Continuing Education Committee

Continuing Education Committee Policies and Procedures

Purpose of Continuing Education Programs

To keep library staff and other interested members of the community aware of developments in librarianship and our libraries which affect our work and the services we offer in order to:

  • inform us of areas with which we may be unfamiliar or in which we may need further training;
  • identify and articulate problems related to new developments;
  • enhance communication among diverse groups;
  • expand vision of what it means to work in the field of librarianship.


Composition of the Committee

The Committee consists of three librarians elected by the Academic Assembly of Librarians from the nominees at the May meeting of the AAL, and a support staff member chosen by the Dean of University Libraries in consultation with the Staff Council and approved by the AAL Steering Committee. The nominee from AAL receiving the most votes will serve a two-year term, the first year as vice chair/chair elect and the second year as chair. The nominee with the second highest number of votes will serve a one-year term. The chosen staff member will serve a one year term.


A folder for each year is given to the new chair.

The folder should contain informal minutes, program topics so that subsequent committees can avoid repeating past programs, publicity ideas, costs, problems and solutions, and any other information which would be useful for subsequent committees.

The annual report of the Committee, written each year by the Chair, should also be included in the folder.


The money for the Committee’s budget comes from the Travel and Entertainment line of the library’s budget, and University rules prohibit employees from using university money for entertainment purposes when only university personnel are present. Therefore, committee members cannot be reimbursed for the cost of refreshments at events where only other university employees are present. However, funds may be used to reimburse committee members for the cost of an outside presenter’s lunch at the Diamond Club or for refreshments at an event when guests from outside the University are present. If refreshments are brought in, employees must submit original receipts listing only those items purchased for the event in order to be reimbursed.



  1. Plan programs
      1. The committee should meet to plan programs for the coming year by:
        1. Scannning the library literature for current trends.
        2. Using TU library listserv or other appropriate methods to request suggestions for programs from library staff.
        Program topics should follow one or more of the following criteria:
        1. keep staff informed of ongoing Temple University Libraries programs, collections, and services;
        2. inform staff of recent developments in Temple University Libraries’ programs;
        3. inform staff of new services offered by the libraries;
        4. inform staff of recent developments in librarianship and possible impact on Temple University Libraries;
        5. are likely to appeal not only to professional librarians but to other staff as well.
    1. Choose an appropriate person to present the program. This may be a member of the library staff, Temple University staff, or a guest speaker from outside the University. Contact the prospective presenters to determine if available and when.
    2. Estimate costs of each program. The costs must be within the amount budgeted for the year.
      (See page 4: MARCH)

      1. Cost of audiovisual materials and equipment; e.g. videos, equipment rentals, paper, etc.
      2. Expenses for guest speakers; e.g. honoraria, travel expenses, or cost of lunch.
      3. Refreshments for the program.
    3. Plan how to publicize the programs. Committee members will be responsible for word processing, creating publicity flyers and distributing the flyers.
    4. List program topics, dates, times, and locations in a memo to the Chair of the AAL. In the past, Continuing Education programs were presented in conjunction with the AAL meetings. However, in an effort to increase attendance, Continuing Education programs are usually presented in the months when no AAL meeting is scheduled. For example, programs could be scheduled for October, February, and April. December could be used if a fourth program is planned. The time and place has usually been 2:00 on Tuesdays in the Paley Library Lecture Hall.
    5. Designate committee members to be responsible for each program and/or for various aspects of the programs, as listed below in Part II.



The Steering Committee of the AAL will invite the Chair of the Continuing Education Committee to describe the plans for the year. If the expense involved exceeds the amount budgeted for the current fiscal year, a proposal will need to be written to justify additional funding.

    1. Determine needs of presenter for October program
      1. Send formal invitation to presenter verifying date, time, and location.
      2. Ask presenter to respond to the following questions:
        1. What biographical information should be included in the introduction?
        2. Would the presenter like any special groups to be invited?
        3. What audiovisual equipment will be needed?
        4. What seating arrangements should be made?
        5. Are there any other arrangements required?


    1. Reserve location
      1. To reserve the Paley Lecture Hall get a scheduling form from the Administrative Services Department, x3185. Reserve the hall as soon as dates are determined.
      2. At least two weeks before the program, call the Administrative Services Department, x3185 with information about seating requirements.


    1. Publicize program
        1. At least 4 weeks before the program date, information / invitations should be distributed.
          1. Create, duplicate, and post in appropriate locations a flyer announcing the program. Colored paper must be requested ahead of time from Administrative Services.
          2. Send a memo and a copy of the flyer to all department heads to announce the program, requesting that they route the flyer to their staff and that they make arrangements for their staff to be present, if possible. Heads of public service departments especially will need to know well in advance in order to arrange desk coverage.
          3. If the program is intended for a wider audience, send a copy of the flyer to appropriate university departments and other university libraries in the area. Send a flyer and a memo requesting publication to the Temple Times.
        1. At least 2 weeks before the program date, announce the program and relevant information on the Libraries staff mailing list, Libraries Intranet or other appropriate method.
        2. At least 2 weeks before the program date, request AV equipment.
          1. Offices to contact:
            • The Digital Technologies unit of the Systems and Technology Department currently keeps a laptop and portable projector. This equipment may be signed out for presentations if it is not needed by User Education. If it is available, this equipment should be used before contacting Instructional Support Services.
          2. If cost is involved, fill out an Audiovisual Center Requisition Form and have it signed by the Head of Administrative Services for Automated and Administrative Services.
          3. Arrange to have the equipment delivered and set up at least 3 hours before the program time so that any bugs can be worked out.
      1. If the presenter is to be taken to lunch, invite other appropriate guest(s), such as the Dean of University Libraries at least 4 weeks before the program. (Note: Presenters and guests who are Temple employees cannot be reimbursed for meals.)
      2. At least 10 days before the program date, call presenter to confirm final arrangements.


  1. Presenting the program
    1. Make sure designated committee member knows objectives of the program and has biographical information about the presenter.
    2. Committee member should welcome audience and introduce presenter.
    3. Committee member should ask for questions at end of presentation and thank presenter and audience at conclusion.
    4. Committee member should send presenter a thank you note.



The Committee should meet to begin preliminary plans for the next fiscal year.

The steps in Part II should be followed for the February program.


Finalize plans for the February program.


Begin working on April program.


Finalize plans for April program.

The Chair should request funds for the next fiscal year from the AAL Chair.


Chair writes annual report for Committee. Ask members for comments and revisions.


Chair writes thank you notes to members of the Committee for their personnel files.

Chair presents annual report at AAL meeting.

Elections for new members takes place.

April 1993

rev. August 2002