Summit Planning and Operations Team -- Overview
Approved by Council: May 26, 2009 Background The Summit Planning and Operations Team (SPOT) is the most recent incarnation of committees that have supported the Summit resource sharing system. As such, SPOT assumes the duties and follows in the successful traditions of the Summit Borrowing Committee (SBC), Summit Catalog Committee (SCC), Summit Migration Implementation Team (I-Team), and a variety of task forces and specialized working groups. In particular, note that when existing groups have completed their work, SPOT will assume I-Team’s role in implementing new system features and the WorldCat User Interface Focus Group’s role in assessing the Summit interface. Charge Summit Planning and Operations Team (SPOT) is charged with improving the Summit resource sharing system, promoting best practices, and advising Council on policy matters related to Summit activities, including borrowing, catalog records, and user interface. SPOT provides advice and feedback to the Resource Sharing Program Manager (RSPM), who serves in an ex officio capacity on the Team. SPOT may form a small number of working groups to advise the Team and carry out specific tasks. Participants in working groups should include at least one member of SPOT but may be drawn more broadly from staff at member institutions. SPOT Chair The chair serves a term of three years as chair-elect, chair, and past chair. The Chair is responsible for guiding the Team to accomplish their charge. Activities include communicating with Council, Executive Committee, and consortium staff, setting meeting agendas, encouraging participation by all members, producing reports, and ensuring that minutes are taken, approved, and made available to staff at member institutions. SPOT Members Eight members each serve a two-year term. Appointments are staggered, with four SPOT members appointed each year. Team Members seek input from and serve as a resource for staff at member libraries. In the fulfillment of this role, Team members regularly consult with an assigned subset of member institutions. Although Representatives of member institutions (defined below) are consulted for formal input and voting, direct and informal communication with and between staff at member libraries is encouraged. SPOT members may also serve as Representatives of their institution but, when serving on SPOT, they assume a broader view and seek solutions that are appropriate for the entire Alliance membership. Representatives of member institutions The Council member from each member institution designates one Representative that SPOT will consult for voting and formal input on issues. Representatives speak for an entire member institution. Thus each Representative is expected to gather input from all relevant divisions, branches, autonomous libraries, etc. Appointment process Council members, Representatives of member institutions, and current SPOT members nominate individuals to serve on SPOT. Executive Committee makes all appointments. When determining appointments, Executive Committee selects individuals from a diverse group of institutions but does not follow a formal representational scheme. EC seeks to assemble a well-rounded Team that may include directors and staff with expertise in resource sharing, cataloging, user interface design, and other relevant fields. Meetings Most SPOT meetings are conducted via remote conference technology. Face-to-face meetings should be used judiciously and with maximum planning to make the best use of resources. The Chair of SPOT works with the RSPM to plan meetings. The RSPM secures the help of other Alliance staff and resources as appropriate. |