Dates and deadlines for Officers 2018-2019

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 25 September 2018].

Dates & deadlines

 DATE  PERSON(S) RESPONSIBLE  SUBJECT
2018    
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 Update Action Plan and circulate to SC members.
31 October Officers Deadline for submitting Action Plan to Division Chair and HQ with request for funding in 2019.
31 October Officers Submit Annual Report to Division Chair.
19 November 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. 

26 November HQ Agenda and PC papers circulated to PC members.
10 or 12 December (to be confirmed) PC and HQ December 2018 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.
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
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 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 (see the instructions and guidance on this procedure)

April PC and HQ Communication of decisions made in April PC meeting.

30 June

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 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.
02 August All All items for PC agenda must be submitted to IFLA/HQ for preparing for the August PC meeting (three weeks before meeting).
09 August HQ Agenda and PC papers circulated to PC members.
23 August PC and HQ August PC meeting
24-30 August All WLIC 2019.
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.
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 September 2018