GWLA Committee and Group Structure



Committees

 

Structure

Committees are created to support Alliance activities that require continual involvement by all member institutions. Committees consist of one representative from each member institution. The steering committee is selected from the committee membership and is expected to work closely with the appropriate program officer and advise the Board on policy, set agendas, lead task forces, frame issues, identify opportunities, conduct environmental scans, survey member needs, and bring recommendations to the Board.  Committees coordinate activities and focus on specific initiatives and issues.

Charge

A written charge is approved by Board.

Duration

Indefinite.  Committees function on a January 1-December 31 cycle.

Term of Service

Chair: Specified in charge

Committee Members: Specified in charge

Appointment process

Chair: Appointed by Board

Steering Committee:  Appointed by Board with guidance from the committee members

Committee Members: Appointed by the dean/director of the institution being represented

Reporting

Reports to Board.

Roles and expectations

Chair: The Chair is responsible for guiding the Committee and to accomplish its charge. Activities include communicating with the Board and Alliance staff, setting meeting agendas, encouraging participation by all members, enlisting the assistance of Alliance staff, producing reports, and ensuring that minutes are taken, approved, and posted on the Alliance web site.

Steering Committee Members: The Steering Committee is charged with identifying key action areas for the Alliance, seeking solutions and recommending policies that benefit all members of the Alliance. In the fulfillment of this role, the Steering Committee is expected to communicate with the full committee on a continuous and intentional basis. Steering Committee members are expected to remain in close contact with other committee members and may use formal questionnaires, an annual meeting, and other means to pursue the committee's charge.

Committee Members: Committee members are expected to represent and speak for the member institution. They gather input from all relevant divisions, branches, autonomous libraries, etc. and.  A committee member (or the institution’s director) may designate a proxy to participate in place of the appointed member, including voting.

Other duties may be included in the Committee charge.

Meetings

Meetings are called by the Chair with polling and logistics handled by Alliance staff.

Committees meet at least once each year. This meeting may take the form of a topical conference or annual committee meeting. The Steering Committee sets an annual meeting calendar for its meetings and those of committees, with the number of meetings based on the expected workload, deadlines, direct and indirect costs of meeting, etc. Meetings are called by the Chair with polling and logistics handled by Alliance staff.

Participation at Steering Committee meetings is limited to members of the Steering Committee, Alliance staff, and guests invited by the Chair. Observers from member institutions are welcome to attend Committee and Steering Committee meetings but do not participate in the business of the group (deliberations, voting, etc.). Planning for meeting space, distribution of handouts, etc. will not include observers.

 

Financial support

Staff  support

Approved by the Board

 

A GWLA Program Officer shall be assigned to liaise with each committee.  Committees will have access to communication facilitation services (listservs, Basecamp workspaces, website/blog, conference calls, web-conferencing, etc.) provided by the Alliance.


Task Forces

Structure

Task Forces are of limited duration and used to accomplish specific tasks (e.g., implementation, advisory, research and development) and meet specific goals and/or strategies. The number of Task Force members is expected to be relatively small. Although all Alliance members may not be directly represented, Task Force deliberations and findings are made available to the full Alliance membership.

Charge

A written charge is approved by Board.

Duration

Specified in charge.

Term of Service

Chair: Specified in charge

Task Force Members: Specified in charge

Appointment process

Chair: Appointed by Board

Task Force Members: Appointed by Board

Reporting

Will report to the Board or a committee as appropriate to the charge.

Roles and expectations

Chair: The Chair is responsible for guiding the Task Force and accomplishing its charge. Activities include communicating with Board and Alliance staff, setting meeting agendas, encouraging participation by all members, enlisting the assistance of Alliance staff, producing reports, and ensuring that minutes are taken, approved, and posted on the Alliance web site.

Other duties may be included in the Committee charge.

Meetings

Meetings are called by the Chair with polling and logistics handled by Alliance staff.

Participation at meetings is limited to members of the Task Force, Alliance staff, and guests invited by the Chair. Observers from member institutions are welcome to attend meetings but do not participate in the business of the group (deliberations, voting, etc.). Planning for meeting space, distribution of handouts, catering, etc. will not include observers. Any individual wishing to address the Task Force should contact the Chair and request an opportunity to provide input during a forum scheduled for that purpose.

Financial support

Staff support

Approved by the Board

 

A GWLA Program Officer shall be assigned to liaise with each Task force.  Task forces will have access to communication facilitation services (listservs, Basecamp workspaces, website/blog, conference calls, web-conferencing, etc.) provided by the Alliance.

 


Interest Groups

Structure

Interest Groups are informal discussion groups organized around a professional topic of interest to the membership. Interest Groups arise from the membership and consist of a Facilitator and self-identified participants from at least six member institutions. Interest Groups are provided with an Alliance email list but receive no other Alliance support.

Charge

A brief topical description of the Interest Group is written by a member of the proposed group and approved by Board.

Duration

Interest Groups are evaluated by Board every three years and will be sustained, discontinued, or revised as needed.

Term of Service

Facilitator: 3 years, renewable

Participants: Self-determined. indefinite

Appointment process

Facilitator: Determined by Interest Group Participants.

Participants: Self-identified, limited to staff from member institutions unless broader participation is approved by Board.

Reporting

The Facilitator submits a short annual report to the Board on the activities of the interest group.  The Facilitator may also forward recommendations and requests to the Board for Alliance action or support. 

Roles and expectations

Facilitator: The Facilitator is expected to promote collaboration on and monitor email discussion of issues of interest to the group, The Facilitator may also provide informal feedback and advice to Alliance staff.

Meetings

Interest Groups function as an efficient means for informal communication and collaboration and are expected to meet via email or at professional conferences such as ALA. Participants may elect to meet in person at other times with financial support from their institutions.

Financial support

Staff support

None

Interest Groups will have access to communication facilitation services (listservs, Basecamp workspaces, website/blog, etc.) provided by the Alliance.

Last updated: March 3, 2009

 

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