Dates and deadlines for Officers 2019-2020
The calendar below contains dates and deadlines for all common Section and Special Interest Groups activities except planning of WLIC congress programmes and planning of Satellite Meetings which are dealt with separately. It is described from September to August as this tends to follow the activity cycle of IFLA.
The PC meets three times during the year: April, August and December. Between these meetings it discusses ongoing or urgent issues via email and Skype calls. The agenda for each meeting will be posted as a news item in the Officers Corner a couple of weeks before each meeting. A summary of the meeting will be sent by the PC Chair to Officers via the Officers mailing list as soon as possible after the meeting.
This calendar is intended as a guideline.
Officers will find an up-to-date calendar for the year in the Officers Basecamp space [login required].
[Calendar below correct as of 24 June 2019].
Dates & deadlines
| Date | PERSON(S) RESPONSIBLE | SUBJECT |
| 2019 | ||
| January | PC and HQ | Communication of remaining decisions made in December PC meeting. |
| February/March | Officers | Some Sections and SIGs hold mid-term meetings or have scheduled conference calls for all members. |
| February | Officers | Update Action Plan with progress report following mid-term meeting or conference call |
| 15-Mar | All | All items for PC agenda must be submitted to IFLA/HQ for preparing for the March PC meeting (three weeks before meeting). |
| 1 April | HQ | Agenda and PC papers circulated to PC members. |
| 10-Apr | PC and HQ | April 2019 PC meeting, IFLA HQ, The Hague |
| April | Officers | Write to newly elected members of the SC with information about activities up to WLIC, meetings at the WLIC and information about election procedure for electing new Officers |
| April | PC and HQ | Communication of decisions made in April PC meeting. |
| 13-14 June | All | Professional Unit Action Planning Workshop in The Hague. Begin to plan 2020 Action Plans. |
| 30-Jun | Officers | Hold calls with your Standing Committee to begin Action Planning. |
| 30-Jun | Officers | Pre-Congress information sent to Officers with reminders and information needed for the 2019 Congress. (Officers should share this information with speakers and other Standing Committee members as appropriate). |
| July | Officers |
Distribute information to the ongoing and incoming SC members over what is means to be an officer. Invite incoming and ongoing SC members to nominate one person for each position (Chair, Secretary). See the instructions and guidance on this procedure |
| July | Officers | Update Action Plan with progress report and alert Division Chair of delays to funded activities, or any issues that need raising with the PC. |
| July | All | Prepare for meetings taking place during the WLIC 2019, Athens, Greece. See "Running Succesful Standing Committee Meetings' for further information. |
| July | Officers | Submit your Section’s purposed Focus Areas to your Division Chair for feedback |
| July-August | All | Finalise Action Plan Focus Areas, gather ideas for projects activities within each Focus Area to be finalised at WLIC. |
| 02-Aug | All | All items for PC agenda must be submitted to IFLA/HQ for preparing for the August PC meeting (three weeks before meeting). |
| 09-Aug | HQ | Agenda and PC papers circulated to PC members. |
| 23-Aug | PC and HQ | August PC meeting |
| 24-30 August | All | WLIC 2019. |
| 24-Aug | All |
At your first SC business meeting, invite nominees for Officer positions to introduce themselves, then carry out a vote by secret ballot if there is more than one nominee for a position. Declare the results of your election so current officers can begin handing-over to new officers. See the instructions and guidance on this procedure |
| 24 - 29 August | All | Leadership Brief, Division Forums, Standing Committee meetings, Officers training sessions and other sessions/meetings as needed, for discussion of professional matters. |
| 24-29 August | All | Finalise achievable projects/activities and associated actions and responsibilities within each Focus Area during your Business Meetings. Discuss impact and assessment of your planned activities. |
| 30-Aug | PC and HQ | First Governing Board meeting of the new members. |
| September | PC and HQ | Communication of decisions made in August PC meeting and summary of meeting. |
| September | Officers and Information Coordinator | Circulate minutes of August SC meetings to those present for agreement before posting online |
| September | Officers and Information Coordinator | Finalise Action Plan and Funding Requests and circulate to SC members. |
| 15-Oct | Officers | Deadline for submitting Action Plan to Division Chair and HQ with request for funding in 2020. |
| 31-Oct | Officers | Submit Annual Report to Division Chair. |
| November (date to be confirmed) | All | Items for PC agenda must be submitted to IFLA/HQ for preparing for the December PC meeting (three weeks before meeting). |
| November | PC members | Review Teams process Sections' funding requests ready for discussion in December PC meeting. |
| November | PC members | Division Chairs process Sections’ annual reports for production of Division annual report, and Sections’ Action Plans for report to PC. |
| November (date to be confirmed) | HQ | Agenda and PC papers circulated to PC members. |
| 10-14 December (exact date to be confirmed) | PC and HQ | December 2019 PC meeting, IFLA HQ, The Hague |
| December | PC and HQ | Communication of decisions made in December PC meeting (or January). |
| 31 December | Officers | Deadline for submitting to HQ all remaining claims for reimbursements from 2018 Project or Admin Funds. |
| 2020 | ||
| January | PC and HQ | Communication of remaining decisions made in December PC meeting. |
| February/March | Officers | Some Sections and SIGs hold mid-term meetings or have scheduled conference calls for all members. |
| February | Officers | Update Action Plan with progress report following mid-term meeting or conference call |
| March precise date to be confirmed | All | All items for PC agenda must be submitted to IFLA/HQ for preparing for the March PC meeting (three weeks before meeting). |
| March/April precise date to be confirmed | HQ | Agenda and PC papers circulated to PC members. |
| April precise date to be confirmed | PC and HQ | April 2020 PC meeting, IFLA HQ, The Hague |
| April | PC and HQ | Communication of decisions made in April PC meeting. |
| April-August | All | Review Focus Areas and discuss new or ongoing activities within each Focus Area to prepare for writing your 2021 Action Plan. |
| 30 June | Officers | Pre-Congress information sent to Officers with reminders and information needed for the 2020 Congress. (Officers should share this information with speakers and other Standing Committee members as appropriate). |
| July | Officers | Update Action Plan with progress report and alert Division Chair of delays to funded activities, or any issues that need raising with the PC. |
| July | All | Prepare for meetings taking place during WLIC 2020. |
| 01 August | All | All items for PC agenda must be submitted to IFLA/HQ for preparing for the August PC meeting (three weeks before meeting). |
| 10 August | HQ | Agenda and PC papers circulated to PC members. |
| August (date to be confirmed) | PC and HQ | August PC meeting |
| August (date to be confirmed) | All | WLIC 2020. |
| August (date to be confirmed) | All | Finalise achievable projects/activities and associated actions and responsibilities within each Focus Area during your Business Meetings. Discuss impact and assessment of your planned activities. |
| August (date to be confirmed) | All | Leadership Brief, Division Forums, Standing Committee meetings, Officers training sessions and other sessions/meetings as needed, for discussion of professional matters. |
| 30 August | PC and HQ | First Governing Board meeting of the new members. |
| September | PC and HQ | Communication of decisions made in August PC meeting. |
Last update: 25 June 2019