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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- 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.
- 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.
- Nominating Committee reviews, revises as needed, and posts calls for nominations to fill any vacancies on the Governance Board, TAC, and UAC.
- 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 or someone with general , 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.
- 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.
- 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.
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