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DOC LIAISON EXPECTATIONS

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PURPOSE OF LIAISONS

Direction and Oversight Committee (DOC) Liaisons are members of DOC who have been selected to serve in a liaison capacity; they are expected to bring expertise relative to the University of California Library Advisory Structure (UCLAS) and an overarching understanding of how UC system-wide services and projects are introduced, resourced, progressed, operationalized, etc. The liaison role is in direct support of DOC’s charge to “play a critical role in expediting decision-­‐making, keeping activities in alignment with strategic directions, facilitating and evaluating new ideas and initiatives put forward by UCLAS groups, and ensuring effective communication between CoUL and UCLAS groups, as well as fostering cross-communication among the groups.”

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LIAISON RESPONSIBILITIES AND EXPECTATIONS

To ensure DOC is fulfilling its charge to carry out the vision, strategies, priorities, and policies established by the Council of University Librarians (CoUL), DOC liaisons play a key role by overseeing the UCLAS groups. The following responsibilities and expectations ensure liaisons are consistently expediting decision-­making, keeping activities in alignment with strategic directions, facilitating and evaluating new ideas and initiatives put forward by UCLAS groups, and ensuring effective communication between CoUL and UCLAS groups, as well as fostering cross-­communication among the groups.

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LIAISON RESPONSIBILITIES AND EXPECTATIONS

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  • Attend group meetings as non-voting member
  • Be attuned to opportunities for information sharing and transfer
  • Communicate major actions, decisions, and service/program updates and reports of the group to DOC.

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LIAISON RESPONSIBILITIES AND EXPECTATIONS

  • DOC Liaisons to Groups Reporting to DOC
  • Understand DOC’s expectations for the charge/charter of the group.
  • Partner with group leads when necessary to ensure the group maintains progress and fulfills its charter/charge and deliverables.
    • When applicable, ensure the group engages in team start-up activities, e.g., confirming understanding of charge and scope, establishing roles and responsibilities, setting ground rules and expectations for participation, agreeing on how decisions will be made.
    • Ensure continuous alignment to charter/charge
  • Advise the group about UCLAS and DOC practices, procedures, activities, and communication channels that will advance team processes and deliverables.
  • Consult with DOC and/or DOC SC if questions are raised by group and the liaison requires broader consultation and guidance.

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LIAISON RESPONSIBILITIES AND EXPECTATIONS

  • DOC Liaisons to Groups Reporting to DOC (Continued)
  • Give group members, and the committee as a whole, the space to run their meetings and advance discussion as they see fit.
    • This likely involves stepping back in discussions (i.e., not speaking first) and leading with open questions to support discussion.
  • Support chairs as appropriate, depending on the type of group, while maintaining consistent and strong communication with the Chair.
    • Leadership Groups - DOC Liaison is member of the steering committee (if applicable) and may assist with agenda setting; attends meetings.
    • Note that the state of the group may impact DOC Liaison level of support. For example, a group in crisis may need the DOC Liaison to increase involvement with the chair, group, and DOC.
  • Alert DOC to potential issues impeding progress of the group in order to support DOC liaison and group in addressing challenges.

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COMMUNICATION EXPECTATIONS

Communication and awareness are key to ensuring successful systemwide impact of UCLAS shared services and project work. In alignment to DOC’s charge, the following are expectations for DOC Liaisons in all areas of responsibilities.

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  • Ensure group charge and milestone reports are posted to the website (https://libraries.universityofcalifornia.edu/doc/doc-projects-and-groups/)
  • Share summaries of DOC meetings routinely with liaison groups and include, at minimum, the DOC agenda outline and action and decision summaries. These may be shared via the group’s listserv or verbally in a meeting depending on the preference and culture of the group.
    • If a group member has additional questions about the DOC summary, they should be encouraged to reach out to the DOC liaison or their local DOC member.
  • Share summaries of group meetings routinely with DOC and include, at minimum, the agenda outline and action and decision summaries. These may be shared via DOC’s listserv or verbally in a meeting depending on the information being shared.

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DOC ENGAGEMENT

  • DOC members are well-versed in UCLAS structure and familiar with DOC’s role, responsibilities, and documentation space in Box and on the UC Libraries site (https://libraries.universityofcalifornia.edu).
  • DOC members are generally familiar with groups’ charge and status reports.
  • DOC members are aware and engaged, both in their local campus work as well as with DOC, to enhance communication and ensure collaboration opportunities as well as to avoid duplicative efforts happening across multiple groups, within or outside the UCLAS structure.
  • If a specific campus is not represented on a UCLAS group, DOC members are attuned to the need for information sharing with the DOC liaison and their local campus. When groups are non-representative, DOC members from any unrepresented campuses actively monitor, identify and share pertinent information with DOC liaisons and/or their local teams.
  • DOC members engage with DOC liaisons by acknowledging receipt of reports, sharing information with their local campus and communicating questions raised, responding to requests for feedback, nominations, etc.