Team Charter

Objective

The objective of this team is to carry out the vision, strategies, priorities and policies established by the SILS Leadership Group, providing oversight and direction to the SILS Operations Subteams, empowering them to develop and maintain standard, UC-wide policies and practices. The team utilizes data to inform decision-making and advance operational planning in regards to harmonization, achieving operational efficiencies and meeting end-user needs.

The Operations Team carries out the vision, strategies, priorities and policies that guide the SILS Service. We empower the SILS Operations Subteams to make decisions, and execute policies and practices.

Roles

What are the duties needed to get the work done? Who will take notes? Who will keep meetings on track/time? Who is responsible for tracking actions?

Chair: Facilitates the meeting

Vice Chair: Keeps an eye on time; facilitates meetings in the absence of the Chair

Note Taker: Support person takes notes; others can add in notes as needed

Timekeeper: Vice Chair keeps an eye on time

Action Tracking: Support person tracks actions in the meeting notes

What are our 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?

• Fist of Five for decision-making as needed. Otherwise “thumbs up” temperature check.

  • If an issue can’t be resolved or conflict arises, we would seek guidance from the Leadership Group.

  • If an item of discussion becomes something that would best be handled by another SubTeam, we should delegate. Let’s not get caught in the details if it should be handed to a SubTeam. Operations Team as taking a strategic approach: what do we want to achieve, costs/benefits, then delegate the details of “how” to a SubTeam.

• Use Zoom hand-raise to get attention!

• 10 second rule before ending a topic of discussion.  If no comments, we move on to vote or next topic.

• Give as much time as possible for pre-digestion of prereads / checking in locally.

• What happens if someone can’t attend a meeting? As an “assigning body” of peers, if things are sent out ahead of time a member can submit thoughts ahead of time. Otherwise the show goes on, in a spirit of trust.

• Feel comfortable saying “I don’t know” and asking for more information either here, or locally. Consultation with local campus teams should be an integral part of the decision-making process.

• What are our expectations for private discussion / private communication on Slack, meeting notes, etc. ?

  • Slack channel will become a closed channel

  • We will have an executive session at the end of each meeting where we can stop the recording and have private discussion as needed.

• Team members will be responsive on Slack with @s or DMs as the default mechanism for communication. Getting the attention of people requires the @ whether in the channel or DM.

• Team members will be aware of the “put your money where your mouth is” principle when bringing up issues: if possible, be willing to be a part of the solutions team; if not possible to participate, be aware of asking others to do the work. Not a hard requirement for OT participation - just principle for working.