ESS Web Team and Editor Calendar

Annual Task Checklist


Quarterly check-in meetings

The web team will check in three times a year via Zoom meetings. Meetings typically occur in Summer, late Fall, and early Spring.

July / August / Sept

  • Email ESS-L asking chairs/convenors to add their meeting minutes to website. (Secretary?)
  • Web team / Libguides team terms follow volunteer terms, beginning day after conclusion of ALA Annual (2 year terms, renewable)
  • Update officers page
  • Update committee pages: chair and membership info
  • Update discussion group pages: chair and membership info
  • Update web administrator page: membership info
  • Web Administrator updates WordPress editing privileges (add new chairs, delete old chairs)
    • Send how-tos to new chairs
  • Annual review
    • Web administrator emails all Libguides and WordPress team members asking to review and update assigned sections over the summer (deadline: Sept 1)
    • Send how-tos

November/December – Preparing for Midwinter

  • Invite Chair and Vice-chair to quarterly meeting for planning coordination
  • Input upcoming Midwinter conference schedule (use template) on website (by Dec 15?)
    • Update the conference section to match set hierarchies (shift recent conferences)
  • ACRL ESS Chair sends ESS meeting info for ALA Annual to Web Team
  • Template editors set agenda and minutes templates for committees and DGs (Dec 15 – after we know who is meeting) 
  • Email ESS-L asking chairs/convenors to add agendas to website (secretary?)

April/May – Preparing for Annual

  • ACRL ESS Chair sends ESS meeting info for ALA Annual to Web Team (April 1)
    • Work with them to update web schedule
  • Input upcoming Annual conference schedule (use template) on website (by May 1)
    • Update the conference section to match set hierarchies (shift recent conferences)
  • Reach out to program committee for their needs
    • Suggest ESS LibGuide for bibliographies
  • Template editors set agenda and minutes templates for committees and DGs that are meeting (by May 1 for agendas, minutes can follow)
  • Email ESS-L asking chairs/convenors to add their agendas to website. (Secretary?)

June – ALA Annual

  • Update/edit Annual conference schedule as remaining details come in
  • When final schedule is ready, create a slide for the ESS conference with link to schedule
    • Create separate slides to highlight program and vendor event
  • Communication/Publications will send email to say schedule is public
  • When newsletter is ready, create a cover announcement
    • Change feature articles on home page
  • Ensure representation at Communication & Publications meeting / Newsletter meeting