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 |
|---|
May, June, July, depending [depending on what? suggest nailing down scheduling (also suggest taking July off to reduce burnout)]
New members get appointed by AS Governance Board.
The Governance Board should be finished by the end of June to deliver these verdicts. Individual members should receive their individual appointment email in July, and the respective chairs will be copied on that email.
Send out welcome email to new members and hold an orientation call (see Onboarding new members). [email template? past email sample? where do I get a list of everyone's email address?]
[seems like there's more to this first three months?]
Incoming Chair (or the Vice Chair if they are about to become Chair)
June, July, or August, depending on interest [ambiguous]
Appoint new Vice Chair
- Ask Program Manager to give Vice Chair access to maintain Awesome ArchivesSpace GitHub repo. [instructions for maintaining a GitHub repo]
Assign sub-team members
Assign sub-team leaders
Form ad hoc working groups
Schedule monthly TAC| 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:
| 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). [ |
July or August
Prompt subteam leads on getting started
- Work isn’t really expected until September, but early meetings for scheduling and orientation are encouraged
TAC Kick-off meeting:
Can be a joint TAC/UAC Council kick-off meeting| 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] |
Update TAC wiki space:
- update the current TAC roster [this link does not lead to a roster]
- preserve prevous FY TAC roster by adding it to Past TAC Rosters DELETE [revisit due to wiki re-org]
- move last term's wiki pages to TAC Historical Files DELETE [revisit due to wiki re-org]
- create new term's wiki pages (meeting notes, sub-teams, and ad hoc working groups)
Update TAC Google Drive folder permissions:
- remove outgoing TAC members from access [more info needed: who, where, info page?]
- add incoming TAC members to have access [more info needed: who, where, info page?]
Incoming Chair, in coordination with ex-Chair
| 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). Might be joint survey with UAC. [?]
TAC Chair, UAC Chair
August
| 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 |
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
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 |
TAC Chair
January
Consider holding a joint TAC/UAC meeting. [options are great, but cause ambiguity. Can we simply decide yes/no on holding joint meetings at certain intervals?]
TAC Chair, Vice Chair; UAC Chair, Vice Chair
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 [how does the chair know this?]
- 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 meetings for remainder of fiscal year.
March
Prompt subteam leaders to contribute to Quarterly Report.
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 |
May
Nominating Committee | 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 by June. |
Ask for Vice Chair volunteers/interest:
- Follow-up with individuals if no one volunteers
| 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: |
|
Confirm and announce new Vice Chair.
Review TAC Administrative Info DELETE and
| 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) |