Procedure
Updated: 17 January 2006

Once a committee identifies the need for a project team, the committee must write the charge and populate the team. To identify potential members, the committee should: (1) identify skills & interests needed for members and use those to search the skills & interests database (2) confirm with the Library Administrative Services Office who is already on a committee or team.

After the team is selected, the committee chair will present the charge and membership to the Strategy & Planning Council for approval. After approval, chairs or project team leaders will contact supervisors of each proposed member, to confirm that they have approval to contact the individuals. A letter and copy of the charge is then sent to each proposed member of the project team. When contacting individuals, it is important for the chairs to tell them that their supervisor has been consulted. Also, chairs should tell potential project team members that they have the option of not participating on the team.

After the team is confirmed, a request for an email discussion list should be sent to LITS and copied to the Library Administrative Services Office, who will identify each person on the staff directory as a member of the project team. Project Team chairs may then choose to create a space on the originating committee wiki to list members, post minutes and identify other resources in use by the project team. Project teams are not required to post their agendas or meeting summaries to the Staff News Feed.

At the completion of the team’s charge, the chair will create a report to submit to the originating committee and request the removal of their mailing list. An email will be sent to the Library Administrative Services Office to request that team membership be removed from the directory.