DELETE Yearly Timeline

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
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: Update the current roster Technical Advisory Council > [term year] Rosters, Meeting Agendas, and Notes User Advisory Council > [term year] Rosters, Meeting Agendas, and Notes Create new term's wiki pages (meeting notes, sub-teams, and ad hoc working groups) Technical Advisory Council > TAC Sub-Teams > [team name] > [Term] User Advisory Council> UAC Sub-Teams > [team name] > [Term]	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). [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	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 Review sub-teams and ad hoc working groups Review last year's Retrospective	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 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 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 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 Nominating Committee Overview and Timeline	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	Subteams complete retrospectives before June TAC meeting (last meeting of term)	Subteam Leads
June	Retrospective meeting: Theme: What should we start doing, stop doing, keep doing?	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)