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The Library of Congress > Cataloging, Acquisitions > PCC > Guidelines/Responsibilities of the Standing Committee Chairs

Approved by PoCo November 2002, Revised July 10, 2012

  1. Membership
    1. Appointment of Standing Committee members are made "at will" at the discretion of the Chair or Co-Chairs, with a view to limiting the members of each committee to roughly ten, and to maintaining continuity of membership and diversity. Not all committee members must belong to a PCC member institution, but it is strongly encouraged.
      1. New members are announced to the PCC Policy Committee (PoCo) as a courtesy (it is not necessary to secure approval)
      2. Notification should be sent to the Cooperative Programs Section in order that the Standing Committee roster is updated (include e-mail, telephone, fax,etc.)
    2. Task Groups (TGs): including charges, time-lines and membership, approval process, interim and final reports (and approval process for these):
      1. All Task Groups must be approved by the PoCo;send a message with the TG name, charge, timeline, membership, and name (if possible) of the chair first to the PoCo listserv and upon approval send same or updated message to the Cooperative Programs Section for posting to the web. While members appointed to the TG need not belong to a PCC institution,the Chair must belong to a PCC institution in good standing.
      2. Maintain overview of the work of each TG and monitor each TG status for reporting to the PCC Steering Committee (SC) or to PoCo on a quarterly and annual basis. (cf. Guidelines and Responsibilities of PCC Task Groups)
  2. Succession of Standing Committee Chair
    1. A list of possible or potential successor(s) should be sent to the PCC Chair and to the Steering Committee before ALA Annual in final year of tenure. Recommendation of an individual Chair or Co-Chairs to succeed may be made. The SC approves recommendation and will seek ratification from the PoCo, or may solicit other names from the PoCo. The potential successors need not be a actual member of the Standing Committee but must from a PCC member institution. Send name with e-mail, etc. to the Cooperative Programs Section for posting to the Web roster.
  3. Responsibilities:
    The responsibilities of the Chair or Co-Chairs of a PCC Standing Committee are generally outlined in the PCC Governance Document:
    1. Meetings: PCC Standing Committee Chairs are expected to:
      1. Chair their respective Standing Committee meeting at each ALA; notify Cooperative Programs Section of time and place for online PCC Calendar
      2. Attend, report at, and participate in the PCC Participants' Meeting at each ALA
      3. Attend, report at, and participate in the PCC Operations Committee (OpCo) meetings (held annually in May)
      4. Attend, report at, and participate in the PoCo meeting (annually held in November)
        Preparation for and role at PoCo and OpCo meetings includes contributing to the agenda; familiarity with the documents, preparing report of activities,concerns, budget needs, etc. Chairs are expected to represent the point of view of the Standing committee and to contribute to the discussion based on their expertise and experience.
      5. Travel expenses --> PCC subsidizes attendance at the OpCo meeting (cf. PCC funding structure).
      6. Consult the PCC Calendar for other possible meetings of interest
    2. Communications: includes working with others, e.g., other Standing Committee chairs, utilities, and vendors as well as the BIBCO and CONSER coordinators. The PCC Standing committee Chairs are expected to work with and send to the PCC Secretariat:
      1. Quarterly reports that should include information as to:
      2. What TGs are active, update on activities; need for new TGs, etc.
      3. What steps should be taken to implement TG recommendations.
      4. What future responsibilities to anticipate (e.g., currently LC Action Plan)
      5. Status of assigned items from PCC tactical plan
      6. Agenda items for upcoming PoCo/OpCo meetings and/or agendas of upcoming Standing Committee meeting.
      7. Budget requests
      8. Report deadlines:
        • Sept. 15: Annual written narrative to be used as part of the Secretariat's annual report on the PCC and in preparation of the PCC Policy Committee meeting in November
        • Jan. 2 Brief report, bullet style in time for ALA Midwinter
        • April 15th In preparation for Operations Committee meeting, written narrative or bullet format
        • June 1: In preparation for ALA Annual, written narrative or bullet format
    3. How should communication be handled?
      Generally, via email or by phone. For informational purposes and continuity it is also recommended that phone calls be followed by e-mail confirmation and that copies of correspondence to the Secretariat or PCC Chair relating to PCC business be routinely sent to the Cooperative Programs Section.
      1. What other support can Standing committee Chairs expect?
        Chair should work with the PCC Secretariat to write letters thanking members of TGs as these complete their charge; arrange for certificates of appreciation, etc. The CONSER and BIBCO coordinators funnel cataloging concerns to LC's Policy and Standards Division (PSD) and will represent the Standing Committees at the Steering Committee meetings.
      2. PCC Listservs: To subscribe or to report maintenance, etc. contact the Cooperative Programs Section
        • PCCLIST (Open)
        • PCCPOL
        • BIBCO
        • SACO
        • CONSER
      3. Standing Committee home pages on PCC web site: send items for addition, deletion, corrections, etc. to Cooperative Programs Section and generally keep up-to-date on:
        • Task Groups (reports and rosters)
        • Membership roster
        • Reports and Notes (ALA meetings, Quarterly, Annual) It is not necessary to post the ALA meeting notes, but a summary of this activity must be included in the Standing committee quarterly reports.

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