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.
| 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) - 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 [Gordon said May in last meeting] 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 [how do these email addresses get delivered? assuming from nominating committee] and hold an orientation call (see Onboarding new members [slated to be deleted]).
What and how to present during the orientation call seems like it could be its own page/template (under TAC/UAC Documents > Administrative Info > Administrative Templates). See 2020-07-15 TAC orientation meeting notes and 2021-07-21 TAC/UAC New Member Orientation. Same topics each time? Who from the Program Team gets invited? Suggest the Vice Chair always be invited. [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, point them to Chair and Vice Chair responsibilities.
Assign sub-team leaders - Should happen earlier than when the members are assigned Assign sub-team members Form ad hoc working groups Schedule monthly meetings for new term (via Doodle poll). [but they're not actually monthly if we reduce to bi-monthly later in 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 wiki space:
Update Google Drive folder permissions [who does this, the Chair or the Program Manager?] [link to top-most Google Drive directory would be useful]:
| Incoming Chair, in coordination with ex-Chair |
July or August | Prompt subteam leads on getting started, set September goal for forming and presenting workplans.
Kick-off meeting:
Send out sub-team survey of interest (via GoogleForm). Might be joint survey with UAC. [?] | Chair |
August | Prompt subteam leaders to contribute to Quarterly Report. [so soon? Does this assume work has already begun by August, or is this the current term reporting the last term's retrospective? Suggest anticipating this question in this communication, since it may surprise subteam leaders to be be prompted for a report this early] Submit TAC Quarterly Report. [submit it where, by when, in what format, and does a version gets saved somewhere and by whom?] | Chair |
September | Confirm that work has begun, request sub-team leaders present their current term workplans at next meeting. | Chair |
November | Prompt subteam leaders to contribute to Quarterly Report. 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 |
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 for another 3-year term; if they have served both 3-year terms, they are not eligible.
After hearing back from the members that are eligible, provide the Chair of the ASpace Nominating Committee the number of new members needed for next fiscal year. The total number of members for each council can be as high as 17. | 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 | Prompt subteam leaders to contribute to Quarterly Report. Submit Quarterly Report. | Chair |
| April/May | Participate in ArchivesSpace Nominating Committee | Chair |
May | Prompt subteam leaders to contribute to Quarterly Report. Submit Quarterly Report. Introduce retrospective in group meeting and ask all sub-teams to complete. Ask for Vice Chair volunteers/interest:
Verify if current members wish to change subteams or leadership roles | Chair, Vice Chair |
June | Retrospective meeting:
Confirm and announce new Vice Chair. Review TAC Administrative Info DELETE and Responsibilities and Expectations (incomplete version) and this page make updates and edits as need to keep info current. [revisit due to wiki re-org] | Chair, Vice Chair |