Budget
Use Preliminary budget form [Excel form on disk] to gather pertinent data from potential and/or confirmed instructors. The form should have maximum amounts for per diem meals, ground transportation to & fro airport for that location. Give budget to Conference Chair, Chapter Chair and Chair for Local Arrangements for approval. Seek written notice of approval.

SC/MLA presenters do not typically accept honorariums, but the chapter does reimburse travel expenses and meals costs up to $50 per diem.

The Conference Chair makes payments to instructors immediately following CE or as soon as the instructor submits the actual budget form with bills attached.

Non-members receive previously negotiated honorariums. (The price should be flexible.)

Reimbursement guidelines for SC/MLA Professional Development:

1. What honorarium does SC/MLA pay to SC chapter members when they teach at our meeting?
   SC/MLA currently has no set rates for chapter members who teach. In the past chapter members have been encouraged to waive or reduce their normal honorarium rate as a benefit to the chapter. In 2000 the one chapter member who taught a class charged a low $150 to cover the cost of his student manuals.
   In 2000 we paid $600 to two other teachers who were not MLA or chapter members and we paid $800 to one teacher from another chapter.
   In 2001 the contracts were issued by the South Central Chapter.
2. Does SC/MLA chapter pay lodging for one night and food for one day to the instructors who are SC/MLA members?
   Yes, if they teach.
3. a.) Does SC/MLA pay travel costs if the member would not be attending the meeting unless he/she is teaching?
   Yes.
   b.) Does SC/MLA pay travel costs even if the member is planning to attend?
   Yes.
4. a.) Does SC/MLA chapter pay for two nights for instructors?
   Yes, for 8 hour class instructors only. Normally, they arrive the previous evening and leave the morning after the class.
   b.) If the instructor requested less than $100 honorarium, would SC/MLA chapter pay for two nights?
   Only if the instructor taught an 8 hour class.
5. A few instructors have asked for conference registration instead of an honorarium or sometimes in lieu of part of the honorarium. a.) Does SC chapter offer "free" registration to instructors?
   No.
   Brenda Green's comments: TOM S. suggested we offer "free" registration to SC/MLA instructors in lieu of an honorarium; this has been done in the past. Alternatively, you could offer chapter instructors a "free" ticket to the Welcome Reception or Farewell Reception.
   b.) Does this include instructors who are chapter members?
   c.) If yes, does CE pay the registration fee (either full or discounted)?
   Or are these costs absorbed by the meeting?
   The registration fee waivers are absorbed by the meeting. There has never been a dollar amount specified for CE instructors. Instructors for 1/2 day are paid typically less than an instructor of an 8 hour course.
6. Who pays the instructors?
   Whoever is holding the conference checkbook at the Annual Meeting pays the CE instructors, (not the Bookkeeper.)

   Cancellation Policy
   If a speaker is unable to fulfill his or her obligations at the last minute and can not recommend a substitute, the committee will make every effort to find a qualified replacement. Failing that the course may have to be canceled. Decisions concerning class cancellation due to low enrollment should be made jointly by the Professional Development Chair, Conference and Program Chairs.
   
   
   Professional Development Chair Responsibilities
   Instructors will be responsible for distributing CE certificates at the end of class in return for a completed evaluation form. The CE chair will follow-up to be sure this is done and have extra copies of MlA Certificate and current Evaluation forms at the meeting.
   
   Contact RML to see if/when they can teach.
   
   Report Journal Clubs.
   
   Report to MLA CE Committee. Sign up for listserv. To subscribe to the listserv, send email to: majordomo@mlahq.org
   In the body of the email type: subscribe mla-cechair your@email.address
   
   Review Directory of CE Courses.
   
   Assign committee members to assist instructors before course.
   
   Report to Southern Expressions.
   
   
   Communications with Local Arrangements
   The original form for submitting the course should have an AV form attached identifying any/all possible needs. If the form isn't filled out, the course hasn't been submitted. To ask early for AV information is much better than asking for it later. Also request specific software needs: what the instructor will be using exactly (zip; Corel, MSWord, etc.) so we'll know whether the system will accommodate the instructor's needs or if the instructor will have to change software prior to presenting.
   
   Ask about room requirements and cancellation policy/deadline.
   
   Request frequent updates on course enrollment to monitor if a course needs to be canceled. Communicate enrollment with instructors to assist them in preparing sufficient course materials.
   
   
   Identifying CE Classes
   Search the SLA, MLA, and SOLINET websites to find classes. Check ALA too. Attending conferences could also be a source and hearing about classes from colleagues is good too.
   
   Contact RML to see if/when they can teach.
   
   Check the Continuing Education opportunities on the national, regional and state links on the Southern Chapter website.
   
   
   Previous Courses
   Titles, locations and dates of past courses are on file on the SC website.
   
   
   Publicity for CE Courses
   Information needed about the courses:

   1. Course title
   2. Date/time
   3. Cost chapter member & non member
   4. MLA/credit
   5. Instructor's name & professional/institutional information
   6. Course Objectives
   7. Hands-on Yes/No
   
   Two months before the meeting date information should be out on the chapter/s websites, through e-mail addresses, flyers, etc.
   
   Electronic formats for Publicity:
   
   1. Microsoft WORD
   2. Microsoft Publisher
   3. Microsoft Excel
   4. Adobe Acrobat
   5. HTML
   
   Questions Instructors Ask
   Most (but not all) instructors are very experienced. If they've presented before, they understand the system and may not have too many questions.
   
   Give them the information concerning honorariums and expenses - travel, hotel, and food. *All contracts in 2001 will be issued by South Central Chapter.
   
   Take about AV & teaching requirements - PC, Internet connection, slides, video, paper, pens, etc.
   
   Ask how instructors want to be listed in the program - name, title, contact information, etc.
   
   Tell instructors what the cutoff date is for canceling the class if there are not enough registrants. This is important to them in case they are planning a lot of handouts. They should also be told if they will need to pay their own conference registration or what to do if they will just be coming in for that day and nothing else - any one day charge or not.
   
   
   Timeline
   2000/2001 SC/MLA Professional Development Committee Timeline
   

   October 2000 (pre-conference)	Monitor registrations- receive weekly update from registration chair. Contact registration chair to get a printout of registrants. Confirm instructors have CE certificates and evaluation forms from MLA. Give instructors registration list for preparation of certificates and emphasize that the certificates are handed out at the end of the class in return for a completed evaluation form. Verify room, meal, AV requirements. Respond to instructor inquiries. Contact SC database manager to ask for list of people who have expressed an interest in serving on a committee- (CE or other). Submit Annual report to executive committee one week before Business meeting.
   October 2000 (post-conference)	Write thank you notes to instructors. Analyze preliminary vs actual budget. Send evaluations to MLA & copy to SC/MLA Archives. Set up committee: Call current committee to ask if they will continue. Contact potential committee members. Forward list to chapter chair for official appointment and then to the webmaster for publication.
   November 2000	Review & edit goals & objectives. Review the Professional Development Committee's information on the SC/MLA Strategic Plan (May 2000). Evaluate comments & scores from this year's annual meeting. Review course selection guidelines. Ask chapter members for suggestions via list-serv. Review CE evaluations and CE survey ( if one was done.) Review Strategic Plan for “must offer” mandated courses. Submit article to Southern Expressions asking for ideas & reviewing completed CE's.
   Dec/Jan. 2000	Select courses & instructors to submit to Tri-chapter Planning using: Suggestions Listings on MLA homepage SOLINET State Health Science Library associations SLA, etc... Update Instructor's Preliminary Budget form.
   Feb./Mar 2001	Work with Tri-Chapter CE Planning to finalize choices. *All contracts will be issued by South Central Chapter. Begin contacting possible instructors Send instructors preliminary budget sheet Set up budget spreadsheet Get AV requirements (hardware & software) from instructors and give to Local Arrangements. Work with local arrangements to coordinate instructor's needs. Begin budget planning. Contact Program chair for specific reimbursement instructions. Work with instructor to ensure MLA CE credit (instructor applies to the MLAnet Clearinghouse) Notify instructors of MLA deadline for awarding credit and posting to the MLAnet Clearinghouse. Chapter will pay fee for non-member or for a member who is not receiving an honorarium or any other expense reimbursement. Publicity for CE courses: Information needed for each course: Course title Date/Time Cost MLA/Credit Instructor's Name & professional/Institutional information Course objectives Decide on CE courses- set price, instructor information Submit final course information to chapter chair, program chair, and incoming chair for approval and/or comments Submit article to MLA News for May publication (helps member decide to take course locally or nationally) Complete MLA credit process
   April 2001	Produce flyer of courses (camera ready) Send flyer to Local Arrangements for posting on Tri-chapter listservs Have flyer available at table at MLA Put on webpage
   May 2001	Publish article to appear in MLA News Have CE flyer available at Tri-chapter tables at MLA
   June 2001	Prepare packets for room monitors
   July 2001	Prepare Preliminary Report for Chair, Conference Chair, Local Arrangements Chair to include: Course Name Instructor Name, bio Member, Non-member price Breaks- Yes/No AV: hardware, software, presentation equipment, i.e. marker board, flip chart Location Transportation if necessary Box lunch for all day class? Breaks?
   August 2001	Monitor course registrations.
   September 2001	Confirm course will make. Have instructors make travel arrangements. Receive instructor's questions. Assign committee member to assist each instructor before the course.