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The Nominating Committee Chair is the immediate past chair of the Governance Board and will begin the process of identifying members to serve on the Nominating Committee no later than November. The membership of the Nominating Committee will be approved by the Governance Board no later than the 3rd Quarter Governance Board Meeting. The Nominating Committee will begin its work in early March and conclude it by the second week in June.

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• 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 /wiki/spaces/ABT/pages/1671186.
    • 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).
      
  • 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.

• 3rd Quarter Governance Board Meeting: Nominating Committee members are appointed or reviewed (if appointed previously via email).
  • Board Chair proposes slate of nominees for Nominating Committee appointments for discussion and approval.
  • Nominating Committee Chair informs Nominating Committee appointees of their appointments:
    • Nominating Committee Appointment - Email Template
  • Nominating Committee Chair schedules initial conference call/virtual meeting with Nominating Committee members for late March. Chair convenes additional calls/meetings with Committee members as needed through May, keeping in touch with members between meetings via email. The LYRASIS Director of Collection Services and Community Supported Software can supply a toll-free number and access code ArchivesSpace Program Manager can supply Zoom connection information that can be used for all Nominating Committee meetings.

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• No later than the 15th of June: Governance Board elections conducted.
  • The Nominating Committee Chair works with the LYRASIS Director of Collection Services and Community Supported Software ArchivesSpace Program Manager 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.
    • Governance Board Election - general announcement - Email Template
      
  • 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 ArchivesSpace Program Manager  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.
    • Governance Board Election - ballot announcement and reminders - Email template
      
• 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 ArchivesSpace Program Manager 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.
    
    • Governance Board Election Congratulations notice - Email Template
      
    • Governance Board Election Consolation notice - Email Template
      
  • The Nominating Committee Chair posts a general announcements of election and appointment results to the general ArchivesSpace mailing lists.
    • Election Results and New Appointments - general announcement - Email Template
      

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