LAUC SC Elected Officers Supplementary Job Details

Although the official job duties are written out in the LAUC SC bylaws, there are other duties and procedures that officers should be aware of. The following descriptions were created as a means of communicating these duties to office holders and as such are meant as helpful guidelines.

 

CHAIR

In addition to the duties mentioned in the LAUC bylaws, (Section IV.4.a.) the Chair should be aware of the following:

LAUC WEB SITE
* At the beginning of the new term, make sure all LAUC Executive Board members have administrative rights to the LAUC web directory by emailing a request with Executive Board member names to library technical staff . The Secretary and General Committee Chair will be regularly adding and changing documents here, but it is useful for all Executive Board members to have access.

LAUC LISTSERVS

  • laucsc-group@ucsc.edu
  • At the beginning of the new term get administrative rights and password to the LAUC google group by emailing library technical staff.
  • Members of the listserv can be added/removed as needed using the password
  • Use the LAUC listserv for regular communication (such as forwarding email from LAUC statewide) to the LAUC-SC membership.
  • Consider posting WORD documents to the LAUC portion of the library server.
  • At the beginning of the new term make sure new LAUC-SC Executive Board members have been added to this list: laucsc-x-group@ucsc.edu. Email library technical staff with the names of new members.
  • Use the above listserv for communication with LAUC-SC Executive Board members only.

LOCAL MEETINGS

  • Book meeting room for all monthly LAUC meetings.
  • For McHenry 325 contact Library Administration Staff .
  • For the Science Instruction Room 215, contact the Science Reference Desk.
  • Make sure food arrangements have been made for General Membership meetings.
  • Host LAUC division chair (possibly) at one general membership meeting.

NEW LIBRARIANS

  • Don't forget to add new librarians to the LAUC listserv: lauc-SC-group@ucsc.edu. See under adding members to the LAUC LISTSERVS above.
  • Show LAUC web site and location of LAUC online manual to new librarians: add new url here...
  • Work with secretary to make sure new names are added to the roster on LAUC-SC web site.
  • Call for LAUC volunteers to participate in buddy program and match new librarians with a librarian from another section, to meet for lunch and provide an opportunity to talk about life at UCSC and in Santa Cruz.

REPRESENTATIVE AND SPEAKER FOR LAUC/SC

  • Attend the Academic Senate Committee on the Library (CoL) meetings with the University Librarian and LAUC Chair-elect. add new url here...
  • May be invited to attend the Chancellor's Fall Conference (new in September 2000)
  • May be invited to attend Academic Senate Meetings

Created by Ann Hubble 8/16/01, rev. 10/07 by Kerry Scott

 

CHAIR ELECT/R&PD CHAIR

ARTICLE IV. OFFICERS

Section 4.b.

The Vice Chairperson (Chairperson-Elect) shall

1. Assume the duties of the Chairperson in the Chairperson's absence or incapacity.
2. Serve as a delegate to the statewide Assembly.
3. Serve as Parliamentarian.
4. Serve as Chairperson of the Research and Professional Development Committee whose responsibilities are described in Article VI, Sec. 3.
5. Serve as a member of the Executive Council.
6. Perform such other duties as are assigned by the Chairperson.

 

GENERAL COMMITTEE CHAIR

Hints/Helpful Notes for Holders of the Position of LAUC-SC General Committee Chair. The official duties of the position are outlined in the LAUC-SC bylaws. In a nutshell, these are the duties:

  1. As a member of the LAUC-SC Executive Board, attend and participate in the monthly board meetings.
  2. Organize one to three programs of interest to the general membership each year.
    • These programs have catered food, see notes on catering below.
    • Successful past speakers have been Deans of the Schools or Divisions giving updates on their departments and programs, and I heard that a talk on managing your retirement funds was also popular one year.
    • The entire library staff is usually invited to these events if the speaker is of interest to all, but it is also acceptable to limit attendance to LAUC members. Advertise the event via LibStaff email and in electronic Broadside. An email reminder the day before is recommended.
    • Barbara Taylor can book rooms in McHenry and has a general notion of what is scheduled in the McHenry Staff Room, though she does not officially book the staff room. Let Barbara know if you plan to use the staff room so she can let the other tenants of the building know that the event may impact their use of the room. If you use the staff room put up signs in advance warning people of the upcoming dates and times that the room will be in use.
    • Special Collections has a nice podium that they may let you use, and that they may even transport to the staff room for you.
    • Operatons staff can arrange for extra chairs to be set out in the staff room.
  3. Chair the Nominations and Elections Committee. By April 1 the executive board constitutes a general committee for this purpose, which you chair. Read the bylaws carefully regarding the nomination and election procedures.
    • The bylaws mention maintaining a roster of interest – what this translates into is making an email call for interest in serving in LAUC positions (both those elected and those appointed) shortly before the nominations and appointments occur, giving everyone a chance to participate and ensuring that the nominations are as open as possible. Keeping that list of interest current throughout the year in anticipation of an opening that has not yet occurred is not feasible and generally not necessary. If an opening occurs mid year (either in a local position or in a statewide position for which a Santa Cruz member is eligible) a fresh email call for interest should be made at that time.
    • Note that for elected positions (in contrast to appointed positions) you need to obtain a written statement from each candidate confirming their willingness to run (email is sufficient.)
    • Be careful not to put the appointed positions on the ballot. (That’s easy to do because usually there is only one person who expressed interest/was talked into running for each position, so the distinction between elected and appointed positions easily becomes blurred.)
    • Barbara Taylor can provide you with mailing labels for LAUC-SC members.
    • You/your committee counts the ballots and personally informs all the participants of the outcome prior to sending out the general email announcement of the winners (you or the LAUC-SC chair can send the final email announcement). The local appointed positions are announced with the elected positions following the election. However, the Secretary is responsible for passing our divisional votes for statewide positions to "big" LAUC (a.k.a. statewide LAUC).
    • Rough election timetable:
      • Before April 1 – committee constituted (better if done much earlier, see below)
      • Spring Membership Meeting – the slate of nominations is presented at this meeting, or at a special membership meeting called for that purpose (better to make the regularly scheduled meeting date). In 2001 this meeting was on April 5th, which was early for having all the nominations in place.
      • Election day should be timed to match the statewide LAUC election so both elections can be accomplished in a single mailing. In 2008 the statewide ballot and our local ballot was distributed on May 15 th, with Election Day (date the ballots were due back) on June 4 th. The Divisional Secretary had until June 16th to forward the election results to the Secretary of big LAUC.
      • 4. Serve as Division Web Master. This became a duty of the General Committee Chair after the bylaws changes of June 2001 following the retirement of the paper LAUC-SC Handbook in favor of the newly revised web site. Therefore, the intent of the web site is to serve as a complete resource or electronic handbook for LAUC-SC members. However, the Secretary is responsible for posting the documents that fall in her/his domain to the web (such as agendas, rosters, minutes) so the two positions should work together to ensure the currency and completeness of the web site.
      • 5. Chair any General Committees called for by the Executive Board. The executive board appoints the members of the general committees.
      • 6. Distribute a Year-End Written Report of Activities to the Membership.

Catering Notes:

The General Committee Chair will be the expert at ordering catering in the course of putting on the presentations, but you should contact Barbara Taylor for Catering assistance. You are not automatically responsible for arranging the catering for any other LAUC function (such as the general membership meetings or the CAPA membership meetings).

(Prepared by Christy Hightower on July 5, 2001, revised slightly March 7, 2003, revised by Danielle Kane August 4, 2008, revised by Jess Waggoner April 7, 2015)

    1. (Optional) Contact Sara Puhl for the balance of the LAUC budget
    2. Select a caterer (NOTE: The Global Village Cafe is the perferred caterer for Library events. Their catering menu is available on the GVC webpage.) and determine the amount of food/drink needed for the event
    3. Ask the caterer for an estimate (when using GVC, Barbara Taylor can obtain the estimate)
    4. Request and receive approval from the LAUC chair (email approval is fine) for both the guest list and the estimate
    5. Send the approval to Barbara Taylor
    6. Barbara Taylor will send the necessary information to Library purchasing
    7. After the event, send an official invoice to Barbara Taylor (will be sent directly by GVC if using them)

 

SECRETARY

Hints/Helpful Notes for Holders of the Position of LAUC-SC Secretary. The offical duties of the position are outlined in the LAUC-SC bylaws.

MEETING ANNOUNCEMENTS: Sends out announcements of upcoming Executive Council meetings, LAUC-SC meetings, and other LAUC-SC events.

AGENDAS: Ensure agendas are publically available via the LAUC-SC website.

MINUTES: Take minutes at the monthly Executive Council meetings. Identify as “Draft Minutes” until the following Executive Board meeting, at which point will become official minutes. Ensure minutes are publically available via the LAUC-SC website.

MAILING LISTS: Maintain the email mailing list for the Executive Council, and the mailing list for the membership as a whole.

OTHER WEB PAGES: The General Committee Chair is the LAUC Webmaster, but the Secretary owns and updates several pages on the LAUC web site, including the membership rosters, meeting minutes and agendas, and other pages of an administrative nature as determined in consulatation with the General Committee Chair.

ELECTIONS: While the General Committee chair is in charge of the election, the Secretary is responsible for sending the results to the LAUC statewide Secretary. Send names of elected officers, along with number of votes for statewide officers.

MANAGE DOCUMENTS: The Secretary manages the LAUC-SC Google Drive folder for each term. The sharing settings for the Executive Board and General Membership meeting minutes and agendas should be set to On- Public on the Web, with View access only. All documents in the folder should be shared with the LAUC Laucsc-x Google group, with editing privileges. The Secretary should be the owner of of the folder for his or her term.

ARCHIVES: At the end of the LAUC term (August 31), the Secretary transmits the following LAUC-SC documents to Special Collections for inclusion in the LAUC-SC Archives: minutes of LAUC-SC Executive Council Meetings, the annual CAPA report, minutes of the CAPA workshop, minutes of the annual CAPA meetings, the roster of LAUC-SC members, the roster of LAUC-SC Leadership and Statewide Committee Representatives, and final reports of any committees convened by the Executive Council that year. Documents should be submitted electronically as PDFs to speccoll[at]library.ucsc.edu.

TRANSITION: Its very helpful to meet with the new secretary in person to go over the job duties and the website architecture. Give the new secretary a copy of this document. Work with Library Technical Staff and the new Secretary to:

  • move ownership of the LAUC mailing lists to the new Secretary
  • obtain permissions for the new Secretary to update the LAUC SC website
  • create a folder for the following year in the LAUC-SC Google Drive folder.

Inform the new Secretary of the following tasks that should be done shortly upon taking office:

  • Update the email mailing list to reflect the new Executive Council members.
  • Update the web page that lists the LAUC-SC Executive Council Members, and the Members Of Statewide LAUC Committees.

Created by Cynthia Jahns, July 10, 2001, updated by Lucia Orlando March 7, 2003, updated by Lai-Ying Hsiung August 24, 2007, rev by Kerry Scott 10/07, rev by Christy Hightower August 19, 2008, rev by Kate Dundon on August 27, 2015.

 

CAPA CHAIR

General Duties

PAPAREP/LS: Section 1.6 Committee on Appointment, Promotion, and Advancement

The Committee on Appointment, Promotion, and Advancement (CAPA) is a standing committee of the Librarians Association of the University of California, Santa Cruz (LAUC/SC). Its membership and composition are described in LAUC/SC Bylaws.

1. The Executive Vice Chancellor and the University Librarian have designated CAPA as the committee to (a) review recommendations affecting appointments and any change in rank, salary, career status, or termination based on performance for those in the librarian series; (b) recommend appointment of ad hoc review committees and nominate members for appointment to such committees; and (c) nominate members for appointment to ad hoc selection committees.

2. The University Librarian has designated CAPA to fulfill the following responsibilities:

a. As appropriate, advise the University Librarian on the administration of academic personnel policy as it applies to the librarian series;

b. As appropriate, evaluate personnel procedures for the librarian series and recommend any appropriate changes to the University Librarian; and

c. Serve as liaison body between the University Library administration and librarians of the University Library at UCSC on matters within their scope which pertain to academic library personnel

PAPA/LS Section 1.3, #5 Assistant University Librarian, Human Resources

5. Serving as liaison between the University Librarian and the Chair of the Committee on Appointment, Promotion, and Advancement of the Librarians Association of the University of California, Santa Cruz.

LAUC/SC Bylaws

Article IV, Section 4, d. The Chairperson of the Committee on Appointment, Promotion and Advancement (CAPA) shall

1. Serve as Chairperson of the Committee whose responsibilities are described in
Article VI, Sec. 1.

2. Serve as a member of the Executive Council.

Article VI, Section 1: Committee on Appointment, Promotion, and Advancement (CAPA).

a. The committee shall consist of four members with the rank of either Associate Librarian, Librarian, Assistant University Librarian, or Associate University Librarian, three of whom shall be career appointees. Members shall serve two-year terms. Each year, the membership shall elect separately a Vice- Chairperson (Chairperson-Elect) and a member- at-large.

b. Three persons shall constitute a quorum for any committee action. If only two members are available, action may be taken by means of appointing ad hoc committee members recommended by CAPA members, concurred in by the Chairperson of the Division.

c. Any member of CAPA who is the review initiator, or the candidate for appointment, promotion, or advancement, shall absent herself/himself from all deliberations on that personnel action.

d. The committee shall serve as a liaison body between the library administration and the membership on matters which broadly pertain to academic library personnel.

e. The committee shall act as a standing review committee on all academic personnel actions within the library.

f. The committee shall present a written report to the membership. The report and any proposed changes in academic personnel procedures within the library shall be presented at a membership meeting.

 

See UCSC Librarian Review page for policies and procedures.

Timeline

November

  • Confer with the other members of CAPA regarding the CAPA workshop, especially with the Vice-Chair regarding tape-recording and minute-taking.
  • Confer with the University Librarian regarding the workshop, including topics CAPA or the membership wishes addressed (often as a result of the previous CAPA report).

December

  • Hold CAPA workshop. Vice-Chair takes meeting minutes.

January

  • Post minutes from the CAPA workshop to the LAUC Web page.

March

  • Receive list of librarians up for review from AUL-HR
  • Schedule CAPA meeting times for April-June.

April - June

  • Review packets are normally due during the first week of April. CAPA chair keeps the process moving and sets meeting dates and places.

Summer

  • After CAPA finishes work on all review files, CAPA conducts interviews with each LAUC member. The list of the LAUC members is available from the LAUC Web site.

September

Confer with the LAUC/SC Chair to establish the date of the general membership meeting to discuss the CAPA Report.

Write the CAPA report that should include the following sections:

  • Summary of Activities
  • Previous Recommendations
  • CAPA Interviews
  • Comments From CAPA
  • Recommendations

Send a draft copy of the report to the UL and the AUL-HR. After sending the draft report, CAPA should meet with the UL to discuss the year's activities and the draft report. Once the report is finalized, send the final report to LAUC membership two weeks prior to the LAUC meeting where it will be discussed.

October

  • Present final report to the LAUC membership at one of the regular LAUC meetings with recommendations to be voted on by the membership.