Metadata Services Department

Unit Heads Group

CHARGE

The Unit Heads Group is advisory to the Head of the Metadata Services Department. It exists to provide a formal channel for achieving broad input, consistency, equity, creativity, innovation, quality, awareness, and effective implementation in conducting department business. It is charged by the Department Head to:

• Assist the Department Head with day-to-day management of operations and resources: workload, production, processes, tools, technical support, security/safety, physical climate, etc.
• Continuously seek to improve metadata services provided through UCSD Libraries' catalogs and other access tools
• Assure equity and consistency in staff and student personnel management, including supervision
• Review job descriptions
• Determine appropriate classification levels
• Ensure consistent performance standards
• Advise the Department Head on policy and planning, including developing and monitoring departmental goals and objectives, orientation and training needs, etc.
• Provide a forum for regular communication
• For the Department Head to communicate campus and librarywide news
• For managers to share current activities and have an opportunity to shape and contribute to activities and initiatives
• Monitor and guide subgroups

MEMBERSHIP

The Unit Heads Group consists of the

• Department Head
• Assistant Department Head
• Heads of each of the divisions
• Heads of each of the units within the Metadata Services Department.

The group is chaired by the Department Head. Appointment to this group is based on job responsibility, and so membership in this group will continue for the duration of appointment in that role.

PROCESS

The Group will meet twice a month, alternating with the Division Heads Group. The Group will also do business via email.

Meetings are open to members only. Members who cannot attend a meeting will notify the Chair as soon as possible. If three or more members are unable to attend a meeting, it will be cancelled or rescheduled.

Guests may be invited by the Chair to attend for one or more agenda items.

The agenda will be set through submission of topics by members, and will be sent out to the Department (with cc's to Luc, Tony, Julie and Arvid) at least 24 hours before a meeting.

To assure accountability and transparency, action-item minutes will be prepared and distributed. Responsibility will rotate among the members of the group, except the Chair. Draft minutes will be sent to the group via email within a week of the meeting; revisions will be sent to the group within the following week. The recorder will compile the changes and finalize the document. The Assistant Department Head will distribute the final minutes to department staff and post them on TPOT before the next meeting.

GROUNDRULES AND BEHAVIORS

• Meetings will start and end on time.
• Confidentiality will be respected.
• Members should feel open to contribute views that may be contrary to the prevailing thought.
• The Group will strive for consensus. Decisions will be made by the Department Head.

RESPONSIBILITIES

The Chair will:

• Schedule and conduct meetings
• Develop agenda with input from members
• Form subgroups
• Distribute (or delegate the distribution of) meeting notes to department staff
• Maintain an annual calendar for the Group

The Members will:

• Submit possible agenda items
• Represent the interests and needs of their areas and, at the same time, contribute a broader perspective
• Be prepared to participate
• Inform the group of activities and projects within their areas
• Contribute to discussions and accept assignments
• Share responsibility for preparation of meeting notes
• Report information back to their units

Document Owner: Linda Barnhart
Approved by Unit Heads Group: March 27, 2006
Revised to change process for minutes: September 11, 2006