CEI On-boarding

From DLF Wiki

This page provides information for those who would like to become involved with the DLF Committee for Equity and Inclusion (CEI). It includes information for the general membership, as well as specific information for those who will serve in an administrative and/or leadership capacity.

Digital Library Federation (DLF) Overview

The Digital Library Federation is a community of practitioners who advance research, learning, social justice, and the public good through the creative design and wise application of digital library technologies. For a full description of DLF, please visit the About the Digital Library Federation page. DLF's parent organization, the Council on Library and Information Resources (CLIR) is an independent, nonprofit organization that forges strategies to enhance research, teaching, and learning environments in collaboration with libraries, cultural institutions, and communities of higher learning. CLIR is governed by a board of directors representing large and small academic libraries, research institutes and collections, scholarly associations, and publishers.

DLF Key Contacts

DLF Groups

The Committee on Equity and Inclusion (CEI) is a DLF Group. The DLF Groups page contains more information on DLF’s active Groups, as well as links to the DLF-Announce listserv, how to start/revive groups, how to get involved with Groups, and learning more about CLIR/DLF affiliates and membership cohorts. Please note that DLF Groups are open to all, not just DLF members.

DLF Organizers’ Toolkit

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Committee on Equity and Inclusion Overview

For an in-depth overview of the Committee's structure, activities and history please visit the DLF Committee on Equity and Inclusion wiki. Additional information can be found on the Committee's page on the DLF website.

Scope of CEI work

  • Supporting the DLF Forum
    • Coordinating participation for specific projects
    • Communicating feedback and recommendations from CEI to CLIR/DLF staff
    • Additional activities may include:
      • Updating code of conduct
      • Updating accessible presentations
      • Updating accessibility checklist for in-person events
      • Developing bystander training
      • Review the Call for Proposal (CFP)
    • Establish a CEI liaison from Admin to the Forum
  • Other year-round activities that advance the work of the Subgroups in support of the Galleries, Libraries, Archives, and Museums (GLAM) community

Organizational Structure

The CEI is organized into an Admin Group and Subgroups.

Admin Group

The Admin Group fosters the ongoing functioning and stability of the Committee as a whole, as described in its Charge and Responsibilities.

Subgroups

Subgroups are focused on specific areas of work based on the needs of the CEI and DLF. While Subgroups support the on-going activities and initiatives of the CEI, some may become inactive upon completion of deliverables.

  • Formation: CEI members can propose the formation of a new Subgroup at any time
  • Charge: each Subgroup should develop a Charge with support from the CEI Admin Group
  • Leadership: each Subgroup should select a chair and vice-chair or co-chairs
  • Documentation: each Subgroup should utilize a designated folder within the CEI's GoogleDrive to store documents and other work products

Meetings

Admin Group Meetings

  • Frequency: monthly, prior to an in preparation of the CEI monthly meetings
  • Attendees: CEI Admin Group

CEI Meetings

  • Frequency: monthly
  • Scheduling: schedule the year’s meetings at the beginning of the calendar year; coordinate online meeting scheduling with CLIR/DLF staff
  • Attendees: open to anyone; facilitated by the Admin Group; CLIR/DLF staff participate

Subgroup Meetings

  • Frequency: monthly or more frequently as needed; facilitated by Subgroup chair(s)
  • Attendees: open to anyone; CLIR/DLF staff participate as necessary

Meeting Agendas

Meeting agendas are maintained in the appropriate subfolder of the DLF CEI shared Google Drive, and will be shared with those who are interested in attending.

  • CEI
  • CEI Admin Group
  • EDIA Resources Subgroup
  • Inclusivity at the DLF Forum Subgroup
  • Inactive subgroups

Recruitment

Members

Perspective members of the CEI are recruited on an ongoing basis, primarily through the following:

  • DLF Forum:
    • The registration form offers the option to be added to the CEI listserv.
    • The CEI may meet and/or make announcements at the DLF Forum.
  • DLF-Announcements list and Community Calendar: Events and meetings are shared via the DLF-Announcements list, as well as added to the DLF Community Calendar, by CLIR staff on behalf of working groups. To have an event shared via these channels, contact dlf-announce@lists.clir.org
  • Individual CEI members are encouraged to reach out through their own networks to amplify announcements and promote events.
  • This email template can be used as a starting point for recruitment.
  • Members are encouraged to be as engaged as they are comfortable, although they are welcome to simply attend meetings to be part of the community.
  • Members are asked to review the DLF Code of Conduct before attending their first CEI meeting.

Leadership (Admin and Subgroup Chairs)

  • Admin Team and Subgroup leaders have additional responsibilities for actively maintaining these groups:
    • Take the lead responsibility for defining the group’s charge and purpose in conversation with the Admin group and the larger DLF CEI members
    • Setting up and running regular group meetings
    • Creating a running agenda and capturing notes about the group’s activities
    • Ensuring that deliverables are identified
    • Organizing group members to work towards accomplishing deliverables
    • Recruiting members and chairs as needed
    • Creating an inclusive, supporting environment so that all are able to participate to the extent they wish and in ways that feel comfortable
    • Reporting back at the CEI monthly meeting
    • Ensure that the respective Wiki page describing the sub-group is up to date, and send any required updates to the Wiki subgroup chair(s)
  • These responsibilities should be made clear when recruiting folks to take on these roles.

Communication and Outreach

DLF CEI Google Group

The DLF CEI has a dedicated Google Group and associated email address for communicating with DLF CEI members: dlf-committee-for-equity-and-inclusion@googlegroups.com. It is updated as DLF staff gathers names and email addresses of interested people gathered from Forum registration and provides them to the Admin co-chairs.

Admin Group responsibilities

  • Monthly updates to the CEI Google group, sent shortly after the monthly CEI meeting, recapping highlights and action items. This ensures that individuals who missed the meeting or are interested/supportive, but unable to attend regular meetings can stay up to date and possibly participate outside of the monthly meetings.
  • CEI monthly meeting reminders, using this CEI Meeting reminder template.
  • Recruiting new members and chairs, using a recruitment email template as a starting point for spreading the word to others about participating in the CEI and/or subgroups.

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Technology

Google Drive

  • Contact the DLF liaison (currently TBD) to be added to the Google Drive.
  • The DLF CEI Google Drive is used to manage all of the group’s documents. Each subgroup has a dedicated folder for meeting agendas, notes and other content.

DLF CEI Google Group

Owners

Manager(s)

Members

  • An an ad hoc/ongoing basis, any individual can use the Google Group process to request membership.
  • As part of DLF Forum registration, people indicate which working groups they’re interested in and CLIR staff will send a spreadsheet with those names and email addresses.

DLF CEI wiki

CEI members can use the “Request Account” link to submit a form to get permission to edit the wiki.

DLF website & DLF CEI landing page

  • Managed by DLF staff; requests for changes should be made to our current DLF liaisons.
  • Should be considered a public “landing page” for the working group

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CLIR/DLF Admin support

DLF liaisons

  • INFO TBD

DLF Organizers Toolkit

This has not been updated since August 2018. Top of Page | Back to the DLF's Committee for Equity and Inclusion (CEI) page

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