IFLA Officers (Chair and Secretary) and Information Coordinators

Details of the role and responsibilities of all SC member positions (including the Officers and Information Coordinators) can also be printed off: [PDF]

Each Standing Committee (SC) must elect a Chair and a Secretary (known as Section Officers) and appoint an Information Coordinator/Web Editor (who does not have Officer status) from within the membership of the SC. There are guidelines concerning the nomination and election process for Officers and Information Coordinator.

Below are described the role and responsibilities of the Chair, Secretary and Information Coordinator.

Members of the SC may volunteer to fulfill other roles whilst serving as an SC Member. Responsibilities can be delegated and shared as the Officers and the SC see fit.

The Officers, and other SC members, may be called upon to contribute to IFLA’s strategic initiatives on the basis of their expertise in the Section’s subject area.

The Officers Corner is the area of the IFLA website dedicated to providing help and information that Officers and other SC members might need to carry out their duties. Suggestions for improvements and developments are very welcome and can be sent to professionalsupport@ifla.org.

Responsibilities of the Chair

The Chair leads the Section in developing activities, action plans, and projects. They chair the meetings of the SC and encourage members to voice their opinions and ideas. Requirements for convening meetings are specified in the Rules of Procedure.

  • Responsible for administration and communication within the section:
    • (With the Secretary) Propose the SC meeting agenda and run the Standing Committee meetings (see running successful meetings for more inforamtion);
    • (With Secretary) Draft action plans and annual reports for discussion and approval by the SC;
    • (With the Secretary) Seek agreement from the SC on decisions and submit the relevant documentation to IFLA HQ according to the relevant deadlines indicated (see important dates), eg funding requests, WLIC programme proposals and final details, Satellite Meeting proposals, etc;
    • Authorize reimbursements from the Section’s Admin or Project funds according to the PC's financial guidelines (this can also be done by the Secretary);
    • Participate in discussions and meetings with the Division Chair and other sections across the Federation;
    • Ensure members of the Section are informed about planning and progress of the SC’s activities.
  • Ensure good governance of the section:
  • Together with the SC, organize the work described in the Section’s Action Plan and form sub-committees, where needed, to carry out their work.
  • Is eligible to stand for election as Division Chair at the end of their term.

Responsibilities of the Secretary

  • Responsible for administration and communication within the section:
    • Assist the Chair in his / her responsibilities and stand in for the Chair when the Chair is absent;
    • Take minutes of SC meetings and after approval by the SC have them posted online;
    • Maintain attendance records for SC members at meetings;
    • Check the dates and deadlines issued by the Professional Committee and ensure the Section responds in time;
    • Authorize reimbursements from, and track the status of, the Section’s Admin and Project funds (the Chair may also authorize reimbursements);
    • Participate in discussions and meetings with the Division Chair and other sections across the Federation;
    • Assist the Information Coordinator in identifying news and information to post online.
  • Ensure good governance of the section:
    • Ensure updates to SC members’ details are recorded at HQ and on the Section’s website;
    • Attend all relevant meetings of Divisions and Officers (during Congress);
    • Hand over relevant information to the new Secretary at the end of their term.
  • Is eligible to stand for election as Division Chair at the end of their term.

Responsibilities of the Information Coordinator / Web Editor (not an Officer)

The Information Coordinator (IC) is responsible for communicating the activities and news from the Section to the Section's members and to the outside world. Specifically, the IC is either directly responsible for, or manages a team responsible for, editing the Section’s pages on the IFLA website, and managing the other communication tools for the Section such as mailing list, blog, facebook page, twitter account, etc.

The web editor (the person who actually edits the web pages for the Section) might be a different person to the IC, but the latter has overall responsibility for communications from the Section. IFLA Communications Officer / Web Editor, Louis Takács, is co-ordinating activities of all ICs and web editors.

The responsibilities of the Information Coordinator might be carried out with the help of other SC members who form a communication team within the SC (see the suggestions for other roles of SC members) led by the Information Coordinator:

  • Maintain and update the information on the Section’s web pages on a regular basis with news from the Section including Section events, midterm meetings, projects, guidelines and standards, case studies from members, and so on;
  • Ensure that all web content is accurate and up-to-date;
  • Ensure that regular reporting such as agendas, minutes, Action Plans, Annual Reports, information about the WLIC Call for papers and session information, etc. are made available on the Section web pages;
  • Serve as the main contact between SC members and IFLA HQ concerning web matters;
  • Encourage contribution of content by SC members;
  • Manage the Section’s blog, mailing list and other social media presences in accordance with guidelines from IFLA.

standing committees, involvement in IFLA, roles, responsibilities, SC, Officers, information coordinators

Last update: 25 January 2019