Interest Group Onboarding

Welcome, new Texas Digital Library (TDL) Interest Group Chairs! This checklist outlines the steps to get the group set up and running successfully after the group's approval by the TDL Executive Committee.

If there are any questions regarding a group's operations or status, please email info@tdl.org.

In addition, TDL holds orientation for member group (interest and user group) leaders twice a year (fall and spring), and leaders are also invited to attend quarterly, informal office hours sessions with TDL staff to ask questions, share work, and identify potential collaborations.

Learn more about TDL Member Group Leadership Resources.

1. The Chair's first tasks

The new Chair has the crucial role of leading the group and coordinating its activities. The first priority is to connect with the members and establish a guiding document.

The Chair's checklist:

• Create or update the charter. The Chair will work with members to create or update the group's charter, a required document that defines the group's purpose, goals, and activities.

• Submit the charter to TDL. Once complete, the Chair submits the charter for inclusion in the group’s dedicated space in the TDL Wiki.

• Request a Wiki Page: To set up a dedicated page for the group in the Community & Collaboration space in the TDL Wiki, please submit a TDL Helpdesk request (see the Wiki access and page creation for Chairs section for details).

2. How the TDL team supports the group

The Outreach and Member Engagement Coordinator will work with the Chair to handle the administrative setup for the group, so the Chair can focus on the group's mission.

What the TDL team will do:

• Create the Listserv: The TDL team will set up the group's official communication channel and give the Chair administrative access as a moderator.

• Create a Google Folder: The team will create a shared Google Drive folder for the group's documents. TDL will own the folder to ensure continuity as Chairs change, and the team will share it with the Chair and the Co-chair or Vice Chair.

• List the group on the TDL Website: The team will add the new group to the Member & Community Groups page on the TDL website.

• Announce the group: Once the administrative items are in place, the team will officially announce the new group through the TDL Forum, newsletter, and social media (Facebook, LinkedIn, Instagram, and Threads). The team can also announce on the members-only listserv.

• Internal setup: For internal tracking, the team will track the governance year and set a deadline for the first annual report.

3. Coordinating meetings

With support from the TDL Administrative Associate, the Outreach and Member Engagement Coordinator will help with scheduling so members can meet at a time that works best for the group.

How TDL will help schedule meetings:

• Coordinate the meeting schedule: The coordinator will work with the Chair to establish a meeting schedule. It is recommended to poll members to find a suitable time. To schedule a new meeting, cancel a meeting, or reschedule a meeting, please use the TDL Virtual Event Request Form.

• Check the TDL Events page: The coordinator and Chair can review the TDL Events page together to avoid conflicts with other TDL group meetings.

• Send calendar invitations: The TDL team will create and send calendar invitations to the group's listserv and add the meetings to the TDL Events page.

• Schedule TCDL meetings: The coordinator will also assist with scheduling any in-person meetings at the Texas Conference on Digital Libraries (TCDL).

4. Transitioning files from previous members

When members leave the group, the Chair may need to transfer ownership of their files to maintain institutional knowledge.

Important file transition reminder:

• If any Google files are owned by departing members, please make copies or transfer ownership to the new Chair or Vice Chair.

• For important transition documents, ownership can also be transferred to texasdigitallibrary@gmail.com.

Wiki access and page creation for Chairs

To establish a digital presence and manage content for a new interest group, Chairs must follow these steps to gain administrative access as a guest user:

1. Request Guest User Access

Chairs who are external to the primary TDL administrative system must be added as guest users in Confluence to gain editing permissions. 

• Submit a request via the TDL Helpdesk.

  • Request that Kristi Park create a guest user account for the specific interest group page.

  • CC Ke’ara Hunt (Outreach and Member Engagement Coordinator) on the ticket to ensure departmental alignment. 

2. Initial Page Creation

New groups do not initially receive a dedicated "Space." Instead, a “Page” is housed within the existing Community & Collaboration space. 

• TDL will create your group’s initial landing page within the Community Space.

• Once the top-level page is established, Chairs will need to request permissions to create and manage nested pages underneath it (if needed) for organizing group documentation and projects. 

3. Administrative Maintenance

• Ensure the group designates both a primary admin (the Chair) and a backup admin (the Vice Chair or Co-chair) to maintain access to the Wiki in case of turnover.

• Future leadership changes or additional guest user requests should continue to be funneled through the TDL Helpdesk.