[Chapters-l] Annual Report & Award Submission Project

[Wallace, Amy]

Hi Chapter Leaders,

 

Sorry to miss some of you at the annual meeting.  We had a very
productive planning breakfast.  Beata and I thought it might be prudent
to focus on one doable project this year.  Based on feedback we have
heard that completing annual reports and completing chapter award
submissions can be time consuming and tedious.  So we would like to look
at ways to streamline the process for both annual reports and awards
submissions.  We posed three questions at the planning breakfast.  Below
was the input we received.  No all chapters were represented at the
breakfast so I want to give them an opportunity to provide their
feedback on these questions before we begin work on this project.
Please email me any feedback by November 15, 2007.

 

Thanks,

 

Amy

 

What do we want to know about other chapters? 

*	Number of members
*	Number of events and attendance by members and non members.
*	Innovations from other chapters and tips. (E.g.) newsletters,
virtual meeting. 
*	Financial Information
*	up coming people (Leaders) 
*	Information about student chapters.
*	I want to I find out form their website what they are doing.
*	I don't care to read the annual report.
*	What are the chapters doing for membership?
*	Online forms for end of year reports, warning for deadlines at
least two months. 
*	Wiki with email reminder, personal and even over chapter list
serves.
*	Events and meetings, other chapter events and how successful
these events are these are great for program ideas.
*	Unified list of programs given.
*	Organizational chart of ASIST.
*	What programs they had.
*	Programs used and ways to increase membership.
*	Stats are important but not certain of value except to chapter.

 

What structural changes could help make it easier?

*	Send the form to chapter chair.
*	Web form where you fill in the RQP info. 
*	Assign new chapter officers to a mentor or buddy from other
strong chapters.
*	Send reminders out before hand.
*	Form/template submit annual report via the website. Or
communicate where form is.
*	It is Difficult to win awards when you are small. So, for awards
difficult to participate- only spend time to support the process because
it is important. 
*	Easy online submission
*	Template with blocks to enter report information. And separate
page for instruction and description of what should be included.
*	Reminder to chair and other officers.

 

How should we share this information

*	How to share their reports should be easily accessible on the
web.
*	Get notification out to chapters when reports are on the web.
*	Way to repurpose this info on chapter websites to share with our
own local members.
*	Wiki
*	Chapters-L
*	Go to leadership committee.
*	Have a section of sample reports on the website, with info on
who receives the report and the dates due.
*	Well, Chapters should keep on their site although given the
length this makes it difficult, we will run out of space.

 

 

Amy Wallace
Head of Public Services and Outreach
University Library
California State University, Channel Islands
One University Drive
Camarillo, CA 93012
Phone: 805.437.8911
Email: amy.wallace at csuci.edu

 

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