STAFF RESOURCES

Minutes for December 4, 2015 Special Meeting

Present:
Katie Anderson, Consuela Askew, Ka-Neng Au, Stephanie Bartz, Ron Becker, Natalie Borisovets (Deputy Faculty Coordinator), Jeanne Boyle, Leslin Charles (Faculty Secretary), Judy Cohn, Janet Croft, Ariana Cuervo, Kayo Denda, Joseph Deodato, Rebecca Gardner, Francesca Giannetti, Tom Glynn (Faculty Coordinator), Gary Golden, Pam Hargwood, Karen Hartman, Manuel Jusino, Melissa Just, Martin Kesselman, Nancy Kranich, Triveni Kuchi, Linda Langschied, Angela Lawrence, Yu Hung Lin, Mei Ling Lo, Megan Lotts, Krisellen Maloney, Laura Mullen, Jill Nathanson, Kerry O'Rourke, Jane Otto, Laura Palumbo, Vincent Pelote, Fernanda Perrone, Caryn Radick, Wen-Hua Ren, Janet Sauceda, Elizabeth Sosnowska, Julie Still, Li Sun, Elizabeth Surles, Roberta Tipton, Bob Vietrogoski, Minglu Wang, Ann Watkins, Mary Beth Weber, Zara Wilkinson, Ryan Womack, Tao Yang, Yingting Zhang, Yini Zhu.

Meeting called to order at 9:45

No agenda had been sent out so an overview was given:

  1. Discussion and Vote on the bylaws (Tom Glynn)
  2. Discussion of the environment that will be helpful as we think about groups. (Krisellen Maloney, Melissa Just, Tao Yang)
  3. Moving forward (Tom Glynn)

1. Discussion of the By-Laws (Glynn)

A summary of the need for a special meeting of RUL faculty covered the fact that RU administration is looking at bylaws. In particular: 50.1.6, 50.1.7, and 50.1.9, 50.1.10]. Krisellen Maloney met with Barbara Lee who has noted that RUL is not in compliance because certain faculty bodies are acting beyond their scope as an advisory body. The last RULF meeting was held on October 30. From this meeting, further steps were defined which involve further meetings with PlanCo and Cabinet. The final step will be the vote on the revisions to the bylaws. It is a majority vote and only faculty members are eligible to do so. Discussion ensued. Voting was done via Clickers in New Brunswick and via text messages from Camden and Newark. The revisions were approved. See Appendix.

2. Discussion on the environment (Maloney)

With the bylaws revisions, faculty councils and committees will no longer be able to make decisions or assign work.

Results of the 'RUL Faculty Survey of RUL Councils, Committees, etc.' Survey was distributed to all RUL faculty. We are changing because we are not as effective as we can be. This survey had 25% response rate and the results were fairly consistent. Opportunities were given to discuss the document. There is a proliferation of committees, lack of clarity on what each committee does, and who is responsible for making decisions. Some committees are appointed by AULs, some are appointed by councils. People are doing good work but are at times not able to get things done.

We need to establish an organization where priorities and decision-making authority are clearly defined and where work is assigned in a way that there is support and accountability. Although that sounds rigid and authoritarian, it can be done in a collaborative and inclusive manner.

Melissa Just and Tao Yang were asked to give an overview of their approaches.

Melissa Just presented the strategy for the RIS reorganization.
USC comes together but not everyone at the table is empowered. They vote on issues and may not necessarily understand the full implication of decisions. Sometimes directors are disenfranchised and find out about issues on the back end.
Need for groups that guide core responsibilities. For example a structure is needed for assessment in a systematic way.

The reorg process in NB was presented: inclusive process where all faculty and staff participated in dialogue: goals, aspirations, key services, and areas where we should focus our work. Structure was shared: Three departments with faculty department heads: Experience, Learning & Engagement, and Research & Content. Each department contains teams made up of faculty and staff. Need to develop better ways to communicate with one another. The approach is what is being put forward. It is not just the faculty body that has a collaborative approach; a good administration has a collaborative approach. We could use a similar process to develop a model for making informed, inclusive system wide public services decisions.

Need for more effective and strategic communication. Separating administrative work from faculty work means that faculty can come to the table to define globally things that matter to us and administration can focus on day to day work.

Tao Yang presented 'Clarifying Decision-Making in Collection Development'. With the bylaws changes, LRC is becoming an advisory group. There is a need to elevate the Collection Analysis Group, a sub-group of LRC, to the system wide working group. This group was officially charged by Cabinet as the steering group for collection development last year to perform the following duties:

A more effective and inclusive decision-making process will involve the selectors, the Collection Analysis Group, the AUL/CDM, and the University Librarian's Cabinet in an interactive process. Redesigning monograph acquisitions is an example that shows how this process can work. All of the faculty advisory groups- PlanCo, UCS, LRC, and CSC can make recommendations on collection issues in their own areas of expertise. Tao welcomes input from all faculty groups.

Questions were raised about special collections support in these new approaches. We need to get a picture across the system. It is broader than either collections or USC. It needs to be a priority for the organization to figure out.

A suggestion was made from the floor that past chairpersons of councils get together to define how to move forward and for interactions with the faculty structure as much as possible.

A point made from the floor that this is the 3rd major meeting that addresses organizational change without administrative representation from TAS.

3. Moving forward (Glynn)

Suggestion: PlanCo, the two chairs of Rules of Procedure, and chairs of each council and CSC should meet. Perhaps have past chairs of these groups and certain high level staff attend this meeting also. AULs and directors should also be encouraged to attend. It will produce some first steps towards reorganization. It will be an open meeting.

Some potential avenues of exploration mentioned were:

PlanCo will hold an open meeting on December 16 to discuss our first steps forward in reconfiguring our groups in light of the by-law changes.


Appendix: December 4, 2015 Bylaws Changes

Deletions are represented by strikethrough; additions are represented by underline

Section I.  Membership

1.  In accordance with the University Policy Library, Sections 50.1.3.III 50.1.6.B and 50.1.8.A, the Rutgers University Libraries Faculty shall consist of the President of the University, the Executive Senior Vice President for Academic Affairs, and the following officers of the University Libraries System:  The Vice President for Information Services and University Librarian, and those holding faculty appointments reporting to the Vice President for Information Services and University Librarian.

Section II.  Organization, Duties and Powers

Under the President of the University the Libraries Faculty shall have jurisdiction within its own unit over academic matters, subject to review by the University Senate. [50.1.10.A]  These matters shall include, in accordance with the University's missions, developing principles for the growth and organization of the libraries’ resources and collections, providing services to library users and encouraging the coordination of such services, determining guidelines for access to the libraries’ resources and collections, furthering intellectual freedom, encouraging the research work of the faculty, and making recommendations on all matters relating to the mission of the Libraries to the Vice President for Information Services and University Librarian, as well as to the President or to the Senate, as appropriate. [50.1.10.A.8]  The Libraries Faculty is also charged with adopting regulations governing its own procedures [50.1.10.A.7] , making recommendations to the President or to the Senate, and proposing through the Senate and to the President, amendments to the University Policy Library to be adopted by the Board of Governors. [50.1.10.A.9]

Section III.  Officers

3.  The Faculty shall elect nominate to the Vice President for Information Services and University Librarian a Deputy Faculty Coordinator/Faculty Coordinator Elect each year for a term of two years. The Vice President for Information Services and University Librarian will confirm the selection. This person shall be Deputy Faculty Coordinator for the first year and Faculty Coordinator for the second year.  The Faculty Coordinator shall chair the Planning and Coordinating Committee; coordinate the activities of the Faculty; advise the Vice President for Information Services and University Librarian regarding academic matters pertinent to the libraries; and advise, as needed, the library Directors and Associate University Librarians.  The Deputy Faculty Coordinator/Faculty Coordinator Elect shall be a member of the Planning and Coordinating Committee and shall serve in the absence of the Faculty Coordinator.  Any tenured member, who is a Librarian I or Librarian II is eligible to serve as Deputy Faculty Coordinator/Faculty Coordinator Elect, provided he or she occupies at least 50 percent of a budgeted position in the University Libraries and is a voting member of the Rutgers University Libraries Faculty. 

Section IV.  Meetings

4.  Notice of any meeting shall be sent to the President and to the Executive Senior Vice President for Academic Affairs, to the Chancellors, and to the Secretary of the University. 

6.  The order of business at all meetings shall be:

  1. Adoption of the agenda,
  2. Approval Confirmation of the approval of the minutes of the previous meeting,
  3. Unfinished Business,
  4. New Business,
  5. Report of the Vice President for Information Services and University Librarian on all proposals approved by the membership at the previous meeting which require administrative action and other academic or administrative matters,
  6. Report of the Faculty Coordinator,
  7. Communications,
  8. Reports of members serving on University bodies, or discussion thereof,
  9. Reports of standing committees, or discussion thereof,
  10. Reports of other committees or groups, or discussion thereof,
  11. Adjournment

Section VI.  Rutgers University Libraries Councils

1.  There shall be a Library Resources Council (LRC) and a User Services Council (USC).

2.  The Councils propose and plan system-wide programs; provide advice and consultation in their areas of expertise to the library faculty and administration; make operational and policy decisions recommendations on issues within their areas of responsibility; bring issues forward to the Planning and Coordinating Committee, and library administration as appropriate; communicate in a timely manner discussions, decisions recommendations, and matters of concern with library faculty and staff; implement programs and procedures that support their decisions, consulting and consult with the other Council and committees as needed.

a. The Library Resources Council (LRC) is responsible for improving making recommendations to improve the quality of scholarly resources that support the advancement of academic excellence at Rutgers University.

The Standing members of the Library Resources Council (LRC) are:

When a campus cannot send the campus coordinator for collections to the Council, the librarians from that campus may select and designate an alternate, in consultation with the campus Director or Associate University Librarian for Research and Instructional Services.   Ad hoc members may be appointed as needed depending on current issues, to be invited by the Chair in consultation with the Council.

b. The User Services Council (USC) is responsible for enhancing making recommendations to enhance the effectiveness of research and instructional services for students and the development of facilities as learning spaces.

The Standing members of the User Services Council are:

When a campus cannot send the campus coordinator for user services to the Council, the librarians from that campus may select and designate an alternate, in consultation with the campus Director, or Associate University Librarian for Research and Instructional Services.   Ad hoc members may be appointed as needed depending on current issues, to be invited by the Chair in consultation with the Council.

3.  For All Councils

The Chair of each Council shall be elected annually by the Council from among its members.  Elected members have two-year terms.  Ad hoc members will serve as long as their expertise or contributions are needed.

Council members are expected to analyze, synthesize, and communicate information to the groups that they represent.  Likewise, faculty members are expected to communicate regularly with Council representatives on all matters that Councils should be addressing. 

Section VII.  Statutory Committees, Standing Committees

7.  The Committee on Scholarly Communication (CSC) shall consist of three elected faculty members with liaison responsibilities to provide system-wide representation in each of three subject areas, and two elected faculty members to provide system-wide representation in digital library issues. The faculty will elect one representative each for arts and humanities, social sciences, and sciences, and two representatives for digital library issues. The term of office shall be for two years. The Associate University Librarian for Collection Development and Management shall serve ex officio as a member of this committee. Additional members may be appointed as needed by the chair in consultation with the committee.

The committee is responsible for developing recommending to the faculty and to the Vice President for Information Services and University Librarian policies, services, and advocacy efforts that facilitate scholarly communication and support the scholarly research process.

Section VIII.  Library Faculty Units

5.  Each unit shall have a Director or Associate University Librarian who, under the Vice President for Information Services and University Librarian, shall have administrative responsibility for the overall program of the unit library.  The Director or Associate University Librarian shall have general administrative responsibility for the program of the unit, plan with the faculty members of the unit a progressive program for the unit, evaluate continuously the instructional, research, and administrative process of the unit, and make appropriate recommendations to the Vice President for Information Services and University Librarian, and generally promote the effectiveness of the unit, division, and University by every appropriate means.  shall have general administrative responsibility for the unit; to plan with the members of the unit ongoing improvements in the unit’s programs, to evaluate continuously the library services and resources, and research, and administrative processes of the unit, and to make appropriate recommendations to the Vice President for Information Services and University Librarian; to evaluate periodically members of the department, and report the evaluations as required; in consultation with the members of the unit on indefinite tenure to recommend appointments, reappointments, promotions, non-reappointments, and dismissals in accordance with University policies and regulations; to see that adequate supervision, advice, and training are afforded new members of the unit and other members who might profit thereby; to collect and maintain thorough records of each member’s librarianship, scholarship and service, taking particular care to measure effectiveness objectively and continuously by such means as peer reviews and student and service evaluations; and generally to promote the effectiveness of the unit, libraries, and University by every appropriate means.

12/4/2015sb



 
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