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Month/Time of Year | Action | Owner |
---|---|---|
July | The Aspace Program Manager completes the following tasks around July 1 of every term. These tasks are listed here for clarity as Council Chairs begin the term:
| Program Manager |
July | Review Responsibilities and Expectations, DRAFT Chair and Vice Chair responsibilities, and DRAFT ArchivesSpace Councils Wiki Organization | Chair and Vice Chair |
July | Update wiki space; refer to ArchivesSpace Councils Wiki Organization:
| Chair |
July | Joint UAC/TAC orientation meeting for new members (also include Program Manager, Vice Chairs, and Governance Board Representative) | Chair |
July | Adjust Google Drive permissions:
Permissions for Google Drive:
Permissions are not assigned to everything due to the fact that the admin section may have sensitive information and permissions should be as granular as is practical. Awesome List GitHub Permissions: The incoming TAC Chair should assign repository permissions to the incoming TAC Vice Chair if they are already part of the ArchivesSpace GitHub organization. If they are not, the Program Manager can assign them this permission level. | 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 | TAC and and UAC kickoff meetings
| Chair |
August | Subteams that didn't start work in July, start work. The deadline for term workplans is September. | Subteam leads |
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 |
August | When prompted by Chairs, contribute to Joint Quarterly Report (email template and report template). This prompt should come over email via the UAC and TAC listservs. | Subteam leads |
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 has the option to switch to bi-monthly meetings (expected in February, April, June). Reducing to bi-monthly meetings was a decision made by a prior TAC Chair, but whether to continue doing so is up to each Chair based on their term goals. | 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 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 | 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. | 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 | Anticipating the end of term, prompt subteam leads to review their Google Drive folders and:
Let subteam leads know that they can transfer ownership to archivesspacehome[at]gmail[dot]com if needed. | Vice-Chair, Subteam Leads |
Early June | Subteams complete retrospectives before June meeting. Past samples: 2021-2022 Metadata Standards Retrospective User Documentation Sub-team 2021-2022 Retrospective | Subteam Leads |
June | Retrospective meeting:
| Chair |
June | Incoming Chairs and Vice Chairs should consider scheduling a meeting to discuss subteam assignments and beginning-of-term responsibilities. | Chair, Vice Chair |
June | Review Responsibilities and Expectations, Chair and Vice Chair responsibilities, 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 | Inquire to new members about providing a Google account address for assigning Google Drive permissions. A template for that email is here. Details about assigning permissions are included in the July section. | Incoming Chair |
June | Assign new members to sub-teams based on needs and interest and notify leads of relevant sub-teams. An easy way to do this is to copy the Lead on when informing the new member of their assignment(s). Also include relevant links to that subteam section on the wiki and links to the Guidebook to help orient the new member. | 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) |
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