OASL Policies & Procedures:

1.0 Legal Requirements | 2.0 Organizational Structure | 3.0 Finances | 4.0 Conferences | 5.0 Executive Director | 6.0 Memorials | 7.0 Awards | 8.0 Scholarships

1.0 Legal Requirements

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1.1 Incorporation
1.1.1 The Oregon Association of School Libraries (OASL) is incorporated as a non-profit organization under laws of the State of Oregon.
1.1.2 The Certificate of Incorporation is in custody of the Executive Director of the organization.
1.1.3 Incorporation is renewed annually.

1.2 Mailing Policies
1.2.1 The permanent address of the organization is the residence of a board or past board member (rev. 5/2011), and is currently:   

Oregon Association of School Libraries
860 S. Clematis Rd.
West Linn, OR 97068

1.2.2 A bulk-mailing permit is available for organizational activities. If a mailing consists of 200+, it may be sent bulk mail. Notify the Secretary to use this procedure before preparing materials to determine the specific procedures. Bulk mail can only be sent out through OASL printer / mailing service. Bulk mailings should be forwarded to the OASL printer/mailing service no later than 2 weeks before the stated mailing date.
1.2.3 For mailings of fewer than 200 pieces, members should purchase stamps and  request reimbursement from the Treasurer. Mailings need to be approved in advance by a board member and costs will be charged to the appropriate budget account.
1.2.4  Membership Mailing Labels
1.2.4.1 Membership labels will be provided free to Board members, committee chairs, or members assisting with a project          directed by the Board. They are available from the Membership Chair. They can be requested in Zip order, by region, or by membership division.
1.2.4.2 Membership labels can be purchased for $50 by an OASL member from the Membership Chair. Allow at least two weeks for the request to be handled.
1.2.4.3 The Executive Committee may donate sets of membership labels to any non-profit organization, as long as the proposed mailing will be of benefit to the membership.

1.3 Internal Revenue Service
1.3 The Treasurer will file the required tax documents annually.

1.4 Insurance
1.4.1 The Association shall carry a blanket liability policy.
1.4.2 The Association shall carry a Bond on the Treasurer, President, Membership Chair, and Executive Director.

 
2.0 Organizational Structure

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2.1 Meetings
2.1.1 Board of Directors meets 3-4 times annually as scheduled by the President. One of the meetings takes place at the Fall Conference. (rev. 10/2010)
2.1.2 Board of Directors’ meetings are open to all OASL members.
2.1.3 Agenda items shall be submitted to the President three weeks in advance of the Board of Directors’ meeting.

2.2 Committee Reports
2.2.1 Written reports of committee activity will be submitted by committee chairs to the President prior to each board meeting. An annual summary will be presented at the summer meeting.  (rev. 5/20)
2.2.2 If a board member has reason to open a checking account for an OASL project, a financial report of the activity shall be submitted to the Treasurer at the time that the checking account is closed.

2.3 Public statements made on behalf of OASL need to be authorized by the Board.

2.4 Committees
2.4.1 Standing Committees - Chairs appointed by the President and/or President-Elect following the schedule below: (rev. 8/97, 10/2010)
2.4.1.1 Even Years

 

  • Archivist
  • Awards  
  • Commercial Representative
  • Elementary Level Building Rep

  • High School Level Building Rep
  • Intellectual Freedom
  • Membership
  • Oregon School Library Information System (OSLIS)
  • Paraprofessional Representative
  • Promotions
  • Parliamentarian
2.4.1.2 Odd Years
  • Beverly Cleary Children’s Choice Award (BCCCA)
  • District Level Representative
  • Higher Ed Representative
  • Interchange Editor
  • Interchange Advertising Manager (appointed, but part of Interchange Committee)
  • Listserv
  • Middle / Junior Level Representative
  • Oregon Battle of the Books (OBOB)
  • Scholarship
  • Webpage

2.4.1.4 Committee Representation Assignments – See Job Descriptions
OLA Legislative Committee (see Immediate Past President’s job description)
OLA-OASL Joint Committee (see job descriptions of President-elect, President, and Immediate Past President) Intellectual Freedom – See Job Descriptions
2.4.1.5 Nominating Committee --See Bylaws
2.4.2 Committee chairs shall appoint members of their committee.
2.4.3 Recommendations shall be developed in committee and brought by the chair to the Board for approval.
2.4.4 Committee chairs shall communicate with members of their committee at least four times each year.
2.4.5 Committee meetings shall be called as needed at the discretion of the committee chair.
2.4.6 Committee chairs shall attend Board of Directors’ meetings.
2.4.7 Committees are allocated funds in the annual budget. Committee chairs shall keep a record of committee expenditures. The chair may request additional funds.
2.4.8 OASL and OLA agree to work cooperatively with the Intellectual Freedom and Legislative Committees.
2.4.9 The President-Elect shall appoint the committee chairs who will take office during the President-Elect’s term as President.

2.5 Regional Representative Responsibilities  -- See job description
2.5.1 Attend Board of Directors’ meetings.
2.5.2 Communicate with membership in region at least once a year.
2.5.3 Co-ordinate a regional conference. A regional representative manual has been developed to help in planning the conference.
2.5.4 Recruit candidates for and coordinate election for regional representative(s).
2.5.5 Regional representatives from odd number regions are elected in odd years; those from even numbered regions are elected in even numbered years.

2.6 Board of Directors - Each member of the Board shall operate according to the job description of their position. Job descriptions and timelines are included in the appendix. Specific committee policies and OASL Bylaws are also in the appendix.
2.6.1 All members of the full Board of Directors have voting privileges at meetings.

Board Member Role

Year Appointed

President

 

President-Elect

Elected every year

Immediate Past President

 

Secretary

Even

Treasurer

Odd

Exec Board Members at Large (2)

Elect one each year (from full board)

Regional Representatives (7)

Even numbered regions in even years; odd numbered regions in odd years

Building Representatives (3)

 

       Elementary

Even

       Middle / Junior

Odd

       High School

Even

District Level Representative (rev. 5/91)

Odd

Higher Ed Representative

Odd

Paraprofessional Representative

Even

Commercial Representative

Even

Archivist

Even

Awards

Even

BCCCA

Odd

Fall Conference Chair

Every

Intellectual Freedom

Even

Interchange Editor

Even

Listserv

Odd

Membership

Even

OBOB

Odd

OSLIS

Even

Parliamentarian

Even

Promotions

Even

Scholarship

Odd

Webmaster

Odd

 

2.6.2 Representatives to the board are requested to attend board meetings to further collaboration between our respective organizations:

  • Oregon Department of Education Representative - selected by ODE
  • Oregon Library Association Representative - selected by OLA
  • Oregon Reader’s Choice Award Representative  – selected by ORCA Committee         
  • Oregon State Library Representative - selected by OSL

2.6.3 Committee chairs and representatives shall be invited to board meetings.

2.7 Executive Committee
2.7.1 Membership
       President
       Immediate Past President
       President-Elect
       Secretary
       Treasurer
       Members at Large:  Two (2) members elected from the members of the Board of Directors for a one-year term.
2.7.2 Meetings are at the discretion of the President or at the request of any member of Executive Committee.
2.7.3 Minutes are distributed to the Board of Directors.

3.0 Finances

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3.1 Budget
3.1.1 The proposed budget shall be developed by the President-Elect and the Treasurer with requests for input from board members and committee chairs.
3.1.2 The budget shall be presented to the Board for discussion, revision and approval at the Fall board meeting.
3.1.3 Board members who have been allocated funds need to keep a record of their expenditures.
3.1.4 The Executive committee must approve all over-budget amounts before the expenses are incurred.

3.2 Reimbursement
3.2.1 Board members or their designees shall be reimbursed or receive payment for any actual and necessary expenses incurred in the course of performing assigned responsibilities and duties as outlined in their job description. Committee members’ expenses shall be authorized for reimbursement by the appropriate chairperson. Reimbursement amounts are established by the OASL Board of Directors. Receipts must be attached for reimbursement.
3.2.2 Transportation
3.2.2.1 Automobile: Board members and other authorized members shall be reimbursed at the rate of 55 cents per mile for travel to and from Board authorized meetings, effective as of July 1, 2001. (rev. 1/01; rev. 5/10) Carpooling is recommended whenever possible.
3.2.2.2 Common carrier travel: Expenses for common carrier travel shall be prepaid whenever possible. Otherwise, the Board shall reimburse the member for out-of-pocket expenses. It is expected that the most inexpensive rates will be used.
3.2.3 Meals and lodging
3.2.3.1 Meals will be reimbursed at a rate considered usual and customary for the time, season and location.
3.2.3.2 Lodging will be reimbursed at a rate considered usual and customary for the location. (rev. 2/99, 5/2010)
3.2.4 Reimbursement forms shall be signed by the committee chair or other board member and submitted to the Treasurer. Receipts should be attached.
3.2.5 National delegates shall be reimbursed for all normal expenses connected with attendance at the national convention they are attending.
3.2.6 Fall Conference Expenses: Neither committee nor regional mileage expenses will be paid for meetings held in conjunction with the Fall Conference.

3.3 Checking Accounts
3.3.1 The Treasurer must authorize the opening of a checking account for OASL business. The OASL TAX ID number must be used to open any account.
3.3.2 Checking accounts must be closed and funds returned to the Treasurer within six (6) months of the completion of the activity, and
not later than June 30th.

4.0 Conferences

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4.1 Fall Conference – See conference manual.

4.1.1 Schedule
4.1.1.1 Fall Conference is held on Oregon’s statewide in-service day.
4.1.1.2 Fall Conference shall be held in various locations of the state. It should be outside the Portland area at least every other year.
4.1.1.3 OASL shall attempt to schedule a joint conference with WLMA every 5 years.
4.1.1.4 Conference planning committee chairs shall receive free conference registration.

4.2 Regional Conferences
4.2.1 Each region shall offer its members a conference for professional growth annually.
4.2.2 The OASL board shall provide seed money if requested.
4.2.3 Regions shall return seed money and profits (if any) to the Treasurer. Regional conferences are meant to be professional growth activities, not profit making ventures.
4.2.4 All conference funds shall be returned to the Treasurer along with a financial report by June 1.
4.2.5 A regional conference manual is available.

4.3 National Delegates (effective 7/1/88, rev. 5/18/91)
As an affiliate organization of the two leading national library media associations, it is in the best interests of OASL to maintain consistent representation. These associations are ALA (American Library Association), and AASL (American Association of School Librarians).  Benefits to OASL include grassroots input into the governance of the national organizations, improvement of OASL’s governance, improved leadership skills of Board members, improved continuing professional development at OASL’s conferences, INTERCHANGE coverage of issues affecting Oregon’s librarians, and the sharing of OASL’s direction and accomplishments nationally.
4.3.1 Delegate Assignment:

  • ALA National Convention (Summer): 
  • President and President-elect; this gives 2-year continuity of representation.
  • AASL (Fall every odd year): President or designated board member.
  • National Library Legislative Day (Spring):
  • Past President or designated Association representative with knowledge of state association and legislative activities of the association.

4.3.2 Expectations
4.3.2.1 Attendance at ALA  and AASL shall be emphasized to the President and President-Elect when they agree to be on the ballot. If it is impossible for them to attend, then the Board should decide on the person chosen to attend in their place.
4.3.2.2 All governance sessions, including the affiliate assembly, shall be attended and preparations shall be made prior to conferences to propose resolutions of benefit to OASL.
4.3.2.3 A written report shall be provided to the OASL Board.
4.3.2.4 An article outlining highlights and issues affecting OASL members shall be prepared. Collaboration with other members who may have attended is encouraged.
4.3.2.5 Participation in professional growth sessions will be considered as a basis for suggesting OASL Conference sessions and speakers.
4.3.2.6 Materials which are representative of OASL’s activities shall be distributed at national conference meetings.
4.3.2.7 Through their terms, the President and President-Elect must maintain active membership in ALA and AASL affiliate organizations: and American Library Association / American Association of School Librarians (ALA/AASL).
4.3.3 Alternates
All efforts to maintain consistency of representation are necessary. However, it is recognized that there may be individual circumstances which alter the established pattern. If so, the affected OASL delegate officers may negotiate alternative arrangements. All such changes are subject to prior approval by the Executive committee (full board if possible).
4.3.4 National Conference Expense Reimbursement (rev. 6/2/90)
4.3.4.1 OASL will prepay registration, plane fare, and hotel rooms when requested.
4.3.4.2 Other reasonable expenses will be paid upon submission of labeled receipts.
4.3.4.3 OASL will reimburse for reasonable expenses related to registration, airfare, mileage, lodging, meals, parking, etc. The Executive committee will be asked to authorize expenses questioned by the Treasurer. OASL will not reimburse for expenses related to alcoholic beverages or other recreational activities.
4.3.4.4 Conference attendees are encouraged to use a major credit card for all expenses. When possible, meals and other hotel related expenses should be charged to the room so that one itemized bill will be provided. Receipts for other meals, etc., should be labeled with the establishment’s name and the purpose of the expense when being submitted for payment.
4.3.4.5 Upon presentation of receipts, the Treasurer will provide reimbursement in a timely manner.

5.0 Executive Director

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5.1 Duties and responsibilities of an Executive Director are stated in the job description in the Appendix.

5.2 An employment contract for an Executive Director including salary agreement is negotiated between the Executive committee and the Executive Director annually.

5.3 Evaluation of the Executive Director’s performance shall be performed annually by the Executive Board.

6.0 Memorials   (Adopted 10/86)

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6.1 Memorial for an OASL member: the President shall authorize the Treasurer to send the Memorial in the Association’s name. The Treasurer shall report the Memorial to the Association at the next full Board Meeting. The Memorial amount shall be set by the President and could be added to by the Board at the meeting at which it is reported.

6.2 Recommended Guidelines
Current or Past Officers/Committee Chairs: Contribution of up to $100 made in the member’s name to the charity of the family’s choice.
Active members of the OASL organization (period of time): Contribution of up to $50 made in the member’s name to the charity of the family’s choice.

7.0 Awards (Adopted 10/93)

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7.1 School Librarians of the Year
7.1.1 The award shall be given to school librarians who demonstrate exceptional performance as a teacher, an instructional consultant, an information specialist, and leader.
7.1.2 The Awards committee shall publish the award’s criteria and call for nominations at least once a year in Interchange, the OASL Newsletter, and via the OASL listserv.
7.1.3 Nominations shall be made by an administrator, teaching colleague or OASL member.
7.1.4 Each nominee shall be a licensed librarian, a member of OASL, and currently working at an elementary, secondary, and/or district level media position.
7.1.5 The application shall be completed by the nominator(s) and/or the nominee. The nominee may reactivate their application for one additional year. (rev. 1/01)
7.1.6 The names of the nominees shall be published to the membership.
7.1.7 The Awards committee shall select up to three award recipients, one from each of the categories of elementary, secondary, and/or district levels, as applications merit.
7.1.8 The award recipients’ nominator will be notified and invited to inform the award winner, and to introduce the winner at the Fall Conference. 
7.1.9 The award recipients’ school district administration and local newspapers shall be notified of the award.
7.1.10 Each award recipient shall receive the award at the Fall Conference and shall be given two complimentary meal tickets for the presentation. There shall be no reimbursement for recipients’ other expenses.
7.1.11 Each award recipient shall write an article for Interchange.
7.1.12 Each of the remaining applicants shall receive a letter of notification and appreciation, shall be recognized at the Fall Conference, shall receive a certificate of commendation, and their nominating person shall receive a letter of appreciation.

7.2 Paraprofessional of the Year
7.2.1 This award shall be given to a library paraprofessional or library assistant who demonstrates exceptional performance in his/her job.
7.2.2 The Awards committee shall publish the award’s criteria and call for nominations at least once a year in Interchange, the OASL Newsletter, and via the OASL listserv.
7.2.3 Nominations shall be made by an administrator, teaching colleague or OASL member.
7.2.4 Each nominee shall be a member of OASL, and currently working in an elementary, secondary, and/or district level media position.
7.2.5 The application shall be completed by the nominator(s) and/or the nominee. The nominee may reactivate their application for one additional year. (rev. 1/01)
7.2.6 The names of the nominees shall be published to the membership.
7.2.8 The award recipient’s nominator will be notified and invited to inform the award winner, and to introduce the winner at the Fall Conference. 
7.2.9 The award recipient’s school district administration and local newspapers shall be notified of the award.
7.2.10 The award recipient shall receive his/her award at the Fall Conference and shall be given two complimentary meal tickets for the presentation. There shall be no reimbursement for the recipient’s other expenses.
7.2.11 The award recipient shall write an article for Interchange.
7.2.12 Each of the remaining applicants shall receive a letter of notification and appreciation, shall be recognized at the Fall Conference, shall receive a certificate of commendation, and their nominating person shall receive a letter of appreciation.

7.3 Distinguished Library Service Award for School Administrators
7.3.1 The award shall be given to an administrator who supported an exemplary school library media program and who made an outstanding and sustained contribution advancing the role of the school library media center.
7.3.2 Nominees shall be county, district, or building administrators, directly responsible for a school or group of schools or responsible for broad instructional leadership. 
7.3.3 The Awards committee shall publish the award’s criteria and call for nominations at least once a year in Interchange, the OASL Newsletter, and via the OASL listserv.
7.3.4 Nominations shall be made by school library media specialists, district library media supervisors and district or local library media organizations.
7.3.5 The Awards committee shall select an award recipient, as nominations merit.
7.3.6 The award recipients’ nominator will be notified and invited to inform the award winner, and to introduce the winner at the Fall Conference. 
7.3.7 The award recipient’s school district administration and local newspapers shall be notified of the award. 
7.3.8 The award recipient shall receive the award at the Fall Conference and shall be given two complimentary meal tickets for the presentation. There shall be no reimbursement for the recipient’s other expenses.
7.3.9 Each award recipient shall write an article for Interchange.
7.3.10 The remaining nominees shall receive a letter of notification and appreciation, shall receive a certificate of commendation, and their nominating person shall receive a letter of appreciation.

7.4 Lifetime Achievement Award
7.4.1 The award celebrates an individual’s exemplary contribution to Oregon school libraries.
7.4.2 The award may be awarded to individuals: who were born in Oregon and have spent a substantial portion of their lives in the state or who have lived in Oregon during a substantial portion of their careers; or who have created books, media or technology of lasting value and enjoyment for Oregon children and young adults, or who have made other major contribution to school libraries and media centers; or whose work represents the finest quality and/or innovation.
7.4.3 The award is bestowed as deserved, not necessarily annually.

7.5 Honorary Life Membership Award (approved 8/11/95)
7.5.1 Honorary Life Membership may be conferred upon an individual who is retired or near retirement and who has shown leadership in OASL and made a notable contribution to library/media service in Oregon.
7.5.2 To be eligible for Honorary Life Membership, an individual shall have made a contribution of outstanding and lasting importance to Oregon school libraries and have a record of active involvement in the Association. The Honorary Life Membership should not be conferred simply as a reward for longevity of passive committee or organizational activity. Honorary Life Membership recognizes an accumulation of years of service.
7.5.3 Normally the individual should have made a contribution to library/media in Oregon and it should have been of more than local or limited achievement. Under extraordinary circumstances an Honorary Life Membership may be awarded to an individual who has made an outstanding national contribution in the interest of school libraries.
7.5.4 The Executive Committee nominates and selects the Lifetime Achievement award recipient.
7.5.5 The Past-President notifies the award winner, and invites him/her receive the award at the Fall Conference.
7.5.6 The Past-President notifies the Award recipient’s local newspapers.
7.5.7 The Award recipient shall receive the award at Fall Conference and shall be given two complimentary meal tickets for the presentation. The recipient’s expenses shall not ordinarily be reimbursed. However, the Awards committee may request approval of such expenses by the Board at the time of the nomination.
7.5.8 Honorary Life membership entitles the person to all rights and privileges of the Association without payment or dues.

8.0 Scholarships

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8.1 Up to three OASL scholarships of $800 each may be awarded annually to cover actual course tuition fees. (rev 10/2000).

8.2 Undergraduate students working toward an Ed. Media endorsement or individuals studying at the graduate level in the fields of educational media or instructional technology shall be eligible for an OASL scholarship. The scholarship grants may be used to assist recipients to further their education in a summer session or academic year of study at any accredited college or university in Oregon.

8.3 The availability of OASL scholarship grants will be publicized in a timely manner in Association publications.

8.4 Scholarship recipients are selected by the Scholarship committee based on the following criteria:
8.31 Applicant is a member of OASL with potential for contribution to the Association.
8.32 Application includes description of experience related to the field of educational media, communications or technology, such as employment, field experience, coursework, and/or service to the field through OASL activities and membership in other professional organizations, etc.

8.4 Applicants must submit two letters of recommendation from persons familiar with the candidate’s qualifications and leadership potential.

8.5 Applicants must submit a 5x7” color or black and white photograph to the Scholarship chair with the completed application.

8.6 Selection of finalists and award amounts are subject to budget constraints and the quality of the applicant pool.

8.7 Scholarship recipients will be invited to be the annual Fall Conference Business Luncheon, and will be provided two complimentary luncheon tickets.

8.8 Scholarship recipients must submit proof of course completion to the Scholarship chair at the conclusion of the term.

 

Revised: 10/2011

Revised 7.1.3, 7.2.3:  10/2013