Functional groups

Prepared by Shirley Higgins and Paul Weiss for CDMG
June 6, 2002

During reorganization planning we identified the need for getting together folks who perform similar functions across divisions and units. Now that the divisions and units are in place, we are ready to implement these functional groups. CDMG envisions each of these groups as serving one or more of the following purposes:

• Sharing experiences, complex situations, and problems
• Getting help and advice
• Sharing new policies, procedures, and local practices
• Recommending new policies and developing new procedures and local practices
• Identifying problems or trends before they get too big
• Serving as watchdogs for the impact of policies, procedures, and practices on the various functions

Each group will determine how it will operate, including choosing a leader, ways to communicate, whether and how often they will meet, etc. A group may decide to do anything from meeting on a frequent, regular basis to simply communicating by email a few times per year. For example, the student supervisor group is an example of a successful functional group that has been in existence for several years. This group met regularly at the start, but now communicates via occasional email.

CDMG identified the following functional groups and their initial conveners:

• Copy cataloging (monographic formats): Nobuko and Roz
• Maps: Ann
• Microforms: Margaret
• NACO: Paul
• Original cataloging (monographic formats): Jim
• SCP: Becky
• Serials: Adolfo
• Student supervisor group: Arnold
• Videorecordings: Ann

Since virtually all sound recordings and scores are cataloged within a single unit, we agreed that issues relating to those formats would be handled at Music Cataloging Unit meetings. Other staff who occasionally catalog these materials will be invited to Music Cataloging Unit meetings as appropriate. If you identify other functional groups that might be useful, consult your Division Head. For example, after we fully decentralize electronic resources cataloging, we will likely form a group for those materials.

The role of the group leader includes:

• Identifying group members (which may include people outside the department, such as Special Collections or AAL slide catalogers)
• Scheduling meetings (if the group has decided to meet)
• When appropriate, bringing recommendations to Cataloging Committee, CDMG, CCG, or the Assistant Dept. Head (for training issues)

So that the whole department has a sense of what is happening, we are asking that the groups share their initial plans with the department either at a department meeting or via email, sometime over the summer. Further communication to the entire department would be welcome, but not required.

We're looking forward to enhancing communication, improving work methods, and developing even better working relationships via the functional groups. Thanks to the conveners for embarking us on this exciting path!