Forms and Document Samples
FORMS AND DOCUMENT SAMPLES
Nomination Materials; Sample Ballot Cover Letter; Sample Ballots...... 2
NMP Sample Welcome Letter ...... 9
Sample Welcome Letter to New MOUG Members...... 10
Sample DSA Call for Nominations and Sample DSA Plaque...... 11
Sample Ralph Papakhian Travel Grant: Call for Applications...... 14
Sample List Owner (MOUG-L): Appointment Letter...... 15
Sample Job Ad: Web Keeper…………………………………………………...... 16
Sample Call for Program Committee Members...... 17
Handbook Revisions...... 18
Nomination Materials
Sample Call for Volunteers (via listservs and MOUG Web site)
With apologies for cross-posting.
Music OCLC Users Group: Call for Nominations (Board Positions)
The MOUG Nominating Committee seeks nominations for the offices of Secretary/Newsletter Editor (a 2-year commitment) and Continuing Education Coordinator (a 2-year commitment). We will assemble a slate of candidates this summer for an election to be held in the fall. Terms of office will begin at the end of the MOUG annual meeting to be held in San Diego, California, in March 2010. Below are brief descriptions of each office, paraphrased from the MOUG Bylaws and MOUG Handbook.
Secretary/Newsletter Editor: The person in this position serves for 2 years. The Secretary/Newsletter Editor serves as a member of the Executive Board and participates in general supervision of the organization's affairs. He/she records the minutes of the annual business meeting and the sessions of the Executive Board, and carries out other administrative duties. Additionally, the Secretary/Newsletter Editor is responsible for publication and distribution of the organization's tri-annual newsletter.
Continuing Education Coordinator: The person in this position serves for 2 years. The Continuing Education Coordinator serves as a member of the Executive Board and participates in general supervision of the organization's affairs. He/she chairs the Program committee for the annual meeting, and oversees local arrangements and program planning/implementation for the annual meeting.
If you would like to nominate someone (including yourself) for either office, or if you would like more information, please call or e-mail one of the committee members. For full consideration, please submit nominations by Friday, May 29, 2009, nominations received after that date may also be considered. Candidates for office must be individual members of MOUG in good standing at the time the ballot is distributed.
For more information about MOUG, please see Serving as an officer on the Executive Board is a wonderful and rewarding opportunity to more fully engage in MOUG's activities. Thank you in advance for your willingness to contribute to the continued vitality of our organization!
MOUG Nominating Committee
[insert contact information of Nominating Committee members]
Sample Request via E-Mail for Candidate Information
[insert date]
Dear ***,
I am very pleased that you have agreed to run for **** of MOUG. The MOUG Board approved the Nominating Committee's slate of candidates at their summer meeting last week. In order to make everything official, we need the following from you, to be sent to me at the address below:
1. A letter of acceptance of the nomination.
2. Biographical information. This information should follow the outline:
Current position (title, institution, year started). Education (degree, institution; may include degree-in-progress or course work). Previous positions (title, institution, years). MOUG activities. Professional activities in other organizations (MLA, chapter MLA, IAML, OLAC, AMS, ALA, state organizations, vendor groups, whatever seems related). Presentations and publications (give short citation). Memberships (anything related to music and/or librarianship).
If there are very many professional activities and/or publications/presentations to list, please select the ones you deem most important.
I'm attaching a sample ballot from a few years ago to give you an idea of how your information will appear.
Again, many thanks for your willingness to serve MOUG! Please let me know if you have any questions.
****, Chair
MOUG Nominating Committee
[Append MOUG Nominating Committee’s postal address and contact information here.]
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Sample Ballot Cover Letter
[Edit as appropriate for elections conducted by mail, or as an introductory screen for any election conducted electronically.]
[insert date]
Dear MOUG member:
Enclosed is a ballot concerning a special election to change *** of the MOUG Bylaws. This proposed change will permit the organization to ***.
[Provide further explanation if needed.]
Please make sure that YOUR NAME appears in the return address on the envelope (but not on the ballot itself). ENVELOPES WHICH LACK THIS INFORMATION WILL BE DISCARDED!
Ballots must be postmarked by [date] in order to be counted.
MOUG Treasurer
[Name of incumbent], MOUG Treasurer
[insert Treasurer’s mailing address]
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Sample Ballots
[Sample ballot no. 1: Officer election conducted by mail. Edit as appropriate for officer elections conducted electronically.]
MUSIC OCLC USERS GROUP
Official Ballot
[date of start of election]
- Vote for one candidate for each office.
- Make sure that YOUR NAME appears in the return address on the envelope (but not on the ballot itself). ENVELOPES LACKING THIS INFORMATION WILL BE DISCARDED UNOPENED.
- Ballots must be received no later than [Month Day, Year]. Mail completed ballots to
[Name], Chair
MOUG Nominating Committee
[address of Nominating Committee Chair]
VICE CHAIR/CHAIR ELECT (4 YEAR TERM)
______Martha Washington
Current Position: Coordinator, Lending & Access Services, Humanities and Social Sciences Library, Heather Hills University (12/2005- ). Previous professional positions: Music Cataloging Librarian, Heather Hills University (10/2004-11/2005); Manager, Cataloging & Database Management, Watchamadoolee County Public Library (2/2001-9/2004); Manager, Partnership Development, Watchamadoolee County Public Library (12/1999-1/2001); Cooperative Projects Liaison Librarian, Watchamadoolee County Public Library (8/1998-12/1999); Cataloging Librarian, Watchamadoolee County Public Library (11/1989-7/1998). Education: BM, Talladega College, 1987; MLS, Indiana University, 1989. Professional activities: Pascagoula Music Libraries Meeting: Co-Chair (2005- ). IAML: Metadata Commission, Chair (2005- ). MLA: Member, Subcommittee on MARC Formats (2005- ); Chair, Kevin Freeman Travel Grant Committee (2000-2003); Member, Public Libraries Committee (2004- 2007); Co-Chair, Social Responsibilities Roundtable (2001-2004). MLA South Central Chapter: Cataloguing Committee, Member (1990-2004), Chair (2003-2004); Local Arrangements Committee (2001); Nominating Committee (2003). Presentations: “Skills for Service Excellence with Our Patrons & Colleagues,” Organizer and facilitator for customer service program for Heather Hills University Library; “Integrating Resources: Changes Affecting Music Catalogers,” MLA South Central Cataloging Committee, October 2003; “Cataloging Websites Using OCLC CORC,” MLA South Central Cataloging Committee, October 2001. Publications: “Reviews of the Annual MOUG Meeting: Plenary Session: Focus on Sound Recordings,” Music OCLC Users Group Newsletter no. 92 (June 2006): p. 41-43. “Report on the Pascagoula Music Libraries Meeting” RIML Review, April 2006: p. 6-10. Report on “FRBR: Initiating Communication Between Technical and Public Services. Mark Scofield, (Bellerophon U (Southfield, MO)) and Colleen Miller (Harvard)” at the MLA Annual Conference, Vancouver, BC, February 2005.” RAML Review, April/August 2005: p. 15. Memberships: Pascagoula Library Association, RIML, MLA, IAML, MOUG, OLAC, ALA, LITA.
______Thomas Jefferson
Current Position: Music Librarian and Liaison to Fine Arts, University of Rappahannock North (1998- ). Previous Positions: Music Librarian, Southwest Beulah State University (1995-1998); Assistant Instructor (sabbatical replacement: original music cataloging and general reference), St. Dunstan’s College (1994-1995); Library and Office Assistant (Fine Arts Library, automated cataloging unit, general reference, et al.), University of Texas at Paris (1990-1994). Education: MLIS, UT Paris, 1994; MM (Musicology), UT Paris, 1991; BA (Music), Memorial University of California, San Clemente, 1988. Professional Activities: MOUG: Member, Program Committee (1998, 2002; ex officio 2003-2004); Member, Reference Services Committee (2000- ). MLA: Assistant Editor of Cataloging Semiannual, 1995-1997; Electronic Vendors (2006- ); Member, Electronic Reference Services Subcommittee (2004- ); Editor, Cataloging Semiannual New e-Zines column (2001-2005); Member, Reference Performance Subcommittee (1995-2002); Participant, Illinois Reference Evaluation Program (1997). MLA North Central Chapter: Co-chair/Convener (with C. Johanssøn), Bibliographic Instruction Committee/Roundtable (2000-2004); Member, Local-Arrangements/Program Committee (2001). MLA East Central Texas Chapter: Secretary/Treasurer (1996-1998); Local Arrangements Committee (1997). Valiant Music Users Group: Co-coordinator (with J. Thomason) (2003-2006); Presentations: Speaker and Panelist, music portion of “Scholarly Communication and Changes in Library Paradigms,” School of Fine Arts retreat, Univ. of Rappahannock North, September 2004; Speaker, “Information Illiteracy and Music,” Workshop on Information Literacy for Dummies, Univ. of Rappahannock North, September 2004; Co-Presenter, “Digital Audio Reserves: A Pilot Project of the University of Rappahannock North: ‘Copyright’ and ‘After the Pilot: Next Steps’,” NoeLINET Online Course Management seminar, August 2003; Presenter, “RILM on New SecondSearch: Recommendations for Further Improvement,” MOUG, February 2003; Co-presenter (with A. Smithee), “Local Interest: Providing Access to Departmental Videorecordings” (poster session), MLA, March 1999; Panelist (with J. McCallum), Technology Panel, ECTMLA, October 1996. Publications: “WorldCat Enhancement Recommendations for Music and Dramatic Arts” (with MOUG Reference Services Committee), in MOUG Public Services Information and Links, 2006; Biannual “New Periodicals” column, Cataloging Semiannual 59, no. 2 (August 2002) through 62, no. 2 (August 2005); Five book reviews for Cataloging Semiannual (1998-2001); “Heritage: Music & Fine Arts Library: University of Rappahannock North,” Rhode Island Libraries 41, no. 11 (December 1999): 6-7; “Librarian Exchanges,” ECTMLA Quarterly Notes (October 1997). Current memberships: MOUG, MLA, ECTMLA, NoeMLA, IAML, ARSC, ALA
TREASURER ELECT/TREASURER/PAST TREASURER (4 YEAR TERM)
______Hannah Montana
Current Position: Music Librarian; Ozzy Osbourne College of Music (2001-). Previous position: Library Assistant, Ozzy Osbourne College of Music (2000-2001). Education: B.M. (Vocal Performance), Porcini University, 1999; M.L.I.S., Parsippany University, 2002; M.M. (Musicology), Northwestern Dakota University, 2006; additional studies, Bailiffs’ College, London, 1998. Professional Activities: MOUG: Member, Nominating Committee (1993); Member, Program Committee (2004-2006); MLA: Co-chair, Scandinavian Music Round Table (2003-2007); MLA Northern District of Columbia Chapter: Member, Cataloging Committee (2004-2007); Member, Membership Committee (2005-2008); Member, Technology Committee (2005-2008); Abstractor, RILM Abstracts of Music Literature (2000-). Memberships: AMS, SAM, MLA, NDCMLA, MOUG.
______Dusty Springfield
Current position: Head of Music Technical Services, Serendipity University Libraries, Loon Lake, Wisconsin (2002- ). Previous position: Audiovisual Cataloger and Reference Assistant, Rock ‘n Roll Hall of Fame, Cleveland, Ohio (2000-2002). Education: B.M.(Ondes Martenot Performance), Ibbitson College, 1990; M.M. (Music Education and Ondes Martenot Performance), Culpepper University, Arkansas, 1993; Willow Music Festival, 2000; MLS, State University of New York at Belle Terre, 2001. Professional activities: MOUG: Member, Vegetarian Menu Task Force (2006); MLA North Central Mountain Plains Chapter: Member, Cataloging Committee (2005-), Programming Committee, (2005), Technology and ILS Design Committee, (2005-); MLA: Member, New Chicken Singers (2005-); Bibliographic Control Committee, Subcommittee on Authorities (2004-). Presentations: Presenter, poster session, “Classification of Ondes Martenot Repertoire Using DDC 20” MLA (2006); Co-presenter, “Bridging the Real and the Surreal: the New Performing Arts Library of Serendipity University,” WACRL (Wisconsin Assoc. of College and Research Libraries) (2006). Publications: Co-grant writer, “Music Education Cooperative Collection” for the Consortium of Academic Research Libraries in Wisconsin (CARL-WIS), (2005). Memberships: MOUG, MLA, NCMPMLA, ALA, ACRL, International Ondes Martenot Society.
**********************************************
[Sample ballot no. 2: Bylaws change vote conducted by mail. Edit as appropriate for bylaws change votes conducted electronically.]
OFFICIAL BALLOT
ELECTION TO CHANGE THE BYLAWS, [year]
Article xxx, Section xxx of MOUG’s Bylaws appears below. [Explain what has changed.]
*****************************************************************
[Reproduce the actual old and new text here, using strikethrough and boldface to illustrate changes.]
******************************************************************
_____ I approve the proposed change.
_____ I do not approve the proposed change.
Ballots must be received by [Month Day], [Year] to be counted.
Please mail your completed ballot to
[name of MOUG Treasurer]
MOUG Treasurer
[address]
Please make sure that YOUR NAME appears on the return address on the envelope (but not on the ballot itself).
ENVELOPES LACKING THIS INFORMATION WILL BE DISCARDED!
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Sample NMP Welcome Letter
Dear [insert new member name],
Congratulations! The MOUG Board has approved the recommendation of the NACO-Music Project Advisory Committee that you be brought into the Project. The committee was impressed by the application you submitted and pleased with the strengths that you bring to this work. If you need a paper notification in addition to this email message, I will gladly supply one. Just let me know.
Please become familiar with the NMP Web site [insert current link]. Much of the information you will need about the NACO-Music Project is available there. Note particularly the “Introduction to the NACO-Music Project” and the “NACO-Music Project Handbook.”
Another document to note: “A directory of current NMP participants and the NMP Advisory Committee members.” After a suitable interval (several weeks), please look at your entry on the list and report any needed changes to [NMP Coordinator] ([Coordinator’s email]).
The NACO-Music Project has an electronic mail list, NMP-L, to which you will be added. NMP-L is used for various purposes: to ask general questions concerning establishing a heading or citing information in the authority record, to make announcements of interest to all NMP participants, to announce new developments or revised documentation. Additionally, we receive regular statements of project statistics from the Library of Congress via NMP-L.
As the “Introduction” on the Web explains, NMP is administered through a funnel configuration. The NMP coordinator or independent NMP participants review the headings of new participants until they become independent. Those independent participants then review new participants’ headings until they too become independent. Independent status is defined as having the authority to contribute name and/or name-uniform title authority records without review. A participant can become independent in stages, with names first, then name/uniform titles, or for both at once. Independent status for an NMP participant is achieved through the NMP review and testing process, not through the status of the home institution.
[NMP Coordinator] will be contacting you soon to begin planning your training, assigning your reviewer, and other administrative matters. In the meantime, you may want to begin comparing your local cataloging documentation to the list given near the end of the “Introduction to the NACO-Music Project” mentioned above, making sure that you have access to current versions and obtaining those items that you don’t already have available to you. Most of this documentation is available either on the Web or on Cataloger’s Desktop. Ordering information for any items which must be purchased from LC’s Cataloging Distribution Service is available at http://lcweb.loc.gov/cds/cdsintro.html [change address if needed].
We look forward to your participation in the NACO-Music Project!
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Sample Welcome Letterto New MOUG Members
(Sent by the Treasurer to each new member when s/he first joins)
[insert date]
[insert new member name and address]
Dear [insert new member name],
Thank you for your interest in the Music OCLC Users Group. I have enclosed a copy of our latest newsletter, which will give you an idea of what MOUG is about.
MOUG’s membership year corresponds with the calendar year. Newsletters are published three times a year in June, September, and December. MOUG generally holds its annual meeting each winter, in conjunction with the Music Library Association’s annual meeting, and occasionally holds joint meetings with the Online Audiovisual Catalogers (OLAC), which are usually held in the fall. I hope that you will be able to attend.
Please notify me, the Treasurer of MOUG, if any of your mailing information changes in the future so I can update our membership database.
If I can answer any additional questions about MOUG, please let me know.
Welcome to the Music OCLC Users Group!
Sincerely,
[Name of incumbent], MOUG Treasurer
enclosure
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Sample MOUG Distinguished Service Award (DSA) Call for Nominations
(Note: Be sure to update the list of past recipients as necessary.)
Cross-posted to other lists; please pardon duplication.
CALL FOR NOMINATIONS:
2008 MOUG DISTINGUISHED SERVICE AWARD
Nominations are now being accepted for the [year] Music OCLC Users Group (MOUG) Distinguished Service Award. This award recognizes and honors someone who has made significant professional contributions to music users of OCLC. The MOUG Executive Board selects a recipient based on nominations received from the MOUG membership.
Eligibility for nomination is as follows:
Nominees must have made professional contributions that significantly address the needs and concerns of music-oriented users of OCLC’s products and services.
Nominees may be MOUG members, but membership in the organization is not a requirement.
The nomination must be accompanied by a statement that provides supporting evidence of the nominee’s qualifications.
The award recipient will receive an engraved plaque containing an inscription recognizing his or her special contribution to the field, complimentary registration for the MOUG meeting at which the award is being presented, and a lifetime complimentary membership to MOUG.
Past recipients of this award are Michelle “Mickey” Koth (2009; Yale University), Charles M. “Chuck” Herrold, Jr. (2007; Carnegie Library of Pittsburgh), Jean Harden (2006; University of North Texas), Ralph Papakhian and Sue Stancu (joint recipients, 2005; Indiana University), Jay Weitz (2004; OCLC, Inc.), Judy Weidow (2003; University of Texas), and Kay Burnett (2002; Smith College).
Nominations should be sent to [MOUG Board member’s name] at the address below by U.S. mail or email. Nominations and accompanying statements must be postmarked or received via email no later than May 15, [year]. The Executive Board will select an award recipient at its summer Board meeting.
For more information about MOUG, please visit
Thank you.
[MOUG Board member’s name]
MOUG Vice-Chair/Chair-Elect
[postal and email addresses, and other contact info if desired]