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Indiana University
IULFC Checklist/Time Line

Helpful Hint: See past year's documentation for examples of much of the following and review the Indiana University Libraries Library Faculty Handbook for details about the purpose and makeup of each committee.

July/August
  • Review list of contacts (Council Members, committees, administration contacts, etc.)
  • Follow up on prior year committee reports if necessary (these should include suggested changes for the next year's committee)
  • Obtain names from Bloomington Faculty Council elections/appointments for completion of committee lists, etc.
  • Contact members of the Faculty Review Board and elect Chair/Chair-elect (to insure the committee has a chair, should they actually meet.)
  • Create lists
    1. IULFC committee members
    2. Other committees
  • Set up e-mail distribution lists
    1. IULFC members
    2. IULFC contacts
    3. Other committee chairs
  • Organizational meeting preparation
    • Review Spring meeting for possible issues related to agenda items
    • Agenda items designated for the first/organizational meeting
      1. Election of IULFC liaisons to Faculty Standards, IULFC Research, White Award, and Librarians' Day Committees
      2. Develop Charges for Faculty Standards Committee & IULFC Research Committees
      3. Appoint Librarian's Day Committee
      4. Appoint White Award Committee Members (must be complete by October)
      5. Election of the IULFC Secretary-elect
    • Schedule a video conference (The Dean's Assistant can help with this)
    • Send out meeting announcement/request for agenda items (send one month before, use 2 week response deadline)
    • Announce meeting in IUL News
    • Determine if a quorum will be present (members should arrange with alternates and inform the Secretary)
    • Prepare agenda
    • Submit draft agenda to the Dean for approval
    • Distribute Agenda to IULFC members and Web Master
    • Send the following to the Dean, Dean's assistant, and IULFC members:
      1. Spring draft meeting minutes (obtain a copy from former Secretary)
      2. All committee reports from the previous year (these will be used to create committee charges)
    • List of IULFC current members (should be completed by former Secretary)
  • Attend the meeting, be prepared to discuss all agenda items
  • Prepare minutes of the organizational meeting
    1. Send draft to the Dean for approval
    2. Distribute through e-mail (they are distributed before approved)
  • Send to Web Master the following information
    1. Membership of each committee, including any IULFC liaisons
    2. Membership of the IULFC
    3. Any additional charges given to committees
August/September
  • Fall meeting preparation
    • Review Spring and organizational meetings for possible agenda items
    • Schedule a video conference (The Dean's Assistant can help with this)
    • Send out meeting announcement/request for agenda items (send one month before, use 2 week response deadline)
    • Announce meeting in IUL News
    • Determine if a quorum will be present (members should arrange with alternates and inform the Secretary)
    • Prepare Agenda
    • Submit draft agenda to the Dean for approval
    • Distribute Agenda and the minutes of previous meeting IULFC members, committee chairs and Web Master
  • Attend the meeting, be prepared to discuss all agenda items
  • Prepare minutes of the Fall meeting
  • Send draft to the Dean for approval
  • Distribute through e-mail (they are distributed before approved)
  • Verify lists of current members of all IULFC committees and the Faculty Review Board with the Personnel Librarian
October/November/December
  • Determine committee chairs and vice chairs if necessary and send a copy to the Web Master
  • Once the IULFC Web site has been update to reflect current IULFC and committee memberships, announce that the Web site has been updated by sending a message to all IU Librarians through IUL News and as separate mailing
  • Winter meeting preparation
    • Review Fall meeting for possible agenda items
    • Schedule a video conference (The Dean's Assistant helps with this)
    • Send out meeting announcement/request for agenda items (send one month before, use 2 week response deadline)
    • Announce meeting in IUL News
    • Determine if a quorum will be present (members should arrange with alternates and inform the Secretary)
    • Prepare Agenda
    • Submit draft agenda to the Dean for approval
    • Distribute Agenda and the minutes of previous meeting IULFC members, committee chairs and Web Master
  • Attend the meeting, be prepared to discuss all agenda items
  • Prepare minutes of Fall meeting
    1. Send draft to the Dean for approval
    2. Distribute through e-mail (they are distributed before approved)
January/February
  • Prepare for elections
  • Contact Personnel Librarian for a list of all IU Librarians, with ranks and tenure status indicated
  • Read rank/status distribution requirement
  • Review committee membership, contact current committees about vice chairs appointments if necessary
  • Outline positions needed for each committee
Secretary-Elect
  • Contact RCL member in 2nd part of term re: nominations for IULFC representative and other committees with vacancies (due early April)
  • Contact BLFC secretary for nominees to IUB vacancies on committees (BLFC's IULFC representative is elected in late summer)
  • Contact IUPUI secretary with pertinent rank/tenure distribution information (IUPUI elects representatives in spring)
March/April
  • Spring meeting preparation
    • Review Winter meeting for possible agenda items
    • Should include slate of nominations for standing committees
    • Schedule a video conference (The Dean's Assistant helps with this)
    • Send out meeting announcement/request for agenda items (send one month before, use 2 week response deadline)
    • Announce meeting in IUL News
    • Determine if a quorum will be present (members should arrange with alternates and inform the Secretary)
    • Prepare Agenda
    • Submit draft agenda to the Dean for approval
    • Distribute Agenda and the minutes of previous meeting IULFC members, committee chairs and Web Master
  • Attend the meeting, be prepared to discuss all agenda items
  • Prepare minutes of Spring meeting
    1. Send draft to the Dean for approval
    2. Distribute through e-mail (they are distributed before approved)
April/May

Secretary-Elect
  • Follow up on nominations, if necessary
  • Review lists of nominees and eliminate ineligible
  • Send final list to Personnel Librarian for review
  • Notify the Dean of nominations to the committees
  • Prepare ballot for the RCL representatives to IULFC and to the various committees (set approx 4 week deadline for return)
  • Keep sealed ballots until deadline passed
  • Verify ballots
  • Count ballots
May/June

Secretary-Elect
  • Notify winners and losers of the election results
  • Notify the Dean of the election results
  • Prepare announcement for IUL News
  • Update committee membership lists and send to Web Master
Secretary
  • Communicate carry over agenda items to next secretary
  • Update secretary's manual and checklist as needed and forward to incoming Secretary and Web Master
  • Forward all documents from current year to incoming Secretary
  • Send older files to the University Archives, IUB