Governance

RL PD Bank, infographic of 3 governance groups

Management Team

The PD Bank Management Team is determined by the George A. Smathers Libraries at the University of Florida. This Management Team recommends policy, operational and financial changes, and provides an Annual Report, with any recommendations and/or funding requests, for Steering Committee discussion and, as appropriate, approval. Substantive changes and requests will reflect guidance, input or feedback from the PD Bank User Advisory Group.

  • Lily Lewis, Associate Director, Human Resources
  • Juliana Rojas Perez, Human Resources Assistant
  • Todd Digby, Chair of Library Technology Services, University of Florida George A. Smathers Libraries

Steering Committee

The Research Libraries Position Description Bank (PD Bank) is governed by a Steering Committee inclusive of one representative of each of the core organizations: George A. Smathers Libraries at the University of Florida (Smathers Libraries), the Association of Research Libraries (ARL), Association of Southeastern Research Libraries (ASERL), the Canadian Association of Research Libraries (CARL), and Research Libraries UK (RLUK). The representatives (executive director or delegate) have staggering rotation as appropriate. The chair of the Steering Committee rotates annually among the Steering Committee members. The Smathers Libraries’ representative participates as an ex officio, non-voting member. Revisions to the Steering Committee composition are approved by a majority of the Steering Committee members.The Steering Committee meets twice a year: once to approve the Annual Report, including the budget, and the other to discuss plans for the upcoming year and to address other business as needed. In addition, the Steering Committee meets on an ad hoc basis as requested by the Management Team, a majority of the members of the Steering Committee, or the User Advisory Group.The Steering Committee establishes policies for the PD Bank, including use and access.  Policies are established and modified by the approval of a majority of the Steering Committee membership.

  • Mary Lee Kennedy, Association of Research Libraries (ARL)
  • John Burger, Association of Southeastern Research Libraries (ASERL)
  • Susan Haigh, Canadian Association of Research Libraries (CARL)
  • David Prosser (Chair), Research Libraries UK (RLUK)
  • Judith C. Russell, George A. Smathers Libraries, University of Florida

User Advisory Group

The User Advisory Group ensures that the PD Bank supports the needs of library administrators and that the collection supports queries into the ways the work of libraries is defined, organized, and evolving. Membership includes representatives from institutions from the collective membership of ARL, ASERL, CARL and RLUK. Selection of up to 2 representatives is up for each association. Terms are for 3 years based on staggering rotation. The chair of the User Advisory Group rotates among the associations composing the Advisory Group every year, but should be from a different association than the chair of the Steering Committee.

Research Libraries Position Description Bank User Advisory Group Charge

Background and Role:

As a trusted record keeper, the Research Libraries Position Description Bank (PD Bank) is managed by professionals that have the knowledge necessary to implement procedures that ensure the integrity and accuracy of the records. The Position Description Bank User Advisory Group (User Advisory Group) advises the PD Bank Management Team (Management Team) and the PD Bank Steering Committee (Steering Committee) and recommends activities in support of ongoing sustainability and growth, including reviewing policies, functionality and usability, the digital preservation plan, and user training and education. It ensures that the PD Bank supports the needs of library administrators and that the collection supports queries into the ways the work of libraries is defined, organized, and evolving. The User Advisory Group also leads in engaging with the current and potential community to encourage widespread usage.

The system relies on appropriate use and maintenance of data and documents, and the submission of consistent and useful descriptive metadata. This data is submitted to the PD Bank by authorized users at member institutions and also ingested from the ARL Job List. These activities rely upon the geographically distributed users at the numerous participating institutions. The User Advisory Group coordinates and, as necessary, assumes responsibility for conducting orientations and demonstrations, building from the existing collection of guides and tutorial videos. 

In delivering upon the above roles, the User Advisory Group may develop recommendations and reports to the Steering Committee and the Position Description Bank Management Team (Management Team).

Membership: 

The User Advisory Group is composed of representatives of member institutions from all participating associations. User Advisory Group membership should include digital preservation expertise and a library human resources management professional.

Members are appointed by participating associations and serve for three-year terms, which may renew, with staggered terms. One member will represent the Management Team.

ARL 
  • Jessica Mahoney, Assistant Director of Organizational Development and Human Resources, University of Texas Libraries 
  • Hadiyah Sellers, HR Manager, Rutgers University  
ASERL 
  • Kathy Bradshaw, Associate Dean for Organizational Development , Virginia Commonwealth University Libraries 
  • Heather Garritty, Assistant Dean for Administrative Services , George Mason University Libraries 
CARL 
  • Christine Shaw, Associate University Librarian, University of Manitoba Libraries 
  • Chris Nicol, HR Manager, McMaster University 
RLUK 
  • Fiona Courage, University of Sussex  
  • Martina McChrystal, University of Glasgow  
University of Florida (Management Team Representative) 

Lily Lewis, Associate Director, Human Resources, George A. Smathers Libraries  

Meetings: 

The group meets at least quarterly. Meeting activities include: 

  • Planning training, guide and documentation creation, and other activities to support an engaged community of users;
  • Reviewing IT supports to confirm effective support for ongoing sustainability;
  • Assessing the digital preservation plan at least once per year; 
  • Reporting any substantive issues or recommended changes for the digital preservation plan, system needs, and other needs to the Steering Committee, including a rationale, and
  • Communicating to the user community, once changes are approved by the Steering Committee. 
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