UC Libraries Advisory Structure Blog

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UCLAS 2.0: Overview and Timeline

In fall 2014, Council of University Librarians (CoUL) commissioned a consultant to assess the UC Libraries Advisory Structure (UCLAS) structure and gather input from UCLAS participants. Based on those findings and the benefit of two years of experience, CoUL is proposing some changes to UCLAS.

Some of the issues the modified structure are intended to address include:

  • Clearly defining which groups are responsible for: Strategic planning & policies; Objectives-setting; Operational advice; Collaborative; and Interest-sharing
  • Considering, and trying to reduce, the workloads generated by and time spent on UCLAS activities.
  • Reducing the number of individual who need to participate in the structure, by not forming so many “all-campus groups”
  • CoUL also wants to focus more on strategic directions/communications and less on operations. The goal is that the new UCLAS structural modifications will facilitate that.

Selected highlights of UCLAS 2.0 uclas2.0

  • The proposed, new Direction & Oversight Committee (DOC) will help provide clear communication and oversight.  DOC will ensure that operation activities remain in alignment with systemwide priorities and strategies. DOC will report directly to CoUL.
  • The proposed, new CoUL Portfolio Manager (CPM) will be an ex officio member of CoUL, the ULs Steering Committee (ULSC), and DOC. The CPM serves as the bridge between these groups; helps ensure strategic alignment between priorities and resources; and helps CoUL draft and convey strategic communications.
  • The ULs Steering Committee will have, as it does now, the chair of CoUL, the past chair of CoUL, the CDL Executive Director, and Joanne Miller who supports CoUL. Added to this group will be the vice chair of CoUL, chair of DOC and the CoUL Portfolio Manager.

DOC membership

Terms are generally two years and are renewable; staggered terms are desirable for continuity, which may result in slightly longer terms for certain individuals, especially at the beginning.

  • DOC Chair: Donald Barclay, UCM
  • DOC Members-at-Large:
  • Elizabeth Dupuis, UCB
  • Gail Yokote, UCD
  • John Renaud, UCI
  • Todd Grappone, UCLA
  • Ann Frenkel, UCR
  • Janet Martorano, UCSB
  • Robin Chandler, UCSC
  • Catherine Friedman, UCSD
  • Polina Ilieva, UCSF
  • DOC member – CDL Representative: Felicia Poe
  • Ex officio, Past CoUL Chair: Virginia Steel, UCLA
  • CoUL Portfolio Manager: TBD

Timeline 2015

June – August: CoUL charges the new DOC to help define the scope of new groups and teams

Summer/Early fall :  CoUL will hire CoUL Portfolio Manager

September: Transition the work of the Coordinating Committee to DOC

September/October: Transition all groups to the new UCLAS 2.0 structure

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Highlights from the UCLAS First Quarter 2015 Report

Here are a few highlights of the UC systemwide activities and projects that are underway.

Full detailed report is available here [PDF].

Council of University Librarians (CoUL)

UCLAS 2.0. CoUL reviewed the UCLAS Assessment Survey and after much discussion began to draft a modification of the current UCLAS structure. In order to get early input, UL’s Steering Committee (ULSC) met with Coordinating Committee, and then with Coordinating Committee and Strategic Action Groups/Collection Licensing Sub-group Chairs via conference calls. In order to reach out further, the ULs Steering Committee held a joint webinar with all the CC, SAGs1-3, CLS, and LAUC Executive Board Officers. The proposal has continued to be revised and there is a communication plan to share the draft proposal and timeline more widely beyond UCLAS members in order to engage UC Libraries to implement the transition to UCLAS 2.0.

Regional Library Facilities (RLF). CoUL met with RLF Directors Erik Mitchell (UCB, NRLF) and Colleen Carlton (UCLA, SRLF) to discuss the space constraints situation. After various discussions, the RLF Collection Management Group (RLF-CM) was charged to examine the potential cost benefits (workflow; cost models) if UC were to hypothetically de-duplicate collections across the RLFs.

Coordinating Committee

UCLAS 2.0. The Coordinating Committee is working closely with the UL’s Steering Committee (ULSC) on advising and supporting the transition to UCLAS 2.0.

UCLAS Webinar Series. In collaboration with the LAUC Executive Board, the UCLAS webinar series is back on track. A session with Sherri Berger, Product Manager for the UC Libraries Digital Collection (UCLDC) project was held on April 10. Upcoming sessions planned on the HathiTrust and the UC Open Access Policy. Schedule and recordings available here: http://libraries.universityofcalifornia.edu/cc/projects-groups/uclas-webinar-series

StPicture1rategic Action Group 1: Scholarly Research & Communication (SAG1)

UC OA Policy. Received in-depth updates on the process of rolling out the OA harvester at UCLA and UC Irvine. We had discussions on implications for the other campuses, and started to plan on the schedule for the remainder of 2015.

orcid_128x128ORCID. Charged and created an ORCID project team. This team has multi-campus representation, including CDL. It is looking at possible recommendations for systemwide ORCID implementations, based on work that’s being done on UC campuses, and nationally. The group plans to make its recommendations later in the spring.

Picture2Strategic Action Group 2: Access, Discovery & Infrastructure (SAG2)

UC Shared Metadata Policy.  A policy for sharing Metadata across UC is now finalized and was shared with the CoUL for final approval.

ngm_logo_uclibMelvyl. The Melvyl Configuration and Electronic Resources policy review Project Team was launched to review the configuration of Melvyl in particular with regards to Tier 2 and Tier 3 licensed resources.

Picture3Strategic Action Group 3: Collection Building & Management (SAG3)

Collaborative Collection Development via Digitization (CCDD) Task Force. The charge has been completed and the Collaborative Digitization Vendor Partnership Project Team was launched in March. They will be exploring a partnership with a commercial vendor to digitize a topical collection, demonstrating a collaborative UC-vendor relationship for digitization.

Shared ILS/RMS Task Force. SAG 3 thanked and concluded the SAG 3 Shared ILS/RMS Task Force, with special thanks and recognition to TF Chair Vicki Grahame (SAG 3/UCI) for her leadership and determination in this effort, and MacKenzie Smith (CoUL/UCD) for her guidance and serving as the TF’s liaison to CoUL. Learn more about next steps in the January 27 UCLAS blog post.

Federal Documents logoUC Federal Documents Archive Task Force. The UC Federal Documents Archive Implementation Oversight Team has begun their work. SAG 3 members confirmed policy/procedure and technical contacts for each campus, and confirmed acceptance of the disposition approach. Learn more about next steps in the May 18 UCLAS blog post.

Picture4Strategic Action Group 3: Collection Licensing Subgroup (CLS)

Cost Models. CLS has formed a cost shares review joint project with Joint Steering Committee (JSC) to review campus cost share models

Co-investment models. Joint Steering Committee (JSC) and CLS discussed the co-investment models draft document to be presented at the CoUL’s April 17 meeting