1999 Edition

Table of Contents
Introduction, 1981
Introduction, 1985
Introduction, 1999
Gender Statement
 
I. Duties of Officers and Other Members of Executive Board

A. Executive Director
B. President
C. Past President
D. Vice President/President-Elect
E. Treasurer
F. Rapporteur General
G. Representative of Host Institution
H. Members-at-Large of Executive Board

II. Committees

A. General Regulations
B. Committee Structure Outline
C. Committee Function Statements

III. Policy Statements

A. Annual Conference: Responsibilities of Host Institution
B. Annual Conference: Libreros Proposals
C. José Toribio Medina Award
D. Guidelines for Nominating Persons for Honorary Membership
E. ENLACE Travel Awards
F. Guidelines for SALALM Web Publications
G. SALALM Archives

________________________________________________
Introduction, 1981 
From its initial meeting in 1956 until the twelfth conference in 1967, the Seminar on the Acquisition of Latin American Library Materials (SALALM) existed as an informal organization under the sponsorship of the Organization of American States. In January, 1968 SALALM was incorporated in the District of Columbia as a nonprofit corporation, and at XIII SALALM, held June 20-22, 1968, at the University of Kansas in Lawrence, the Constitution and Bylaws governing the new association were adopted. These, with the Articles of Incorporation, were published by the General Secretariat of the Organization of American States in 1968 under the title Basic Documents of the Seminar on the Acquisition of Latin American Library Materials, Inc. (Cuadernos Bibliotecológicos, 45).
Following a series of amendments to the Constitution and Bylaws (in 1969, 1971, 1974, and 1975), a revised text was issued in 1975 by the SALALM Secretariat, then at the University Library, University of Massachusetts at Amherst. The second edition of the Basic Documents was expanded to include, in addition to the Constitution and Bylaws as amended and the Articles of Incorporation, the “SALALM Committee Regulations” and “Organizational Responsibilities of SALALM Officers and Committees,” two independently developed but closely interrelated documents. (Their history is set forth in the Introduction to the second edition.)
At XXI SALALM, held May 2-6, 1976, at Indiana University in Bloomington, the following two resolutions were approved:
 
“23. That all committees and subcommittees which have not already done so be asked to submit to the Committee on Policy, Research and Investigation by the Midwinter 1977 meeting, a statement of their charge as they understand it, including definition and scope of activities, so that a revised and complete list of committee responsibilities can be prepared by the Committee on Policy, Research and Investigation, and submitted to the Executive Board and membership.
27. That a Supplement to the Basic Documents of SALALM be prepared, including a complete listing of committee responsibilities as soon as this is compiled, and that a third edition of the Basic Documents be published with an index as soon as finances permit.”
 
By 1979 the Committee on Policy, Research and Investigation had completed its review of committee structure and responsibilities as directed by Resolution 23, and its recommendations were accepted by the Executive Board on June 17, 1979, at XXIV SALALM.
In the meantime, the Constitution and Bylaws Committee, working on the third edition of the Basic Documents to fulfill Resolution 27, decided to create an “Operational Handbook,” which would not only supersede the documents, “SALALM Committee Regulations” and “Organizational Responsibilities of SALALM Officers and Committees,” but also include other basic documents produced and approved after 1975. “Duties of Officers and Other Members of the Executive Board,” previously a part of “Organizational Responsibilities of SALALM Officers and Committees,” was chosen as the first section of the Handbook.
The second section of the Handbook was allocated to “Committees,” subdivided into “Regulations,” “Structure,” (both formerly in “SALALM Committee Regulations”), and “Functions” (formerly a part of “Organizational Responsibilities of SALALM Officers and Committees”). The text of the subsections on committee structure and functions was that originating with the Committee on Policy, Research and Investigation (noted above), which replaced statements adopted in previous documents.
The final two sections of the Handbook were dedicated to a policy statement regarding the responsibilities of host institutions holding annual conferences and one on the SALALM archives.
The “Operational Handbook” was approved in principle by the Executive Board on June 22, 1979, at XXIV SALALM, with the understanding that it would be revised as necessary to reflect the practices, rules, and regulations in force at the time of its publication.
In preparing the present text of the Constitution and Bylaws, the Constitution and Bylaws Committee has incorporated all amendments made to date. Copies of the amendments are on file at the SALALM Secretariat and at the Office of the Recorder of Deeds, District of Columbia.
Jane Garner
Chairman
Constitution and Bylaws Committee
June 1981

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Introduction, 1985
During the 29th annual meeting of SALALM, held in 1984 at the University of North Carolina, Chapel Hill, the Constitution and Bylaws Committee proposed to the Executive Board that the Basic Documents of SALALM, comprised of two main and distinct sections, (a) the Constitution, Bylaws, and Articles of Incorporation, and (b) the Operational Handbook, be published in the future as two physically independent publications. In addition, a proposal for a third independent volume of the codification of the decisions of the Executive Board was put forward. The Executive Board approved these proposals at its meeting of June 3, 1984.The 1985 edition of the Operational Handbook includes all the amendments proposed since the publication of the 1981 edition, and framed by the Constitution and Bylaws Committee to reflect actions of the Executive Board.
Sara de Mundo Lo
Chairman
Constitution and Bylaws Committee
April 1985

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Introduction, 1999
The last revision of the Operational Handbook occurred in 1985. Shortly before SALALM XLIII (San Juan, Puerto Rico, 1998), I decided that a revision was long overdue and undertook to update the Handbook. I first input the entire 1985 edition into the computer. Using that text, I began striking and adding information by consulting Executive Board minutes from 1985 forward; my own notes taken at Executive Board meetings; documents passed out at Executive Board meetings; committee lists, reports, and news published in the SALALM Newsletter; and the files of Donald Gibbs, who was chair of the Policy, Research and Investigation Committee (PRI), when some major changes were made in the structure of the committees. To the 1985 list of the Executive Secretary’s duties, I added others mentioned in the Executive Board minutes after that date and then asked Laura Gutiérrez-Witt to make corrections as needed. At the San Juan meeting, the Constitution and Bylaws Committee painstakingly reviewed my draft of Sections I (Duties of Officers…) and III (Policy Statements); PRI reviewed my draft of Section II (Committees). As a result of these discussions, I prepared a new draft. Prior to the Nashville conference (SALALM XLIV, 1999), I excerpted all of the committee function statements and sent them to the committee chairs with instructions to review them at their respective committee meetings. Cooperation was 100 percent. Also at Nashville, the Constitution and Bylaws Committee reviewed the new draft of Sections I and III, and PRI reviewed the new draft of committee regulations. Following the Nashville conference, I sent the policy statements affiliated with certain committees to the respective chairs for their review and resolved wording problems with some of the revised function statements. All of these efforts have culminated in this new edition now published. The status of the compiler of the SALALM Microfilming Projects Newsletter within the committee structure is to be determined by PRI at its meeting in 2000.
Jane Garner
July 1999

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Gender Statement

Gender: The masculine, feminine, and neuter genders as used in the Constitution and Bylaws and other Basic Documents of the Seminar on the Acquisition of Latin American Library Materials import one another.

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I. Duties of Officers and Other Members of Executive Board

A. Executive Director

 
1. The Executive Director shall be in charge of the activities of the SALALM Secretariat and of its personnel, shall plan and convoke meetings, and perform all duties customary to the office, or that may be assigned to him by the Executive Board. (Const., Art. IV, Sec. 3.c)
2. Coordinates annual meetings, including appointing the Rapporteur General (Const., Art. V, Sec. 1.c), assuring that committee meetings are scheduled, preparing agenda, and serving as liaison between the President and Host Representative. Prepares and mails documentation for annual meetings.
3. Serves on Conference Planning Committee. (Bylaws, Art. II, Sec. 4)
4. Receives edited resolutions from the chair of the Policy, Research and Investigation Committee.
5. Serves on the Executive Committee. (Const., Art. IV, Sec. 2)
6. Upon request, mails ballots to the membership for proposed amendments to the Constitution and Bylaws (Const., Art. VII, VIII) and for other matters requiring decision.
7. Prepares annual report on the activities of the SALALM Secretariat for inclusion in the SALALM Newsletter.
8. Arranges for preparation and appropriate processing of legal forms necessary to the operation of SALALM.
9. Prepares annual report on receipts and disbursements by the Secretariat.
10. Assists the Finance Committee in preparing the annual budget (Bylaws, Art. VI, Sec. 1)
11. Collaborates with the Host Representative, Vice-President/President-Elect, and Finance Committee in the preparation of the conference budget. (See also Operational Handbook, Section III, “Responsibilities of Host Institution.”)
12. Approves disbursal of funds by the Treasurer for items not included in the annual budget. (Bylaws, Art. VI, Sec. 2.c)
13. Sends out Committee Preference Forms to the membership and receives completed forms. Sends committee rosters to editor of the SALALM Newsletter for publication.
14. Maintains and keeps current master list of committee membership.
15. Routes correspondence to appropriate officers and committee chairs.
16. Maintains membership rolls, receives dues, and sends out renewal notices and follow-ups.
17. Receives from the chair of the Nominating Committee camera-ready copy of ballots and biographical data for the annual election of officers and Members-at-Large of the Executive Board. Reproduces and distributes the ballots.
18. Prepares “SALALM Membership List” and sends to host institution for reproduction and distribution at the annual conference.
19. Prepares and sends out SALALM organizational materials.
20. Prepares and sends out announcements of publications.
21. Sells publications in stock.
22. Sends review copies of publications to journals for review.
23. Sends copies of publications to Copyright Office.
24. Oversees typing, printing, and mailing of SALALM Newsletter.
25. Reproduces and mails “Notice to the Press” and invitation to the annual conference. Sends conference invitation to the recipient(s) of the Marietta Daniels Shepard Memorial Endowed Presidential Scholarship.
26. Revises, prints, and distributes the brochure on SALALM.
27. Receives from Past President names and addresses of individuals whose papers have been accepted for publication in the Papers of the Annual Meeting of the Seminar on the Acquisition of Latin American Library Materials (hereafter SALALM Papers); sends to them and receives back from them copyright release forms; applies for copyright for SALALM Papers; distributes SALALM Papers as needed. Submits review copies to appropriate publications.
28. In collaboration with the Editorial Board, arranges for the production of all other SALALM publications. Sends to authors and receives back the copyright release forms; applies for copyright; reproduces and distributes the publications. Submits review copies and arranges for publicity.
29. Receives name of winner of the José Toribio Medina Award from the chair of the award panel; arranges for certificate to be prepared and to be signed by the President. Publicizes name of award winner in appropriate sources.
30. Codifies the Executive Board decisions with the assistance of appropriate SALALM members.
31. Invites appropriate organizations and institutions to become “Special Members” (i.e., Sponsoring Members).
32. Nominates former presidents and/or other long-term members of the Executive Board for Honorary Membership if no one else has already done so.
33. Sends donation in memory of deceased member to the charity of choice or an appropriate charity in the amount of one annual personal membership.
 

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B. President

 
1. Presides at all meetings of the Executive Board, and during the annual conference, presides at all session of SALALM in which business is transacted by the membership.
2. Serves as chair of the Conference Planning Committee (Bylaws, Art. II, Sec. 4); appoints additional members as needed; plans program, taking into consideration a balance between library issues and academic presentations as well as requests of the bookdealers; solicits working papers; prepares and sends instructions for authors of working papers; and, in consultation with the Executive Director and Host Representative, drafts the “Notice to the Press” announcing the annual Seminar.
3. Signs certificate for the José Toribio Medina Award.
4. Appoints new chairs of committees as required. (See also Vice-President’s duties, #3)
5. Serves on the Executive Committee. (Const., Art. IV, Sec. 2)
6. Prepares “Message from the President” for the SALALM Newsletter, including highlights of the actions of the Executive Board, as necessary.
7. Establishes task forces and advisory groups with the advice and consent of the Executive Board and appoints members as appropriate. (Const., Art. IV, Sec. 5)
8. In the event that a Past President cannot fulfill the responsibilities of preparing the papers for publication (see Past President’s duties, #2), the President may designate another person to complete the task.
 

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C. Past President
 
1. Serves as an ex officio voting member of the Executive Board. (Const., Art. IV, Sec. 3.a; Art. V, Sec. 1.a)
2. Collects working papers of the past conference, selects and arranges the papers for publication, provides an Introduction, forwards draft to the chair of the Editorial Board for copy editing and inputting into a word processor, and has the option of final editorial review before publication. Sends names and addresses of persons whose papers have been accepted for publication to the Executive Secretary.
 

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D. Vice President/President-Elect
 
1. Presides at meetings in the absence of the President.
2. Serves as advisor to the Finance Committee in preparing the annual budget for the year during which he will be President. (Bylaws, Art. IV, Sec. 1)
3. In preparation for his year as President, selects in advance new chairs of committees as required, these to be announced at the annual meeting at which he assumes the office of President.
 

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E. Treasurer
 
1. Serves as custodian of the funds of the organization and carries out such other duties as are specified in the Bylaws. (Const., Art. IV, Sec. 3.d)
2. Assists the Finance Committee in preparing the annual budget. (Bylaws, Art. VI, Sec. 1)
3. Arranges for preparation and processing of SALALM tax forms.
4. Serves on the Executive Committee. (Const., Art. IV, Sec. 2)
 

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F. Rapporteur General

 
1. Serves as an ex officio non-voting member of the Executive Board. (Const., Art. V, Sec. 1.a.c)
2. Takes minutes of Executive Board meetings and general business sessions at the annual Seminar; makes a tape recording of these meetings and sessions. Distributes copies of the Executive Board minutes to those on the Board. Prepares and sends a digest of the major decisions and actions of the Executive Board to the President immediately after the meetings to be included in the “Message from the President” in the SALALM Newsletter. Sends copy of minutes approved by the Executive Board (incorporating any corrections, if made) to the editor of the SALALM Newsletter and to the Executive Director.
3. Consults with the President on number and topics of sessions to be presented at the annual conference. Selects and coordinates rapporteurs for these sessions. Consults with the Executive Director to make arrangements for tape recorders and tapes to use at sessions and meetings.
4. Collects summary reports of program sessions, workshops, and discussion groups from rapporteurs as soon as possible following the conference. Edits reports, which he sends to the editor of the SALALM Newsletter for publication.
5. Forwards tape recordings of meetings and sessions with any handouts submitted by the rapporteurs to the Nettie Lee Benson Latin American Collection, University of Texas at Austin, for deposit in the SALALM archives.
 

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G. Host Representative (Representative of Host Institution for Annual Seminar)

 
1. Serves as an ex officio non-voting member of the Executive Board for the year he is Host Representative and for the year following. (Const., Art. V, Sec. 1.a.d)
2. Serves on the Conference Planning Committee (Bylaws, Art. II, Sec. 4); is responsible for all local arrangements. (See also Operational Handbook, Section III, “Responsibilities of Host Institution.”)
3. Serves as an ex officio member of the Conference Planning Committee for the next annual Seminar.
 

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H. Members-at-Large of the Executive Board

 
(See Constitution, Article V)
1. Attend and participate in all Executive Board meetings.
2. Carry out tasks assigned by the Executive Board.
3. At the request of the President, assist in conference planning; participate in task forces, special projects, or advisory groups.
4. An Executive Board Member-at-Large who fails to attend two consecutive meetings and who does not voluntarily resign will be removed from office. (Text adapted from motion approved by the Executive Board in 1987.)
 

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II. Committees

Under the terms of Article V of the SALALM Bylaws, the following regulations are approved by the Executive Board for the structure and functioning of committees.

A. General Regulations

1. Types of Committees
There shall be four main types of committees, as follows:

a. Standing Committees

 

Standing committees shall be concerned with matters related to SALALM interests which require continuous attention and once established, they shall remain in existence unless dissolved by the Executive Board. Standing committees shall consist of Executive Board committees and substantive committees.

 

b. Ad Hoc Committees

 

Ad hoc committees shall be concerned with interests or projects of term duration or with a prescribed term of activity and accomplishment. They shall be retained or dissolved by the Executive Board in relation to their activity and its completion following the annual committee review by the Executive Board.

 

c. Joint Committees

 

Joint committees shall be concerned with interests germane to two or more standing committees and shall serve to coordinate these interests. The rules for standing committees will apply.

 

d. Subcommittees

 

Subcommittees may be formed within standing committees to concentrate on specific and narrow areas of activity falling within the province of the standing committee. Subcommittees shall be established and dissolved by the Executive Board on the recommendation of the parent standing committee. Subcommittees of standing committees may be established either as ad hoc or standing subcommittees and may consist of one or more persons as required by the nature of the assignment.

 

2. Birth, Life, and Death of Committees

 

a. Committees shall be established by the Executive Board acting independently or following an adopted resolution from the membership at an annual or other meeting. The President may establish task forces and advisory groups with advice and consent of the Executive Board (Const., Art. IV, Sec. 5) and appoint members as appropriate.
b. Functions of new committees shall be outlined by the Policy, Research and Investigation Committee in consultation with the chair of the committee.
c. The work of all standing committees shall be reviewed in depth at least every three years by the Executive Board. The Policy, Research and Investigation Committee will serve as the arm of the Executive Board to do the reviewing and to make recommendations to the Board.
d. The work of all ad hoc committees and subcommittees shall be reviewed annually by the Executive Board. In addition to a general assessment, the review of all committees may take the form of suggesting new directions for and revisions or modifications of the committee’s work and may also include (when appropriate) recommending the dissolution of the committee at the next annual meeting. The Policy, Research and Investigation Committee will carry out the review on behalf of the Executive Board and make recommendations to the Board.
e. Ad hoc committees may be dissolved by the Executive Board on the completion or suspension of their assignment without reference to the membership.
f. On the decision of the Executive Board that any standing committee is no longer appropriate or sufficiently active, the membership may be asked to vote on its dissolution.

 

3. Membership of Committees

 

a. Personal members of SALALM in good standing may join a committee by selecting it on the Committee Preference Form distributed annually by the Executive Director.
b. The term of membership shall be for one year; however, members may serve successive terms without limit. Committee appointments shall begin with the adjournment of the annual conference (Const., Art. IV, Sec. 6). In joining a committee, members commit themselves to attending all meetings of the committee whenever possible; participating as appropriate; and responding immediately to matters brought to their attention, whether during committee meetings or through interim communications.
c. Members may serve on one or more committees concurrently, but they may be chair of no more than one committee or subcommittee at a time, with the following exception: Chairs of the Executive Committee, Nominating Committee, liaison committees with other organizations, or ad hoc committees may also be chair of one additional committee or subcommittee each. Chairs of subcommittees are members of the parent committee.

 

4. Committee Officers

 

a. Each standing, ad hoc, and joint committee shall normally have a chair. If the chair is unable to attend a given meeting, he should appoint a substitute chair for that meeting who shall fulfill the chair’s duties as listed under 4.b. below.
b. The committee chair shall be responsible for:

 

1. Obtaining the current committee records from the previous chair.
2. Planning for and conducting the committee’s business as determined by its terms of reference and the periodic review by the Executive Board.
3. Assigning duties to members, including recording minutes of meetings.
4. Coordinating these assignments.
5. Holding meetings.
6. Advising the Executive Board concerning subcommittees to be established and on other matters relevant to the committee’s functions.
7. Reporting on the committee’s activities annually, as required. (See Sec. 6 below.)
8. Drafting resolutions pertinent to the committee’s area of interest as these suggest themselves at all sessions during the annual meeting, to be forwarded in writing to the chair of the Policy, Research and Investigation Committee in order to be presented to the membership at the Seminar’s business meeting.
9. Forwarding all non-current records to the SALALM archives, in accordance with the policy stated in Sec. III of the Operational Handbook.

 

c. With three exceptions committee chairs are appointed for a three-year term subject to annual review and may not be reappointed for at least one term. They may, however, continue to serve as committee members. Subcommittee chairs shall be appointed by the chair of the standing committee under the same conditions, except that subcommittees consisting of a single member who virtually serves as chair shall not be so limited in term of office. The chair of the Nominating Committee serves a one-year term only; the chair of the Editorial Board serves at the pleasure of the Executive Board as does the chair of the SALALM Website Committee.
d. Vacancies occurring in the office of chair shall be filled by the President or Vice-President, as appropriate; e.g., if a vacancy occurs during the year, it is filled by the President; if it occurs at the close of the year, by the Vice-President.

 

5. Duties of Committees
All Executive Board committees shall be responsible for policy-making, while substantive committees shall be responsible for action in execution of policy. The following statement describes the duties of committees in general, and it may be added to or altered by the Executive Board at any time:
Committees are to:

 

a. Carry out activities ascribed to them by SALALM, keep in touch with members of the group and get their support and collaboration in these activities.
b. Prepare verbal reports of progress for the annual conference.
c. Submit an annual written report for publication in the SALALM Newsletter. (See Sec. 6 below.)
d. Hold regular meetings as scheduled at the annual meetings of SALALM. Some committees or subcommittees may find it necessary to hold other meetings during the year or additional meetings during the regular annual SALALM meeting.
e. Take notes, prepare minutes, draft follow-up resolutions for sessions and/or matters relevant to their area of interest at annual SALALM meetings.
f. When appropriate or called upon to do so, plan special meetings or sessions devoted to special topics, request necessary working papers, and obtain speakers or panel members for the special sessions.
g. Carry out other related assignments as requested.
h. Review budget requests.

 

6. Committee Reporting Responsibilities and Procedures

 

a. Annual reports should be forwarded to the editor of the SALALM Newsletter, except that chairs of subcommittees should send their annual reports to the chairs of their parent committees. These reports will be published in the SALALM Newsletter.
b. If a committee report is not received by the date requested, the Newsletter editor will note “No response received” by the name of the chair. Late reports will appear in a subsequent issue. If any are still lacking, the President may consult with the committee chairs.
c. Each committee chair should appoint a member of the committee to be responsible for taking notes on all committee activities at the annual conference. This committee reporter should summarize and edit these notes for inclusion in the appropriate committee report.
d. Chairs of committees are urged to be in touch with chairs of subcommittees and ad hoc committees and with all appointed committee reporters in order to work out reporting details and format. A one-person committee that has successfully carried out an annual assignment might require no more than a sentence in the report of the parent committee which states this fact. On the other hand, a subcommittee which has held extensive separate meetings and pursued various activities would need a committee reporter and a separate committee report. The goal is to succeed in collecting committee reports which correctly reflect the activities of the organization.
e. Reports should contain the following information:

 

1. List of committee members, including the chair.
2. Action on SALALM resolutions for which the committee is responsible.
3. Status and continuing activities of committee and subcommittees where appropriate.
4. Proposed activities, new activities, discontinued activities.
5. Correspondence and contacts with outside agencies, institutions, organizations, persons, etc.
6. Committee discussions and meetings, including summary report of committee participation in the annual seminar.

 

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B. Committee Structure

1. Executive Board
2. Executive Board Committees

 
2.1 Constitution and Bylaws Committee
2.2 Policy, Research and Investigation Committee
2.3 Editorial Board
 
2.3.1 Editor of SALALM Newsletter
2.3.2 Editor of Hispanic American Periodicals Index
 
2.3.3 Editor of Bibliography of … Bibliographies
 
2.3.4 Editor of SALALM Web Publications
2.3.5 Medina Award Panel
 

2.4 Membership Committee
2.5 Finance Committee
2.6 Nominating Committee
2.7 Conference Planning Committee
2.8 Enlace/Outreach
2.9 SALALM Website Committee

 

3. Substantive Committees and Subcommittees

 
3.1 Acquisitions Committee
 
3.1.1 Library/Bookdealer/Publisher Subcommittee
3.1.2 Gifts and Exchanges Subcommittee
3.1.3 Serials Subcommittee
3.1.4 Marginalized Peoples and Ideas Subcommittee
 

3.2 Access and Bibliography Committee

 
3.2.1 Cuban Bibliography Subcommittee
3.2.2 Official Publications Subcommittee
3.2.3 Electronic Resources Subcommittee
 

3.3 Library Operations and Services Committee

 
3.3.1 Cataloging and Bibliographic Technology Subcommittee
3.3.2 Bibliographic Instruction Subcommittee
3.3.3 Reference Services Subcommittee
3.3.4 Audio-Visual Media Subcommittee
 

3.4 Interlibrary Cooperation Committee

 

4. Joint Substantive Committees
5. Affinity Groups

 
5.1 CALAFIA [California Cooperative Latin American Collection Development Group]
5.2 HAPI [Hispanic American Periodicals Index]
5.3 LALA-L [Latin Americanist Librarians’ Announcements List]
5.4 LAMP [Latin American Microform Project]
5.5 LANE [ Latin America North East Libraries Consortium]
5.6 LASER [Latin American Studies Southeast Region]
5.7 Libreros
 

6. Ad hoc committees and subcommittees (determined as needed)

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C. Committee Function Statements

2. Executive Board Committees

2.1 CONSTITUTION AND BYLAWS COMMITTEE
 
Purposes. To maintain the integrity of the Constitution, Bylaws, and the Operational Handbook and to see that the organization operates within them. To analyze and interpret the Constitution, Bylaws, and Operational Handbook, to recommend amendments, and to review the activities of the association to determine whether or not it is conforming to them.
 
Activities.
 
1. Maintains an ongoing review of the Constitution, Bylaws, and other basic documents.
2. Initiates amendments to the Constitution and Bylaws or frames such in response to a SALALM resolution or at the request of the Executive Board.
3. Revises the Operational Handbook as requested by the Policy, Research and Investigation Committee, or the Executive Board, or in response to a review of minutes of the Executive Board.
4. Evaluates amendments suggested by others.
5. Furnishes the texts of amendments to the Secretariat in order that they may be presented to the Executive Board and to the membership for vote according to provisions in the Constitution and Bylaws.
6. Observes the operations of the association to see that it is operating legally.

2.2 POLICY, RESEARCH AND INVESTIGATION COMMITTEE

 
Purpose. To advise the Executive Board with respect to goals, objectives, and activities of the organization and to serve as a committee on committees, suggesting structure and formation of committees and assignment of committee responsibilities appropriate to SALALM goals.
 
Activities.
 
1. Serves as a committee on resolutions at annual conferences, receiving resolutions from committees, presenting resolutions to membership for approval, distributing resolutions to appropriate persons and organizations, and providing edited text of resolutions to Executive Director and SALALM Newsletter editor.
2. Advises Executive Board and committees.
3. Carries out activities of investigation pertinent to the general aims of SALALM.
4. Evaluates periodically the committee structure of SALALM and recommends revisions as needed.
 

2.3 EDITORIAL BOARD

 
Composition. Appointed members and five ex officio members, who are the editor of the SALALM Newsletter, the editor of the Hispanic American Periodicals Index (HAPI), the chair of the Medina Award Panel, the editor of the Bibliography of Latin American and Caribbean Bibliographies, and the editor of SALALM Web Publications. The chair of the Editorial Board serves at the pleasure of the Executive Board.
 
Purpose. To advise and recommend policies concerning SALALM publications and related publications to which SALALM provides advisory assistance and to undertake those activities necessary to the continuance of the SALALM publications program.
 
Activities.
 
1. Establishes and reviews bibliographical standards for SALALM publications.
2. Recommends policy concerning the scope, content, and format of SALALM organizational publications.
3. Solicits for publication works which are appropriate for publication under the sponsorship of SALALM.
4. Recommends for publication under SALALM sponsorship those works which relate to the purposes of SALALM and meet SALALM editorial standards.
5. Reviews works submitted for possible publication.
6. Collaborates with the President and Executive Director in seeking funding for the SALALM publications program.
7. Collaborates with the Executive Director in recommending fees to be charged for SALALM publications.
8. Assists and supports Newsletter editor in determining policy for the Newsletter.
9. Acts as SALALM Advisory Board for the Bibliography of Latin American and Caribbean Bibliographies.
10. Acts as SALALM Advisory Board to HAPI editor.
11. In collaboration with the Executive Director, arranges with professional copy editor(s) and word processing firms or services to prepare and mail SALALM Papers, which have been forwarded to the chair by the Past President.
12. Appoints members of the Medina Award Panel, receives their recommendations, with justifications, from the chair.
 

2.3.1 EDITOR OF SALALM Newsletter

 
Appointed by Vice-President or President as appropriate; serves as ex officio member of the Editorial Board.
 
Activities.
 
1. In collaboration with the Executive Director and Editorial Board determines content of the Newsletter, except for those items mandated by the Executive Board.
2. Provides to the Executive Director on a planned schedule a clean copy of each issue of the Newsletter, with all details of format clearly designated.
 

2.3.2 EDITOR OF Hispanic American Periodicals Index

 
Serves as ex officio member of the Editorial Board.
 
2.3.3 EDITOR OF Bibliography of Latin American and Caribbean Bibliographies
 

Appointed by the Editorial Board; serves as ex officio member of the Editorial Board.

 

Activities.

 

1. Compiles contents of the annual Bibliography of Latin American and Caribbean Bibliographies with the assistance of volunteer contributors and provides the Executive Secretary camera-ready copy of the completed manuscript for publication.
2. Recruits volunteer contributors.
3. Responsible for the five-year (or other) cumulation of the bibliography and delivery of camera-ready copy of manuscript to contracted publisher.

 

2.3.4 EDITOR OF SALALM Web Publications

 

Appointed by the Editorial Board in coordination with the SALALM Website Advisor; serves as ex officio member of the Editorial Board.

 

Purpose. To select and edit electronic publications, such as the Latin American Information Series (LAIS), for the SALALM Website.

 

Activities.

 

1. Coordinates with the SALALM Website Advisor to publish electronically materials which may be appropriate for the SALALM Website.
2. Solicits materials for the Latin American Information Series which meet the criteria as described in the series guidelines.
3. Reviews materials received to ensure they meet stated criteria.
3. Arranges for peer review of submissions to Website series.

 

(For guidelines on SALALM Web publications, see Operational Handbook, Sec. III)

 

2.3.5 MEDINA AWARD PANEL

 

Composition. Three members appointed by the Editorial Board; the chair serves as ex officio member of the Editorial Board. Panel members serve three-year staggered terms.

 

Purpose. To solicit nominations and select winners of the José Toribio Medina Award from among SALALM members in good standing.

 

Activities.

 

1. Announces the annual competition in the SALALM Newsletter and other appropriate sources, and solicits nominations; notifies individuals of their nomination when they have not submitted their own work.
2. Solicits review copies of materials which have been nominated.
3. Selects, when the quality of submissions so warrants, a winner. The Award Panel may withhold the award when a year’s submissions fail to meet its criteria of excellence.
4. Submits award recommendation, with justifications, to the Editorial Board; arranges with the Executive Secretary for check to be drawn and for the certificate to be prepared.
5. Announces winner at the annual conference.

 

(For guidelines on the Medina Award, see Operational Handbook, Sec. III)

 

2.4 MEMBERSHIP COMMITTEE

 
Purpose. To promote increased membership in SALALM, to assist the Secretariat in membership activities as deemed necessary, and to undertake the orientation of new members.
 
Activities.
 
1. Plans activities in consultation with the Executive Secretary designed to promote increased membership.
2. Assists the Secretariat in membership and recruiting activities.
3. Plans and provides activities during annual conference designed to acquaint new members with the SALALM organization and its members.
4. Publicizes and receives nominations for Honorary Members at least six weeks before the annual meeting.
5. Considers nominations for Honorary Members and forwards recommendations to the Executive Board.
 
(For guidelines on nominating Honorary Members, see Operational Handbook, Sec. III)
 

2.5 FINANCE COMMITTEE

 
Purposes. To assist the Executive Director in preparing budgets. To secure financial support for activities of the SALALM Secretariat. To review annually dues and conference fee structure.
 
Activities.
 
1. Reviews the financial status of the organization with the Executive Secretary, the chair or representative of the Editorial Board, the Treasurer, and the President.
2. Reviews the Treasurer’s report.
3. Prepares the annual budget to be presented to the Executive Board at the annual meeting.
4. Recommends changes in the structure of dues and fees as required to maintain SALALM activities on a sound financial basis.
5. Reviews all funding requests and submits recommendations to the Executive Board.
6. Monitors investments and endowments of SALALM with the advice of an investments working group.
 

2.6 NOMINATING COMMITTEE (Bylaws, Art. III, Sec. 1)

 
Composition. Three members appointed by the President.
 
Purpose. To prepare a slate of nominations for annual election of Vice-President/President-Elect and of Members-at-Large of the Executive Board.
 
Activities.
 
1. Reviews membership list in search of eligible candidates.
The committee “nominates two persons for each position from among personal members of SALALM in good standing. Candidates for Members-at-Large should have attended at least two annual conferences and been members of SALALM for two consecutive years. Candidates for Vice-President/President-Elect should have been SALALM members for 3 years, attended 2 SALALM conferences, and have provided substantial services within the organization, such as service on committees and working groups. These requirements may be waived after consultation with the President and Executive Director if no candidates can be found who satisfy the above requirements.”(Minutes of the Executive Board, SALALM XX, Bogotá, 1975)
That “in the event that more than one candidate can not be found after a reasonable effort, the Nominating Committee be empowered to submit a single candidate for the Vice-President/President-Elect.” (Minutes of the Executive Board, SALALM XXXIX, Salt Lake City, 1994)
2. Solicits permission to nominate; collects biographical data.
3. Prepares camera-ready copy of ballots and biographical data for reproduction and mailing from the Secretariat. Collects ballots; tabulates them prior to the annual meeting.
4. Announces winners to Executive Board and membership.
 
 
2.7 CONFERENCE PLANNING COMMITTEE (Bylaws, Art. II, Sec. 4)
 
Composition. President, Executive Director, representative of host institution.
 
Purpose. To oversee all operations related to annual conference.
 
Activities.
 
1. Makes arrangements for physical facilities required for annual meeting.
2. Arranges for lodging of participants.
3. Organizes social and cultural activities for participants as desired by host institution.
 
(For specific responsibilities of host institution, see Operational Handbook, Sec. III)
 
2.8 ENLACE/OUTREACH COMMITTEE
 
Purposes. To promote and establish better relations with Latin American and Caribbean librarians and to develop cooperative projects of mutual interest. To encourage and facilitate the participation of librarians from Latin America and the Caribbean in SALALM conferences. To promote exchanges and/or internships between librarians from North America and those from Latin American or Caribbean libraries.
 
Activities.
 
1. Publicizes SALALM conferences in Latin America and the Caribbean and corresponds with institutions or persons in the region.
2. Coordinates means to assist Latin American and Caribbean librarians with travel funding.
3. Makes contacts with granting institutions and writes grant proposals.
4. Provides contacts and assists in coordinating short-term exchanges and/or internships between North American and Latin American or Caribbean librarians.
 
(For travel funding procedures, see Operational Handbook, Sec. III)
 
2.9 SALALM WEBSITE COMMITTEE
 
Composition. One member appointed as Website Advisor.
 
Purpose. To mount on the SALALM homepage official and newsworthy material.
 
Activity. Maintains the SALALM homepage.
 

3. Substantive Committees and Subcommittees

 
3.1 ACQUISITIONS COMMITTEE
 
Purpose. To identify and organize information on the acquisition of Latin Americana and Caribbeana regardless of its place or form of publication in order that pertinent information, issues, and problems be disseminated to interested parties.
 
Activities.
 
1. Keeps abreast of trends and problems in acquiring materials for Latin American and Caribbean library collections and seeks to devise SALALM strategies and programs to address these concerns.
2. Coordinates, monitors and assists the work of its subcommittees, and serves as the channel of communication between the Executive Board and the chairs and members of the subcommittees.
3. Collects, organizes, and disseminates information germane to acquisitions.
4. Assists the President in planning acquisitions-related programs and activities for SALALM conferences.
 
3.1.1 LIBRARY/BOOKDEALER/PUBLISHER SUBCOMMITTEE
 
Purposes. To improve relations among libraries, bookdealers, and publishers in order to obtain better cooperation and understanding among them. To disseminate information on libraries’ requirements and current problems confronted by publishers and bookdealers. To maintain awareness among librarians about complex political and economic pressures and regulations imposed by various Latin American and Caribbean governments which affect book exports.
 
Activities.
 
1. Fosters communication among librarians, publishers and bookdealers.
2. Discusses issues of common interest in relation to service and the complexity of the financial situation.
3. Maintains currency of pertinent information about changes in acquisition trends and policies, financial constraints affecting operations, and export regulations.
4. Collects, analyzes, and reports statistics on the costs of Latin American and Caribbean library materials to SALALM and elsewhere as appropriate.
5. Plans and executes conference programs.
 

3.1.2 GIFTS AND EXCHANGES SUBCOMMITTEE

 
Purpose. To collect and disseminate information on gifts and exchanges with libraries, governmental agencies, and other institutions in Latin America and the Caribbean.
 
Activities.
 
1. Gathers, compiles, and disseminates information on gifts and exchanges involving libraries, governmental agencies and other institutions in Latin America and the Caribbean, and those in the rest of the world which have interests in the area.
2. Collects and makes available form letters, model correspondence, procedures, and other aids to facilitate gift and exchange acquisitions.
3. Plans and executes conference programs in its areas of concern.
 

3.1.3 SERIALS SUBCOMMITTEE

 
Purpose. To identify problems and trends in serials acquisitions and devise, foster, and promote strategies and programs in SALALM, thereby helping libraries to improve their coverage of Latin American and Caribbean periodical publications.
 
Activities.
 
1. Keeps abreast of developments such as identification and selection of serials, choice and execution of procurement method, obstacles to acquisition, new technologies for ordering and tracking serials, pricing of subscription services, vendor performance, buyer/vendor procedures and standards.
2. Gathers, organizes, and disseminates information and statistics related to these concerns.
3. Undertakes projects as appropriate.
4. Plans and executes conference programs.
 
 
3.1.4 MARGINALIZED PEOPLES AND IDEAS SUBCOMMITTEE
 
Purposes. To improve the collecting of materials produced by or related to marginalized groups (women, racial and ethnic populations, laborers, migrants, refugees, political dissidents, prisoners, gays, squatters, children, religious minorities, etc.), their ideas, concerns and activities; to promote a better awareness of the nature of these materials, their significance, and how to go about obtaining them.
 
Activities.
 
1. Gathers, organizes, and disseminates information on the documentation available.
2. Provides guidance on how to select and best acquire the material (criteria, vendors, non-commercial sources, field work).
3. Encourages and assists vendors in identifying and obtaining the non-traditional materials issued by marginated groups.
4. Develops and undertakes projects as appropriate.
5. Plans and executes conference programs.
 

3.2 ACCESS AND BIBLIOGRAPHY COMMITTEE

 
Purposes. To foster all types of bibliographic activities among SALALM members and/or SALALM committees and subcommittees. To serve as a clearinghouse for the compilation and dissemination of bibliographic information related to Latin America and the Caribbean. To identify, study, and seek closer coordination with bibliographic endeavors outside the organization.
 
Activities.
 

1. Coordinates bibliographic activities within SALALM; identifies and seeks coordination with bibliographic endeavors outside SALALM.
2. Coordinates, monitors, and assists the work of its subcommittees, suggesting appropriate bibliographical projects and programs, and serves as the channel of communication between the Executive Board and the chairs and members of the subcommittees.
3. Sponsors, plans, and executes programs for the annual conference.
 

 

3.2.1 CUBAN BIBLIOGRAPHY SUBCOMMITTEE

 
Purpose. To gather bibliographic information and serve as a clearinghouse for all aspects and types of Cuban publications.
 
Activity. Undertakes specific projects for the identification, listing, indexing, and dissemination of bibliographic information on publications by Cuban authors worldwide.
 
 

3.2.2 OFFICIAL PUBLICATIONS SUBCOMMITTEE

 
Purpose. To gather and disseminate information on official publications emanating from Latin America and the Caribbean.
 
Activity. Undertakes projects to obtain and compile information on the publications of Latin American and Caribbean governmental agencies on the local, state, national, and regional levels and of non-governmental organizations that operate in the political sphere.
 
 

3.2.3 ELECTRONIC RESOURCES SUBCOMMITTEE

 
Purpose. To gather and disseminate information on materials available online, through the Internet, CD-ROM and by other electronic means from and about Latin America and the Caribbean.
 
Activity. Undertakes specific projects to obtain, compile, and distribute data on electronic resources of interest to SALALM members emanating from or concerning Latin America and the Caribbean.
 

3.3 LIBRARY OPERATIONS AND SERVICES COMMITTEE

 
Purposes. To identify, gather, organize, and disseminate information on cataloging and bibliographic technology, instruction, reference services, and audio-visual media in libraries relevant to institutions involved in acquiring and servicing Latin American and Caribbean materials.
 
Activities.
 
1. Coordinates, monitors, and assists the work of its subcommittees and serves as the channel of communication between the Executive Board and the chairs and members of the subcommittees.
2. Assists the President in planning programs and activities related to the work of its subcommittees for SALALM conferences.
3. Keeps abreast of trends and issues related to the work of its subcommittees.
 
3.3.1 CATALOGING AND BIBLIOGRAPHIC TECHNOLOGY SUBCOMMITTEE
 
Purpose. To gather and disseminate information on the use of technology for cataloging Latin American and Caribbean materials.
 
Activities.
 
1. Undertakes projects and programs to inform members of advances in technology.
2. Gathers information and acts as clearinghouse for data on national and international networking projects.
 

3.3.2 BIBLIOGRAPHIC INSTRUCTION SUBCOMMITTEE

 
Purpose. To identify, gather, organize, and disseminate information on the development and implementation of bibliographic instruction in Latin American and Caribbean research with concentration of the subcommittee on advancing the state of the art through discussion of methods and critiques of existing course offerings.
 
Activities.
 
1. Serves as a forum of discussion for those designing, teaching, and evaluating courses on bibliographic resources in Latin American Studies.
2. Assists with the design and evaluation of research method courses often offered as part of an academic discipline or in the Latin American Studies program’s curriculum.
3. Gathers and disseminates information on user instruction, including the preparation of reference handouts and the development of general or specific class-related presentations.
 

3.3.3 REFERENCE SERVICES SUBCOMMITTEE

 
Purpose. To identify, gather, organize, and disseminate information on public services to users of Latin American and Caribbean library materials.
 
Activities.
 
1. Serves as a forum for discussion of issues in the provision of specialized reference services to all levels of library users.
2. Undertakes projects and programs to inform members of developments in public services, including electronic systems, such as online catalogs, bibliographic databases, and subject Web pages.
 

3.3.4 AUDIO-VISUAL MEDIA SUBCOMMITTEE

 
Purpose. To gather bibliographic information and serve as a clearinghouse for audio-visual media related to Latin America and the Caribbean.
 
Activity. Undertakes projects such as identification, listing, and dissemination of information on audio-visual media.
 

3.4 INTERLIBRARY COOPERATION COMMITTEE

 
Purposes. To study, propose, implement, monitor, and coordinate cooperative activities involving Latin American and Caribbean library collections. To ensure that all Latin Americana and Caribbeana of scholarly interest is collected somewhere. To propose means of ensuring full bibliographic and physical access to such materials by all scholars, regardless of their institutional affiliation. To publicize such cooperative efforts both within and outside of SALALM.
 
Activities.
 
1. Identifies additional areas of potential cooperation, on both national and international levels, and studies or recommends appropriate activity.
2. Communicates information on cooperative activities within SALALM to SALALM members, to institutions represented in SALALM, and to other institutions, as appropriate.
3. Monitors the adequacy of cooperative collection development arrangements in gathering all material of scholarly interest, and identifies areas requiring greater attention.
4. Maintains a current roster of cooperative efforts of local and regional scope which involve Latin Americana and Caribbeana.
5. Develops recommendations for the implementation of systems allowing a full and free resource sharing among all Latin American and Caribbean collections.
 

4. Joint Substantive Committees

 

[None currently]

 

5. Affinity Groups

 
(Extra-legal groups composed usually of SALALM members. May meet during SALALM meetings. Composition, size, and charge are self-determined and are not under the jurisdiction of the SALALM Executive Board.)
 

5.1 CALAFIA [California Cooperative Latin American Collection Development Group]

 

5.2 HAPI [Hispanic American Periodicals Index]

5.3 LALA-L [Latin Americanist Librarians’ Announcements List]

5.4 LAMP [Latin American Microform Project]

5.5 LANE [Latin America North East Libraries Consortium]

5.6 LASER [Latin American Studies Southeast Region]
5.7 Libreros

 

6. Ad hoc Committees and Subcommittees

 
(Composition, size, and charge determined as needed by the SALALM Executive Board.)
 

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III. Policy Statements

A. Annual Conference: Responsibilities of Host Institution
As SALALM is a relatively small non-profit organization, it is dependent upon host institutions for various conference services which are necessary, but for which the organization cannot offer compensation. In order to guide the host institutions in their planning, the following statement is provided.
The conference budget is prepared in consultation with representatives of the host institution by the Executive Secretary, Vice-President/President-Elect, and the Finance Committee. It should be approved and in the hands of the host institution approximately twelve months in advance of the meeting.
The host institution is responsible for:
 
1. Preparation of the copy for the invitation.
2. Preparation of the registration packet and its mailing to registrants who do not attend the conference.
3. Conference facilities and refreshments (but not meals), as directed by the Conference Planning Committee.
4. Miscellaneous conference support services which would include office space for the Executive Secretary and SALALM staff, telephone, incidental copying and duplicating privileges, volunteer support staff for registration and messenger services throughout the conference.
 
SALALM’s contribution for the conference normally would not exceed the amount received from conference registration. Fees for registration, exhibitors’ fees, and other moneys received for the conference are sent to and disbursed by the Treasurer or his designee.
SALALM is not responsible for the costs of meals, social events, and outings. They are to be regarded as individual activities, paid for by the participants, either directly to the supplier or indirectly through the host institution.
(Proposed at 1978 Midwinter by Alma Jordan; referred to Budget & Finance and Dues & Fees Committees. Accepted by the Executive Board at SALALM XXIII, London, 1978; revised 1999)

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B. Annual Conference: Libreros Proposals
 
1. El día de hoy, el Comité de Libreros del SALALM resolvió solicitar a usted lo siguiente:
 
a. Se incluya en la Pre-Registration Form de los próximos SALALM, para pagar además del registration fee una línea exclusivamente para libreros que se llamará “Solamente Para Librerías. Aporte de __________ para la Fiesta de los Libreros en homenaje al SALALM … $100.00.” Si hubiera inscrito más de un representante por una librería, un solo aporte por la empresa será suficiente. Este aporte sólo será admitido en la Pre-Registration Form.
b. Que la tesorería del SALALM administre este fondo separado de los fondos generales del SALALM.
c. Que cada año el Comité Local tome a su cargo la organización de la Fiesta de los Libreros, al nivel de las ofrecidas en años anteriores, si es posible con música, y siempre dentro del alcance de los fondos recaudados.
d. Que si el fondo tiene superávit, se acumule para otros años, en los cuales se mejorará la Fiesta.
e. Que en la carpeta que habitualmente se entrega a los participantes el comienzo de cada SALALM, se incluya una invitación impresa donde conste el nombre de las Librerías que ofrecen la Fiesta (nombre de la Librería, no el del representante de la misma).
 

(Accepted by the Executive Board at SALALM XXXIII, Berkeley, 1988)

2. El día de hoy el Comité de Libreros del SALALM resolvió solicitar a usted los siguiente:
 
a. Que en lo sucesivo el lugar de exposición de los libreros en las reuniones anuales del SALALM se ubique en un sitio amplio de paso natural de los concurrentes.
b. Que se dedique por lo menos uno de los descansos de café (coffee breaks) para que los concurrentes paseen por las exhibiciones de los libreros.
c. Que se anuncie en el programa del SALALM el hecho referido en el punto número dos arriba.
 

(Accepted by the Executive Board at SALALM XXXIII, Berkeley, 1988)

3. El Comité de Libreros del SALALM solicita que se lleve a la consideración del Comité Ejecutivo del SALALM la siguiente propuesta:
 
a. Que los miembros del Comité de Libreros del SALALM tengan la oportunidad de participar en el programa anual del SALALM con una sesión que se intitula “Tendencias editoriales y realidades libreras latinoamericanas.” Las ponencias que se presenten en dicha sesión versarán sobre distintos aspectos de la situación de la industria editorial y los quehaceres de los libreros de varios países. Las presentaciones se acercarán, donde sea posible, al tema específico anual de las reuniones del SALALM.
b. Que el Comité de Libreros del SALALM, en colaboración con la presidencia del SALALM, organice las sesiones, para lo cual avisará con anticipación a ésta de su contenido para que se incluyan los detalles en el programa general del SALALM.
 

(Accepted by the Executive Board at SALALM XXXIII, Berkeley, 1988)

4. En reunión celebrada el miércoles 6 de Junio, los libreros del SALALM, grupo que hemos llamado ahora LIBREROS (SALALM AFFINITY GROUP), en vista que consideramos insuficiente la comunicación entre libreros y bibliotecarios debido a la apretada agenda de éstos últimos, como participantes simultáneos en los distintos comités y paneles; considerando que la reunión anual del SALALM es generalmente la única oportunidad para un diálogo personal, LIBREROS (SALALM AFFINITY GROUP) queremos sugerir algunas alternativas que den una solución a esta situación y ofrezcan una comunicación más fluida que la que se lleva a cabo hoy, que es en forma algo desordenada para ambas partes.
Solicitamos así, crear un espacio diario de 30 minutos, que bien puede ser a continuación del Coffee Break y como parte del programa oficial del SALALM. Ese espacio podría ser conocido como BOOKDEALERS—LIBRARIAN APPOINTMENTS.
Gracias por vuestra atención.
 
(An amended proposal was approved by the Executive Board at SALALM XXXV, Rio de Janeiro, 1990, as follows: )
One hour to be set aside on the first day of the conference (the day of the opening general session, not the committee meeting day) for the purpose of librarian appointments with the bookdealers. This hour would be mentioned in the conference program; on a trial basis, a sign-up sheet would be offered for additional times on other days.
 

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C. José Toribio Medina Award
At SALALM XXVI (New Orleans, 1981) the Executive Board established
the José Toribio Medina Award, to be made annually, if merited, in recognition of outstanding contributions by SALALM members to Latin American Studies. Originally two awards, one for articles and one for monographs, were authorized; however at SALALM XXXVII (Austin, 1992), the award for articles—which had never been given—was eliminated.
The purpose of the program is to encourage and acknowledge truly superior accomplishments in research and scholarship. An award panel reviews nominations and submissions and recommends a recipient to the Editorial Board.
The award, in the form of a certificate and an honorarium, is given for a distinguished monograph published or accepted for publication within the three years immediately preceding the closing date for nominations. Nominations are sought for meritorious bibliographies and reference works, and sources which facilitate access to research or contribute to the understanding, use, or development of Latin American collections. Reprints, translations, or re-editions are not eligible. Selection is based on scholarship, style, and the importance of the contribution.
To be eligible for the award, an author must be a member in good standing of SALALM for the current year and the preceding two years.
If requested to do so by the award panel, authors are responsible for providing one copy of the work to the review committee. Such copies will be returned when the selection process has been completed.

(Based on the Introduction to the Nomination Forms published in the SALALM Newsletter)

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D. Guidelines for Nominating Persons for Honorary Membership

1. Eligibility

a. Upon retirement or withdrawal from active participation in his/her profession, members may be nominated for honorary membership, provided he/she has been a dues-paying member for at least the previous five years. (Eligibility criteria will be confirmed by records at the Secretariat.)

 

2. Procedures

 

a. It is important that the Executive Director be advised of impending retirement or withdrawal from active professional participation of SALALM members.

b. Nominations may be made by any member of SALALM. Nominators will include with their nominations a résumé of each nominee’s contributions to SALALM.

c. Nominations must be submitted to the chair of the Membership Committee at least six weeks before the annual meeting.

d. If no one else has already done so, the Executive Director may nominate any retired long-term members.

e. At its annual meeting, the Membership Committee will consider the nominations and forward its recommendations to the Executive Board.

f. In executive session, at the first Executive Board meeting of the annual SALALM conference, the Executive Board will approve or reject the nomination(s). A two-thirds majority of the Board present will be required for approval of each nominee. This vote should be by secret ballot.

g. The Executive Board will present its recommendation(s) for honorary membership to the general session for a vote.

 

3. Evaluation criteria

 

a. Nature and importance of the services rendered.

b. Professional achievements.

c. Length of service to SALALM.

 
 

(Accepted by the Executive Board at SALALM XXXIX, Salt Lake City, 1994; revised 1999)

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E. Enlace Travel Awards

SALALM seeks participation from Latin American colleagues who can present papers on the conference theme or on another topic of interest to SALALM’s membership. All presentations will be made within organized panels. Travel awards are available for selected Latin American participants based on the following criteria and procedures. It is customary for SALALM/Enlace to pay eighty percent (80%) of travel costs, calculated by a 21-day advance purchase airfare and the U.S. government per diem figure for the city hosting the conference. The recipient of the travel award receives reimbursement at the conference. In addition to the award, the recipient’s registration fee is waived.

1. Procedures:

a. The applicant sends to the chair of SALALM’s Enlace Committee:

 

– a one-half-page summary of the paper to be presented,

– his/her curriculum vitae,

– an estimate of a 21-day advance purchase airfare to the conference.

 

b. Applications will be reviewed by a committee consisting of the Enlace Committee chair and two other Enlace Committee members.

c. The review committee will act as liaison between potential presenters and panel organizers to match up speakers with panels.

d. Applications will be reviewed until all funds have been awarded.

2. Criteria for award of travel funds:

 

The recipient:

a. works in a Latin American library or information environment,

b. writes a publishable paper on a topic related to the conference theme or another theme of interest to the membership,

c. makes a presentation within an organized panel or in another designated format,

d. presents the paper in one of the working languages of SALALM (Spanish, Portuguese, or English), and

e. speaks for the allotted amount of time, usually 15–30 minutes.

 

3. Letters of invitation:

In addition to awarding travel funds, the Enlace Committee will write personalized letters of invitation (upon request) to anyone interested in attending the annual conference. The purpose of this type of invitation is to support potential participants in their request for funds from their institutions. These invitations carry no monetary award nor is the conference registration fee waived.

4. Procedures for Panel Organizers to Request Funds on Behalf of Latin American Presenters:

Panel organizers may want to invite colleagues from Latin America and the Caribbean to make presentations at the annual conference. Once the panel is accepted into the conference program and interest is expressed by the potential presenter, the panel organizer can propose participants from Latin America as potential recipients of SALALM/Enlace travel funds, as follows:

 

a. The panel organizer sends to the Enlace chair:

 

– the title of the panel,

– the topic on which the Latin American presenter will speak,

– a brief statement of the presenter’s qualifications,

– from the potential presenter, a one-page summary of the proposed paper, curriculum vitae, and airfare estimate (as in the procedures above).

 

b. Applications will be reviewed as detailed above.

c. Panel organizers will be notified as soon as the reviewers make their decision. The organizer is then to notify the potential presenter of the decision.

d. Panel organizers who have already mentioned panels or sent names of potential presenters to Enlace’s chair need to follow these guidelines.

e. The criteria of travel awards are as stated above.

 

(Source: SALALM Newsletter, Dec. 1998, pp.82–83; revised 1999)

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F. Guidelines for SALALM Web Publications
Purposes: To share the bibliographic work of SALALM members with other Latin Americanists; to provide an information tool prepared by Latin American library specialists; to help SALALM members create their own local finding aids.
Beginning in 1999, the Latin American Information Series will be “published” on the SALALM Website (www.salalm.org). Submissions should be sent to the series editor.

1. Bibliographies or other relevant bibliographic works will be on topics of current interest related to Latin America or topics being studied in Latin American area studies courses. Quality is important, but timeliness is equally important.
2. The series will consist primarily of selective and working bibliographies emphasizing key reference works and secondary sources. While recognizing that these may be works in progress, the citations included should be complete.
3. Bibliographic coverage will be up-to-date. The bibliographies will include introductory commentary that places the topic in its current context and describes the scope of the work and criteria used for selection.
4. Suggested length: 5 to 25 pages in final format.
5. Style: Chicago Manual of Style, 13th ed.
6. Submission: A double-spaced copy and a disk (with text in WordPerfect, Microsoft Word, or ASCII) shall be submitted to the series editor.
7. The series editor will solicit reviews from people knowledgeable about the topic. The series editor will also review the manuscript and will be responsible for proofreading and for recommending formatting changes.
8. The series editor will forward recommendations to the author/compiler, who will make the changes.
9. The author is responsible for preparation of the final form of the work. Another double-spaced copy will be submitted to the series editor, who will check to see that all recommended corrections and changes have been made. If more changes are needed, the series editor will work with the author/compiler to see that they are made. When the copy has been approved, the series editor will forward the copy and corrected disk to the SALALM Website Advisor to be mounted online.

 

(Source: SALALM Newsletter, Dec. 1998, p.81; revised 1999)

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G. SALALM Archives
 
1. The archives of SALALM are maintained permanently at The University of Texas at Austin General Libraries in the Nettie Lee Benson Latin American Collection.
2. Officers and chairs are responsible for all records they receive or produce in carrying out the business and activities of their particular office, committee, or subcommittee. These records are the property of SALALM, and at the conclusion of service in any one position, each officer or chair will make disposition as outlined below.
3. Records are defined as all originals and copies of written or printed books; documents; correspondence; memoranda; maps; drawings; charts; wire, tape, or other types of recordings; films and other photographic reproductions; and any other type of audiovisual material prepared or received in the course of the business and activities of the organization.
4. Current records, or those that are necessary for the day-to-day operations of SALALM business, should be retained by the current officer or chair and passed on to his successor.
Non-current records which are deemed valuable for permanent retention are considered archival and should be forwarded to the Benson Latin American Collection.
 

5. The following types of materials are considered archival:

 
a. Official records: one copy each of official publications, transcripts of meetings, minutes, etc.
b. Material relating to the history of the organization: programs, reports, proceedings, proposed projects, decisions made, questionnaires, correspondence.
c. Letters defining policies, outlining committee duties, explaining procedures, etc., except that when duplicate information was sent to several persons, only one copy shall be kept, annotated to show distribution.
 

6. The following types of materials may be discarded:

 
a. All blank forms, printed or duplicated materials no longer current.
b. Letters of transmittal.
c. Requests for publications or information that lose their value after the request has been filed.
d. All duplicate material. (Keep the original copy, if available, unless the copy contains annotations.)
 
(Based on the archives policy of the Resources and Technical Services Division of the American Library Association. Accepted by the SALALM Executive Board at its 1979 Midwinter meeting.)

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Last modified 05/18/07