June 23, 2005

To: Chairs of All Campus Groups

From: Bernie Hurley, Chair, SOPAG

Re: Role of All Campus Groups (ACGs)

The All Campus Groups (ACGs) are integral to the work of SOPAG in the planning and coordination of systemwide library activities, initiatives, and future developments. The ACGs in the aggregate provide the means of sharing expertise within functional areas so critical to the success of the University’s libraries and CDL. Furthermore, SOPAG relies on your expertise to inform its discussions of systemwide issues and policies, to develop initiatives, and to call attention to areas that need to be addressed. To that end, SOPAG has the following expectations for the ACGs:

  1. Communication. Regular communication within your functional domain and across campuses is the primary goal of each of the ACGs. This sharing of experience, expertise, and methods for addressing common challenges is the foundation upon which much systemwide collaboration and decision-making can be built. In addition to regularly communicating with each other, members of the ACGs are expected to communicate widely within their campuses, sharing information regarding the activities of the ACG and seeking comments and suggestions. Members of the ACGs should also keep their respective University Librarian and SOPAG representative informed regarding the work of the ACG. The intent of this goal is to increase understanding of and participation in the two-way flow of information, from the campus perspective to the systemwide processes and vice versa.
  2. Timely Response. The ACGs are expected to respond to requests from SOPAG to review reports and other documents in a timely fashion, and in consultation with appropriate library staff at each campus. Providing these functional reactions to reports and issues is a key priority of the ACGs. Occasionally, SOPAG may ask the ACGs to assist in integrating functional perspectives, for example through the appointment of ACG members to an ad hoc team in order to create cross-functional response/input.
  3. Agenda Setting. It is recommended that each ACG appoint a sub-committee specifically charged to plan the agenda for meetings and to review progress on agenda items. Such a group could assist in making sure that topics are discussed in a timely manner and deadlines are met.
  4. Meetings. It is recommended that the ACGs meet at least three times a year, at least one of which is a face-to-face meeting. Other meetings could be via a conference call or other electronic means.

5. ACG Website. Each ACG is expected to maintain a Website as part of the University of California Libraries Website and to keep it up to date and current with regard to its membership, projects, activities, reports, etc.

6. Charge, Goals, & Objectives. ACG members are expected to review their charge annually and to recommend to SOPAG revisions and changes as necessary and appropriate. Goals and objectives should be reviewed, revised and submitted to the SOPAG each fall, along with a written summary of your progress in meeting the goals and objectives of the previous year. The date these documents are due will be determined by the SOPAG Chair, but not later than October 1st.

7. Common Interest Groups (CIG). The ACG Chairs are expected to request that the CIGs under their sponsorship prepare each year an updated statement of goals and objects, a written summary of their progress on meeting the goals and objectives of the previous year. These should also be submitted to SOPAG each fall on the date specified by the Chair of SOPAG, but no later than October 1st. CIGs which have not been active and/or have not made any progress on meeting their goals and objectives would not be continued. ACG C chairs are expected to discuss the activities and progress of their CIG’s in meeting their goals and objectives at the annual joint meeting with SOPAG.

8. Initiative. The ACGs are expected to bring issues, concerns, and new initiatives to the attention of SOPAG, suggesting how they may be addressed, planned, and/or implemented.

These expectations have been formulated with the intent of having the ACGs actively participate in the ongoing planning and coordination of systemwide library developments. Please share this information with members of your groups. Thank you for your ongoing commitment and efforts.