The Nominating Committee will be constituted at the 3rd Quarter Board Meeting each year (typically in March), and it will begin its work in early April. Its work will conclude in June after elections have concluded and appointments have been made to the councils.
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- Early May: Nominating Committee confirms nominees.
- As soon as the deadline for the calls for nominations has passed, the Program Manager works with the Nominating Committee Chair to compile a complete list of all nominees, including nominees submitted in response to the general calls, self-nominations, and nominations solicited by Committee invitation. The list should be grouped by nominations for each vacancy. The list may be maintained on a restricted page of the wiki or otherwise secure and restricted shared folder, such as GoogleDrive or Dropbox.
- The Nominating Committee Chair convenes a Committee meeting to review all nominations and begin the process of prioritizing nominees to fill available vacancies according to a set of criteria that the Committee develops, but which should emphasize the nominees' relevant qualifications and experience to fulfill the responsibilities associated with the vacancy as well as diversity of institutional type, size, and location.
- For Governance Board vacancies, the Committee must identify two (and only two) candidates to stand for election for each vacant Member Representative level.
- For TAC and UAC vacancies, the Committee must identify one (and only one) candidate to fill each vacancy.
- The Committee should also prioritize a list of alternates for each vacancy in case the Governance Board should decline to approve a proposed candidate or in case a candidate decides to withdraw.
- Mid to Late May:Nominating Committee submits nominee recommendations to Governance Board for approval.
- The Nominating Committee Chair sends a message to Governance Board members listing the nominees the Committee has proposed to stand for election for any Governance Board Member Representative vacancies or for appointment to TAC or UAC. The message should include an attachment that includes draft candidate statements for Board candidates and summary information about TAC and UAC nominees. It should also include statistics on the numbers of nominations that were received for each vacancy. The message should ask Governance Board members to signal their approval or disapproval of the nominees by a specific deadline. If any nominees are not approved by the Governance Board, the Nominating Committee Chair should request the Board to consider approving the alternates it has identified.
- Once a slate of nominees for all vacancies has been approved by the Governance Board, the Nominating Committee Chair should coordinate contacting all nominees accordingly:
- Approved nominees should be contacted first to reconfirm their willingness to stand for election or accept their appointment.
- Approved nominees for Governance Board election slates should be requested to submit finalized candidate statements by the end of May.
- If any nominees should decline, alternates should be proposed and approved by the Governance Board.
- Nominees who are not approved for an election slate or appointment should be thanked for their participation in the nomination process and encouraged to continue their participation in the ArchivesSpace community.
- Approved nominees should be contacted first to reconfirm their willingness to stand for election or accept their appointment.
June
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July 1
Announce election results
- To candidates
- To membership
Announce TAC & UAC appointments
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- Early June: Governance Board elections conducted.
- The Nominating Committee Chair works with the LYRASIS Director of Collection Services and Community Supported Software to create and test an online ballot for all member representative vacancies on the Governance Board.
- The Nominating Committee Chair posts general announcements about the Governance Board elections to the general ArchivesSpace mailing lists.
- The Nominating Committee Chair sends messages containing ballot links to official representatives of member institutions belonging to each of the membership levels for which vacancies exists and ballots have been created. The LYRASIS Director of Collection Services and Community Supported Software will supply the list of email addresses to which each ballot should be sent. The Nominating Committee Chair should send periodic reminders to ensure maximum participation in the voting process.
- The Nominating Committee Chair works with the LYRASIS Director of Collection Services and Community Supported Software to create and test an online ballot for all member representative vacancies on the Governance Board.
- Late June: Governance Board election results and TAC / UAC appointments announced.
- Following the closing of the election ballots, the LYRASIS Director of Collection Services and Community Supported Software informs the Nominating Committee chair of the election results. The Nominating Committee Chair informs, in turn, the Governance Board and Nominating Committee members.
- The Nominating Committee Chair informs the candidates of the election results.
- The Nominating Committee Chair posts a general announcements of election and appointment results to the general ArchivesSpace mailing lists.
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June 15 (or earlier)
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Report election results to Board
July
- July: Nominating Committee debriefs on nominations process.
- The Nominating Committee Chair debriefs on the nominations process with members of the Nominating Committee and Governance Board.
- The Nominating Committee Chair updates this Nominating Committee space of the ArchivesSpace wiki to reflect any changes or improvements to the process that result from the debriefing.