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 yearYear | Action | Owner | |||||||
|---|---|---|---|---|---|---|---|---|---|
May, June, July, depending [depending on what? suggest nailing down scheduling (also suggest taking July off to reduce burnout) - Gordon made the excellent point that subteams can take July off, but council chairs are busy in this period] | 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] | 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). [ | but they're not actually monthly if we reduce to bi-monthly later in term] [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] | Incoming Chair, in coordination with ex-Chair | July or August | 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
| Chair | August | Prompt Chair | |||||
| August | When reminded by Laurie Arp of the deadline (via email), prompt subteam leaders to contribute to Joint Quarterly Report | . [link to template](email template and report template) Submit | TAC Quarterly Report | . [submit it where and in what format and does a version gets saved somewhere and by whom?]Chair | September | Chair and Vice Chair | November | Prompt 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) | January | Chair of ASpace Nominating Committee asks about number of new members needed for next fiscal year. This is determined by reviewing the members on the rosters for the current term and assessing their status as either eligible for renewal or not eligible. Starting in in the 2022-2023 term all members serve three years with the option of a three year renewal. If a member has only served one 3-year term, they are eligible for renewal; if they have served both 3-year terms, they are not.
Submit Quarterly Report . | Chair | |||||
| January | Vice Chairs may wish to familiarize themselves with the Nominating Committee Overview and Timeline in anticipation of membership activities through the end of term | Vice 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 | |||||||
After hearing back from the members that are eligible, provide the Chair of the ASpace Nominating Committee the 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 | . The total number of members for each council can be as high as 17and UAC and TAC chairs respond. | Chair | January/February | |||||
Mid-year check-in on sub-team work plans during monthly meeting:
Consider moving to bimonthly meetings for remainder of fiscal year. | March | 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 [what does that mean?] | Chair | May | Prompt 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 | allgroup meeting and ask all sub-teams to complete 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:
Confirm and announce new Vice Chair. Review TAC Administrative Info DELETE and Responsibilities and Expectations (incomplete version) and this page
| 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 | need Chair, Vice Chairneeded to keep info current. | [revisit due to wiki re-org]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) |