Appendix H. NCLA Executive Board Standing Rules and Policies
A. Standing Rules of the NCLA Executive Board
[Note: The following standing rules represent procedures and operations currently in effect for meetings of the NCLA Executive Board. They have been adopted by majority vote and shall remain in effect until rescinded or amended by vote of the Board. If it deems it advisable, the Board may also vote to suspend a standing rule for a specified period or for the duration of a particular meeting.]
Meetings
- Meetings of the North Carolina Library Association Executive Board shall be held quarterly at a time and place determined by the President.
- The final meeting of each biennium shall be held prior to the opening of the biennial conference and shall include incoming members of the Executive Board.
Non-Voting Attendees
- Chairs of NCLA committees shall be invited to attend meetings of the Executive Board and to report on the work of their committees.
- Meetings of the NCLA Executive Board shall be open to any member of NCLA who wishes to attend. Other guests representing state government and other organizations may be invited to each meeting at the discretion of the President.
Agenda
Issues to be brought before the Board for consideration shall be submitted to the Administrative Assistant 30 days prior to the meeting. This information is to be distributed to the Board prior to the meeting.
Reports
- Oral reports from committees, sections, and round tables shall be limited to two minutes each. A more detailed written report may be distributed at the Board meeting. [Electronic submission of reports should be sent to the NCLA webmaster five days before the meeting.]
- Section and committee chairs shall submit quarterly and biennial reports. Quarterly reports will be summarized by the Secretary for inclusion in the minutes of the Executive Board. The biennial reports will be printed in North Carolina Libraries.
Motions
Motions presented for vote of the Executive Board shall be provided to the Secretary in writing.
Minutes
- Minutes shall be distributed within 30 days of each meeting to members of the Executive Board, committee chairs, and members of the Constitution Codes, and Handbook Revision Committee.
- Minutes of the Executive Board meetings shall be printed [published] in North Carolina Libraries.
NCLA Handbook
- A copy of the NCLA Handbook shall be accessible via the NCLA website for the members of the Association.
- The handbook will be updated periodically to incorporate corrections and changes.
B. Non-Codified Policies Adopted by the NCLA Executive Board
Membership
- The membership list shall be made available for purchase at a price to be established by the Executive Board.
- No more than 25 "special" memberships in NCLA may be given each biennium to congressional and state officials as recommended by the Public Policy Committee and the NCLA President.
- A benefit for NCLA membership is that current members of the Association pay lower registration fees than non-members for all conferences, workshops, seminars, symposia, and other events sponsored or co-sponsored by the Association and its committees, sections, and round tables. The difference in fees shall be as follows: If the member registration fee is $25 or less, the non-member registration fee shall be at least double the member fee. If the member fee is greater than $25, the non-member registration fee shall be at least $25 higher than the member fee.
- Individuals joining the Association for the first time will receive free membership in the New Members Round Table for each of the first two years of paid membership in the Association. The Association will contribute [$3.00] per free NMRT membership to NMRT for its activities. Each new NCLA member may select any of the other sections or round tables as the membership included with NCLA membership. Membership in NMRT will continue to be an option at renewal for members meeting eligibility criteria.
- Students can join NCLA through the ALA joint membership plan. The plan provides a student with membership in ALA and NCLA for $25.00. Half of membership fee [$12.50] is given to NCLA for the student’s membership.
Finances
- The North Carolina Library Association shall operate under an annual budget.
- Sections and round tables shall receive a flat amount for each person who joins the section or round table. This amount shall be deducted from the member's dues, with the remaining dues going to the Association. This amount shall be set at $5.00.
- All requests for funding shall be referred to the Finance Committee for a financial analysis upon which the Executive Board may take action.
- Checking and savings accounts for any NCLA funds may be opened only by Executive Board authority. [Sections and Round Tables may not maintain independent accounts.] Checking and savings accounts existing when these policies and procedures are adopted must also be reported to the Board. Likewise any loans made to or leases entered into on behalf of any part of NCLA must be approved by the Executive Board.
- The Association should maintain an unrestricted reserve fund equal to at least ten percent of annual operating expenses.
- A comprehensive audit of all committees and sections] will be included in the NCLA audit.
- In the budget planning cycle following each biennial Conference the Finance Committee shall make a recommendation for the allocation of the conference net funds, to include a Conference start-up reserve.
- Books for the conference financial report shall be closed by the end of the second quarter of the year following the conference.
Refund Policy
NCLA Biennial Conference
- Cancellations and No-shows. The NCLA Executive Board will honor requests for refunds received in writing one week prior to the conference. NCLA will deduct a percentage of the registration fee for administrative processing costs. The refund will be made within six weeks after the conference has ended. The request should be sent to the NCLA Administrative Assistant. Requests for refunds received less than one week before the conference will not be honored.
- Cancellation of Conference Due to Inclement Weather. In the event of inclement weather or a natural disaster, NCLA may have to cancel the conference or a conference sponsored event. All registrants and speakers will be notified via e-mail and a notice to this effect will be posted on the NCLA website. A full refund will be made in the event that the NCLA conference is cancelled. If an NCLA sponsored event is cancelled where there is separate fee, the refund would for the separate fee.
- Individual Cancellation Due to Inclement Weather. Individuals requesting a refund due their individual weather circumstances should submit their request to the NCLA Administrative Assistant within one week of the conference. The NCLA Executive Board will make a decision concerning the request. The request is subject to an administrative processing fee.
- Cancellation Due to the Lack of Participation. The NCLA Planning Committee reserves the right to cancel the conference or a conference sponsored event in the event the conference/workshop does not meet minimum registration requirements. A full refund will be given.
- NCLA encourages registrants who are unable to attend a conference/workshop to substitute another person whenever possible.
- The refund statement and inclement weather policy shall appear on all notices for the conference.
- Exceptions to the refund policy can be made by the President in consultation with the Executive Board.
Refund Policy for Roundtable/Sections
Each roundtable/section should establish a refund policy for their events. The refund date may be established by the sponsoring group based on their fiscal commitments, but the refund date shall be at least one week prior to the event. The section or roundtable may deduct a percentage of the conference/workshop registration fee from the refund as an administrative processing fee. The refund will be made within six weeks after the conference/workshop date. The refund statement shall appear on all registrations forms. An inclement weather policy shall appear on all notices for programs indicating the refund policy and/or if a program will be rescheduled.
Communications
- The Webmaster] shall maintain a calendar of meetings and other events scheduled by NCLA groups. Executive Board members are encouraged to utilize this calendar to avoid scheduling conflicts.
- All publications of the Association shall use the official logo/letterhead whenever possible.
- Alkaline permanent paper shall be used by NCLA for all its publications and documentation.
Conference
- The NCLA shall schedule conferences at times that do not conflict with religious holidays.
- Upon prior approval of the Conference Committee, the Biennial Conference will pay the costs of meeting rooms and audiovisual equipment rental (including telephone lines and computers) and security. [minutes of 7/21/2000 board meeting – printed in Fall 2000 North Carolina Libraries]
Non-Discrimination
The NCLA does not discriminate based on race, origin, age, gender, sexual orientation, creed or disability, and therefore will not enter into contract with any person or organization that discriminates. This policy will be made explicit in all contracts between the North Carolina Library Association or its representatives and any person and/or organization for the use of space and facilities for NCLA-sponsored events. If discrimination is proved on the part of any person or organization that has a contract with NCLA, the contract will be considered null and void.
Use of Name
No person or organization(s) may use the name of the North Carolina Library Association without prior consent in writing of the NCLA President, acting on behalf of the NCLA Executive Board.
Conflict of Interest Policy
All members of the Executive Board of the North Carolina Library Association shall avoid conflicts of interest and the appearance of impropriety with respect to Association business. Should instances arise where a conflict may be perceived, any individual who may benefit directly or indirectly from the Association's disbursement of funds shall abstain from participating in any decisions or deliberations made by the Board regarding the disbursement of funds. [Adopted by the Executive Board October 20, 2005
Frequently Asked Questions
The NCLA Executive Board
Who makes up the Executive Board?
The President, Vice President/President-elect, Secretary, Treasurer, Treasurer Elect, and two Director-at-Large, elected each biennium by the membership of the association.
The immediate past-President of the Association.
The chairs of sections and rounds table each biennium by the members of their sections or round tables.
The editor of North Carolina Libraries, appointed by the President with the concurrence of the Executive Board.
The North Carolina member of the American Library Association Council, elected every four years along with association officers.
The Southeastern Library Association representative, elected every four years.
An additional member of each section or round table whose membership exceeds 350 members on March 31 prior to the Biennial Conference.
An additional member of each section round table for every 200 members above the initial 350.
Who are the non-voting members of the Executive Board?
Non-voting members of the Executive Board may include the administrative assistant and parliamentarian if one is appointed by the President. Committee chairs report at Executive Board meetings, but do not vote with board.
What’s a section?
A section represents a type of library or field of activity clearly distinct form that of other sections. Sections may be organized by application, signed by 100 voting members of the Association, and approved by the Executive Board. Sections have their own budgets. They receive $5 from each NCLA member who joins the section, and may charge fees for events and programs. Sections often have their own committees for programming and other activities.
What’s a round table?
A round table represents a field of librarianship not within the scope of any single section. Round tables may be organized in the same way as sections are organized. Round tables have their budgets. The receive $5 from each NCLA member who joins the section, and may charge fees for events and programs. Round tables often have their own committees for programming and other activities.
What are NCLA Committees?
NCLA Committees include standing committees, ad hoc committees and commissions. They report to the Executive Board and carry out various staff functions for the organization. Standing committees perform the continuing functions of the organization. Ad hoc committees and commissions are created by the president for specific purposes and are dissolved after those purposes are fulfilled.
North Carolina Library Association Awards
Awards made by the North Carolina Library Association and its sections/round tables honor those who have served the library profession well or who have demonstrated the potential to do so. Complete information including criteria and application forms may be obtained from the appropriate section/round table or committee.
Centennial Conference Committee
North Carolina Library History Bibliography Subcommittee
- Wiley Williams
- Robert Anthony (University of North Carolina at Chapel Hill)
- Nicholas Graham (University of North Carolina at Chapel Hill)
- Plummer Alston “Al” Jones, Jr. (East Carolina University)
Centennial Conference Video Scrapbook Subcommittee
- Terry Beckwith (Wayne County Public Library)
- Denis Bosselman (Sandhills Community College)
- Shelia Bumgarner (Public Library of Charlotte and Mecklenburg County)
- Vanessa Gaskill-Hurtig (Carteret Community College)
- John Kincheloe (Meredith College)
- Pamela McCarter (Public Library of Charlotte and Mecklenburg County)
- June Power (University of North Carolina-Pembroke)
- Nicole Pugh (Public Library of Charlotte and Mecklenburg County)
- Trilby P. Weeks (Public Library of Charlotte and Mecklenburg County)
- Joel White (Forsyth County Public Library)
Centennial Exhibit Subcommittee
- Paula Brown (Gaston-Lincoln Regional Library)
- Shelia Bumgarner (Public Library of Charlotte and Mecklenburg County)
- Craig Fansler (Wake Forest University)
- Peggy Higgins (Brevard College)
- Victor Jones (New Bern-Craven County Public Library
- Cheryl McLean (State Library of North Carolina)
- Gena Moore (Central Piedmont Community College)
- Katie Schlee (Old Salem, Inc.)
- Marie Spencer (New Hanover County Public Library)
- Colleen Turnage (Queens University of Charlotte)
Centennial Handbook Subcommittee
- Plummer Alston “Al” Jones, Jr. (East Carolina University)
- Emily Gore (East Carolina University)
- Maurice C. York (East Carolina University)
Centennial Oral History Project
- Kevin Cherry (East Carolina University)
- Joan Sherif (Northwestern Regional Library)
- Linda Simmons Henry (Saint Augustine’s College)
- Joel White (Forsyth County Public Library)
Centennial Moments/Treasure Hunt Subcommittee
- Barb Gushrowski (University of North Carolina-Pembroke)
- Dianne Johnson (Wake Forest University School of Medicine)
- June Power (University of North Carolina-Pembroke)
- Marie Spencer (New Hanover County Public Library)
- Georgia Williams (Chowan College)
Library History Programming Subcommittee
- James V. Carmichael, Jr. (University of North Carolina at Greensboro)
- Patrick Valentine (Wilson County Public Library)
Centennial Time Capsule Subcommittee
- Eileen McGrath (University of North Carolina at Chapel Hill)
Chair, Centennial Conference History Committee
- Kevin Cherry (East Carolina University)
Chair, Centennial Conference
- John Via (Forsyth County Public Library
President, North Carolina Library Association
- Pauletta Brown Bracy (North Carolina Central University
NCLA Project Grants
NCLA Project Grants are funded by the profits from the biennial conferences of the Association. The intent of these grants is to return to the Committees, Sections, and Round Tables some part of the profit which their programs and participation helped create. The funds are also provided to NCLA sub-groups as an encouragement for potential growth and activity.
Project Grants are available for the following activities:
- Biennial Conference Programs
- Off-Year Conferences
- Workshops and Programs
- Publications
- Other Special Projects
Project Grants are available to:
- NCLA Sections
- NCLA Round Tables
- North Carolina Libraries
- NCLA Committees *
* Committees of individual Sections and Round Tables should apply through their Section or Round Table board.
Rules and Limits
- There is no limit to the number of grants a group may apply for. The Finance Committee may, however, consider the number of grants the group has already received when reviewing the grant.
- Profits made from non-Biennial Conference projects are retained in a Section or Round Table budget. However, profits made by NCLA Committees are returned to the Project Grant Fund.
- Grants are limited to a maximum of $1,500.00 per Section, Round Table, or NCLA Committee per grant. Groups may apply jointly and combine their maximum amounts (i.e., three sections applying jointly would be eligible for a maximum of $4,500.00 for a single grant).
- One application should be submitted per project. In cases of joint application, one group should prepare the grant and list co-sponsors.
- Grant application must include a time frame for the completion of the project and final expenditure and accounting of funds.
- Projects must be completed within the proposed time frame or groups must reapply for renewed funding.
- Capital purchases are not eligible for grant funds.
- Members of NCLA and other librarians in North Carolina may not apply grant funds to honoraria or travel expenses.
- Grant recipients must maintain complete and accurate records of all activities connected with the grant and report on all actual expenditures to the NCLA Treasurer. An evaluation of the project will be forwarded to the Chair of the NCLA Finance Committee within 60 days of completion of the project.
NORTH CAROLINA LIBRARY ASSOCIATION (NCLA)
RECOMMENDATION FORM
NCLA MEMORIAL SCHOLARSHIP, QUERY – LONG SCHOLARSHIP, OR MCLENDON STUDENT LOAN
__ _____________________________ _ _______________________
(Name of Applicant) (Address of Applicant)
The individual named above has applied for one of the scholarships administered by NCLA for studies in Library Science. This scholarship will be awarded to an individual who has an undergraduate degree, for initial or continued study in Library Science. The major factors considered in making the awards are: academic excellence, leadership and/or commitment to service, evidence of a commitment to a career in librarianship in North Carolina, and financial need.
The applicant above has given your name as a reference. Your acquaintance with this applicant will enable you to assist the NCLA Scholarships Committee in considering his or her qualifications to receive this scholarship.
Give us your opinion of the applicant’s qualifications by answering the question below.
Please type or print using black ink.
1. Is the applicant the type of person you would like to have as a librarian in your community, college, or school?
Yes___________ No___________
2. How would you rate the applicant’s capacity for becoming a leader or making important contributions to library science:
(Check one below.)
( ) Superior (Is likely to make outstanding original contribution to librarianship and/or has the capacity to become a leader in
the field.)
( ) Above Average (Definitely has above average ability and will make important contributions to the field of librarianship and/or be an excellent supervisor.)
( ) Average (Will be a competent librarian without making any original contributions and may be a satisfactory supervisor.)
( ) Fair (Has little imagination, is likely to perform satisfactorily under supervision, but does not have the potential to be a supervisor.)
What do you know of the applicant’s financial need?
Indicate any specific traits and competencies that you believe the applicant has to offer the filed of librarianship.
Please use a separate sheet for any additional evaluation of the applicant’s ability and character.
State the capacity in which you have been associated with the applicant.
Signed: ______________________________________________________________________ Date_________________
Title or Occupation: ______________________________
Place of Employment: ____________________________
Address: _______________________________________
________________________________________
Submit this form no later than May 30, 2003 to:
NCLA c/o Scholarship Committee
1811 Capital Blvd.
Raleigh, NC 27604-2144
Registration funds should be forwarded to the NCLA office upon receipt of registration or within 2 weeks of the completion of the event. Memberships received with registrations must also be forwarded to NCLA within 2 weeks of completion of the event. All membership taken with workshop registration also require a completed membership application. If possible have participant pay membership by a separate check from their workshop registration. Membership application must be submitted to the NCLA office with payment for their membership to be processed.
NC Libraries Board Editorial Staff
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EDITOR Ralph Lee Scott
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WIRED TO THE WORLD EDITOR Ralph Lee Scott
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Associate Editor for reference and Technical Services Roundtable Librarian/Curator of Research Collections
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ASSOCIATE EDITOR Elizabeth H. Smith
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ASSOCIATE EDS. FO ACADEMIC LIBRARIES Page Life
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ASSOCIATE ED. FOR SCHOOL LIBRARIES Diane Kester
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ASSOCIATE EDITOR & INDEXER Mike Van Fossen
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Associate Editor for Literacy Gale Greenlee
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LAYOUT EDITOR Michael Reece
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BOOK REVIEWS EDITOR Nicholas Graham
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Associate Editor for Membership Jennifer Smith
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ASSOCIATE ED. FOR WEB PUBLISHING Terry W. Brandsma
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LAGNIAPPE EDITOR Joseph Thomas Instruction/ReferenceLibrarian
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ASSOCIATE ED. FOR PUBLIC LIBRARIES Suzanne White
Jane S. McAllister
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EDITOR EMERITUS Plummer Alston “Al Hones Jr.
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CHECK ORDERS/GETTING BILLS PAID
There are several methods to pay for bills associated with NCLA, Sections,Round Tables, Committees, etc.
Prepaid by NCLA Member:
(This method is not recommended for large amounts that have sales tax -NCLA is able to request refunds of sales tax if NCLA pays the bill directly to the organization collecting the tax -if an NCLA member pays the bill and is reimbursed by NCLA, then the sales tax becomes an expense and is not reimbursable.)
Go to the NCLA website and download the Check Order Request.
Complete the Check Order Request -make sure you included where the money should come from -i.e. Section!/ Project Grant etc.
Provide all information listed on the check order.
Mail original check order and original receipts to the NCLA for processing. (to speed up payment -you may fax both check order and receipts -but originals must be sent to the office for filing.)
Please note that payment is made through Wachovia Electronic Bill Payment Center.
Processing time can average between
10-15 days depending on NCLA office schedule and the availability of the NCLA Treasurer.
Billing or Invoicing NCLA Office Direct. (This is a preferred method of payment for all items, is possible).
Have organization send bill (hard copy preferred but a fax is acceptable) directly to the NCLA office.
NCLA member authorizing bill should fax or mail a check order to the NCLA office with information pertaining to what the bill is for and which section/roundtable/committee etc. is responsible for the bill. This should be sent as soon as a contract is made -the exact mailing address or amount of bill not required. The check order should indicate a bill will be sent from the organization directly to the NCLA office.
If the organization sends the bill to the authorizing purchaser, then send the original bill and a check order (completed) to the NCLA office for processing.
Charges to NCLA Credit Card:
(Note -Credit Card information will not be provided to NCLA members directly. This will also require pre-planning as the NCLA office is not open 24-7
Contact the NCLA office with your request to have a vendor/organization contacted to have a bill paid by the NCLA credit card.
A completed check order is required indicating that the credit card is being charged -this can be faxed.
Please allow several days for NCLA office contact -remember NCLA office is only open 25 hours per week.
Special Service Issues:
Printing -NCLA has an account with Kinko's copies -NCLA authorized members can contact the NCLA office for the account number to use for charges -this account provides about a 50% discount -so it is worth your while to use it.
When placing order with Kinko's provide them with the account number and a Purchase Order or Reference note - which should be the Section/Roundtable/Committee name, and Project Grant or other identifying information for making charges.
Staples -Supplies: NCLA also has an account for supplies with Staples. This account can be used for online orders. Contact the NCLA office for information on placing supply orders.
Follow-up on Payments:
If you are waiting on a payment or have received a call from a vendor, please contact the NCLA office via email or fax to check on the processing of payments. Please allow 10-15 days from the time you submit a check order to receive the
Payment before having a follow-up requested. Also, please check with your vendors on checks received from the Payment Processing Center (that is what the envelope says) with NCLA in small letters on the check. All payments are made via Wachovia' s Electronic Bili Payment Service and will not include copies of invoices etc. If you absolutely must have a hand cut check with an invoice attached -please specify this on all check orders and allow up to 4 weeks for processing as this requires mailing of paperwork for approvals and signatures.
ALL PAPERWORK AND CONTACT REGARDING PAYMENTS SHOULD BE HANDLED THROUGH THE NCLA OFFICE TO MAINTAIN PROPER RECORDS OF PAYMENTS AND CONSISTENCY IN PROCESSING.
NORTH CAROLINA LIBRARY ASSOCIATION PUBLICATIONS
North Carolina Libraries (NCL) has been published continuously since 1942 as the official publication of the North Carolina Library Association. It is provided to members of NCLA and is available to non-members on a subscription basis. Financing is from Association funds supplemented by advertising revenue. Tar Heel Libraries has been provided to members of NCLA since spring 1980 as the result of a relationship with the Division of State Library approved by the NCLA Executive Board. These two publications coordinate efforts to bring news of interest to members of the Association and others. The Tar Heel Libraries mailing list is maintained by NCLA.
North Carolina Libraries Editorial Board
Membership:
- Editor (appointed by NCIA President each biennium, with concurrence of NCIA Executive Board)
- Associate Editors (two, appointed by the editor)
- Advertising Manager (appointed by the editor)
- Book Review Editor (appointed by the edito
- Indexer (appointed by the editor)
- Research Editor (appointed by the editor)
- Section and Round Table Editors (appointed every biennium by each section or round table)
- State Library Representative (appointed by State Librarian)
Specific Functions:
Editor
- Responsible for all phases of operation and publication.
- Responsible for final selection of material published.
- Reports to NCLA Executive Board on general program for NCL.
- Seeks assistance and suggestions from NCLA Executive Board and the membership as a whole.
- Serves as voting member of NCLA Executive Board.
Associate Editors
- Provide assistance to the editor.
- Serve as guest managing editors for issues as assigned by the editor.
- Assist in jury process for manuscripts submitted for publication.
- Report directly to the editor.
NCL Editorial Board
Advertising Manager
- Solicits advertisements from appropriate sources.
- Maintains appropriate records.
- Provides advertising copy to the editor on timely schedule.
- Reports directly to the editor.
Book Review Editor
- Responsible for selecting books and reviewers for "North Carolina Books" column.
- Compiles reviews and provides copy to the editor on timely schedule.
- Reports directly to the editor.
Indexer
- Indexes NCL on continuous basis.
- Provides final copy of index to the editor prior to publication of final issue of volume.
- Re:ports directly to the editor.
Research Editor
- Responsible for preparation of "Library Research in North Carolina" column.
- Reports directly to the editor.
Section and Round Table Editors
- Represent section or round table on NCL Editorial Board.
- Represent NCL to section or round table.
- Solicit and provide initial review of manuscripts to be published in NCL.
- Review manuscripts as requested by the editor, providing recommendation and review on timely basis.
- Attend NCL Editorial Board meetings regularly.
- Serve as guest editors of issues or special sections of articles as requested by the editor.
NCLA Project Grants Application Instructions
The NCLA Project Grants Fund is administered by the NCLA Finance Committee. All grants will be reviewed by the committee. Please take time to explain your program/project in enough detail that the Committee can make a reasonable evaluation of its merits and its relations to NCLA objectives. Feel free to add any additional information or comments that will help the committee understand your proposal.
Submit: NCLA PROJECT GRANTS APPLICATION (printable form available in PDF) signed by appropriate officials, a Statement (see below), and other relevant forms. Most workshops and programs will need NCLAProject Grants Application Worksheet - Proposed Budget for Workshop or Program (printable form available in PDF), most publications and projects only will need NCLA Project Grants Application Worksheet - Proposed Budget for Publications or Other Non-Workshop Projects (printable form available in PDF). DO NOT FORGET TO INCLUDE THE STATEMENT.
The Statement should cover all the following points
- Needs assessment verifying that the proposed project or program is relevant, timely & not-redundant.
- Project or program's objectives and how/what NCLA Objectives they relate to.
- Short description of the project or program.
- Intended participants, audience or beneficiaries (e.g., public, educators, professional or support library staff, those experienced or inexperienced in library work, etc.)
