in the digital archive if appropriate.
    • Liaise with the chairs of any permanent or ad hoc committees formed during the academic year (including, but not limited to, the Fundraising and Socials Committees) to ensure that records of committee activities which have enduring value are retained in the archive.

3.71 Archived Materials

Keep Permanently, in Original Format (if possible):
  • Administrative Records

  • Legal Records
  • Membership Rosters

  • Program Materials

Archived materials should also include (but are not limited to):
  • Policies/Procedures Manual

  • Recordings
  • Minutes

  • Newsletters
  • Statements of Purpose

  • Reports
  • Photographs

  • Bibliographies
  • Printed Materials

  • Videos
  • Records of Historic Interest

  • Special Projects

3.8 Removing an Executive Board Member

If any officer fails to uphold her/his post, meet membership or attendance requirements, or does not comply with University policies, a vote of "no confidence" must be presented to the Executive Board. Membership requirements are stated in the respective ALA or SLA Constitutions. Attendance requirements are stated in Section 3.1. University Policies are included in Section 7 of the USF Graduate Catalog. Attendance shall be taken by the Secretary and included in the minutes of every Executive Board meeting. Fifteen minutes after the start of the meeting, the Secretary must bring it to the attention of the presiding President that a board member has missed their second unexcused meeting. Written notification via e-mail shall then be presented with reason for removal to the officer in question by the Secretary. If no response is received within 5 days, the Secretary must attempt to call the officer. A meeting must be scheduled by the Executive Board within 14 days of the missed second meeting. If the time does not work for the guilty party, the Executive Board via e-mail can by majority vote change the day/time for the emergency meeting. After the officer in question has had his/her right to speak to the board on their own behalf, a vote is taken from the Executive Board. The officer in question does not have a vote. He/she may be removed from office by a vote determined by a 2/3 majority vote of the Executive Board.

Sample Officer Removal Notification

3.9 New Members

  • New members will sign up by requesting to join the USF student chapters of American Library Association and/or Special Libraries Association on BullSync.
  • Membership requests must be approved by the ALA or SLA president, respectively.
  • After the member is added, the Secretary must send an email to the member welcoming him or her to the organization and giving him or her information about monthly meetings and how to access them online. This can also be done in a group email if there is more than one new member. The welcome letter should indicate that students are welcome to join both ALA and SLA on BullSync, but that doing so will not grant them membership in the national organizations.
  • Sample Email to New Members