- Advising CDC and other all campus groups on special collections  issues;

- Coordinating systemwide activities relating to collection development, acquisitions, management, preservation, and access for special collections;

- Coordinating appropriate special collections policies among the campus library systems;

- Serving as a discussion group among the members on special collections issues and innovations;

- Serving as a focus for information dissemination on special collection;

- Communicating with all other campus groups, SOPAG-appointed task forces, and other common interest groups on special collections issues.

In addition to the above charge, HOSC has developed the following more lengthy statement of purpose;

The principal goal of HOSC is to ensure the continued excellence of UC systemwide special collections holdings, striving to avoid unnecessary overlap among collections and to make effective use of limited resources.

To accomplish this, we collaborate and coordinate efforts in acquiring, managing, preserving, and providing access to special collections materials in the UC system (see specific objectives listed below).

Its specific objectives include:

1. Collection development: Develop collaborative collection development and collection management strategies, based on collection strengths and programmatic needs of the individual campuses. 

Examples include:
projects to survey collections, development of guidelines with campuses specializing in certain formats and subject areas, and selective referral of format and subject-specific materials to campuses with demonstrated strengths in those areas.

2. Resource sharing: Develop guidelines and procedures for sharing special collections resources among campuses. 

Examples include:
shared-purchase plans for acquisition of expensive items and collections and intercampus loan of special collections materials.

3. Access: Coordinate efforts to enhance access to special collections materials. 

Examples include:
projects for collection-level cataloging of archival collections, development of standards for and possible cooperative processing of archival materials, SGML markup of finding aids for archival collections, development of special collections web sites, and selective digitizing of holdings.

4. Administration: Share information about policies and procedures in day-to-day operations, including areas such as patron registration, reading room service, acquisition of in-kind gifts, confidentiality issues regarding use of certain materials, and fee structures for use and reproduction of materials.

5. Preservation: Identify preservation needs and coordinate preservation efforts relating to materials of various formats in special collections.

Examples include: reformatting projects relating to microfilming and digitizing of selective holdings.

6. Security: Share concerns and information about security issues, including access of staff and patrons to special collections materials, security features in facilities design and maintenance, and rapid communication among UC campuses regarding security alerts.

Membership/Composition/Term
HOSC is comprised of one representative from each campus library system (the head of one of the campus's special collections units, appointed by  the (University Librarian) and a member of the Collection Development Committee appointed as liaison from CDC.

Reporting Line
HOSC reports to the Collection Development Committee.

Convener/Chair 
HOSC members serve as Chair on a rotating basis by alphabetical order of the campuses. Each chair serves a two-year term. HOSC normally meets twice a year (usually scheduled the day before an Archivists' Council meeting), with additional business conducted by email.

- Advising CDC on preservation issues;

- Coordinating systemwide preservation activities related to CDL's responsibilities for preservation of digital collections;

- Coordinating preservation policies among the campus library systems and the CDL;

- Developing preservation services with the broadest possible cost-savings for UC libraries;

- Serving as an education and discussion group for its members on preservation issues and innovations;

- Serving as a focus for information dissemination on preservation issues for the University of California and the State of California;

- Communicating with all-campus groups, SOPAG appointed task forces, and other common interest groups on preservation issues.

- Serving as a liaison group to other state agencies, and library or preservation consortia, for developing cooperative and cost-effective approaches to preservation.

19 March 99; revised 6/21/99

Membership/
Composition/Term
UCPP is comprised of one representative from each campus library system appointed by the University Librarian, and one representative each from the California Digital Library (CDL) and the Collection Development Committee (CDC).

Reporting Line
UCPP reports to the Collection Development Committee.

Convener/Chair
The Chair is selected by the membership for a two-year term.

- The responsibility for reviewing and making recommendations regarding the collection, preservation, and use of official UC administrative records;

- According to the provisions of UC Records Management Policy Bulletins 1 & 2, the responsibilities of UCAC also include reviewing UC records disposition;schedules and other pertinent UC policies and recommending changes to the UC records management program;

- Advising SOPAG on UC administrative records issues;

- Coordinating systemwide UC administrative records activities related to CDL, including those relevant to the Online Archive of California;

- Coordinating UC administrative records policies among the campus library systems and the CDL;

- Serving as a discussion group among the members on UC administrative records issues and innovations;

- Serving as a focus for information dissemination on UC administrative records issues  for the University of California;

- Consulting with other campus groups including the Records Management Committee, the Electronic Records Workgroup, all campus groups, SOPAG appointed task forces, and any other common interest groups inside or outside of the University of California as appropriate.

Membership/Composition/Term
The UCAC is comprised of the University Archivist from each UC campus, the UC system-wide archivist, the Scripps Institution of Oceanography Archivist and any other UC archivist having broad responsibility for the management of UC's historically valuable administrative records.

The UCAC meets in person twice a year at alternating campuses, and communicates regularly via email.

Leadership of UCAC will rotate every two years alphabetically in order of campus.  The person next in line to serve as UCAC chair will serve as vice chair for that period of time.  Terms of service shall rotate immediately after the last meeting of the outgoing chair.

The sequence of rotation, beginning in FY 96-97 is as follows:  UCSD, UCSF, UCSB, UCSC, UCB, UCD, UCI, UCLA, and UCR.

If a campus has more than one representative on the campus, e.g. UCSD, then the representatives for that campus will decide how the duty is to be fulfilled.

In the event a UCAC chair must resign from the position, the vice-chair will immediately assume the chair and the next person in line for vice-chair shall assume those responsibilities.  Each successive chair shall serve for a period of two years.

Reporting Line
UCAC reports to the Collection Development Committee.

Convener/Chair
CHAIR
The UCAC Chair is responsible for building the agenda for UCAC meetings, for securing a meeting place, for facilitating the meeting, and for advancing the mission of the UCAC.

The UCAC Chair is responsible for disseminating approved minutes to appropriate UC groups such as SOPAG.

The UCAC Chair is the liaison to all other UC groups such as CDC, SOPAG, the Records Management Committee, the Electronic Records Workgroup, and any other groups inside and outside of UC that might solicit input from UCAC.  However the chair may choose to delegate this responsibility to another council member.

The UCAC Chair has primary responsibility for forwarding any UCAC reports, requests, or statements to other UC groups.

VICE-CHAIR
The UCAC Vice Chair is responsible for recording the minutes of all UCAC meetings and for revising them per instructions of the chair and other council members.

The Vice Chair shall serve in the absence of the chair and will assume the chair when it becomes vacant due to normal rotation or resignation of the incumbent.

- Promote collaboration and sharing of experience, expertise, and best practices about digital reference services via periodic meetings, regular electronic communications, and a UC listserv.

- Encourage and facilitate with due attention to privacy, ongoing data collection and assessment (usage data, question logs, user feedback, etc.) in order to better understand the value of these services to our users, to inform the refinement and priorities of reference and instruction programs, and to track the usability of interfaces and resources.

- Provide leadership and assistance to UC staff who are currently providing services locally, experimenting with relevant technologies, and/or have an interest in developing collaborative processes, procedures, and systems for delivering digital reference services.

- Monitor software developments and consider applications for UC libraries. Recommend a best system for UC libraries to adopt as it becomes available.

- Serve as a liaison with software vendors to articulate UC needs and negotiate trial arrangements as appropriate to encourage progress in the development of the needed software.

- Identify the role of the CDL in licensing or other issues relevant to digital reference services.

Membership/Composition/Term
One member from each campus and the CDL should be designated to serve as representative on the Digital Reference Common Interest Group. Each representative will be responsible for regular communication with the other members and within their campuses. The CIG is expected to respond to requests from HOPS to review reports and other documents in a timely fashion and to bring issues, concerns and new initiatives to the attention of HOPS. The Chair of the Digital Reference Common Interest Group is elected for a 2-year appointment.

- Survey the campus libraries to determine what information literacy activities are currently underway, the scope of those activities, and the progress to date.

- On the basis of the information gleaned from the survey, consider how those activities might lead to collaboration and cooperation among the campuses, sharing models that have been successful.

- Collaborate with others in proposing models for a UC Libraries Information Literacy Initiative that will support and strengthen the campus library programs.

- Propose training, workshops, or other mechanisms for promoting and enhancing information literacy initiatives for the University of California Libraries for the future.

Membership/Composition/Term
Each campus will be represented and the CIG will begin its work by the end of October 2002.  It is expected that this group will be ongoing, and that recommendations for how best to continue and expand upon the work of the CIG will be included in their regular updates due to HOPS.