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.

Officers, calendar, deadlines

Last update: 25 June 2019