Policy on Collaborative Activities and Joint Agreements

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Approved July 1997, Board Meeting, Minutes: Tab 17.
Revised policy approved by the Executive Board, April 2008, Tab 20.

Preamble

Collaborative activities and joint agreements present an effective and alternative method of responding to the varied needs of the members of the Association. They may enable the Association to combine resources with another group(s) in order to expand the opportunities and services that the Association can provide for members. They may also provide the potential of expanded audiences that can make otherwise costly Association programs and activities more attractive to produce. These are appropriate goals for the Association under strategic direction IV of the AALL Strategic Challenge 1994-1998, and therefore efforts to engage in collaborative activities and joint agreements should be encouraged and facilitated whenever possible.

A successful program of such activities and agreements requires procedures that promote a timely response to opportunities of whatever type, while ensuring the careful oversight of an informed executive board and executive staff. Collaborative activities and joint agreements may take a variety of forms and involve a range of commitments, financial and otherwise, on the part of the Association. The following policy provides different levels of review, including the authority to grant approval, depending on the nature of the activity or agreement and the risk factors for the Association.

This policy is intended to govern all forms of agreement by which the Association enters into any collaborative activity or joint agreement with an individual, institution, or other entity that exists outside the Association. The policy includes, but is not limited to, joint activities or programs for educational purposes. For purposes of the policy, special interest sections and chapters are not considered to be institutions or entities outside the Association.

Partnerships

  1. Definition. A partnership is a collaboration between the Association and one or more other organizations to engage in an activity that requires a commitment of Association resources, either financial, staff, or both. A partnership involves active participation by all parties. In a partnership, all parties share in both the risks and benefits of the activity.
  2. Scope. Partnerships must be consistent with the Association's Strategic Plan and financial policies.
  3. Authority. The President, Treasurer, and Executive Director may pursue and must approve partnerships. The Executive Board shall be informed immediately of pending partnership agreements. The President, Executive Director shall inform all appropriate Association entities of partnership agreements once they are finalized.
  4. Form of Agreement. All partnerships must be confirmed by written agreement.
  5. Fee Arrangements. When appropriate given the nature of the activity or agreement, any fee differential may be waived for non-members who are members of the partner organization(s).

Co-sponsorships, Endorsements and Similar Arrangements

  1. Definition. Co-sponsorships, endorsements and similar arrangements are collaborations between the Association and one or more external organizations in an activity that requires minimal Association resources. Permission to use the Association's name as a "sponsor" or "co-sponsor," without further commitment of resources, either financial or staff, falls within this category of collaborative activity or joint agreement.
  2. Scope. Co-sponsorships, endorsements and similar arrangements must be consistent with the Association's Strategic Plan and financial policies.
  3. Authority. The President and Executive Director may pursue and must approve co-sponsorships, endorsements and similar arrangements. The Executive Board and, in the case of agreements involving collaborative educational efforts, the Chair of the Professional Development Committee shall be informed of pending co-sponsorships, endorsements and similar arrangements. The President and Executive Director shall inform all appropriate Association entities of co-sponsorship, endorsement, and similar arrangement agreements once they are finalized.
  4. Form of Agreement. All co-sponsorships, endorsements, and similar arrangements must be confirmed by written agreement.
  5. Fee Arrangements. When appropriate given the nature of the activity or agreement, any fee differential may be waived for non-members who are members of the co-sponsoring group(s).