Library Administrative Manual
2.2 Committees: Role and Function
I. Standing Committees
- Standing Committees of the Library will be established on approval of the University Librarian, following open discussion and consultation with appropriate Library administration, faculty and support staff which establishes the need for a standing committee to deal with an area of concern.
- Each standing committee will have an approved written constitution, which will specify:
- The purpose of the Committee, and guidelines for its area of activity.
- Delineation of the reporting responsibility of the Committee, including:
- Whether the body is decision making, implementing or advisory.
- To whom the Committee reports its recommendations, decisions and actions.
- Membership composition of the Committee, including the number of members, their method of selection, and the length of their terms of service.
- Method of selection and the term of the chair.
- Provision for periodic review of the role and function of the Committee at regular stated intervals, typically every three years.
- Each standing committee will prepare a brief annual report to the University Librarian,due by October 1 of each year.
II. Ad Hoc Committees
- Ad Hoc committees of the Library will be established by the University Librarian upon evidence of need for a given committee. The authority to establish a given committee may be delegated as appropriate.
- Each committee will have a written charge, including:
- Definition of the issue to be addressed.
- A statement of the expected outcome of the Committee's work.
- Dates by which progress reports and final reports are expected.
- The name/position of the person to whom the Committee reports.
- Membership and chairs of Ad Hoc committees.
- Committee chairs will be appointed by the University Librarian; selection of the chair may be delegated as appropriate.
- In selecting members and chairs of committees, the following criteria will be followed:
- Appropriateness of the individual's role in the Library organization and fields of interest and expertise to the task of the committee.
- To allow broad-based input into Library planning/decision making, committee assignments will be, as practicable, distributed among all departments and all levels of staff.
- In order to prevent work overloads due to committee activity, a prospective committee member's immediate supervisor will be asked to adjust the member's workload and time assignments to allow reasonable time to complete the assignment. However, departmental workloads, absences and backlogs will also be considered in determining whether committee assignment is appropriate at any given time.