Appendix B: To-Do Checklist & Workflow

To-Do Checklist (High Granularity):

  • Write a Goal and Vision document
  • Introduce programming at relevant librarian/staff meeting a quarter before you plan to start
  • Meet with potential collaborators
  • Draft a budget.  Budget items may include:
    • Book costs
    • Snacks
    • Author fees
    • Recording fees, if applicable
    • Marketing expenses
    • Book plate costs
    • Possibly: name tags?
  • Set a regular date and time for your book club
  • Reserve a room for the meetings
  • Pick a book
  • Invite author to give a talk, if that is part of your scope
  • Create a sign-up sheet (Google Forms)
  • Design promotional materials that include link to sign-up sheet
  • Flyers and/or Posters
  • Campus TV AD
  • Twitter/Facebook
  • Push out promotional materials (2-3 weeks prior to onset)
  • Order snacks
    • Make sure you are following campus rules regarding vendors and food services
  • Communicate with individuals who have expressed interest in participating
  • Create community agreements
  • Create bookplates for the book with your club logo
  • End of programming/pilot follow ups:
    • Thank you emails to:
      • Students
      • Partners
      • Author
      • Other funding bodies
  • Schedule a debrief meeting at the conclusion of your last session
    • What did you learn?
    • What worked? What didn’t?
    • What would you do differently next time?



(Based on Winter Quarter 2019 at UW Tacoma)

Before end of previous term:

  • Select book
  • Begin publicizing
    • “this is what we will be reading next term”
    • Distribute via media channels
    • Consider a blog post about the book club
  • Create google form for sign up
  • Order books
  • Contact author about skype availability
  • Divide budget — schedule meetings with campus and/or community partners


1 Week before term starts

  • Media push
    • Emails from collaborators (Library and Center for Equity and Inclusion) to
      • Listservs (UWT line, UWT Fac / PT)
    • Student activities email (UWT 411)
    • Campus TV
    • Print mini-flyers for Involvement fair
    • Print mini-flyers for Research Help and Circ Desks
      • General communication to library staff via known channels (Slack) so people at desks are informed
    • Print flyers for campus bulletin boards/Post on bulletin boards
    • Social Media:
      • Facebook
      • Twitter
      • Instagram

First week of Term

  • Hand out flyers at Involvement Fair
  • Hand out flyers at Research Help Desk and Circ Desks
  • First meeting (“Orientation”)
    • Community agreements
    • Reading schedule
    • Themed questions


Second week of Term

  • Second meeting
    • First reading discussion
  • Begin creating promotional materials for author skype call
    • Campus TV
    • Social Media
    • Flyer
    • Text for listservs


Fourth Week of Term

  • Third meeting
    • Second reading discussion
  • Continue creating promotional materials for author skype call
  • Begin considering new titles for the next term


Sixth week of Term

  • Fourth meeting
    • Third reading discussion
  • Begin promoting author skype call
    • Distribute via the channels enumerated above
  • Decide on next term’s title


Eighth Week of Term

  • Fifth meeting
    • Fourth reading discussion
  • Continue promoting skype call
  • Order books for next term


Tenth Week of Term

  • Skype Call with Author if arranged


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Book Clubs in Academic Libraries: A Case Study and Toolkit by Johanna Jacobsen Kiciman and Alaina C. Bull is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License, except where otherwise noted.

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