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Association for Library Service to Children

Website Advisory Committee Manual

October 2013

ALSC Website Advisory Committee ManualOctober 2013

FOREWORD

This manual has been prepared to aid members of the ALSC Website Advisory Committee in their duties as a virtual committee. With sections on background information, procedures, and roles, and general work deadlines, it is a guide to aid committee members in performing their responsibilities during their term of membership. During his/her committee term, each member should expect to become familiar with the scope and organization of the ALSC website (www.ala.org/alsc), to ensure a site that contains content and resources that are up-to-date, relevant, and valuable to librarians serving youth.

The work of the ALSC Website Advisory Committee is limited to the main ALSC site at www.ala.org/alsc and does not include microsites such as Every Child Ready to Read, Great Websites for Kids, Everyday Advocacy, ALSC Matters!, etc.

Edited/Approved by:Betsy Fraser and Mary Schreiber2013-2014 WAC Co-ChairsOctober 2013

Drafted by:Laura Schulte-CooperALSC Program Officer, CommunicationsApril 2013

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http://www.ala.org/alsc



TABLE OF CONTENTS

FOREWORD 2

PART I: BACKGROUND INFORMATION 4

Committee Function Statement 4The Committee 4Committee Terms 4Attendance at Meetings 5Electronic Communication 5

PART II: COMMITTEE WORK 6

Overview 6General Guidelines for Virtual Committees 6Committee Functions 6General Schedule 7Website Advisory Committee Guidelines 7Communication 7Site Reviews: Professional Content 7 - Process for Proposing New Content 8 - Process for Proposing a Revision to or Deletion of Content 8Site Reviews: General Maintenance 9Working with Other ALSC Committees 10Calendar/Deadlines 10

PART III: ROLES AND RESPONSIBILITIES 11

Committee Co-Chairs 11ALSC Staff 12ALSC Board of Directors 12ALSC President-Elect 12ALSC President 12Priority Group Consultant 13

PART IV: APPENDICES 14

- A. Important/Useful Websites to Bookmark - B. New Content Proposal Form - C. Content Change Proposal Form - D. Letter to Employer

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PART I: BACKGROUND INFORMATION

In the fall of 2011, the ALSC Board of Directors established a Website Advisory Task Force (WATF) “to recommend ongoing processes and procedures for evaluating the ALSC website in coordination with the ALSC Program Officer for Communications on a twice-yearly basis.” After a thorough review of the website, the task force recommended, in its report to the ALSC Board of Directors, “that a group of people work on evaluating and updating the website” and provided a general outline on the timing of site evaluations and updates.

In December 2011, in response to the task force’s report, the ALSC Program Officer for Communications made two recommendations to the Board of Directors: (1) establish a Website Advisory Committee (WAC) and (2) create a Guidelines document for the WAC’s use. The Program Officer’s report went on to state, “The WATF report put forth great recommendations for website evaluation and updates to be made by a group of at least five people; in addition, I’d like to emphasize the importance of tapping this group for content/subject matter support and guidance. Whereas the ALSC office is well suited and equipped to manage information on the website that regards association news, awards, events, etc., we really rely on our member leaders for direction on professional content, the materials and resources youth services librarians need to do their jobs day-to-day. A Web Advisory Committee could fulfill that consultant role very well.”

In June 2012 at the ALA Annual Conference, the ALSC Board of Directors "Approved, creation of the Website Advisory Committee to provide direction, guidance, and support regarding the content, currency, and relevance of the ALSC website.”

This manual serves as the “guidelines” document for WAC use.

A. Committee Function Statement

The Website Advisory Committee provides direction, guidance, and support regarding the content, currency, and relevance of the ALSC website. The committee works with ALSC staff and other ALSC committees to ensure that content on the ALSC website addresses ALSC priorities set forth in the Strategic Plan.

B. The Committee

The virtual committee is comprised of five (5) members appointed from the membership at large and serving a two-year term. Two co-chairs each serve a one-year term. (2 co-chairs, plus 3). Except for the first year of the committee, there should always be one chair with a year's experience as chair.

Established: June 2012 at the request of the ALSC Board of Directors.

Two Co-chairs, and three members (5 total)

C. Committee Terms

Terms are to begin at the end of the Annual Conference following appointment.

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D. Attendance at Meetings

It is helpful if newly appointed members can attend, as observers, the meetings at the ALA Annual Conference prior to the beginning of their term to familiarize themselves with procedures. Members are not required to attend the Midwinter Meeting or Annual Conference of ALA since all of the work of the committee is done on an electronic basis.

It is recommended that those in Co-Chair positions be able to attend these conferences in order to remain in contact with the ALSC Priority Group Consultant assigned to the committee, as well as with the current ALSC President and Board.

If, during a member’s term, he or she finds for any reason that it is impossible to continue in the committee’s work, the member should resign immediately so that selection of a replacement may be made as quickly as possible. Resignations, in writing, are addressed to the ALSC President and Priority Group Consultant with copies to the committee Co-chairs, ALSC Executive Director, and Program Officer for Communications.

E. Electronic Communication

Electronic communication is the method of distributing information from the Co-Chairs to committee members, the regular discussion of procedural issues, and, at the discretion of the Co-Chairs, the open discussion among committee members of matters of concern. The Committee adheres to the “Guidelines for Electronic Communication for ALSC Committees,” adopted by the ALSC Board in 2000 and printed as Appendix G in the Division Leadership Manual. Also refer to Appendix A of this document for helpful websites with tips on virtual committee work and collaboration.

The Co-Chairs will establish ground rules for electronic communication by the committee at the beginning of each term. At times, the Co-Chairs may invite open discussion on a matter of concern. The Co-Chairs facilitate such open discussion. As this is a virtual committee, all final decisions of the committee will be made electronically.

In the event that confidential communication is necessary, there are several ways to help ensure confidentiality. For e-mail, include the word “confidential” on the subject line or as part of the transmission options. For FAX communication, include the word “confidential” on a cover sheet. It is also recommended that all correspondence for this committee have “ALSC Website Advisory Committee” placed first on the subject line, so committee members are alerted to a committee communication in their mailboxes.

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PART II: COMMITTEE WORK

A. Overview

The work of the ALSC Website Advisory Committee is limited to the main ALSC site at www.ala.org/alsc and does not include current “microsites” such as Every Child Ready to Read, Great Websites for Kids, Everyday Advocacy, ALSC Matters!, and Día, or any future “microsites.”

As an entity of the greater American Library Association website (www.ala.org), the ALSC website (www.ala.org/alsc) is subject to web policies and style guidelines put forth by ALA. Likewise, in regards to content management systems, site functionalities, and general architecture, the ALSC site is governed by and follows prevailing ALA site technology and standards. Consequently, the work of the ALSC Website Advisory Committee concentrates on website content as opposed to site functionality and/or architecture.

B. General Guidelines for Virtual Committees

ALSC provides resources to help foster smooth and effective virtual committee work. Please read the “Best Practices for Virtual Committee Work” at http://wikis.ala.org/alsc/index.php/Best_Practices_for_Virtual_Committee_Work and “General Tips and Advice for Virtual Collaboration” at http://wikis.ala.org/alsc/index.php/General_Tips_and_Advice_for_Virtual_Collaboration.

C. Committee Functions

In accordance with guidelines established within this manual, the Website Advisory Committee:

1) monitors the website on an ongoing basis to ensure that content is relevant, timely, accurate, and complete; and completes routine maintenance tasks such as link checking;

2) recommends editorial content for the website and liaises with appropriate ALSC member groups in the development of recommended content;

3) works collaboratively with ALSC staff who will maintain and update website content;

4) advises the Association on priorities and strategies that promote use of and continued content development for the ALSC website;

5) develops, recommends, and reviews policies for the ALSC website, as needed;

6) provides assistance to ALSC when ALA calls for recommendations and action regarding evaluation, testing, and implementation of web-related products and services.

7) liaises with the ALA Web Advisory Committee. The ALSC Website Advisory Committee Chair serves as the ALSC representative to the ALA Web Advisory Committee, communicating ALSC Board recommendations for improvements to the ALA website and advising the ALSC Board on activities of the ALA Web Advisory Committee.

The Website Advisory Committee’s main task is to review and evaluate all professional content on the ALSC website, primarily found in, but on limited to, the sections “Professional Tools” and “Communications & Publications | Book Lists.”

The Website Advisory Committee also periodically reviews the entire ALSC site (www.ala.org/alsc) to identify broken links and information/announcements that are outdated.

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http://wikis.ala.org/alsc/index.php/General_Tips_and_Advice_for_Virtual_Collaboration

http://wikis.ala.org/alsc/index.php/Best_Practices_for_Virtual_Committee_Work


http://www.ala.org/



D. General Schedule

It is understood that all committee members will be working on various aspects of the committee’s work during the course of the year. Because of the great amount of work involved and because the work needs to flow with a certain degree of regularity, it is essential that committee members note the schedule for the professional content review and maintenance checks and adhere to it.

Committee work begins at the close of Annual Conference (or around July 1) with an introduction of committee members, an overview of the committee’s process, distribution of this manual, and a general discussion of the committee’s work for the upcoming year.

In July, the co-chairs communicate with ALSC committee chairs, introducing themselves and the WAC’s function to newly appointed committee chairs.

In October, the committee performs a maintenance check on the site. Broken and misdirected links, and those links without alt tags, and outdated information* and announcements are reported by the end of October to the co-chairs, who compile one complete list of updates to send to the ALSC Office.

In March, committee members review the professional content on the website (primarily found in, but on limited to, the sections “Professional Tools” and “Communications & Publications | Book Lists”); any recommendations for deletions, revisions, and/or additions are due to the co-chairs at the end of March.

The committee as a whole discusses and determines necessary deletions, additions, and revisions in April/May. If proposed deletions/revisions are routine—such as addressing obviously outdated information—no group discussion is necessary. When content in question was created by an ALSC committee or other ALSC working group, that group will be consulted to provide an assessment of the content and suggestions for necessary action.

*Note: Certain outdated information may remain on the website for historical purposes (e.g., ALSC Board Actions, Notable media lists). If there is any need for clarification as to content to be considered for removal due to datedness, contact the ALSC Program Officer, Communications.

E. Website Advisory Committee Guidelines

- Communication

• Each email subject line should begin with “ALSC Website Advisory Committee: <specific topic>” to help committee members quickly identify committee correspondence and follow subject threads. (Please also indicate the year of your committee in the subject line.)

• When writing to a committee co-chair, please include BOTH co-chairs.

• The ALSC Program Officer for Communications and WAC’s Priority Group Consultant should be copied on all correspondence between the Website Advisory Committee and other ALSC Committees and volunteers.

- Site Reviews: Professional Content (e.g., resources for librarians)

Professional content (primarily found in, but on limited to, the sections “Professional Tools” and “Communications & Publications | Book Lists”) is reviewed annually to assess whether or not resources are current, relevant, and comprehensive. The co-chairs assign content to review to each committee member as they see fit.

Is content up-to-date? Is there outdated information that should be removed?

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Is content relevant? Is it valuable and important to the work of librarians serving children? Is content comprehensive? Are there resources, perspectives, information missing on the particular issue or topic

being addressed? Is there a significant issue or topic that is not being addressed at all that should be?

Each committee member reviews and evaluates his/her assigned content and reports back to the co-chairs. If a committee member has suggestions for deletions, additions, and/or revisions, he/she completes a New Content Proposal Form (Appendix B) or Content Change Proposal Form (Appendix C) and sends it to the co-chairs.

Co-chairs compile proposed changes/additions from all committee members, determine which require further discussion, create an agenda, and schedule a group discussion. During discussion, the group determines which proposed updates to approve and pass on to the ALSC Office for further action, fleshing out specifics as necessary.

Co-chairs share accepted proposal forms with the ALSC Program Officer for Communications, and the three identify and assign next steps.

Process for Proposing New Content

Co-chairs submit New Content Proposal Forms to the ALSC Program Officer for Communications on an annual basis.

Co-chairs and Program Officer work together to address any questions or concerns that may arise.

Co-chairs, with assistance as needed from the Program Officer for Communications, identify the appropriate ALSC Committee, if there is one, to create/provide the new content. If an appropriate ALSC Committee is not evident, the co-chairs, in consultation with WAC members and ALSC Program Officer for Communications, brainstorm to identify an individual ALSC member volunteer(s).

Co-chairs approach the committee or volunteer(s) to request their assistance. Mutually agreed upon deadlines are set with the committee or volunteer(s) and the co-chairs provide follow-up as necessary.

The working committee or volunteer(s) submits the new content to the co-chairs for review. Any questions or concerns are taken back to the working committee or volunteer(s) for resolution.

The ALSC Program Officer for Communications and WAC’s Priority Group Consultant should be copied on all correspondence between the Website Advisory Committee and other ALSC Committees and volunteers.

Final content is submitted by the WAC co-chairs to the ALSC Program Officer for Communications to be posted on the website. The WAC co-chairs also provide details on appropriate and necessary maintenance for the new content. For example, how often will this content be reviewed for currency and relevance. What group will be responsible for revising this content when it becomes dated? Etc.

Important note: Recommendations for major content additions—those with budget and/or significant ALSC staff –time ramifications—must be presented by the Website Advisory Committee to the ALSC Board of Directors for approval.

Process for Proposing a Revision to or Deletion of Content

Co-chairs submit Content Change Proposal Forms to the ALSC Program Officer for Communications on an annual basis.

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Co-chairs and Program Officer for Communications work together to address any questions or concerns that may arise.

If the content in question was originally created by an ALSC Committee or other working group of ALSC volunteers, co-chairs reach out to that committee’s chair or volunteer(s) to determine together next steps. (Does the committee want to revise and update this content? Is this content no longer necessary or relevant? etc.) The ALSC Program Officer for Communications and appropriate Priority Group Consultant(s) (both the WAC consultant and the consultant for the committee being contacted) should be copied on all correspondence between the Website Advisory Committee and other ALSC Committees and content volunteers.

If it is determined that the resource/content should be revised and updated, the co-chairs work with the working committee’s chair or the volunteer(s) to set mutually agreed upon deadlines, and the co-chairs provide follow-up as necessary.

The working committee or volunteer(s) submits revised content/resource to the co-chairs for review. Any questions and concerns will be taken back to the working committee or volunteer(s) for resolution.

Final content is submitted by the WAC co-chairs to the ALSC Program Officer for Communications to be posted on the website.

If it is determined that the resource/content simply needs to be deleted, the WAC co-chairs contact the ALSC Program Officer to request the deletion.

In the event that the resource/content in question was NOT created by an ALSC Committee or other working group of ALSC member volunteers, the ALSC Program Officer for Communications will consult with appropriate ALSC staff and/or Executive Director to determine options for a course of action. ALSC Program Officer will then work with the WAC co-chairs on final resolution plan.

- Site reviews: General Maintenance

The Website Advisory Committee will review the entire ALSC site annually (October ) to identify broken links, outdated information/announcements, grammatical errors and typos, blatant violations of web accessibility guidelines (e.g., use of ALT tags) and visual standards (e.g., text too close to images, unintentional font changes that override CSS), and inconsistencies in presentation and layout (e.g., inconsistent use of capitalization in headers, etc.) .

Please note: The ALSC website (www.ala.org/alsc) is subject to web policies and style guidelines put forth by ALA. The ALA Web Style Guide is at http://www.ala.org/support/style.

The co-chairs assign pages to review to each committee member as they see fit. The website’s index (http://www.ala.org/alsc/sitemap.xml ) may be used to portion out the web pages equally. All issues are reported by the end of October to the co-chairs, who compile one complete list of updates to send to the ALSC Office.

Are there dead links? Are links directing to the appropriate page/resource? Do links have the proper ALT tag for ADA accessibility?

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http://www.ala.org/alsc/sitemap.xml

http://www.ala.org/support/style



Are there old announcements/news items posted that should be deleted? Is there dated material that would best be archived elsewhere? Are there typos, misspellings, grammatical errors? Are there major inconsistencies in how pages with similar information are formatted (for instance, book award

pages)?

- Working with ALSC Committees

The Website Advisory Committee will communicate with ALSC committees, introducing new chairs to the New Web Content Proposal Form. Committees that have created a resource for another purpose, or have information they’d like included on the website, may complete the form and submit to the WAC co-chairs. Forms from committees go through the same review process as those submitted by committee members. See “Site Reviews: Professional Content” section above.

If ALSC committee chairs have suggestions for resources that would be helpful in conducting committee work, they also may use the New Web Content Proposal Form to suggest these resources.

F. Calendar/Deadlines

Month Committee Assignment Due Date for Reports Back to Co-Chairs

Approved Requests to

ALSC Office

ALSC Office Completes Work

July/August

Co-chairs set the year’s schedule.

Committee member introductions

Co-chairs communicate with ALSC committee chairs. (see page 7-General Schedule)

__ __ __

September Online ChatOctober 1 General Maintenance Review Committee members turn in

reports of maintenance needed to co-chairs by

October 31

Committee co-chairs compile

maintenance and submit to

ALSC Office in November

ALSC Office performs routine maintenance by: December 1

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Mid-October

Online Chat

NovemberDecemberJanuary Online ChatFebruaryMarch Review professional content:

Professional ToolsCommunications & Publications | Book Lists and other appropriate professional content.

(Focus is on professional content but routine maintenance items may also be reported.)

Online Chat (if needed)

March 31 May 15 Routine maintenance items resolved in May/June.

Professional content additions & revisions, beyond the routine, completed per mutually agreed upon schedule.

April Online Chat (if needed)MayJune

PART III: ROLES AND RESPONSIBILITIES

The Website Advisory Committee acts as professional content advisor for the ALSC main website and assists with maintenance, ensuring the site is up-to-date, relevant, and accurate. ALSC staff and leaders work with the committee toward these goals. Following is an overview of the responsibilities ascribed to involved individuals, beginning with those of the committee co-chairs.

Committee Co-Chairs

The co-chairs’ responsibilities include setting the tone for committee discussion. This is done by acceptance of all statements relevant to the discussion, by firm leadership in moving discussion away from the irrelevant and back to pertinent discussion, and by providing an opportunity for all members of the committee to speak without allowing any of the members to dominate a discussion.

Additional responsibilities of the co-chairs include:

• Sending a letter to each member’s employer (Appendix D) (July)

• Establishing a calendar for the year and sending procedures to the committee. (July)

• Sending the committee roster to all members. (July)

• Distributing this committee manual electronically to new committee members. (July)

• Developing and distributing agendas to committee members (As needed)

• Corresponding with each individual committee member immediately after his/her appointment.

• Receiving, reviewing, and discussing New Content Proposal Forms (Appendix B), from WAC members and other ALSC committees, and Content Change Proposal Forms from WAC members. (Appendix C). (March/April)

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• Working closely with the ALSC Program Officer for Communications (and ALSC committees or member volunteers, as appropriate) on proposed professional content revisions, additions, and deletions. (May and/or according to mutually agreed upon schedule for each project)

• Receiving maintenance reports from WAC members. (October )

• Compiling maintenance reports from WAC members into one complete list and submitting to the ALSC Program Officer for Communications for resolution. (November)

• Answering correspondence promptly, referring correspondence to the ALSC President or ALSC Program Officer for Communications for reply when appropriate.

• Maintaining financial records of committee’s expenses, if any, and requesting reimbursement from ALSC. (As needed)

• Attending Annual Conference and Midwinter Meeting when possible. (January/June)

• Preparing committee reports for ALSC Board by the deadline stated on report forms.

• Sending appropriate (necessary) committee files to the next co-chairs and all other files to ALSC Program Coordinator. (Summer)

• Preparing and sending suggestions to the co-chairs of the next year’s committee. (Summer)

• Following the committee’s calendar of work. (See F. Calendar/Deadlines)

ALSC Staff

• On President-elect’s instruction, sends letters of invitation to new committee members. (Spring - Program Coordinator)

• Works closely with the Website Advisory Committee co-chairs in determining course of action for approved content additions and revisions. (Program Officer, Communications)

• Updates the ALSC website per maintenance reports from the Website Advisory Committee. (Program Officer, Communications)

• Works with the co-chairs as a liaison for persons wishing to contact the Committee. (Program Officer, Communications)

ALSC Board of Directors

• Regularly, or upon request, reviews and reaffirms the committee’s charge, composition, and name

ALSC President-Elect

• Appoints or reappoints committee members.

• Appoints/reappoints committee co-chairs. (There should always be one co-chair with a year's experience chairing the committee.)

ALSC President

• If necessary, makes appointments to fill vacancies on the committee. 12


Priority Group Consultant

• Acts as the committee’s primary contact for all questions and concerns

• Upon request, assists the committee and Co-Chairs with procedural issues

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PART IV: APPENDICES

Appendix A

Important/Useful Websites to Bookmark

American Library Associationhttp://www.ala.org

Best Practices for Virtual Committee Workhttp://wikis.ala.org/alsc/index.php/Best_Practices_for_Virtual_Committee_Work

General Tips and Advice for Virtual Collaborationhttp://wikis.ala.org/alsc/index.php/General_Tips_and_Advice_for_Virtual_Collaboration

WAVE – Web Accessibility Toolhttp://wave.webaim.org/

Web Accessibility Initiativehttp://www.w3.org/WAI/

Web Style Guide – American Library Associationhttp://www.ala.org/support/style

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http://www.ala.org/support/style

http://www.w3.org/WAI/

http://wave.webaim.org/

http://wikis.ala.org/alsc/index.php/General_Tips_and_Advice_for_Virtual_Collaboration

http://wikis.ala.org/alsc/index.php/Best_Practices_for_Virtual_Committee_Work

http://www.ala.org/


Appendix B

ALSC Website (www.ala.org/alsc)

New Content Proposal FormWebsite Advisory Committee Members: Please complete this form and send a copy to each committee co-chair.

What new content/resource is being proposed? Describe.

Under what section of the ALSC website, do you suggest that this content fall? (e.g. About ALSC, Professional Tools, etc.)

Why is it necessary to add this content to the ALSC website? Please provide rationale.

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Appendix C

ALSC Website (www.ala.org/alsc)

Content Change Proposal FormWebsite Advisory Committee Members: Please complete this form and send a copy to each committee co-chair.

Enter the exact URL of page on which the content in question appears:

What action is being requested? (Revision? Deletion? Describe in detail.>

Why is this change/update necessary?

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Appendix DSample Letter to Committee Member’s Employer

[DATE]

[NAME, ADDRESS]

[SALUATION]:

Please accept our congratulations and thanks for your support of [NAME] during her [or HIS] term on the ALA’S Association for Library Service to Children’s [YEAR] Website Advisory Committee during [year]. The committee <copy TK> …. It’s a demanding but wonderful experience and one that should prove <TK>.

[NAME] has been an exemplary member of this committee and participated promptly and willingly during the course of his/her membership on this committee.

Thank you again for your support of ALSC and the Website Advisory Committee.

Sincerely,

[NAMES], Co-Chairs [YEAR] ALSC Website Advisory Committee

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