This is a summary of leadership responsibilities and may change from year to year. Update as needed. Except where noted, these apply both to TAC and UAC. It does not include routine work done by Christine (giving wiki access, adding to listservs, etc.)
| Month/Time of |
|---|
| Year | Action | Owner |
|---|
June
New TAC members get appointed by AS Governance Board
Send out welcome email to new TAC members and hold an orientation call (see Onboarding new TAC members)
Incoming TAC Chair, in coordination with outgoing Chair
June, July, or August
Appoint new TAC Vice Chair
Schedule monthly TAC meetings for new term (via Doodle poll)
Update TAC wiki space: update the current TAC roster, preserve prevous FY TAC roster by adding it to Past TAC Rosters, move last term's wiki pages to TAC Historical Files, create| July | Review Responsibilities and Expectations, Chair and Vice Chair responsibilities, ArchivesSpace Councils Wiki Organization, and DELETE Council Orientation. | Chair and Vice Chair |
| July | Update wiki space; refer to DELETE ArchivesSpace Councils Wiki Organization:
|
Incoming TAC Chair, in coordination with outgoing Chair
July or August
TAC Kick-off meeting:
Can be a joint TAC/UAC Council kick-off meetingUpdate TAC Google Drive folder permissions: remove outgoing TAC members from access, add incoming TAC members to have access.
| Chair | |
| July | Joint UAC/TAC orientation meeting for new members (also includes Christine and the Vice-Chairs) | Chair |
| July | Schedule monthly meetings for new term (via Doodle poll). [if there was a set time last term, try to start with last term's time with the assumption that returning members already have that time clear and only new members would need to fit it in] | Chair |
| July | At the discretion of subteam leads, subteams may start work. The deadline for term workplans is September. | Subteam leads |
| August | Subteams that didn't start work in July, start work. The deadline for term workplans is September. | Subteam leads |
| August | TAC and and UAC kickoff meetings
|
Send out sub-team survey of interest (via GoogleForm)
TAC Chair
August
Submit TAC Quarterly Report
TAC Chair
September
Assign sub-team members
Assign sub-team leaders
- Follow-up and ask for volunteers if no one initially expresses interest
Form ad hoc working groups
TAC Chair and Vice Chair
November
Submit TAC Quarterly Report
TAC Chair
January
Consider holding a joint TAC/UAC meeting
TAC Chair, Vice Chair; UAC Chair, Vice Chair
| Chair | |
| August | When reminded by Laurie Arp of the deadline (via email), prompt subteam leaders to contribute to Joint Quarterly Report (email template and report template) Submit Quarterly Report to Governance Board as a PDF via Laurie Arp (email) and upload copy to Wiki. | Chair |
| Early September | Check in with subteam leads via email to confirm that work has begun, request sub-team leaders present their current term workplans at next meeting. | Chair |
| Early September | Subteams complete workplans before Joint TAC/UAC meeting in September | Subteam leads |
| September | Joint TAC/UAC meeting to review subteam workplans | Sample Agenda | Chair |
November | When reminded by Laurie Arp of the deadline, prompt subteam leaders to contribute to Joint Quarterly Report (email template and report template) Submit Quarterly Report to Governance Board as a PDF via Laurie Arp and upload copy to Wiki. | Chair |
| February | Joint TAC/UAC meeting with subteams reporting on progress with workplan and whether it needs to be adjusted | Sample Agenda Call for volunteers to serve as Vice-Chairs and Vice-Leads for next year (during meeting and follow-up by e-mail). Contact the Chair and Vice-Chair or Lead and Vice-Lead respectively. | Chair |
| February | TAC switches to bi-monthly meetings (expected in February, April, June) | Chair |
| February | When reminded by Laurie Arp of the deadline, prompt subteam leaders to contribute to Joint Quarterly Report (email template and report template) Submit Quarterly Report to Governance Board as a PDF via Laurie Arp and upload copy to Wiki. | Chair |
| March | Chair of ASpace Nominating Committee asks about number of new members needed for |
| next fiscal year |
- Email all TAC members who are eligible for renewal and ask if they would like to
- Email all TAC members not eligible for renewal and let them know they will rotate off
TAC Chair
January/February
Mid-year check-in on sub-team work plans during monthly meeting
- Ask if scopes need to be adjusted
Consider moving to bimonthly TAC meetings for remainder of fiscal year
March
Submit TAC Quarterly Report
| and UAC and TAC chairs respond. | Chair | |
| April | Ask continuing members to consider joining an additional subteam for the following year (if only on one) and contact Chair and Vice-Chair if they are interested. They have until early June to decide. | Chair |
| April/May | Participate in ArchivesSpace Nominating Committee |
April/May
Submit TAC Quarterly Report
Introduce retrospective in all TAC| Chair | ||
| May | New members get appointed by AS Governance Board. Individual members should receive their individual appointment email late May/early June and the respective chairs will be copied on that email. | Nominating Committee Chair |
May | When reminded by Laurie Arp of the deadline, prompt subteam leaders to contribute to Joint Quarterly Report (email template and report template) Submit Quarterly Report to Governance Board as a PDF via Laurie Arp and upload copy to Wiki. | Chair |
| May | Introduce retrospective in group meeting and ask all sub-teams to complete |
Ask for Vice Chair volunteers/interest
- Follow-up with individuals if no one volunteers
TAC Chair, TAC Vice Chair
June
TAC Retrospective meeting
- Ask for ad hoc working group recommendations for the upcoming fiscal year
Confirm and announce new Vice Chair
| by June. | Chair | |
| May | If any Vice-Chair or Vice-Lead positions do not have a volunteer, reach out to individuals and attempt to recruit them | Vice-Chair |
| Early June | Deadline for continuing members to decide on joining an additional subteam; send out reminder/prompt by email | Chair |
| Early June | Subteams complete retrospectives before June TAC meeting (last meeting of term) | Subteam Leads |
June | Retrospective meeting:
| Chair |
| June | Review DELETE Responsibilities and Expectations, Chair and Vice Chair responsibilities, DELETE ArchivesSpace Councils Wiki Organization, and this page and make updates and edits as needed to keep info current. | Vice-Chair |
| June | Send out welcome email to new members | Incoming Chair |
| June | Assign new members to sub-teams based on needs and interest and notify leads of relevant sub-teams | Incoming Chair (with assistance from outgoing Chair) |
| June | Deadline for selection of new committee Vice-Chairs and sub-team Vice-Leads | Incoming Chair (with assistance from outgoing Chair) |