• Attendance: TAC and UAC members should attend council meetings whenever possible. When they can’t make it to a meeting, they are expected to give notice to a council leader and participate asynchronously, e.g., by reporting updates before the meeting or responding to questions posed during the meeting. If something changes and they won’t be able to participate in the council at all, they are expected to let one of the leaders know so that they can plan accordingly.
• Participation: We want to hear everybody’s voice! Ask questions, voice opinions, and be a resource to your fellow council members. Don’t worry about saying the wrong thing, you’re here to help move discussions along.
• Reflection and continuity: At the end of each term, each council as well as its component sub-teams and working groups takes time to reflect on and celebrate its accomplishments as well as think about things it could have done better. Future iterations of the council attempt to learn from those reflections and make any necessary positive changes.
• Sub-Teams and Ad Hoc Working Groups: Every council member should participate in at least one sub-team or ad hoc working group. That means they should show up to meetings or participate in some other way. Generally 2-4 hours per week of workload is expected.
• Positive affirmation: We’re here to support one another! When you hear about someone doing something you like, let them know.
• Abide by our Community Agreements: In the spirit of participation and positive affirmation, abide by our Community Agreements (listed below).

Sub-Teams and Ad Hoc Working Groups

At the beginning of each term:

• review the previous term's retrospective;
• view your mission (and update as needed); and
• create a work plan.

During each term:

• maintain your wiki space;
• submit brief quarterly updates (1-2 paragraphs or bullet points) to the Chair when asked; and
• look for opportunities to serve and engage the wider ArchivesSpace community.

At the end of each term:

• do a retrospective (what went well, what you could have done better, etc.).

When to use Confluence vs. Google drive?

Confluence should contain Council and sub-team related information that is ok to be viewed by the public, that anyone should be able to reference to maintain workflows or sustain the business of the Councils and sub-teams, and that can serve as a record.

Google documents relating to Council activities should be stored in the ArchivesSpace Google Drive rather than Drive accounts owned by individual members. Council chairs will add council members to both their respective council and sub-team folders with edit access. Council members can use any email address they prefer to access the Google Drive -- please communicate this preference directly with your Council chair. (Same goes for the self-created Confluence accounts.) Keep in mind the permission status of individual files on Google Drive and set them appropriately. 

Example documentation and where they should be kept:

Confluence:

• Rosters
• Meeting minutes
• Reports
• Policy/process documents

Google Drive:

• Internal working documents of a limited time value
• Internal documents that are not appropriate for public viewing
• Documents that require functionality not available in Confluence such as spreadsheets and forms/surveys.

If you have any issues accessing the Google Drive or Confluence, please contact your Council chair or the ArchivesSpace Program Team.

Community Agreements

These are borrowed from Aorta’s Anti-Oppressive Facilitation for Democratic Process Community Agreements.

1. ONE DIVA, ONE MIC
2. NO ONE KNOWS EVERYTHING; TOGETHER WE KNOW A LOT
3. MOVE UP, MOVE UP
4. WE CAN’T BE ARTICULATE ALL THE TIME
5. BE AWARE OF TIME
6. EMBRACE CURIOSITY
7. ACKNOWLEDGE THE DIFFERENCE BETWEEN INTENT AND IMPACT