Operational Guidelines

I. PURPOSE
The purpose of the Australasian Innovative User Group, hereafter the AIUG, shall be to:

  • Serve as a forum to influence the development and improvement of Innovative Interfaces, Inc. products, services and support provided for the benefit of AIUG members
  • Foster and improve relationships and communication among members, and between members and Innovative Interfaces Inc.
  • Gather and disseminate information on the use of III products amongst the users of the Innovative system

II. MEMBERSHIP

  • Member institutions will be those institutions using the Innovative Interfaces Inc. Integrated Library Management System, who have paid the annual dues for the current year
  • Each member institution shall have 1 vote at the AGM
  • Site coordinators would typically cast the votes (if in attendance) but sites can nominate proxies to vote on their behalf if desired (e.g. the Chair or Deputy Chair)

III. COMMITTEE

  • The officers of this organization shall be elected for 2 years
  • The Vice-Chair/Chair-Elect becomes the Chair following the conclusion of the annual membership meeting/& conference and the current Chair’s 2 year term of office
  • The Vice-Chair will attend the IUG conference with the Chair during the year prior to the Vice Chair taking up the position of Chair, as a mentoring process. The Vice-Chair shall immediately become Chair upon the resignation of the chair for the unexpired term, including the term s/he was initially elected to serve
  • An unexpected vacancy of the Vice-Chair/Chair-Elect position shall be filled by special election to take place no later than 16 weeks after the vacancy was announced to the membership

a. Duties of the Chair

  • Preside at the annual meeting of the AIUG and at meetings of the AIUG Committee
  • Report on and keep record of all monies received and expended and make disbursements as authorized by the AIUG Committee
  • Collect, or cause to be collected, registration fees, membership fees, and other monies as required
  • Chair the Annual AIUG AGM and conference
  • Provide guidance to and liaise with the conference host site regarding costs, responsibilities and requirements to ensure the best possible outcomes for the optimal running of the conference and associated meetings and training session/s
  • Request from III and ensure III promotional materials are sent to conference hosting institution prior to AIUG conference each year
  • Attend the annual IUG conference to represent the interests of the AIUG group
  • Meet with III staff during IUG attendance to present top AIUG enhancement issues and other relevant issues from the group
  • Liaise with AIUG members as necessary
  • Chair’s Institution will act as the nominated Treasurer of AIUG funds for the 2 year period of the Chair’s duties
  • Ensure that extra-ordinary expenses required of AIUG funds to be presented to current committee for approval
  • Liaise with III, especially local representatives as required to represent AIUG interests throughout period of Chair responsibilities
  • Liaise with training representative and III regarding availability of training etc. available by III to be conducted in Australasia through the year and in conjunction with AIUG

b. Duties of the Vice-Chair/Chair-Elect

  • Perform the duties of the Chair in the event of the Chair’s temporary disability or absence from meetings, or if the Chair becomes ineligible to hold office
  • Participate in all activities of the Chair and Committee as a mentoring activity
  • Attend IUG as Vice Chair/Chair elect with the current chair
  • Contribute to the IUG report during the AGM
  • Take an active role during the conference in the year prior to taking up the Chair role

c. Duties of the Secretary/Treasurer:

  • Take and provide minutes of the annual general meetings for addition to the AIUG website
  • Maintain AIUG membership list
  • Deliver over to his/her successor or to the Chair all books and other property at the expiration of his/her term of office
  • The Treasurer is the finance section of the Chair’s institution (due to the physical distance between institutions precluding an individual Treasurer position requiring more than 1 person to ‘sign’ for the payment of AIUG invoices)and is administered by the current Chair, with advice and approval from the Committee at the time. Responsibility for the funds transfers with each incoming Chair.NB: Investigation into the AIUG becoming a legal entity was dismissed, as legal advice indicated it would be difficult to administer across multiple countries and would be costly, requiring yearly audits and the payment of regular administration fees. It was decided at the AGM in 2011 that, on this advice, the AIUG would not pursue this further at this point in time.

d. Duties of the Past Chair

  • Serve in an advisory role to the Chair and the AIUG Committee

e. Duties of the Enhancements Co-ordinator

  • To call for and compile the top three enhancements and burning issues for the AIUG annually prior to the attendance of the Chair at the IUG
  • Enhancements should be checked both against the previous years IUG enhancements ballot and the current years IUG enhancements to determine if the groups requests are ballot winners and/or to reference the correct IUG Ballot number if they reflect current enhancement requests submitted by the IUG

f. Duties of the Training Co-ordinator

  • To call for and co-ordinate requests for training from III from AIUG representatives throughout the year and schedule sessions either as part of the AIUG conference or at an agreed place and time for all those participating
  • To predetermine training needs and present these to III so they can schedule training for the AIUG throughout the year. Training requires a minimum of 10 attendees and three days to be viable for III to send trainers and multiple sessions should normally be scheduled in the same week. This can consist of multiple sessions to the equivalent of three or more days of training.
  • The AIUG has agreed to contribute from AIUG funds to the costs of Innovative Interfaces training organised through the AIUG Training Coordinator.The decision to contribute funds and the amount to be contributed will be decided at the AGM each year, taking into account the financial situation of the GroupThe Chair and Training Coordinator will implement this and apply a formula for distributing funds, described as follows.The AIUG will particularly seek to assist attendees who have to travel longer distances to take part in training.The contribution will typically be calculated as follows :
    • the AGM decides the total amount to be contributed
    • a proportion e.g. 30% is set aside for remote attendees
      • Remoteness is determined by distance as the crow files between institutional location of attendee and location of training. The threshold above which such a contribution would be made is 1500 km.
      • this amount will be divided equally among remote attendees (per person)
    • the remaining proportion e.g. 70% will be allocated to institutions whose staff are attending the training
      • this amount will be divided by the total days comprising training to give a daily figure
      • the daily figure will be multiplied by the number of days in each course to produce a total contribution for each course
        • Example
        • Training comprises Course A (3 days) and Course B (2 days).
        • An amount of $2000 is divided by 5 days total training, producing a daily figure of $400
        • Course A receives 3 x $400 and Course B receives 2 x $400
    • the total contribution for each course will be split equally between institutions whose staff are attending the training (i.e. it will not be allocated per person)

     

    The final contributions per institution will be calculated by the Chair & Training Coordinator before Innovative Interfaces invoices participants.

    Innovative Interfaces will deduct the contributions from the invoices as appropriate.

    Innovative Interfaces will bill AIUG to recoup the amounts deducted from participants’ invoices.

     

g. Duties of the AIUG Committee

  • Approve/comment on financial and other activities particularly in relation to the annual conference and Annual General Meeting
  • Ideally a virtual Committee meeting should be scheduled throughout the year to consider relevant issues requiring discussion
  • The AIUG Committee shall consist of members elected during the annual AGM for a term of 2 years. It consists of the Chair, Past Chair, Chair Elect, Secretary, Enhancements Co-ordinator, Training Co-ordinator, Communications representative (Website, AIUG and listserv maintenance) and and one representative for each Australian State or Territory, and for New Zealand

V. MEMBERSHIP MEETINGS

  • There shall be an annual general meeting (AGM) held in conjunction with the Australasian Innovative User Group conference
  • An agenda for the AGM will be distributed via the AIUG listserv in advance.  Members adding items or proposals to the agenda should forward supporting information in advance also, to allow time for other members to seek feedback at their home institution as required.
  • III shall be invited to send representatives to the AIUG annual membership meeting and speak to any issue but may not make motions or vote
  • At the AGM or any other AIUG meetings, attendees represent their member institutions who fund the Group. Attendees should share or propose any issues which their home institution would like raised in the Group and should also communicate AIUG matters back to their institution as necessary.
  • A Site Coordinators’ meeting will usually be held the day prior to the conference, but may be held at any time determined by the group

VI. COMMITTEES

  • Special committees shall be formed as needed and shall report directly to the AIUG Committee
  • A Conference Committee will be appointed annually by the host Institution to plan for the annual conference/meeting the following year
  • The Conference Committee will make arrangements for the meeting rooms, lunches, location and booking of an appropriate venue and caterer for the III hosted reception, refreshments

VII. NOMINATIONS AND ELECTIONS

  • Nominations will be sought 1 month prior to the AGM to allow the nominee/s to seek approval from their Institution/s to nominate
  • The Chair will call for votes to be lodged for the position of Chair during the AGM by ballot paper. Should there be 2 nominations, the nominee not voted in as Chair will assume the position of Chair elect in the second year of the Chairs term of office
  • All newly voted members, including the chair will take office immediately upon adjournment of the annual membership meeting and conference

VIII. MISCELLANEOUS

a. Membership Fees

  • Membership fees shall be invoiced for the year after each AIUG conference, of each institution that has requested to join the AIUG. Only those institutional members who have paid shall be eligible to appoint an official AIUG representative
  • The amount of the membership fee shall be reviewed annually at the AIUG AGM

b. Distribution/maintenance of Membership Information

  • AIUG communications will be sent to the official AIUG representative
  • Membership information is maintained on the AIUG website on the advice of the Committee/Chair but can be confirmed by the Website manager directly with the institutional representatives.

c. Web pages and Twitter account

  • The AIUG web pages and Twitter account are maintained by the Web Site Coordinator. Updates can be requested by any Committee member on the advice of the Committee but generally are received from/via the Chair or the Project Manager of the current AIUG conference host in relation to Conference web pages

d. The listserv

  • The AIUG listserv is hosted and maintained by Deakin University Library AIUG representatives on a voluntary basis by the goodwill of the University Library. Requests for assistance with subscriptions or posting to the list should be directed to lbsystem@deakin.edu.au

e. enhancements

  • The AIUG encourages members to submit enhancement suggestions. Guidelines for doing this are located on the AIUG enhancements page

Created July 2011 by the AIUG chair Kathy Martin with advice from the Committee and approval for utilising the format of the IUG bylaws from the incoming 2012 IUG chair Aimee Fifarek. Documented by the AIUG secretary Margrethe Gould. (amended on advice of AIUG institutional librarians April 26th 2012 – kathym)