USMAI

Procedural Issues

USMAI procedures manual (draft). Include language to clarify that agendas should be posted one week before meetings and draft minutes available one week after meetings. Clarify campus contact roles particularly as a campus representative and in making or conveying decisions from campuses. Encourage campus contacts to join all the COIs.

Discussion of communication between task groups and COIs. This is often determined by the type of work groups are doing or the questions raised. The consensus is that current activities are OK and no other guidelines are needed at the moment.

Communication. A wiki should be set up for any new task group (or groups that currently do not have one), and groups should be encouraged to use them especially for collaborative work on documents. Brief demos on use should be given to task groups but this is something that mainly requires practice.

USMAI website. The workplan will be rolled out by the end of October. There will be an events and announcements link coming. The Alerts link is not on the top USMAI page. A recommendation was made to separate out task groups no longer active but to keep them listed with all the links. There was a discussion of COI sites and task groups’ sites and where primary information and links should be located. Resource links should reside on COI pages even if they are duplicated on task group pages. Task group pages should be used for items relating specifically to work of the groups. Laura Arnhold is the new GA working with the ILS team in ITD. Requests for web updates or postings should be sent to her: larnhold@umd.edu.

Group renewals and vacancies. Individuals, not campuses, are selected for task groups. Requests to fill vacancies should be sent to the CLD chair and the Executive Council will select a replacement. Requests to continue a group past its sunset date should be made to the CLD chair before the sunset date. ECollections and the Cataloging Policy Committee are standing committees. Library directors should appoint new representatives when vacancies occur on ECollections. CPC membership should be staggered if possible since all 6 current members’ terms expire this year.

Travel policy. It was agreed that formal guidelines are needed and should come from CLD. Travel to support training or roll-outs of new services (ILLiad, Verde) should be covered. Task groups should present proposals for estimated expenses to CLD prior to beginning roll-out activities. Hosting institutions should be encouraged to cover food costs for visiting staff. The consensus at the meeting is that it is more important to cover in-state roll-out/training activities and out-of-state travel for presentations about consortial activities than it is to centrally support attendance at task group meetings.

Task Groups and CLD

Feedback and reporting. A suggestion was made to appoint a CLD Executive Council member as a liaison to the task groups (perhaps the Vice-Chair). The liaison would be a contact point for information, questions, etc. The ENewsletter should also be used for task groups to disseminate information. There was a question about the role of the task groups in setting priorities or contributing to the development and work plans. Meeting once or twice a year with CLD was suggested.

Task groups are encourage to think broadly about their charges and long-term vision for the consortium, but to touch base with CLD before going too far beyond their original charges.

Forums

Forums that have been proposed include virtual reference (3 campuses are willing to coordinate), Authorities (UTIG and CPC should coordinate), Verde, and Knowledge Base Services. The task groups indicated that they did not feel ready to sponsor the KB forum at this time. A listserv for task group chairs and others at this meeting was proposed in order to coordinate activities more closely. Timing of forums should be coordinated.

Version 18 upgrade -

Support was expressed for appointment of an AV18 group in the near future with about the same number as the AV16 group. Directed testing should be coordinated by task groups divided by function. A special pdq group (the new PPH) was suggested. Directors will be encouraged to provide release time for some groups that may want to meet together with a systems librarian for testing. Jamie discussed the preliminary timeline.

USMAI | ITD | Metalib/sfx | Aleph

Task Group Chairs Meeting October 4, 2006 McKeldin Library, UMCP Minutes

Task Group Chairs Meeting
October 4, 2006
McKeldin Library, UMCP
Minutes