Administrative Handbook

V.A. GENERAL INFORMATION

(Section of the constitution and by-laws applicable to this section: II.B.)
MLA offers a variety of publications that present information about the history and practice of music librarianship, and current events of interest. Each publication has an editor or an editorial staff to solicit, select, and edit manuscripts or materials germane to that publication.

The Publications Committee (see VI.H.7.) formulates overall policy regarding standards, budgeting, pricing, advertising and distribution of MLA titles, and is responsible for the production and maintenance of a manual of editorial policies and procedures but does not approve individual publications. (rev. 5/2014)

Committees that wish to publish the products of their work in NOTES, the MLA Newsletter, the Music Cataloging Bulletin, the MLA Technical Reports or the MLA Index and Bibliography Series submit manuscripts to the appropriate editor. Other materials intended for publication or distribution under the Association's name, imprint or logo are submitted to the Publications Committee for review and then to the Board for approval.
Chapters wishing to produce publications should consult with the chair of the Publications Committee who, in turn, serves as the liaison to the Board. See the section on "Chapter Publication Policy” (VII.E.) for more details.

V.A.1. SUBMISSIONS

Materials intended for publication in NOTES, the MLA Newsletter, the Music Cataloging Bulletin, or the MLA web site are submitted directly to the appropriate editor for approval. Each of these editors has authority to decide which materials should be published. Materials intended for publication in the MLA Technical Reports, the MLA Index and Bibliography Series, or the Basic Manual Series are submitted directly to the appropriate editor for approval. Each of these editors has authority to decide which materials should be recommended to the Board for publication. Recommendations to the Board are made in the form of a letter to the President who presents it at the next Board meeting. (rev. 4/2009) (rev. 7/2011)

V.A.2. INVENTORY AND SALES

The Administrative Officer (see II.F.17.) oversees activities of the association’s Book Publisher and transmits the report from the Book Publisher to the Board regarding our inventory of publications.  Vendors may return MLA publications for credit of the purchase price only, during a period no earlier than six months after purchase and no later than twelve months after purchase. (rev. 5/2014)
The Publicity & Outreach Officer shares information about MLA’s publications in appropriate electronic and print venues.

V.A.3. PUBLICATIONS AND EDITORS

MLA publishes the following titles as well as the MLA Web Site and the Copyright Web Site: NOTES, the MLA Newsletter, the Music Cataloging Bulletin, the MLA Index and Bibliography Series, the MLA Technical Reports, and the MLA Basic Manual Series. Each publication has an editor or editors—appointed by the President with approval of the Board and in consultation with other parties as appropriate—who, with the Publications Committee, oversee the Association’s publications. Editors must be personal members of MLA in good standing. (rev. 5/2014)
V.A.3.a. EDITORS’ TERMS OF OFFICE AND ANNUAL REPORTS
Editors serve a term of five years subject to favorable annual reviews. Editors are evaluated annually at the fall board meeting. Editors (excepting those under the supervision of the NOTES Editor) are required to submit three reports to the President each year: the Annual Report (see section VI.D.7), due prior to the Annual Meeting; a Spring report, due prior to the Board’s Spring meeting (usually May); and a Fall report, due prior to the Board’s Fall meeting (usually September). The majority of Board reports will be publicly posted before each Board meeting. Only Board reports which contain executive session information will not be publicly posted; see the Board Open Meeting Guidelines, posted on the Board page of the MLA site, for a definition of executive session content. Reports will record ongoing activity; the Annual Report will also present plans for the following year. (rev. 3/2014)
V.A.3.b. BUDGET REQUESTS
Editors submit a budget request to the Finance Committee through the Fiscal Officer four weeks in advance of the Spring Board meeting to cover expenditures incurred for such things as telephone, postage and supplies. When appropriate, the tax-exempt number (Employer Identification Number) 52-6056338 is used in making MLA purchases. (rev. 5/2014)
V.A.3.c.MAINTENANCE OF RECORDS
All editors should maintain the records of their publications so that they can be passed on to their appointed successors in a timely fashion. When appropriate, other papers and correspondence are submitted to the MLA Archives. For further information, consult the MLA Archives page on the MLA web site. (rev. 5/2015)