Objective:

To explore possibilities and seize opportunities to build the most efficient fulfillment and ILL configurations, designed to improve user experience and services, for the good of the UC Libraries system-wide, as well as per campus.

Roles:

• Meeting Organizer: Chair

  • Posts meeting agenda for group the day before meeting, or sooner if possible

• Facilitator: May rotate depending on topic being discussed

• Timekeeper: Responsibility of everyone in the group

• Note taker: Joe Ameen and Kristen Cardoso

  • If the primary and backup are absent, we will rotate through the group alphabetically

  • Records major points, decisions, votes, action items

  • Posts notes to Confluence within 2 business days

Expectations for working together:

WE

• Recognize that current events and our changing work environments present many new and unforeseen challenges to our work. We will meet each other with empathy, kindness, and support as we adapt together.

• Will enter into discussions as active listeners with open minds that assume good intent, and defer judgement. We debate ideas, not people, and ask clarifying questions with curiosity and receive answers with empathy.

• Aim for mutual understanding by encouraging all voices and opinions to be heard, contributing all relevant information and concerns during the meeting, defining terms, using specific examples, and challenging our assumptions. 

• Will be intentional about when we’re wearing our local campus “hat” and when we’re wearing our “system-wide” hat to help provide clarity

• Encourage requesting help and learning from each other.

• Work flexibly to achieve common team goals by leveraging each other’s strengths, considering change, adapting processes, taking risks, and redefining goals as necessary.

• Share responsibility for achieving results and strive for consistent procedures and technology practices. We will:

  • Begin and end meetings on time.

  • Come to meetings prepared, ready to contribute our energy and expertise.

  • Advocate for what is best for all campuses and stakeholders overall, and affirm group commitments and next steps.

  • Collectively support group decisions, once they are made.

  • Document all communal and operational work on Confluence, while being mindful of what to share broadly vs. what details to keep in confidence (Ex. Comment attributions from discussions)

  • Have all meeting agendas ready the day before the meeting.