Team Charter

Objective

The Ethical and Inclusive Metadata Practices Team explores and documents ways to make our catalogs and discovery systems inclusive and welcoming to our communities.

Roles

• Co-Chairs

  • Publish agenda on 1st and 3rd Tuesdays prior to the meeting.

  • Facilitate meetings, including time-keeping and wrapping up with a review of action items.

  • Record meetings and post to Google Drive folder following meeting.

  • Ensure that the work plan, detailed action plan and action items from meetings are being met. Follow-up with assignees to make sure that expectations and due dates are being met or being adjusted, as needed.

  • Communicate with SILS Service Manager Caitlin Nelson and/or SILS Leadership with major updates.

  • Communicate with Equity, Diversity and Inclusion CKG , as needed.

  • Coordinate with SILS Leadership to present at SILS Town Halls.

• Notetaker

  • Add actions items to the meeting notes

    • Use the Action item tool in the edit toolbar so the item will be added to the Task List

    • Assign action items using the “at” symbol and the assignee’s name so members can find tasks assigned to them

• Members:

  • Actively participate in meetings and subgroup work

  • Devote adequate time (2-4 hours/week) to the work

  • Serve as Notetaker on a rotating basis alphabetically by last name. Co-chairs do not serve as notetakers

  • Enhance meeting notes as needed

  • Submit agenda topics as desired/needed

  • Communicate with external stakeholders:

    • SILS Discovery (Naomi Shiraishi)

    • SILS Resource Management: Cataloging & Metadata Operations Subteam (Catherine Busselen)

    • Cataloging & Metadata CKG (Marcia Barrett)

    • Equity, Diversity & Inclusion CKG (Catherine Busselen)

    • Special Collections Cataloging & Metadata CKG (Cat Lu)

    • Campus EDI groups (Everyone)

• SILS Service Manager

  • Support the project team by ensuring that we have the tools we need to do our work.

  • Provide context for SILS and the governing structure.

Expectations for Working Together

Create a list of statements that the team agrees to uphold. For example, ask yourself: How do we make this group a safe space for transparent discussion (knowing that it might become contentious, and avoid back-channeling)? What are our ground rules for meetings? How do we ensure everyone is engaged? How do we ensure everyone has a voice? How will we resolve disagreements?

Participate
Our goals can only be achieved if we each strive to participate fully in our meetings.

• Do the readings

• Be ready to discuss agenda items

• Help build future meeting agendas

• Leave space for everyone to participate

• Volunteer for tasks

• Follow-through on work commitments and let the Chair/team know when you are unable to meet a deadline because of changing circumstances.

• Be willing to work in subgroups to accomplish tasks

Respect

Our interactions in the group will uphold our desire to have safe communication spaces.

• Assume positive intent

• Keep an open mind

• Respect each other’s time

• Give space for others to speak up

• Be ready to start meetings on time

• Be transparent in communication and avoid back-channeling

• Use the Raise Hand function in Zoom to ensure input from all members

Be here now

• Be present and attentive at meetings

No one knows everything; together we know a lot

• Practice being humble. We each have something to learn from everyone in the room

• Share what we know and ask questions so other may learn from us

Decision-Making

• Use “fist of five” to gauge temperature

  • 1 pause

  • 2 or 3 discuss before moving forward

  • 4 or 5 pass without further discussion

Collaboration Tools

• Meetings will be held on Zoom. Zoom sessions will be recorded following a brief non-recorded time at the beginning of the meeting.

• The listserv SILS-EIMPPT-L@LISTSERV.UCOP.EDU, will be used for group communications

• Slack will be used for one-on-one or private communications but is not preferred for group conversations due to the lack of archiving

• Google Shared Drive will be used as our primary working space (spreadsheet, drafting documentation, etc.)

• Confluence Wiki will be used for agendas, meeting notes, tracking decisions, tracking actions/tasks, temporary space for resources and training, publishing final drafts of charter, reports, etc.