BTAA library community groups are encouraged to adopt a staggered co-chair model, with each co-chair serving a two-year term. Groups may adjust the term length to 1 or 2 years based on their purpose, focus, or membership. Staggered terms are recommended to support effective leadership and sustainable management of institutional knowledge. Rotating co-chairs also helps foster leadership development, bring in a range of leadership styles, and avoid open-ended volunteer roles without clear transition points.
Groups select co-chairs either through self- or peer-nomination, or through a rotating system such as alphabetical order of institution or another approach agreed upon by the group. We recommend co-chair terms begin on January 1 or July 1 of alternating years to support continuity and ensure each institution has an opportunity to serve before repeating.
Co-chair Responsibilities:
setting meeting dates and agendas – BTAA staff liaisons participate in setting agendas for peer groups and newer communities of practice
engaging with appropriate BTAA staff for setting group priorities and action items
communicating logistical needs to the Center for Library Programs helpdesk
library@btaa.org reviewing group administrative documents (charters/light charters, rosters, etc.) and ensuring they are up to date. An ideal time for this is during co-chair transitions, so that new co-chairs can become familiar with group administrative documentation
seeking input from group members for creating or reviewing the group charter (for peer groups) and light charter (for communities of practice)
enlisting the help of group members to assist with co-writing reports, planning in-person gatherings, temporary projects, etc.
determining topics, presentations, discussion questions, etc. for meetings
Typical time commitment is 2-3 hours per month; varies depending on the type of group
Recommendations for Effective Meeting Management:
- Send a reminder for the upcoming meeting at least 1-2 days in advance and provide links to the agenda document and virtual meeting
- Decide how notes will be taken during meetings — for example, by assigning a notetaker on a rotating basis by institution, having one of the co-chairs take on the role, or choosing another method that ensures consistent capture of discussion and action items.
- Encourage group members to participate in discussions by sharing agendas in advance and utilizing various polling instruments for sharing input, votes, etc.
Onboarding New Members:
Each community group will have a slightly different process for identifying and onboarding new members. Some prospective new members may reach out to a colleague in the group and ask to be added to the group. Some may contact BTAA staff asking to be added to the group. Peer groups have a formal appointment process, where the institution appoints their representatives to the group. Communities of practice and Interest groups tend to be less formal and can be based on functional roles and interest, respectively.
If the request for adding new members comes from the institution directly to the BTAA: the new member is connected with the group co-chairs for a virtual introduction. Standard group and meeting resources (listserv access, meeting invites, shared documentation sites, etc.) are shared at this point. Co-chairs and other institutional colleagues are encouraged to provide an onboarding to the group, so that new members feel welcomed and connected right away.
If the request for adding new members comes to co-chairs directly: please contact the Center for Library Helpdesk
library@btaa.org to begin the onboarding process. We will coordinate access to resources (listserv, meetings, shared documentation) and provide additional support, as needed.
Central Resources:
As part of central support for community management, the following communication tools and file sharing infrastructure is available to all groups alike. We are counting on group co-chairs to maintain consistency across the community network.
- The group will maintain documentation (e.g., notes and a record of activities) in the BTAA Teams environment
- Standing meetings will be setup using a BTAA Zoom account and calendar invites will be distributed from the BTAA calendaring account
- Listserv access will be managed centrally using BTAA accounts and platforms
If the group wishes to set up ad hoc meetings or small group meetings, depending on topical interest and timeliness, group members are encouraged to contact BTAA staff using the helpdesk seeking assistance, or welcome to set them up themselves. This is not meant to apply to regular recurring meetings.