Objective: State the purpose of the group in 25 words or less (brief, energizing).
The DCFG will explore Primo VE’s potential for making the UC’s rare and unique digital resources more discoverable and visible to our user community, and make policy and practice recommendations in support of this goal. CH +1 KT +1 RJ +1
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?
Notetaker: rotate among Step A members? rotate among attendees? (KT: General consensus from 4/27 meeting: we’ll ask for a volunteer to take notes during meetings for one month, then switch. All attendees can volunteer.)
Facilitator: agenda building (including estimating time for items), facilitating the meeting
Timekeeper: keep people aware of time and help them use it productively
Tracking actions: [CH: I think the notetaker will do this, or anyone can add an action item for themselves. RJ: Agree with CH.]
Note: Slightly different version of Roles moved here from below:
Meeting Roles (Facilitator, Gatekeeper, Notetaker, Timekeeper)
Discussion: Do we want to add a Gatekeeper (see definition in Meeting Roles link above) role as well, or are we fine with just Facilitator, Notetaker, and Timekeeper?
(KT: I’m fine with just Facilitator, Notetaker and Timekeeper as assigned roles; we could all informally take steps to ensure gatekeeper functions are covered - ex: making sure everyone has time and space to speak if they’d like, asking for clarification on acronyms and jargon which may be unfamiliar. RJ: I think Gatekeeper/alternate host may be helpful role even if it’s limited to letting people in the Zoom room so as to take that duty off the host.)
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?
PRINCIPLES OF PARTICIPATION [shamelessly stolen/tweaked from the UCLA Library’s Management Council]
BE HERE NOW
Be present, in person and in your attention.
PARTICIPATE
Our goals can only be achieved if we each strive to participate fully in our meetings. Be sure to do the readings. Be ready to discuss agenda items. Help build future meeting agendas. Leave space for everyone to participate. Follow-through on work commitments and let the Chair/team know when you are unable to meet a deadline because of changing circumstances.
RESPECT
Honest, candid, and thoughtful discussions are essential for our work. Keep an open mind. Respect each other’s time always.
LISTEN
Listen actively and seek to understand others’ points of view. One voice at a time maximizes communication.
SHARE APPROPRIATELY
Share widely as much as is appropriate, while keeping in mind that some discussions deserve to be more fully developed before being broadcast to our colleagues. Just ask if you’re not sure.
SERVE A DUAL ROLE
In addition to serving as a conduit between your particular campus and the DCFG, seek out the bigger picture, and look out for the overall well-being of the UC Libraries.
LS: I added in one line in the “Participate” section. +1 to the overall document. CH: +1 to overall Expectations document, including Lisa’s addition to Participate. KT: +1 to the document and to these changes. RJ: +1 to this section.