Charters and Subgroups: A Guide for Community Groups
Important: Be sure to follow the guidelines provided on the cover sheet when completing these documents.
Peer Group Charters
Purpose of Peer Group Charters
The purpose of Peer group charters is to create a shared understanding of a group’s purpose, area of focus, and membership for the library deans. This allows the deans to confirm the group’s charge based on information provided by the group.
For new Peer groups, the process may differ slightly, as the group’s charge is often defined at the time of formation. In these cases, be sure to incorporate the established charge into the group’s Purpose statement.
Creating or Revising a Charter
We recommend involving multiple group members in the charter creation or revision process to ensure diverse perspectives are represented. Co-chairs or a small subgroup may draft the initial version, but the full group should review and contribute to the final draft.
For groups with existing charters, a biennial review and update cycle is recommended.
Submission and Approval Process
Once the final draft is ready, email it as an attachment to the Center for Library Helpdesk at library@btaa.org
The Coordinator for Community Engagement will review formatting and forward the charter to the Vice President for Library Programs Maurice York for approval.
After Maurice’s approval, the charter is submitted to the Dean’s Executive Committee for final approval.
Approval Timeline
Peer group charters are reviewed and approved twice a year, aligned with the deans’ in-person meetings (currently June and November).
For internal planning, please plan to submit final drafts in April and September.
After Approval
Approved charters are deposited by BTAA staff in the Group Charter and Roster folder in Teams. Group leadership will be notified via email once the document is available.
Community of Practice Light Charters
Purpose of Community of Practice Light Charters
Community of Practice light charters are less formal but still may be used to convey a group’s purpose, area of focus and membership. They help BTAA staff and member library staff understand opportunities to engage in the library community network for knowledge sharing and peer connection.
Creating or Revising a Light Charter
We recommend involving multiple group members in the light charter creation or revision process to ensure diverse perspectives are represented. Co-chairs or a small subgroup may draft the initial version, but the full group should review and contribute to the final draft.
For groups with existing light charters, a biennial review and update cycle is recommended.
Submission and Approval Process
Once the final draft is ready, email it as an attachment to the Center for Library Helpdesk at library@btaa.org
The Coordinator for Community Engagement – as the staff contact - will review the content and formatting and provide feedback to the group co-chairs.
Co-chairs will work with the staff contact to incorporate any comments or minor revisions.
Once the final version is confirmed, staff will forward the light charter to the Vice President for Library Programs Maurice York for approval.
Approval Timeline
Community of practice light charters are reviewed and approved twice a year, aligned with the deans’ in-person meetings (currently June and November).
For internal planning, please plan to submit final drafts in April and September.
After Approval
Approved light charters are deposited by BTAA staff in the Group Charter and Roster folder in Teams. Group leadership will be notified via email once the document is available.
Subgroups and Working Groups within Community Groups
Existing community groups may establish subgroups or working groups to support specific aspects of their work; these do not need to be included in Peer Group charters or Community of Practice light charters unless they are ongoing (standing).
If subgroups or working groups are established, we recommend documenting them in group files to support good recordkeeping practices. Time-bound groups should also include an expected duration or review point, when applicable.
If a staff liaison has been assigned, consult them before creating a subgroup/working group or drafting a charge, so they can provide guidance on planning for outcomes and relevant recommendations.
Optional Subgroups
Subgroups may be standing or ad hoc and are typically formed to support the design, evaluation, integration, or testing of solutions aligned with the group’s defined needs.
Optional Working Groups
Working groups are generally time-bound and may be formed for the following purposes:
- Purpose-focused: to advance a specific priority or initiative of the community group (e.g., identifying and implementing a key project or objective)
- Program-focused: focused on a specific program, topic, or area of work covered within the group’s area of focus
- Functionally-focused: organized around a specific workflow, process, or operational need in alignment with the group charter or light charter