Keeping on the Same Page and Working Together: The SIG III Approach

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1 Keeping on the Same Page and Working Together: The SIG III Approach Yin Zhang SIG III Chair School of Library and Information Science Kent State University 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program 1

2 Presentation Outline Illustration of major tools SIG III utilizes to keep everyone informed Examples of how SIG III works on group projects International Paper Contest International Reception Planning 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 2

3 SIG III Website: Keeping Everyone on the Same Page Its audiences SIG III members Potential members Officers Public archives of documents SIG III newsletters Announcements Program updates and reports Marketing and publicity tool SIG III flyer for recruitment Call for papers and participation Program showcase Fundraising Success stories 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 3

SIG III Website: Structure The navigation bar on the left provides easy and direct access to the major sections of the site. URL: http://www.asis.

4 SIG III Website: Structure The navigation bar on the left provides easy and direct access to the major sections of the site. URL: The main page highlights recent additions and changes to the website. 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 4

5 SIG III Website: Publicity and Marketing 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 5

Program Pages: InfoShare The InfoShare Program grants one- or two-year memberships to members from developing countries. SIG III receives many inquiries about this program.

6 Program Pages: InfoShare The InfoShare Program grants one- or two-year memberships to members from developing countries. SIG III receives many inquiries about this program. This page has been developed to answer those questions. In addition, the page serves as a showcase for the previous InfoShare awardees. 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 6

participation, how to get involved, summary of the themes which emerged at each gathering,

7 Program: Global Plaza This page puts all Global Information Village Plaza related information over a three-year run in one place, including program description, call for participation, how to get involved, summary of the themes which emerged at each gathering, and photos for publicity. 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 7

8 SIG III Newsletter: A Periodic Briefing to All Members The SIG III Newsletter is published three times a year via the website with a notification posted to the sigiii-l and asis-l listservs. This page lists newsletter entries chronologically, with the most current one on top. Each issue of the newsletter provides updates of the group s recent activities, upcoming events, news about members, group meeting minutes, and FAQs. 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 8

9 SIG III Newsletter: A Sample Issue This pre-annual conference issue offers an overview of SIG III activities and events during the annual meeting. We also bring print copies of this issue to the annual meeting. 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 9

10 SIG III Flyer for Potential New Members 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 10

International Paper Contest The International Paper Contest has been held for its sixth consecutive year since 2000.

11 International Paper Contest The International Paper Contest has been held for its sixth consecutive year since This page pulls together current and past calls for papers, winning paper announcements, additional travel grant opportunities, and success stories from previous winners. 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 11

12 International Paper Contest: An Example of Group Effort This year marks the sixth anniversary for the ASIST SIG III International Paper Contest Since 2000, this contest has attracted over 283 information professionals from over 50 countries to participate, and more than 230 papers have been received for this contest Over 60 papers from the contest have been published in International Information and Library Review and the Bulletin of the American Society for Information Science and Technology This program requires a systematic approach for all people involved to be on the same page and work together! 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 12

13 International Paper Contest: An Example of Group Effort (continued 1) 2005 Paper Contest Management 1. CFP Setting up the theme (Liwen) Setting up the schedule for submission and judging (Liwen) Writing the announcement, which includes the criteria, rules, and deadline (Liwen) Distributing CFP see separate section on Marketing and Publicity Posting to the SIG III website (Yin) 2. Judging Process Recruiting and selecting judges (Liwen and Yin) this year, we have previous winners serving as judges Developing judging criteria with percentages of each category and ranking method (Liwen) Dividing papers among judges and collecting reviews and scores (Liwen) Compiling and calculating the scores to decide the winners (Liwen) 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 13

14 International Paper Contest: An Example of Group Effort (continued 2) 3. Budgeting and Fundraising Deciding how much money we can budget, and how many winners and travel grantees that we can cover (Yin) Raising funds to support the budget set (Yin with her assistant, Cari Baker; Toni) 4. Papers and Authors Management Receiving papers and sending a receipt confirmation (Duncan) Developing and supporting the web site that posts submitted papers and judging criteria, and reviewing forms for IILR (Yin, Liwen, Duncan, and Toni) Entering the paper and author information in the SIG III database for future reference (Yin) Notifying winners and managing procedures on claiming their 2-year ASIST memberships (Duncan) 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 14

15 International Paper Contest: An Example of Group Effort (continued 3) 5. Winner(s) Travel to the Annual Meeting Working with the Headquarters to get visa paperwork for winners (Yin) Helping them with travel details and where to stay (Yin) Determining who gets a travel grant and how much they get based on money raised and on hand (Yin) Making sure travel grantees have someone staying at the same hotel, and keeping in touch (Yin) Working with ASIST to make sure that all winners submit their membership information (Yin) 6. Marketing and Publicity Marketing the announcement worldwide (Yin, Liwen, and other officers) -- please see the marketing plan section below Announcing paper contest results -- see CFP marketing plan 7. Publishing Opportunity Working with Toni Carbo, who selects papers for International Information and Library Review (IILR), and Irene Travis for ASIST Bulletin (Toni, Liwen) Publicizing the results (Toni, Yin) 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 15

International Paper Contest: An Example of Group Effort (continued 4) This Reviewers and Papers site has been created and used to facilitate the review process of this year s

16 International Paper Contest: An Example of Group Effort (continued 4) This Reviewers and Papers site has been created and used to facilitate the review process of this year s International Paper Contest. Reviewing guidelines, and forms along with papers, are available for downloading. 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 16

17 International Reception Planning: Another Example of Group Effort Planning Committee: International Liaisons: Michel J. Menou and Julian Warner Chairs: Yin Zhang (current chair), Nadia Caidi (incoming chair), Duncan Omole (incoming chair-elect) InfoShare Officers: Sue Johnson (also past chair) and Caryn Anderson (incoming coofficer) Cabinet Representative: Toni Carbo To-do list that Michel and Nadia helped put together: BEFORE THE RECEPTION - Fundraising (Elsevier and invitation) Yin - Room to reserve Yin - Layout and organization of the Room, including podium and mike Yin and Julian - Food planning Yin and Julian - Putting together posters explaining various SIG III programs and acknowledging donors Michel and Julian - Silent Auction Sue - Raffle tickets sale Nadia, Yin, and Caryn - Gift Basket for Raffle winner Sue, Toni, along with other donors who would like to throw in gifts 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 17

18 International Reception Planning: Another Example of Group Effort (continued) DURING THE RECEPTION - Welcome people at the entrance Michel, Julian, Nadia, Yin, along with other SIG officers - Introductions: Michel - Brief the International Reception and events - Acknowledge sponsor Elsevier - Introduce InfoShare and other fundraising initiatives - Announce Paper Contest winner(s) - Welcome paper contest winners who are present - Make announcement for Silent Auction - Collect money and distribute items purchased Julian, Nadia, Yin, and other volunteers - Announce Raffle Michel - Sell Raffle tickets Nadia, Yin, Julian, and other SIG Officers - Raffle Draw Michel, Sue 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 18

19 International Reception Planning: Room Reservation Request List (1) a podium This is new for this year (2) a super-powerful and working microphone (3) a large room that can accommodate 200 attendees comfortably (4) 8-10 big round tables with chairs for about 10 persons/table loosely arranged in the room, allowing attendants to sit down or stand chatting (5) at least 5 long rectangular tables for silent auction items (6) a separate long rectangular table for the sponsor Elsevier to exhibit their publications at the event as they normally do 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 19

20 SIG III Officer Manual: Connecting Past, Current, and Future Officers SIG III sponsors several regular projects/programs over the years. Some of the SIG III projects/programs are quite complex, such as the International Paper Contest program and fundraising project. It is hard for new officers to start from scratch and run complicated programs efficiently and effectively. A knowledge base of how to run SIG III s various programs and activities is essential to connect past, current, future officers! A SIG III officer manual was created to contain well-documented procedures, sample documents, and contact networks so that future officers can run the programs more effectively. 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 20

21 SIG III Officer Manual: Connecting Past, Current, and Future Officers (continued 1) This manual is supplementary to the ASIST SIG Officers Manual This manual was started in 2005 and will be maintained by future SIG III Chairs for updates Other documents and files to be passed to future SIG III Officers for future updates include: files in the SIG III website: the SIG III database 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 21

22 SIG III Officer Manual: Connecting Past, Current, and Future Officers (continued 2) Marketing Plan for International Paper Contest Now Individual Contacts for distribution of 2005 CFP: SIG III board and active members -- Yin Previous paper contest winners; InfoShare winners -- Yin SIG III and SLA activists (compiled by Sue) -- Yin ASIST international member list (to be provided by Dick) -- Yin Listservs: sigiii-l, asis-l, and jesse -- Liwen; ifla-l --Yin Other listservs sent by the distribution network -- Merlyna AoIR list (Association of Internet Researcher): Chinese Internet Research: Cyberspace & Society: DigitalDivide discussion group: World Summit Award IT expert panel list: Digital Governance: IT & Civil Society Research Network: SSRC Euroseas (Europe - Southeast Asia research network): euroseas@yahoogroups H-Net Discussion List on History and Study of Southeast Asia: H-SEASIA@H-NET.MSU.EDU Duncan s list: full name of organization/group of the list/newsgroup - African Attendees IFLA 2001 full name of organization/group of the list/newsgroup - World Bank Librarians Ifeanyi Njoku s list: One listserv in Nigeria - nla-online-forum@yahoogroups.com. It is the Nigerian Library Association listserv 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 22

23 SIG III Officer Manual: Connecting Past, Current, and Future Officers (continued 3) Marketing Plan for International Paper Contest in the Future 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 23

24 SIG III Database: Data, Records, and Statistics The SIG III database contains records about International Paper Contest participants and winners InfoShare awardees Fundraising records and contributors (SIGs, Chapters, LIS program Deans and Directors, Other organization donors, individual donors, and potential donors) Such a database should allow us to answer such questions as: For our network of digital scholars and experts: How many paper submissions have we had so far, and from which countries and regions? How many participants for the paper contest? Who are they, how do we contact them?. For our fundraising: How much money have we raised each year? Who are the donors? Frequent donors? 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 24

25 Future Plans We will try new, more effective ways to run the SIG III programs keep everyone on the same page and work together more effectively and have fun Any suggestions are always welcome! 10/30/2005 ASIST 2005 Annual Meeting Leadership Development Program, Yin Zhang 25

Select and finalize your golf course including a written contract covering your requirements and expectations.

Select and finalize your golf course including a written contract covering your requirements and expectations. 6 MONTHS: 180 days before your event: Determine the reason and objectives for your event. For example, set fundraising and attendance goals. Determine the primary individuals who will be responsible for