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The Nominating Committee Chair will be appointed by January and the Nominating Committee will be constituted at the 3rd Quarter Governance Board Meeting. The Nominating Committee will begin its work in early April and concludes it in July, once the Governance Board elections have concluded and TAC / UAC appointments have been confirmed and announced.

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• 2nd Quarter Governance Board Meeting or subsequently via email vote: Nominating Committee Chair is appointed.
  • According to the Bylaws, Nominating Committee Chair may be the Governance Board Chair or a member of the Governance Board designated by the Governance Board Chair. The Governance Board Chair may ask Board members to vote to approve the selection of a designee.
  • The Nominating Committee Chair reviews the responsibilities associated with the role in preparation for managing the Nominating Committee and nominations and election processes.

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• January-March: Nominating Committee members are identified.
  • Nominating Committee Chair consults with Program Manager and others as needed to develop a roster of nominees for appointment to the Nominating Committee.
  • The Nominating Committee consists of 9 members according to the Bylaws (art. V, sec. 2):
    • Chair of the Governance Board or Board member designee.
    • Chair of the Technical Advisory Council
    • Chair of the User Advisory Council
    • Five at large members, each representing one of the ArchivesSpace membership levels
    • ArchivesSpace Program Manager, ex officio 
  • Nominating Committee Chair reviews roster of nominees for the Nominating Committee with Governance Board Chair in preparation for presentation at 3rd Quarter Governance Board Meeting.
• March: Governance Board, TAC, and UAC vacancies are identified.
  • Program Manager reviews with the chairs of the Governance Board, TAC, and UAC any vacancies that will need to be filled due to term expirations, resignations, or other events.
    • Governance Board members approaching the end of their first term should be asked whether they wish to stand for election for a second term. If so, they are automatically placed on the ballot, leaving the Nominating Committee the responsibility of recommending only one nominee to run against the incumbent. If the incumbent does not wish to run for reelection or has reached the end of her or his second term, the Nominating Committee will need to recommend two new nominees for the ballot to fill the vacancy. Note that only Member Representatives for the five Member Levels are elected; all other Governance Board members are defined according to their roles in the Bylaws.
    • TAC and UAC members approaching the end of their first term should be asked whether they wish to be reappointed. If so, the Nominating Committee will normally recommend their reappointment unless the chair of the respective Council indicates that there have been issues with the member's performance. If the incumbent does not wish to be reappointed or has reached the end of her or his second term, the Nominating Committee will need to recommend a nominee to be appointed to fill the vacancy (TAC and UAC members are appointed; only Member Representatives to the Governance Board are elected by their constituents).[ under review]
      
  • Appointments to the Governance Board, TAC, and UAC are tied to individuals, not organizations, which is to say that an incumbent's appointment may not be transferred to another staff in her or his organization. If an incumbent is not eligible or does not wish to be considered for reelection or reappointment, the vacancy must be filled through the Nominations process.

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• Early April: Nominating Committee posts calls for nominations .
  • Nominating Committee reviews, revises as needed, and posts calls for nominations to fill any vacancies on the Governance Board, TAC, and UAC.
    
    • Call for Nominations for Governance Board Elections - Email Template
    • Call for TAC Nominations - Email Template
      
    • Call for UAC Nominations - Email Template
      
  • Guidelines for Nominating Committee Chair:
    • Select a submission deadline for nominations towards the end of April, generally the last Friday.
    • Aim to post the calls for nominations sometime during the first week of April (avoid April Fool's Day).
    • As noted in the templates, the calls for nominations should be posted to the ArchivesSpace User Group mailing list and Member Representatives mailing list. LYRASIS staff can provide assistance with posting privileges and postings.
• Mid to Late April: Nominating Committee solicits nominations.
  • While waiting for the general membership to submit nominations in response to the calls posted to the mailing lists, Nominating Committee members should also confer on possible nominees to fill required vacancies and contact those whom they think would make candidates to solicit their interest. Since the general calls for nominations may not yield a sufficient number of sufficiently qualified nominees, it is vitally important that the Nominating Committee take an active role in identifying qualified candidates and encouraging them to consider accepting nomination on behalf of the Committee.
    • When identifying possible candidates, Nominating Committee members should consider a range of criteria, including geographic and institutional diversity, but should focus primarily on the candidates' relevant knowledge and experience.
    • Candidates for Governance Board vacancies must be current employees of organizations that belong to the corresponding membership level.
    • Candidates for TAC and UAC should represent a variety of institutional sizes and types, but the Bylaws do not require such representation according to any specific numbers.
    • Candidates for UAC must be current employees of a member organization.
    • Candidates for TAC do not have to be employed by a member organization. They may be, for example, employees of a Registered Service Provider, employees of a non-member institution that has implemented ArchivesSpace, or individuals or with interest and experience in supporting community-based software development efforts.
    • The Nominating Committee Chair should maintain a list of possible candidates and work with Committee members to determine which Committee member should be designated to contact each candidate. When contacting candidates, the Committee member should explain very clearly that at this stage, the Committee is only seeking interested and qualified nominees. That is, an invitation from the Committee to consider accepting a nomination does not guarantee that the candidate will be ultimately selected to stand for election or receive an appointment. The Committee member should explain that the Committee will make recommendations to the Governance Board for nominations once all nominations have been received and confirmed.
  • As nominations and self-nominations are received in response to the general calls, the Nominating Committee Chair or designee should contact each of the nominees to confirm that their nomination has been received and to request them to supply any additional information that may help the Committee evaluate the nomination (this contact provides a good opportunity to remind nominees that the Committee will be convening to select and recommend a final list of nominees to the Governance Board for approval for election or appointment).
    • Nominees for Governance Board vacancies should be requested to supply draft candidate statements, noting that nominees who are selected to appear on the ballot will have an opportunity to revise and finalize their candidate statements for the ballot. They can be sent copies of previous ballots as models for candidate statements. (Note that beginning with the 2018 election season, candidates will be asked to explicitly address governance and budgetary responsibilities and experience in their candidate statements.)
    • The Committee should verify that all nominees for Governance Board vacancies are currently employed by a member institution of the level corresponding to the vacancy for which they are nominated.
    • The Committee should verify that all nominees for UAC vacancies are currently employed by a member institution.
      
  • The Nominating Committee Chair schedules at least two conference call/virtual meetings of the Committee for May, including an initial, long meeting very soon after the deadline for nominations closes.

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