Roles and responsibilities of IFLA Officers (Chair and Secretary) and Information Coordinators
Each Standing Committee (SC) must elect a Chair and a Secretary (known as Section Officers) and appoint an Information Coordinator/Web Editor (who does not have Officer status) from within the membership of the SC. The SC may choose to appoint other members to other roles. Responsibilities can be delegated and shared as the Officers and the SC see fit. Below are described the role and responsibilities of the Chair, Secretary and Information Coordinator.
The Officers, and other SC members, may be called upon to contribute to IFLA’s strategic initiatives on the basis of their expertise in the Section’s subject area.
Responsibilities of the Chair
The Chair leads the Section in developing activities, action plans, and projects. They chair the meetings of the SC and encourage members to voice their opinions and ideas. Requirements for convening meetings are specified in the Rules of Procedure.
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Responsible for administration and communication within the section:
- (With the Secretary) Propose the SC meeting agenda;
- (With Secretary) Draft action plans and annual reports for discussion and approval by the SC;
- (With the Secretary) Seek agreement from the SC on decisions and submit the relevant documentation to IFLA HQ according to the relevant deadlines indicated, eg project proposal submissions, Administration Funds requests, WLIC programme proposals and final details;
- Authorize reimbursements from the Section’s Admin or Project funds (this can also be done by the Secretary);
- Participate in discussions and meetings with the Division Chair and other sections across the Federation;
- Ensure members of the Section are informed about planning and progress of the SC’s activities.
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Ensure good governance of the section:
- Monitor the work of any sponsored Special Interest Groups;
- Arrange for the replacement of any resigned SC members, and appointment (or re-appointment) of Corresponding Members;
- Attend all relevant meetings of Divisions and Officers (during Congress);
- Organize elections (of Officers) at the end of their term; hand over relevant information to the new Chair.
- Together with the SC, organize the work described in the Section’s Action Plan and form sub-committees, where needed, to carry out their work.
- Is eligible to stand for election as Division Chair at the end of their term.
Responsibilities of the Secretary
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Responsible for administration and communication within the section:
- Assist the Chair in his / her responsibilities and stand in for the Chair when the Chair is absent;
- Take minutes of SC meetings and after approval by the SC have them posted online;
- Maintain attendance records for SC members at meetings;
- Check the dates and deadlines issued by the Professional Committee and ensure the Section responds in time;
- Authorize reimbursements from, and track the status of, the Section’s Admin and Project funds (the Chair may also authorize reimbursements);
- Participate in discussions and meetings with the Division Chair and other sections across the Federation;
- Assist the Information Coordinator in identifying news and information to post online.
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Ensure good governance of the section:
- Ensure updates to SC members’ details are recorded at HQ and on the Section’s website;
- Attend all relevant meetings of Divisions and Officers (during Congress);
- Hand over relevant information to the new Secretary at the end of their term.
- Is eligible to stand for election as Division Chair at the end of their term.
Responsibilities of the Information Coordinator / Web Editor (not an Officer)
- Maintain and update the information on the Section’s web pages on a regular basis with news from the Section including Section events, midterm meetings, projects, guidelines and standards, case studies from members, and so on;
- Ensure that all web content is accurate and up-to-date;
- Ensure that regular reporting such as agendas, minutes, Action Plans, Annual Reports, information about the WLIC Call for papers and session information, etc. are made available on the Section web pages;
- Serve as the main contact between SC members and IFLA HQ concerning web matters;
- Encourage contribution of content by SC members;
- Manage the Section’s blog and other social media presences in accordance with guidelines from IFLA;
- Attend the Information Coordinators’ session during the Congress.
The responsibilities of the Information Coordinator might be carried out with the help of other SC members who form a communication team within the SC (see the suggestions for other roles of SC members) led by the Information Coordinator.
Last update: 5 June 2013