Guidelines/Responsibilities of PCC Advisory Committees

12 January 2023

The PCC Policy Committee (PoCo) may establish an advisory committee (AC) to guide the PCC when specific expertise is needed. ACs may also be established at the request of an existing PCC committee to PoCo. ACs should help the PCC understand impacts on PCC standards and policies, and target areas where PCC is ideally situated to make specific contributions.

Requesting Approval:

When requesting approval of an AC by the PoCo, the chair of the committee sponsoring the formation of the AC shall provide the following using this template: Advisory Committee Charge Template

1. The descriptive name of the AC
2. The charge and the projected subject scope of the AC
3. Reporting requirements
4. The name of the designated first chair of the AC (if known), and when possible, the names and institutional affiliations of the initial members of the AC.
5. The PCC Standing Committee under whose oversight the AC will operate unless it reports directly to PoCo

Responsibilities of an Advisory Committee Chair include the following:

1. Generally overseeing the work of the AC
2. Upon approval of the AC by the PoCo, the chair of the committee sponsoring the AC will send to the PCC Secretariat the completed Advisory Committee Charge Template with items 1-5 above for posting to the appropriate PCC web page. If so desired, an AC listserv may be requested in order that an archive of discussions, etc., may be kept. Send request to: [email protected]
3. Assuring that the work of the AC is paced to meet deadlines and that advice or recommendations are practical/realistic or arranged as long-term vs. short-term, etc.
4. Forwarding reports to the Chair of the sponsoring committee, or to PoCo as appropriate.
5. Works with a PoCo or SC liaison on the review process every three years. Follows up with a revised charge if necessary.

Membership:

Each AC’s membership shall generally be no more than ten and should reflect the diversity of the Program, thus ensuring that all participants are represented. A majority of each AC’s membership should be from institutions that are Program participants. If deemed appropriate, non-Program members may serve on ACs. In addition, PoCo may name liaisons to each AC when representation from special interest groups is desirable, e.g., liaisons from OCLC and the Library of Congress, etc.

Each AC shall establish its own guidelines for the term of its Chair(s), e.g., to serve a 3-year term as Chair or to serve 3 consecutive one-year terms as incoming Chair, Chair, and outgoing Chair. Chairs and members serve no more than two consecutive three-year terms. Terms begin on October 1st. Terms of office for chairs, as well as those of committee members, are staggered to provide continuity and stability. New chairs are recommended by the current chair and approved by the PCC Steering Committee. Co-chairs may be appointed instead of a single chair.

The AC chairs appoint the members to the AC and inform PoCo or the SC to whom they report. The AC chairs may issue a call for interest in membership. The AC chairs may form task groups or subcommittees to address specific issues as needed with the approval of the Policy Committee Chair or Standing Committee to which they report, or at the instigation of PoCo or the SC.

Reporting:

1. The sponsoring committee will set deadlines for any written advisory deliverables as appropriate.
2. Each year that it is in place, the AC will submit a work plan to the PCC Policy Committee by April 15 and will provide an activities report by October 15.
3. The activity report should include the following:
1. An executive summary of advice requested and given, with references to written advisory deliverables
2. As appropriate, a list of recommendations given to the sponsoring committee.

Responsibility of the PoCo:

It is the responsibility of the PoCo to review the initial scope of the charge to assure it is appropriate to the task being assigned before approving establishment of the AC. It is the responsibility of the PoCo to ensure that any new AC is in line with the PCC Strategic Directions.

Responsibilities of the Chair of the Sponsoring Committee include the following:

1. Affirming that requests to the AC are in keeping with its charge. Unless the AC reports directly to PoCo, transmitting written deliverables, including reports, to the PCC chair and/or PoCo with a statement as to the status of the report (i.e., approved, not approved, under review, etc.)
2. To determine in conjunction with the chair of the AC whether or not a liaison to the Sponsoring Committee is needed and to outline the liaison’s responsibilities.
3. Notifying the PCC Secretariat that the AC has been discharged
4. Requesting that the Secretariat send letters of appreciation to each member of the AC

Back to Top