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Committee on Professional Governance UCLA

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									LAUC-LA Committee on Professional Governance
Final Report 2010-11
August 31, 2011
The LAUC-LA Bylaws contain the following charge for the Committee on Professional
Governance:
LAUC-LA Bylaws, (as amended June 2010)
      Section 5. Committee on Professional Governance.
       a. The Committee shall consist of three to five members, with at least one from each rank of the Librarian
               Series.
      b. The Chair of the Committee shall serve as a member of the LAUC-LA Executive Board for a period of
               one year, commencing September 1.
      c. The Committee shall make a continuing review of issues concerning standards for appointment,
               promotion and career status; revisions in the Academic Personnel Manual; bylaw changes and
               amendments; and other professional governance matters.

In fall 2010, the committee was given two more specific charges: One provided specific areas
for consideration in the bylaws revision, and the second requested collaboration with another
LAUC-LA committee.

By-Laws revision: (Background from 2009-2010 Committee)
In the course of reviewing the LAUC-LA Bylaws in order to address the Committee’s charge, it became apparent
that the Bylaws as a whole should be carefully examined for Articles that no longer reflect current practices. In
addition, there may be current practices that are not addressed in the Bylaws at all. Some examples include:
     • Article IV. Officers, Section 4. Duties of the Officers - duties are listed that are not currently being carried
          out by the officers. Should they continue to be listed in the Bylaws?
     • There are several articles that specify timelines or procedures for carrying specific actions that may not or
          don’t reflect current practices e.g. Article VIII. Meetings of Members, Section 2. Special meetings; Article
          XI. Amendments does not include language stating that the Executive Board can directly charge the
          Professional Governance Committee with revision of the Bylaws.

    1. Perform a complete review of the Bylaws to identify all instances of the examples given above and propose
         appropriate changes.
    2.   Compare LAUC-LA Bylaws to LAUC state Bylaws to ensure consistency and conformity
    3.   Create proposed language for additional Bylaws as new committees and charges are formed.


The committee began review of the bylaws in fall quarter, 2010 during meetings and email
exchanges. The suggested bylaws changes were presented to the LAUC-LA Executive Board
during its April 6, 2011 meeting for review and comment. The final language was presented to
the LAUC-LA membership prior to the May 3, 2011 Spring Membership meeting. The proposed
bylaw revision language was discussed during the meeting, and proposed revisions approved by
the membership for inclusion on the electronic ballot for the June, 2011 election. All proposed
revisions were affirmed by the LAUC-LA membership and the By-Laws have been revised. Text
of the By-Laws revision (former language has strike through, approved language is in bold):
ARTICLE IV, Officers
Section 4. The duties of the officers shall be as follows:

Secretary:
3. Within ten working days of approval, distribute copies of minutes to each LAUC-LA member, the Secretary of
LAUC, and the secretaries of other LAUC Divisions.
3. Within ten working days of approval, the minutes will be made available to the LAUC-LA membership and to
the other LAUC Divisions.
Immediate Past Chair:
2. Transfer LAUC-LA papers which are more than two years old to the UCLA Library Archives.
2. Transfer LAUC-LA papers which are more than two years old to the UCLA University Archives.
ARTICLE VI. Committees
Section 5. Committee on Professional Governance.
c. The committee shall make a continuing review of issues concerning standards for appointment, promotion and
career status; revisions in the Academic Personnel Manual; bylaw changes and amendments, and other professional
governance matters.

c. The committee shall undertake a continuing review of issues concerning standards for appointment,
promotion and career status; revisions in the Academic Personnel Manual; bylaw changes and amendments; and
other professional governance matters. The committee may suggest revisions to the bylaws to the Executive
Board for consideration.
Section 8. Committee to review the CALL
a. The Committee shall consist of: the LAUC-LA Chair-Elect who shall serve as Chair, the immediate past Chair of
CAPA, the Chair-Elect of CAPA and the Director, Library Human Resources (ex-officio).

a. The Committee shall consist of: the incoming LAUC-LA Chair-Elect who shall serve as Chair, the outgoing
Chair of CAPA, the incoming Chair-Elect of CAPA and the Assistant Director, Library Human Resources (ex
officio).
b. The Committee shall review annually issues concerning instructions, guidelines, and summaries of policies and
procedures regarding merit increase, promotion, and career status recommendations affecting appointees in the
Librarian Series as stated in the Call.

b. The Committee shall review annually issues concerning instructions, guidelines, and summaries of policies
and procedures regarding merit increase, promotion, and career status recommendations affecting appointees in
the Librarian Series as stated in the CALL.

ARTICLE VIII. Meetings of Members
Section 1. Regular Meetings
a. LAUC-LA shall hold at least two general membership meetings a year, prior to the Fall and Spring LAUC
Assemblies.
    1. At the Fall meeting, one item of business shall be the report of the Chair of CAPA.
    2. At the Spring meeting, one item of business shall be a call for additional nominations of elected offices.
b. At least two weeks prior to a meeting, the Secretary shall notifiy the membership of the date, time and place of the
meeting.
a. LAUC-LA shall hold at least two general membership meetings a year, one of which should be prior to the
LAUC Assembly.
    1. At the Fall meeting, the report of the Chair of CAPA shall be presented.
   2. At the Spring meeting, a call shall be put forward for additional nominations for elected offices.
b. At least three weeks prior to the meetings, the Secretary shall notify the membership of the date, time and place
of the meeting.

Section 2. Special Meetings
a. A special meeting may be called by the Executive Board at any time.
b. A special meeting shall be called by the Executive Board at the written request of 15 members. The Executive
Board must meet within one week of this request to set the date of the special meeting and must notify the
membership, at least one week in advance of the time, place, date and agenda of the meeting.

b. A special meeting shall be called by the Executive Board at the written request of a minimum of 15 members.
The Executive Board must meet within one week of this request to set the date of the special meeting. The
membership shall be notified at least one week in advance of the time, place, date and the agenda of the special
meeting.
STANDING RULE 1
11. Not more than five working days following the date of the election, the Chair of the Election Committee shall
submit in writing to the Chair and the Secretary the results of the election.

11. Within five working days of the election, the Chair of the Election Committee shall submit in writing to the
Chair and the Secretary the results of the election.

14. If no candidate receives a majority of the valid votes cast for that office, the Executive Board shall within 15
days direct the Election Committee to hold a special run-off election.
14. If no candidate receives a majority of the valid votes cast for an office during an election, within 15 days of
that election, the Executive Board shall direct the Election Committee to hold a special run-off election for that
office.

Collaboration with other LAUC-LA Committee:
In late fall 2010, the Executive Board asked the Committee on Professional Governance and the
Committee on Library Plans & Policies the following question: “are professional librarian duties
being assigned to others in the UCLA Library?” The following charge came to the committee:
Working with the LAUC-LA Committee on Library Plans & Policies (LPP) review issues relating to differences in
job descriptions, duties and responsibilities between librarians and others in the UCLA Library.

The two committees held discussions regarding the level of concern whether professional
librarian duties were perhaps being assigned to other staff members. Internal discussions and a
survey did not uncover great concern for this issue. The level of concern of the Executive Board
cooled as well.

The joint committee Chairs, Keri Botello and Rita Costello, were asked by the Board to also
investigate in which situations there is need for a LAUC-LA Committee to apply for IRB
approval or exemption.
We met with Leslie McMichael, the UCLA Library liaison to IRB. She contacted Wendy Brunt,
MA, CIP, IRB Administrator, Office of Human Research Protection Program at UCLA, as a
follow up to our meeting and LAUC-LA specific discussion. In answer to our primary question
whether a membership survey could be conducted without first obtaining an IRB exemption, Ms.
Brunt’s answered, “If they poll their members with the intent to disseminate the findings of the
survey beyond the UC system, they would need to submit the survey to IRB and obtain
prospective IRB approval or exemption.”

In spring, the joint LPP+CPG committee was asked to plan informative discussion for LAUC-
LA members on then current hot topics. The joint committee, coordinating with the Committee
on Library Programs, organized two discussion meetings for members on Next Generation
Technical Services (NGTS) and on Renovations for a 21st Century Library. A Brown Bag Event
to discuss Next Generation Technical Services (NGTS) and Next Generation Melvyl Pilot. John
Riemer, Cataloging & Metadata Center, was our discussion leader; Friday, March 4, 2011, from
12-1:30pm, in Library Conference Center - Presentation Room. The program on Renovations
for a 21st Century Library: the YRL Research Commons for Digital Scholarship was presented by
Gary E. Strong, University Librarian and Todd Grappone, Associate University Librarian for
Digital Initiatives & Information Technology; Wednesday, March 30, 2011; 10 a.m. – 11:30 a.m.;
YRL Library Conference Center - Presentation Room.

As charged by the LAUC-LA Executive Board, LPP+CPG joint committee collected and
compiled LAUC-LA membership feedback on the SLASIAC LPTF Reports (Preliminary
Report/Feb 2011 and Interim Report May/2011). All LAUC divisions were invited in a letter
dated May 4, 2011, from Lawrence H. Pitts, Provost and Executive Vice President, Academic
Affairs to provide comments to the reports by September 2, 2011. The joint committee was
joined by Louise Ratliff, and Lynda Tolly due to their insights into and familiarity with the
SLASIAC LPTF documents.

Two membership programs were held on July 13, which was a face to face meeting in the
Humanities Building, and on July 14 a virtual Elluminate session was held. LAUC-LA members
who could not attend were invited to submit comments and questions via a Survey Monkey
survey tool to be shared during the face to face and virtual sessions. Barbara Schader, Outgoing
LAUC representative to SLASIAC participated remotely as our guest in both sessions,
(recording available at http://tinyurl.com/SLASIAC-07-13-11; discussion starts at 22:33).

To facilitate LAUC-LA’s response process, a LAUC-LA Abridged version of the SLASIAC LPTF
Interim Report was developed and distributed to the membership along with the full report.
Membership feedback was captured in two separate documents: SLASIAC LPTF Interim
Reports Meetings: Summary of LAUC-LA Membership Discussion Items and an Executive
Summary to the previous document with recommendations clearly presented. LAUC-LA
members had an additional opportunity to view the Elluminate session held on July 14 (recording
available at http://tinyurl.com/SLASIAC-07-14-11; discussion starts at 3:30).

LAUC-LA members were called upon to provide final comments to the documents, due by
August 19, 2011. On August 25, 2011, the Executive Board endorsed the LAUC-LA response to
the SLASIAC LPTF Reports in three parts and a motion to forward the documents as specified in
Lawrence Pitts’ letter passed. The documents were forwarded by LAUC-LA Chair, Rhonda
Lawrence prior to the September 2, 2011 deadline.

The following are recommendations for the LAUC-LA Chair and Executive Board to consider
when drafting charges for the Committee on Professional Governance in 2011-2012 LAUC-LA
year.


   •   Evaluate the feasibility and prepare a recommendation discussing whether the Task Force
       on Mentoring should become a LAUC-LA Standing Committee;


   •   Review the Duties of the Secretary as specified in the LAUC-LA By-Laws and the
       Standing Rules. Comment on the advisability of the duties of the Secretary being
       consolidated and listed in one place;
   •   Review the election calendar language traditionally used each year, and the similar
       language contained in the LAUC-LA Bylaws, Article IX Elections, Section 2, outlining
       the process for a special election in the event of a board member vacancy. Evaluate and
       comment on the impact, if any, of making time periods mentioned uniform, such as,
       calendar days or work days;
   •   Further consider Article IX Elections, Section 2 regarding the requirement of “Such
       nominations shall bear the signatures of at least five members other than the nominee…”
       Consider the definition of “signature” and what may be an acceptable alternative to
       written signatures.

Committee members during the 2010-11 year were Anita Colby, Toshie Marra and Lise Snyder.
Committee member Liladhar Pendse left UCLA midway through the term. I thank them for
their work this year on the CPG charges and the charges given the CPG/LPP joint committee this
year. Given the work tackled this year, joining the two committees heightened responsiveness
and distributed the work more evenly.

Respectfully submitted,

2010-11 Professional Governance Committee
Keri S. Botello, Chair
Anita Colby
Toshie Marra

								
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