By Laws

Beta Phi Mu is governed by a set of By laws, which list such items as membership criteria, officers and committees, Advisory Assembly, and local chapters. Copies of By laws will be mailed to all local chapters whenever they are revised. The most recent revision of the By laws, dated June 23, 2007, follows.

  1. Download the latest Beta Phi Mu Handbook (By-Laws/Manual) - [DOC]

ARTICLE I: NAME (top)

Sec. 1. The name of this society is Beta Phi Mu.

ARTICLE II: PURPOSES (top)

Sec. 1. The purposes of Beta Phi Mu are to recognize distinguished achievement in and scholarly contributions to librarianship, information studies or library education, and to sponsor and support appropriate professional and scholarly projects related to these fields by:
  1. Awarding scholarships, fellowships, and research grants to qualified students and scholars.
  2. Publishing newsletters and scholarly works related to librarianship, information studies or library education.
  3. Promoting, organizing and holding meetings, seminars, workshops, conferences and similar activities.
ARTICLE III: MEMBERSHIP (top)

Section 1: Regular Membership
Regular membership, including the privileges of voting, holding office, and chapter affiliation shall be granted to:
  1. Candidates at any college or university where the American Library Association has accredited a professional degree program, all other programs offered under the direction of the same faculty, and who fulfill the following requirements:
    1. (Either)
      • Completion of ALL requirements leading to a master’s degree with a scholastic average of no lower than 3.75 where A equals 4.0, or
      • Completion of planned programs of advanced study that culminate in a degree beyond the master's degree with a scholastic average of 3.75 were A equals 4.0.
    2. Total eligible candidates shall comprise no more than twenty-five percent of the annual graduating class.
    3. Recommendation for membership by the faculty of the school attesting to their professional promise.
    4. Acceptance of invitation and payment of fees. There is no time limit for acceptance of invitation.

  2. Candidates of schools outside the United States and Canada who fulfill the same requirements as above subject to approval of the Executive Board based upon defined acceptable standards of equivalency.

Section 2: Notification
Persons eligible for regular membership are invited by the chapter located at the Library and Information Studies school which attested to their eligibility, or where the chapter is inactive or non existent by the Executive Director. There is no time limit for eligibility.
  1. Membership-at-Large
    Library and Information Studies Schools with accredited programs where no chapter exists shall be urged to send annually to the Executive Director of Beta Phi Mu a list of persons (with their addresses) who have met the requirements for regular membership as specified by these by-laws (Article III, Sec. 1). The Executive Director shall notify these persons of their eligibility and of the next membership meeting at which they may be initiated.
  2. Membership with Chapter Affiliation
    Library and Information Studies schools where chapters exist shall be asked to send annually, at a time agreed upon by the chapter, to the local chapter, with a copy to the Executive Director of Beta Phi Mu, a list of persons (with their addresses) who have met the requirements for regular membership as specified in these by-laws (Article III, Sec. 1). The local chapter shall notify these persons of their eligibility and of the next chapter meeting at which they may be initiated.

Section 3: Honorary Membership
Honorary membership is designed to honor persons who have made significant contributions to librarianship, information studies or library education.

  1. Persons elected to honorary membership shall have the privilege of attending all membership meetings of the Society and the chapter with which they are affiliated. They may speak at meetings and on motions. They may not, however, propose motions, vote, hold office, or preside.
  2. Nominations for honorary membership may be made by any regular member or by any chapter through its president. Each recommendation for honorary membership shall be addressed to the Executive Director of Beta Phi Mu and be accompanied by the nominee’s vita and a detailed letter of justification for the nomination.
  3. Nominations for honorary membership require election by a two-thirds vote of the Executive Board at any regularly called meeting provided that not less than two-thirds of the voting Board members are present, and provided that the members of the Board have received copies of relevant materials not less than two weeks before the meeting.
  4. Deliberations for honorary membership shall be in the executive session with only the names of those receiving a positive vote being recording in the Minutes.
Section 4: Initiation
All approved candidates for regular and honorary membership shall be initiated in accordance with procedures and ritual prescribed by the Executive Board.

ARTICLE IV: ELECTED OFFICERS(top)

Section 1: Officers
The elected officers shall be a President, a Vice-President, an immediate Past-President, and two directors-at-large.

Section 2: Qualifications
All elected officers must be regular members of the Society. The President must have served as a voting member of the Executive Board for at least one year before taking office.

Section 3: Terms of Office
  1. The President and Vice-President shall be elected for terms of two years each and may be elected for no more than two consecutive terms.
  2. Directors-at-large shall be elected for terms of three years and may be elected for no more than two consecutive terms.
  3. Unexpired terms shall be filled by vote of the Executive Board. Terms shall begin at the adjournment of the meeting following election or of the meeting at which appointment is made.
Section 4: Duties
Duties of elected officers are those specified in this section and any others customary to the office or delegated by action of the Executive Board.
  1. The President shall direct the affairs of the Society; preside at all Executive Board and membership meetings; appoint a parliamentarian for each meeting; appoint standing committees provided for in these by-laws (Article VIII); appoint such ad hoc committees as he/she deems appropriate or the Executive Board directs; install new chapters or designate a member of Beta Phi Mu (as specified in Article XI, Sec. 6) to install a specific chapter.
  2. The Vice-President shall serve in the absence of the President. He/she shall preside at all meetings of the Assembly and act as liaison between the Assembly and the Executive Board. He/she shall make an annual report to the members of the Society at its annual meeting.
  3. The immediate Past-President shall serve in the absence of the President and Vice-President and shall chair the Nominating Committee and the Scholarship Committee.
Section 5: Elections
The election of President, Vice-President, and two Directors-at-Large shall be by mail ballot conducted during the sixty-day period before the annual membership meeting in odd-numbered years.
  1. Nominations by Committee
    Two nominees for each office shall be reported by the Nominating Committee to the Executive Board at the appropriate Midwinter meeting. Each nominee must meet all the qualifications for an elected officer (Article IV, Sec. 2) and must have consented to serve if elected.
  2. Notice to Chapters
    A copy of the slate shall be sent to the chapter president, faculty adviser and dean of the LIS school where each chapter is located not later than fifteen days after the Midwinter meeting of the Board.
  3. Nominations by Petition
    Additional nominations of persons meeting all qualifications for office (Article IV, Sec. 2. and Sec. 5. a) may be made by petition signed by twenty-five regular members and received by the Executive Director of Beta Phi Mu not later than March 15.
  4. Ballot
    The ballot shall include the name of each nominee presented by the Nominating Committee and by valid petition as well as space for a qualified write-in for each office. It must be a separate ballot but may be mailed with the newsletter.
  5. Vote
    The nominee receiving the majority of the valid votes cast for each office shall be declared elected.
ARTICLE V: APPOINTED OFFICERS (top)

Section 1
The appointed officers shall be Executive Director and Treasurer.

Section 2: Executive Director
The Executive Director shall serve as the administrative officer of the Society, carrying out the policies and directions of the Executive Board in the operation of the National Headquarters.
  1. Term of Office
    The Executive Director shall be appointed by the Executive Board for a term of three years, renewable at the pleasure of the board.
  2. Duties
    The Executive Director shall attend all meetings of and act as secretary for the Executive Board, the Assembly and the Membership; assist the Treasurer in the preparation of the annual budget; arrange meetings and send to Executive Board members at least fifteen days before meetings copies of the agenda for each meeting; maintain records and preserve archives of the Society; issue newsletters on a schedule directed by the Board; maintain membership mailing list; maintain a record of chapters represented by directors and be prepared to verify the eligibility (Article VII, Sec. 3) of proposed directors at Assembly meetings; and maintain a policy-procedure manual for officers, directors and headquarters staff.
  3. Office Staff
    The Executive Director shall employ office staff authorized by the Board as to number and salary. He/she shall provide a job description of each position. Staff members may be invited by the President to attend meetings to make reports or present information pertinent to the agenda.
Section 3: Treasurer
The Treasurer shall serve as the fiscal officer of the Society.
  1. Term of Office
    The Treasurer shall be appointed by the Executive Board for a term of three years, renewable at the pleasure of the Board.
  2. Duties
    The Treasurer shall report to and advise the Executive Board on financial matters; present the annual budget and an annual report to the Executive Board and to the Assembly.
Section 4: Archivist
The Archivist shall serve as the historian and preservation officer of the Society.
  1. Term of Office
    The Archivist shall be appointed by the Executive Board for a term of five years, renewable at the pleasure of the Board.
  2. Duties
    i. The Archivist shall report to and advise the Executive Board on archival matters.
    ii. Review Archival policy on a five year basis.
    iii. Prepare and send material to the University of Illinois Archives on a five year cycle.

Section 5: Other Functions
The Executive Board may from time to time create other functions such as Newsletter Editor, appoint persons to them, and set their duties.

ARTICLE VI: NATIONAL HEADQUARTERS (top)

Section 1
The National headquarters shall be located at the discretion of the Executive Board where there is an active chapter of Beta Phi Mu and where the administration of the LIS school has agreed to support its location.

ARTICLE VII: EXECUTIVE BOARD (top)

Section 1
The Executive Board is the governing body of Beta Phi Mu. It is empowered to set policy; authorize and dissolve chapters upon petition; review the annual budget; authorize expenditures for specific activities not included in the annual budget; provide leadership to the chapters through liaison with the Assembly and by providing chapters with handbooks for guidance; respond to recommendations from the Assembly; authorize seminars; carry out the requirements of these by-laws; and initiate other activities to carry out the purposes of Beta Phi Mu. Through the Vice-President it shall report to the Assembly and to the Membership at all meetings of these bodies.

Section 2: Voting Members
The voting members of the Executive Board shall be the President, Vice-President, Immediate Past President of the Society, two Directors-at-large, and six Directors elected by the Assembly (Article IX, Sec. 5, a.).

Section 3: Qualifications
All voting members of the Board must be regular members of Beta Phi Mu.
  1. Each Director elected by the Assembly shall be affiliated with a chapter not already represented on the Executive Board by a Director and shall not serve simultaneously as a member of the Assembly. No chapter shall be represented by a Director for two successive terms.
Section 4: Officers and Duties
The President of the Society shall serve as chairperson and the Executive Director shall serve as secretary without a vote.

Section 5: Vacancies
The Executive Board shall fill un-expired terms.

Section 6: Meetings
The Executive Board shall meet twice a year to coincide with the Midwinter meeting and the Annual Conference of the American Library Association. Additional meetings may be called by the President or by petition by six voting members of the Executive Board.
  1. A majority of the voting members shall constitute a quorum except that two-thirds of the voting membership must be present to vote on a nomination for honorary membership (Article III, Sec. 3, c.).
Section 7: Interim Voting
The President may authorize voting by mail or conference call between meetings.
  1. An affirmative vote by three-fourths of the voting members of the Executive Board is required for action.
ARTICLE VIII: COMMITTEES (top)

Section 1
Committees shall be of two types: standing and ad hoc.

Section 2: Standing Committees
Unless otherwise provided in these by-laws, members of standing committees shall be appointed by the President for terms of three years, and may be reappointed for successive terms, except that no person shall serve more than six consecutive years. Appointments shall be made to provide for staggered terms and continuity in membership. At least one member of each committee may be a voting member of the Executive Board. Regular members of Beta Phi Mu are eligible to serve on committees. The President shall designate one member of each committee to serve as its chairperson each year, except that the immediate Past-President shall serve as chairperson of the Nominating Committee.
  1. Monograph Series Editorial Board
    The Monograph Series Editorial Board shall advise the series Editor on manuscripts for publication.

    The Editor, appointed by the president with the approval of the Executive Board for a term of five years, shall serve as the ex-officio chairperson of the Editorial Board.

    Four members shall be appointed to the Editorial Board by the Editor with the approval of the Executive Board for terms of five years.

    Income earned from the Monograph Series shall support the Distinguished Lecture Series.

  2. Nominating Committee
    The Nominating Committee shall present a slate of qualified nominees for elective offices as required by Article IV, Sec. 5, of these by-laws, and suggest qualified candidates for appointments to fill vacancies.

    The Committee shall consist of the immediate Past-President, who will serve as chairperson, and two other members.

  3. Scholarships and Grants Committee
    The Committee shall consist of three members and be chaired by the Past-President with no member serving for more than three consecutive years. The chairperson shall serve as liaison with the Executive Board and National Headquarters staff.
Section 3: Ad Hoc Committees
Ad hoc committees may be appointed at the discretion of the President, upon authorization of the Executive Board or by recommendation of the membership. Number of members, designation of a chairperson, and instructions shall be at the discretion of the President unless specified in the directions. Members shall serve until the purpose of the committee is accomplished and final report is received.

ARTICLE IX: ASSEMBLY (top)

Section 1
The Assembly is the vehicle for chapter representation in the governance of Beta Phi Mu. It serves as an advisory body to the Executive Board, provides a forum for the exchange of ideas among chapters, and forms a communications link between the chapters and the Executive Board.

Section 2: Members of the Assembly
The Assembly shall consist of one regular member representing each chapter, chosen in accordance with the by-laws of that chapter. Participation in the Assembly shall be bly urged for all chapters. Any chapter may be represented in meetings of the Assembly by an alternate designated by that chapter in accordance with its by-laws in the event that the regularly selected representative to the Assembly is unable to attend. Members of the Assembly shall not serve for more than six consecutive years.

Section 3: Nonvoting Officers
The Vice President of Beta Phi Mu serves as the chairperson of the Assembly and the Executive Director of Beta Phi Mu serves as the secretary of the Assembly.

Section 4: Duties of the Officers
The chairperson shall preside at all meetings of the Assembly, appoint committees as directed by the Assembly or as are deemed appropriate, and perform any other duties customary to the office. The secretary shall keep a record of the attendance at Assembly meetings and of the business transacted by the Assembly; and shall transmit its recommendations to the Executive Board.

Section 5: Election of Directors
The Assembly shall elect from its own membership Directors to serve on the Executive Board in accordance with these by-laws.

  1. At each of its annual meetings the Assembly shall elect two directors to serve as members of the Executive Board for terms of three years each. Nominees must meet the qualifications for directors as specified in Article VII, Sec. 3, a.
Section 6: Meetings
The Assembly shall meet annually in conjunction with the Annual Conference of the American Library Association.

  1. Written notice of the annual meeting shall be posted on the national website and a message sent to each chapter thirty days before the meeting to the president of each chapter, the faculty adviser and the dean of the LIS school where the chapter is located.
ARTICLE X: MEMBERSHIP MEETINGS (top)

Section 1
There may be an annual business meeting of the membership of Beta Phi Mu to coincide with the Annual Conference of the American Library Association and precede the meeting of the Executive Board. The President of Beta Phi Mu shall preside at such meetings.

Section 2: Votes by Mail
Votes of the membership may be authorized by the Executive Board between meetings. A majority of the valid votes cast shall be required for action.

ARTICLE XI: CHAPTERS (top)

Section 1: Purpose
Chapters are local societies of Beta Phi Mu members organized as constituent units of Beta Phi Mu and operated for the purpose of promoting and supporting the interests of Beta Phi Mu and of the library and information studies school or schools where the chapters are established.

Section 2: Names of Chapters
Chapters are identified by Greek letters assigned by the Executive Board and included in the charter granted when a chapter is installed.

Section 3: Powers and Functions
Chapters are empowered to initiate members in accordance with these by-laws and to accept as members persons initiated by other chapters and members-at-large; to participate in the governance of Beta Phi Mu by representation in the Assembly; and to function in support of the library and information studies school or schools to which they are attached.

Section 4: Types of Chapters
Chapters shall be of two types, library and information studies school chapters and joint chapters.

  1. Library and Information Studies School Chapters
    An LIS chapter is one established at an LIS school with a master’s program accredited by the American Library Association or at an LIS school at an institution outside of the United States or Canada which offers a program deemed by the Executive Board to be equivalent to those of LIS schools with master’s programs accredited by the American Library Association.
    1. A chapter established at an LIS school with a newly accredited master’s program may initiate eligible persons who were graduated no earlier than eighteen months prior to the accreditation of the program.
    2. A chapter established at a school with a master’s program continuously accredited may initiate eligible persons who were graduated no earlier than eighteen months prior to the accreditation of the program.
    3. Established chapters at schools which lose accreditation of the master’s program may continue to exercise all powers and functions described in Section 3 of this article except the power to initiate members. Upon reaccreditation of the master’s program the chapter may initiate eligible persons who were graduated no earlier than eighteen months prior to reaccreditation.

  2. Joint Chapters
    A joint chapter is one established in an area where two or more schools exist with accredited master’s programs. It has all other characteristics, powers, privileges and responsibilities of an LIS school chapter.
Section 5: Organization of Chapters
A chapter charter may be granted by the Executive Board upon petition signed by ten regular members of Beta Phi Mu, accompanied by a letter of authorization from the dean of a school (or deans of schools for joint chapters) in the area. Petitioners must live or work within fifty miles of the school(s).

Section 6: Installation of Chapters
A chapter shall be installed by the President of Beta Phi Mu, a Past President of Beta Phi Mu, the Executive Director or a voting member of the Executive Board designated by the President.

Section 7: Governance of Chapters
Chapters shall be governed by by-laws adopted by them which are not in conflict with National’s by-laws. Chapter by-laws shall include designation of officers, the manner of their election, their terms of office and their respective duties; provisions for choosing a representative to the Assembly; regular membership meetings including at least one initiation each year; amendment of the chapter by-laws; and for the disposition of chapter assets in the event of chapter dissolution or merger with another chapter; and may include a schedule of dues and/or initiation fees. Three copies of chapter by-laws shall be filed with the Executive Director of Beta Phi Mu within a year after the installation of the chapter and three copies of amendments shall be filed with the Executive Director when adopted.

Section 8: Faculty Adviser
Each chapter should have a faculty adviser who is a regular member of Beta Phi Mu to represent the chapter in academic matters before the university or college where it is located and to advise in all activities of the chapter. A joint chapter might provide for a faculty advisory committee representing each faculty.

Section 9: Dissolution of Chapters
The Executive Board may dissolve a chapter when the library school program ceases, or upon petition by the chapter reflecting a majority vote of its members.

ARTICLE XII: DUES AND FINANCES (top)

Section 1: Initiation Fee
Each initiate into regular membership shall pay to the Treasurer as a condition of initiation a fee in an amount determined by the Executive Board.

Section 2: Chapter Dues and Fees
Chapters may assess initiation fees and local dues in accordance with their by-laws.

Section 3: Monograph Series
Income earned from the Monograph Series shall support the Distinguished Lecture Series.

Section 4: Contributions
The Executive Board may accept and invite contributions or memorial funds to support professional and scholarly projects including scholarships and research grants and shall act as trustee in carrying out donors’ wishes.

Section 5: Financial Review
A financial review of all accounts shall be made annually by an external CPA and a written report shall be submitted to the Executive Board upon completion of the financial review.

Section 6: Fiscal Year
The fiscal year of Beta Phi Mu shall be the calendar year.

ARTICLE XIII: TAX EXEMPT STATUS (top)

Section 1
It is the intent of Beta Phi Mu and its chapters to comply with all requirements for maintaining tax exempt status under section 501(c)(3) of the Internal Revenue code as amended. It is the duty of the Treasurer of Beta Phi Mu to file promptly any reports required, meet all other requirements for compliance and notify the Executive Board of any changes in these requirements.

Section 2
Notwithstanding any provisions to the contrary, neither the Executive Board nor any officer or member of the Society shall be authorized to exercise any power or engage in any activity not in furtherance of the tax exempt purposes of Beta Phi Mu.

ARTICLE XIV: NON-DISCRIMINATION (top)

Neither the Society nor any chapter shall discriminate against or in favor of any member on account of race; religion; creed; national origin; political belief; sex or sexual orientation; age; or physical disability.

ARTICLE XV: INTELLECTUAL FREEDOM (top)

The Society subscribes to the principles of intellectual freedom for its members and for recipients of grants as individuals but does not endorse any positions promulgated, any political activity engaged in, or any cause espoused by members or recipients of grants.

ARTICLE XVI: AMENDMENTS (top)

Section 1
These by laws may be amended by a majority vote of the valid ballots cast in a mail vote. Proposed amendment and ballot must be separate documents but may be mailed with the ballot for the election of officers and/or with the newsletter. To change a By-law, there must be a recommendation by any one member.

ARTICLE XVII: PARLIAMENTARY AUTHORITY (top)

Section 1
Robert’s Rules of Order (revised), in the latest edition, shall govern the Society in all cases to which it can be applied and in which it is not inconsistent with these by-laws or special rules of order adopted by the Society.

ARTICLE XVIII: DISSOLUTION (top)

Section 1
As a condition of dissolution of this Society, the Executive Board shall convert its net assets at the time of dissolution into cash.

Section 2
Such cash shall then be donated to the American Library Association to be used exclusively for the support and furtherance of its archives program.

Section 3
All Beta Phi Mu archival material shall be placed on permanent file with the American Library Association at the time of dissolution.