Yearly Timeline of Council Activities

This is a summary of leadership responsibilities at all levels of Councils (Chairs, Vice Chairs, Subteam Leads) 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 the Program Manager (giving wiki access, adding to listservs, etc.)

Month/Time of Year	Action	Owner
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: 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 include Program Manager, Vice Chairs, and Governance Board Representative)	Chair
July	Adjust Google Drive permissions: Remove all access for individuals that have rotated off Elevate access for incoming Vice Chairs to include the Admin section and remove access to Admin section for outgoing Chairs Assign new members permissions based on the rules below Confirm and prune the space according to the rules below Permissions: All TAC members get access to the TAC parent folder All UAC members get access to UAC parent folder Cross-council members get access to Cross-Council parent folder in addition to their home council folder Chairs and Vice Chairs get access to the Admin section Permissions are not managed at the sub-team or item folder level (or if they are, that is done by the subteam Leads, not Chairs), but lower folder permissions should be checked just to be sure all permissions have inherited. If the activities of individual member necessitate changes, those get made by request. 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.	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 Invite opposite council Chairs and Vice Chairs. Note that Vice Chairs are only required to attend the first meeting of the year as noted in Chair and Vice Chair responsibilities Review sub-teams and ad hoc working groups Review last year's Retrospective	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)	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 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	Anticipating the end of term, prompt subteam leads to review their Google Drive folders and: Transfer ownership of important files if they are owned by members who are rotating off Review existing files for relevance, delete or archive old files, leave comments in files if they need explanation, and organize the space for the next term 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 2021-2022 Tech Docs Retrospective 2021-2022 Dev Pri Retrospective	Subteam Leads
June	Retrospective meeting: Theme: What should we start doing, stop doing, keep doing?	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 wiki permissions.	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)