SLA Biomedical and Life Sciences Division

DBIO Procedures Manual - Student Relations/Career Guidance Committee

Function: The Committee strives to further communication between professionals and library/information science students, and create awareness among students of the opportunities in biomedical and life sciences librarianship.

Qualifications: The Chair and committee members must be members, associate members, or retired members of the Association, as well as members of the Biomedical and Life Sciences Division. It is recommended that at least one student or recent graduate be included as a member of the committee to help relate and better define the goals and objectives of the committee with those of students.

Appointment: The term of appointment is two years, renewable once.

  1. Set goals for the year and plan for reaching those goals.
  2. Annually revise and update the Division's promotional brochure for students.
  3. Work with SLA Student Relations Officer in drawing up plans and solicit suggestions for further involvement.
  4. Coordinate annual conference plans with the Chair, Hospitality Committee, to work on special student-oriented functions or means of recognizing students within the Division.
  5. Be the Biomedical and Life Sciences Division liaison with the SLA Student Relations Officer in obtaining tickets to Division events for students interested in the Division. This service will also need to be coordinated with the Division Chair, who will give guidance as to how many and what type of sponsorship will be given to students.
  6. Encourage student participation within the Division through membership on Division committees and within Division sections, caucuses, and roundtables.
  7. Provide information and support for student members through the column BioLife within the Division's newsletter, Biofeedback. Encourage students to submit material for the column. Topics to cover would include: job ads; program information for MLIS/Advanced Certificates/Ph.D.s at library schools; tips for what types of classes are advisable for a science librarian, biomedical/biotechnology librarian, medical librarian, for profit vs. not-for-profit employment; conference experiences of students; promotion of programs of interest to students; articles by students.
  8. Provide information and promote support through notices posted on the Division's electronic discussion list and through other lists within and outside of SLA.
  9. Create a network of Division members to serve as liaisons with SLA student chapters or library schools to spread information and promote biomedical and life sciences librarianship as a career to those in and considering going to library school.
  10. Review the appropriate sections of the Procedures Manual in February and submit corrections, revisions, and so forth to the Director for inclusion in the next edition.
  11. By deadline determined each year (typically August), the Committee Chair shall submit an estimated budget to the Treasurer.
Reports: The Chair shall prepare an annual report for submission to the Chair of the Division in the spring.

Records: Outgoing officers and committee chairs shall send the files which they used during their tenure to their successors at the end of their terms of office, along with their copy of the Procedures Manual. All files they received the year earlier (from predecessor) should be reviewed as to the usefulness for archival retention (see information on retention in the Archivist section). Files include, but are not limited to, important correspondence, fax, e-mail, and summaries of verbal communications deemed important to the business of the Division. The officers and committee chairs may keep copies of any relevant materials but original materials should be transmitted to the DBIO Archivist on the regular schedule.

Expenses: The Division will provide funding for expenses including postage and telephone calls if not borne by the incumbent's organization. Other expenses will be approved by the Division's Executive Board. Expenses incurred for organization business will be paid in accordance with SLA guidelines. All expenses must be submitted with a Committee Expenses Form or a Travel Voucher form and be accompanied by the original receipts for reimbursement. Direct payment of bills can be made if the bill is accompanied by a Committee Expenses Form or a Check Request and Payment Approval Form. Advances for expenses may be obtained from the Division's Treasurer. Requests for advances should be made in writing and include an estimate for each item. A final report of expenses for reimbursement shall be filed with the Treasurer prior to or at the annual business meeting.

Rev. 1/99, A. Schiff