Launching a Member or Community Group

ABOUT

WHAT | Texas Digital Library Users Groups, Working Groups, Committees, and Affinity Groups provide opportunities for member and community contributions focused on particular services, professional roles, and projects.

WHEN | A TDL member(s) may propose a group at any time.

WHERE | Since TDL members are distributed around the state of Texas, and our community can reach beyond, we use web conferencing to meet.

WHEN YOU’RE READY | Please read through the sections below then email info@tdl.org when you are ready to get started.

POLICY & LOGISTICS

  • Groups must be TDL member-led. In some cases, the group may include non-members.

  • TDL asks that for-profit organizations be excluded from groups.

  • Typically, member groups meet monthly via web conference for approximately one hour. An agenda is typically sent out to participants at least one week in advance.

  • Agenda items are determined by the group chair, vice-chair, group members, and TDL staff. Agendas can be flexible and in response to / anticipation of group needs.

    • Agendas can take the form of “lessons” / training, group projects, etc.

  • TDL highly recommends developing a group charter that includes a statement of purpose, governance, goals for the upcoming year, date of adoption, and schedule of review.

    • Typically the charter and goals are developed in collaboration with TDL staff and/or leadership, and are ratified by the group in the first or second meeting.

TDL will*:

* We at TDL are always excited to encourage professional development and networking among our members and community, and we enjoy facilitating member groups. That being said, we also know that your group may not need or want to take advantage of our facilitation capabilities. Think of the following list as TDL “can” or “will,” depending on the needs of your group and capacity of our staff.

  • TDL staff member will act as a liaison / point of contact for your group.

    • This staff member will report out to TDL staff and leadership about your group’s activities and field requests between your group and our staff.

  • At least one TDL staff member will attend and represent TDL at group meetings.

  • Schedule the web conference link for meetings using Bluejeans.

  • Develop a graphic for the group if needed.

  • Set up a landing page on tdl.org and add to our Member Groups page.

  • Set up a space in Confluence if needed, and grant group members edit/publish access.

  • Set up a shared folder in TDL’s Google Drive to facilitate collaboration (documents, forms/surveys, spreadsheets, etc.).

  • Create and manage the listserv for the group.

  • Create an event(s) on our events calendar as needed.

  • Communicate with group (reminders, follow up links, etc.) as needed.

  • Promote group in marketing emails, social media, and via our monthly forum.

  • Publish your slides and other materials in our DSpace repository.

  • Optional:

    • A TDL staff member can assist with developing agendas.

    • Set up a registration form for the group.

Collaborator(s) will:

  • Coordinate with TDL staff liaison to develop meeting topics, curate presenters, and schedule meetings.

  • Develop or obtain promotional language and images for the group.

  • Share contact information of group members with TDL.

  • Optional: Develop / coordinate working groups if needed.

  • Encouraged:

TOOLS

  • Collaboration:

    • Emails and calendar invitations 

    • Meeting(s): web or phone conferences as needed

    • Shared documents in Google Drive

    • Confluence

  • Logistics:

  • Bluejeans (link to join by web or dial in for audio-only)

  • Promotional channels:

    • TDL website (will create landing page for group and add to our Member Groups page) 

    • TDL member forums

    • TDL email (listservs, Mail Chimp)

    • TDL social media

    • Optional: Partner / collaborator / member promotional channels

EXAMPLES

Example members-only user group TDL OJS Users Group

Example members + community hybrid group TDL Imaging Group

 

Email info@tdl.org when you are ready to get started.