CEI On-boarding: Difference between revisions

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


== Overview ==
== Overview ==
=== Digital Library Federation (DLF) ===
=== Digital Library Federation (DLF) ===
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.
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 [https://www.diglib.org/about/ About the Digital Library Federation page].
 
=== Committee on Equity & Inclusion (CEI) ===
=== Committee on Equity & Inclusion (CEI) ===
For an overview of the CEI, please visit:
For an overview of the CEI, please visit:
* DLF CEI Wiki - contains background on the CEI, as well as information on joining the standing committee (including a link to the Google Group and meeting agendas), links to the five sub-groups, as well as the goals and activities. Group members can edit the Wiki.  
* [https://wiki.diglib.org/Committee_for_Equity_and_Inclusion DLF CEI Wiki] - contains background on the CEI, as well as information on joining the standing committee (including a link to the Google Group and meeting agendas), links to the five sub-groups, as well as the goals and activities. Group members can edit the Wiki.  
* CEI description on DLF website - contains background and history on CEI, past initiatives, information on joining the standing committee (including a link to the Google Group and wiki), and important resources (including the DLF Organizer’s Toolkit). It’s not a page that CEI members have easy access to edit. Only Staff members can edit the web pages (updates go to info@diglib.org and/or Gayle).  
* [https://www.diglib.org/groups/dlf-committee-for-equity-and-inclusion/ CEI description on DLF website] - contains background and history on CEI, past initiatives, information on joining the standing committee (including a link to the Google Group and wiki), and important resources (including the DLF Organizer’s Toolkit). It’s not a page that CEI members have easy access to edit. Only Staff members can edit the web pages (updates go to [mailto:info@diglib.org info@diglib.org] and/or Gayle).  
==== CEI leadership ====
==== CEI leadership ====
* CEI Admin Group
* CEI Admin Group
** Jasmine Clark   <jasmine.l.clark@temple.edu>
** Jasmine Clark [mailto:jasmine.l.clark@temple.edu jasmine.l.clark@temple.edu]
** Debbie Krahmer <dkrahmer@colgate.edu>
** Debbie Krahmer [mailto:dkrahmer@colgate.edu dkrahmer@colgate.edu]
** Neel Agrawal   <Neel.k.agrawal@gmail.com>
** Neel Agrawal [mailto:Neel.k.agrawal@gmail.com Neel.k.agrawal@gmail.com]
** Lisa Schiff <Lisa.Schiff@ucop.edu>
** Lisa Schiff [mailto:Lisa.Schiff@ucop.edu Lisa.Schiff@ucop.edu]
* For the CEI Subgroup Chairs and Vice Chairs, see Spreadsheet of subgroups and members, past/present.
* For the CEI Subgroup Chairs and Vice Chairs, see [https://docs.google.com/spreadsheets/d/1DelFRVOsExsLr0hLGTAJvlgSnGRwY4uQ7Jc_V8BIYxo/edit#gid=1350722525 Spreadsheet of subgroups and members, past/present].
==== Scope of CEI work =====
 
==== Scope of CEI work ====
* Supporting the DLF Forum
* Supporting the DLF Forum
** Coordinating participation for specific projects
** Coordinating participation for specific projects
Line 29: Line 31:
* Other year-round activities that benefit the GLAM community
* Other year-round activities that benefit the GLAM community
* Sub-Groups
* Sub-Groups
** Advocacy, Recruitment, + Leadership Programming Subgroup
** [https://wiki.diglib.org/Advocacy,_Recruitment,_%2B_Leadership_Programming_Subgroup Advocacy, Recruitment, + Leadership Programming Subgroup]
** Bystander Training Subgroup
** [https://wiki.diglib.org/Bystander_Training_Subgroup Bystander Training Subgroup]
** GLAM Diversity Subgroup
** GLAM Diversity Subgroup
** GLAM Inclusivity Survey Subgroup
** [https://wiki.diglib.org/GLAM_Inclusivity_Survey_Subgroup GLAM Inclusivity Survey Subgroup]
** Inclusivity at the DLF Forum Subgroup
** [https://wiki.diglib.org/Inclusivity_at_the_DLF_Forum_Subgroup Inclusivity at the DLF Forum Subgroup]
** Reading / Resource List Subgroup
** [https://wiki.diglib.org/Reading_/_Resource_List_Subgroup Reading / Resource List Subgroup]
 
=== CEI’s relationship to DLF ===
=== CEI’s relationship to DLF ===
Key Contacts
==== Key Contacts ====
DLF staff (info@diglib.org will reach the people below) representation required at CEI meetings
* DLF staff ([mailto:info@diglib.org info@diglib.org] will reach the people below) representation required at CEI meetings
Jennifer Ferretti ​​<jferretti@clir.org (Senior Program Officer)  
** Jennifer Ferretti ​​[mailto:jferretti@clir.org jferretti@clir.org] (Senior Program Officer)  
Gayle Schechter <gschechter@clir.org> (Program Associate) - general support, especially working group related issues; official CLIR/DLF representative at the CEI meeting.
** Gayle Schechter [mailto:gschechter@clir.org gschechter@clir.org] (Program Associate) - general support, especially working group related issues; official CLIR/DLF representative at the CEI meeting.
Aliya Reich <areich@clir.org> (Program Manager for Conferences & Events) - focused primarily on Forum related touchpoints.
** Aliya Reich [mailto:areich@clir.org areich@clir.org] (Program Manager for Conferences & Events) - focused primarily on Forum related touchpoints.
Board of Directors
* Board of Directors: CLIR is governed by a board of directors representing large and small academic libraries, research institutes and collections, scholarly associations, and publishers. The Board sets policy, oversees the investment of funds, establishes goals, and approves strategies for their achievement. For a list of the Board of Directors, please visit the [https://www.clir.org/about-us/governance/ Governance page].
CLIR is governed by a board of directors representing large and small academic libraries, research institutes and collections, scholarly associations, and publishers. The Board sets policy, oversees the investment of funds, establishes goals, and approves strategies for their achievement. For a list of the Board of Directors, please visit the Governance page.
 
DLF Groups
==== DLF Groups ====
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.
* The [https://www.diglib.org/groups/ 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 Delegating responsibilities to the Groups
* DLF Delegating responsibilities to the Groups: DLF gets support from CEI for the Forum, but that’s it.
DLF gets support from CEI for the Forum, but that’s it.
* How do the Groups interact with each other
How do the Groups interact with each other
 
DLF Organizers’ Toolkit
==== [https://wiki.diglib.org/About_DLF_and_the_Organizers%27_Toolkit DLF Organizers’ Toolkit] ====
[[#top|Top of Page]] | [https://wiki.diglib.org/Committee_for_Equity_and_Inclusion Back to the DLF's Committee for Equity and Inclusion (CEI) page]


== DLF CEI specifics ==
== DLF CEI specifics ==
Organizational structure: The DLF CEI is organized into an Admin Group and subgroups.  
=== Organizational structure===
DLF CEI Admin Group
The DLF CEI is organized into an Admin Group and subgroups.  
The Admin Group is comprised of a small group of co-chairs who work to ensure the ongoing functioning and stability of the Committee as a whole, as described in its stated charge and scope of responsibilities.  
==== DLF CEI Admin Group ====
Subgroups
The Admin Group is comprised of a small group of co-chairs who work to ensure the ongoing functioning and stability of the Committee as a whole, as described in its [https://docs.google.com/document/d/1iUJkqL7HMsH1YiYl0YO2DXyhkRrXjkwv5B13Aq2pEpE/edit?pli=1 stated charge and scope of responsibilities].
Subgroups are focused on specific areas of work based on the interests and capacity of the CEI membership at that time.
 
Each group develops a charge (approved by consensus and with support from the CEI Admin Group) and selects a chair and vice-chair.  
==== Subgroups ====
Documents and artefacts related to the work of the subgroup (charge, running agenda, etc.)  are created and managed in a dedicated subfolder within the DLF CEI Google Drive.
* Subgroups are focused on specific areas of work based on the interests and capacity of the CEI membership at that time.
CEI members can propose discussing the formation of a new subgroup at any time; a decision to establish a subgroup will come out of those discussions.  
* Each group develops a charge (approved by consensus and with support from the CEI Admin Group) and selects a chair and vice-chair.  
Subgroups typically disband upon the completion of their deliverables, with the exception of the ongoing “Inclusivity @ the DLF Forum” subgroup that provides support for the annual DLF Forum’s inclusivity goals.
* Documents and artefacts related to the work of the subgroup (charge, running agenda, etc.)  are created and managed in a dedicated subfolder within the DLF CEI Google Drive.
Spreadsheet of subgroups and members, past/present
* CEI members can propose discussing the formation of a new subgroup at any time; a decision to establish a subgroup will come out of those discussions.  
Meetings
* Subgroups typically disband upon the completion of their deliverables, with the exception of the ongoing “Inclusivity @ the DLF Forum” subgroup that provides support for the annual DLF Forum’s inclusivity goals.
Admin Group meeting
* [https://docs.google.com/spreadsheets/d/1DelFRVOsExsLr0hLGTAJvlgSnGRwY4uQ7Jc_V8BIYxo/edit#gid=1350722525 Spreadsheet of subgroups and members, past/present]
Frequency: monthly, the Monday before the CEI monthly meeting
 
Attendees: CEI co-chairs
=== Meetings ===
General CEI meeting
==== Admin Group meeting ====
Frequency: monthly
* Frequency: monthly, the Monday before the CEI monthly meeting
Schedule the year’s meetings at the beginning of the year;  
* Attendees: CEI co-chairs
Send out a survey after the New Year to identify an optimal recurring time.
==== General CEI meeting ====
Get the year’s meetings scheduled with current CLIR/DLF staff contact (currently Gayle Schechter).
* Frequency: monthly
Attendees: open to anyone; facilitated by an Admin Group co-chair; CLIR/DLF staff participate--Gayle Schechter is the CLIR/DLF representative
* Schedule the year’s meetings at the beginning of the year;  
Subgroup meetings
** Send out a [https://docs.google.com/forms/d/16qdDsWlsRVCl3cJN48q5YkY10hkrkt34FJjzxxVg9-c/edit survey] after the New Year to identify an optimal recurring time.
Frequency: monthly or more frequently as needed; facilitated by subgroup chair(s)
** Get the year’s meetings scheduled with current CLIR/DLF staff contact (currently Gayle Schechter).
Attendees: open to anyone, but organized around the needs and schedules of committed subgroup volunteers. CLIR/DLF staff participate
* Attendees: open to anyone; facilitated by an Admin Group co-chair; CLIR/DLF staff participate--Gayle Schechter is the CLIR/DLF representative
Meeting agendas
 
==== Subgroup meetings ====
* Frequency: monthly or more frequently as needed; facilitated by subgroup chair(s)
* Attendees: open to anyone, but organized around the needs and schedules of committed subgroup volunteers. CLIR/DLF staff participate
==== Meeting agendas ====
Meeting agendas are created and maintained in the appropriate subfolder of the DLF CEI shared Google Drive.  
Meeting agendas are created and maintained in the appropriate subfolder of the DLF CEI shared Google Drive.  
Admin group (one doc per year)
* [http://js.redirect.hp.com/jumpstation?bd=expressvpn&c=*&locale=en_us&pf=*&s=*&tp=edge Admin group] (one doc per year)
CEI running agenda (one doc per year)
* [https://docs.google.com/document/d/1rdvGTZZBWZ0_agbS6CDoCrgkie5zOJgusjZQhn8unuc/edit CEI running agenda] (one doc per year)
Wiki Group
* [https://docs.google.com/document/d/1w8zxy7dXa8NkQG7Yj2TOPKP1aPBeuVMg9lPBao7FYR4/edit Wiki Group]
GLAM Diversity agenda (one doc per year)
* [https://docs.google.com/document/d/14e47wOy1k3M7o4Ba21hTR6dcVjm0Q7M3Tg1poN4r7Rc/edit#heading=h.1r9817d5gqpn GLAM Diversity agenda] (one doc per year)
Past meeting notes
* [https://drive.google.com/drive/folders/1YSYdN7xpdtwqY1Exa_QfMIb6q_rpL1VK Past meeting notes]
Recruiting
 
=== Recruiting ===
==== Members ====
Members of the CEI and subgroups are recruited on an ongoing basis, primarily through the following:
Members of the CEI and subgroups are recruited on an ongoing basis, primarily through the following:
Announcements at the annual DLF Forum  
* Announcements at the annual DLF Forum: DLF working groups receive the opportunity to present on the work of their group during designated sessions. The registration form for the Forum also offers individuals the option to be added to the listservs of different working groups.  
DLF working groups receive the opportunity to present on the work of their group during designated sessions. The registration form for the Forum also offers individuals the option to be added to the listservs of different working groups.  
* 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
DLF-Announcements list and Community Calendar
* Individual CEI members making announcements and calls through their own networks.
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
* A [https://docs.google.com/document/d/1nqyDJ73GS4oeX_MFsxX5f0ADGcAyijTXvVFMMbZD7Vc/edit# recruitment email template] can be used as a starting point.
Individual CEI members making announcements and calls through their own networks.
* Members are encouraged to be as actively engaged as they are comfortable, and are also welcome to simply attend meetings to be part of the community. Members are also asked to review the [https://www.diglib.org/about/code-of-conduct/ DLF Code of Conduct] before attending their first CEI meeting.
A recruitment email template can be used as a starting point.  
 
Leadership (Admin and subgroup Chairs)
==== Leadership (Admin and subgroup Chairs) ====
Admin co-chairs and subgroup chairs and vice-chairs have additional responsibilities for actively maintaining these groups:
* Admin co-chairs and subgroup chairs and vice-chairs have additional responsibilities for actively maintaining these groups:
Setting up and running regular group meetings
** Take the lead responsibility for defining the group’s charge and purpose in conversation with the Admin group and the larger DLF CEI members
Creating a running agenda and capturing notes about the group’s activities
** Setting up and running regular group meetings
Ensuring that deliverables are identified
** Creating a running agenda and capturing notes about the group’s activities
Organizing group members to work towards accomplishing deliverables
** Ensuring that deliverables are identified
Recruiting members and chairs as needed
** Organizing group members to work towards accomplishing deliverables
Creating an inclusive, supporting environment so that all are able to participate to the extent they wish and in ways that feel comfortable
** Recruiting members and chairs as needed
Reporting back at the CEI monthly meeting
** Creating an inclusive, supporting environment so that all are able to participate to the extent they wish and in ways that feel comfortable
These responsibilities should be made clear when recruiting folks to take on these roles.
** Reporting back at the CEI monthly meeting
Communication and outreach
** 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)
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
* These responsibilities should be made clear when recruiting folks to take on these roles.
Updating Google Group
 
DLF staff gathers names and email addresses of interested people gathered from Forum registration and provides them to the Admin co-chairs.
=== [https://drive.google.com/drive/folders/1rd3mI_NTZ9GD2mq8ev9g2gAXRY4pEEcH?usp=sharing Communication and Outreach] ===
The Admin Group is responsible for:
==== DLF CEI Google Group ====
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.  
The DLF CEI has a dedicated Google Group and associated email address for communicating with DLF CEI members: [mailto:dlf-committee-for-equity-and-inclusion@googlegroups.com 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.
CEI monthly meeting reminders, using this CEI Meeting reminder template.
==== Admin Group responsibilities ====
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.
* 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 [https://docs.google.com/document/d/1r7vN4tDTpQWweHQNVYefyN6QKHFDc_BUwqSTkdEicXQ/edit?pli=1 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.
[[#top|Top of Page]] | [https://wiki.diglib.org/Committee_for_Equity_and_Inclusion Back to the DLF's Committee for Equity and Inclusion (CEI) page]
 
== Technology ==
== Technology ==
Google Drive (permissions, organization, and conventions)
=== [https://drive.google.com/drive/u/1/folders/0AKwikPlBxfGCUk9PVA Google Drive] ===
Contact the DLF liaison (currently Gayle Schechter) to be added to the Google Drive.  
* Contact the DLF liaison (currently Gayle Schechter) 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.
* 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
=== DLF CEI [https://groups.google.com/g/dlf-committee-for-equity-and-inclusion?hl=en Google Group] ===
Aliya Reich <areich@clir.org>
==== Owners ====
Gayle Schechter <gschechter@clir.org>
* Aliya Reich [mailto:areich@clir.org areich@clir.org]
Becca Quon <bquon@clir.org>
* Gayle Schechter [mailto:gschechter@clir.org gschechter@clir.org]
Managers
* Becca Quon [mailto:bquon@clir.org bquon@clir.org]
Jasmine Clark <jasmine.l.clark@temple.edu>
==== Manager(s) ====
Members
* Jasmine Clark [mailto:jasmine.l.clark@temple.edu jasmine.l.clark@temple.edu]
An an ad hoc/ongoing basis, any individual can use the Google Group process to request membership.
==== Members ====
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.
* An an ad hoc/ongoing basis, any individual can use the Google Group process to request membership.
DLF CEI wiki
* 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.
 
=== [https://wiki.diglib.org/Committee_for_Equity_and_Inclusion DLF CEI wiki] ===
CEI members can use the “Request Account” link to submit a form to get permission to edit the 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.
=== [https://www.diglib.org/ DLF website] & [https://www.diglib.org/groups/dlf-committee-for-equity-and-inclusion/ DLF CEI landing page] ===
Should be considered a public “landing page” for the working group
* 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
[[#top|Top of Page]] | [https://wiki.diglib.org/Committee_for_Equity_and_Inclusion Back to the DLF's Committee for Equity and Inclusion (CEI) page]
 
== CLIR/DLF Admin support ==
== CLIR/DLF Admin support ==
DLF liaisons:  
=== DLF liaisons ===
DLF Organizers Toolkit (not updated since August 2018)
* INFO TBD
=== [https://wiki.diglib.org/Main_Page#DLF_Organizers.27_Toolkit DLF Organizers Toolkit] ===
This has not been updated since August 2018.
[[#top|Top of Page]] | [https://wiki.diglib.org/Committee_for_Equity_and_Inclusion Back to the DLF's Committee for Equity and Inclusion (CEI) page]

Revision as of 15:53, 25 May 2022

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

Overview

Digital Library Federation (DLF)

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.

Committee on Equity & Inclusion (CEI)

For an overview of the CEI, please visit:

  • DLF CEI Wiki - contains background on the CEI, as well as information on joining the standing committee (including a link to the Google Group and meeting agendas), links to the five sub-groups, as well as the goals and activities. Group members can edit the Wiki.
  • CEI description on DLF website - contains background and history on CEI, past initiatives, information on joining the standing committee (including a link to the Google Group and wiki), and important resources (including the DLF Organizer’s Toolkit). It’s not a page that CEI members have easy access to edit. Only Staff members can edit the web pages (updates go to info@diglib.org and/or Gayle).

CEI leadership

Scope of CEI work

CEI’s relationship to DLF

Key Contacts

  • DLF staff (info@diglib.org will reach the people below) representation required at CEI meetings
    • Jennifer Ferretti ​​jferretti@clir.org (Senior Program Officer)
    • Gayle Schechter gschechter@clir.org (Program Associate) - general support, especially working group related issues; official CLIR/DLF representative at the CEI meeting.
    • Aliya Reich areich@clir.org (Program Manager for Conferences & Events) - focused primarily on Forum related touchpoints.
  • Board of Directors: CLIR is governed by a board of directors representing large and small academic libraries, research institutes and collections, scholarly associations, and publishers. The Board sets policy, oversees the investment of funds, establishes goals, and approves strategies for their achievement. For a list of the Board of Directors, please visit the Governance page.

DLF Groups

  • 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 Delegating responsibilities to the Groups: DLF gets support from CEI for the Forum, but that’s it.
  • How do the Groups interact with each other

DLF Organizers’ Toolkit

Top of Page | Back to the DLF's Committee for Equity and Inclusion (CEI) page

DLF CEI specifics

Organizational structure

The DLF CEI is organized into an Admin Group and subgroups.

DLF CEI Admin Group

The Admin Group is comprised of a small group of co-chairs who work to ensure the ongoing functioning and stability of the Committee as a whole, as described in its stated charge and scope of responsibilities.

Subgroups

  • Subgroups are focused on specific areas of work based on the interests and capacity of the CEI membership at that time.
  • Each group develops a charge (approved by consensus and with support from the CEI Admin Group) and selects a chair and vice-chair.
  • Documents and artefacts related to the work of the subgroup (charge, running agenda, etc.) are created and managed in a dedicated subfolder within the DLF CEI Google Drive.
  • CEI members can propose discussing the formation of a new subgroup at any time; a decision to establish a subgroup will come out of those discussions.
  • Subgroups typically disband upon the completion of their deliverables, with the exception of the ongoing “Inclusivity @ the DLF Forum” subgroup that provides support for the annual DLF Forum’s inclusivity goals.
  • Spreadsheet of subgroups and members, past/present

Meetings

Admin Group meeting

  • Frequency: monthly, the Monday before the CEI monthly meeting
  • Attendees: CEI co-chairs

General CEI meeting

  • Frequency: monthly
  • Schedule the year’s meetings at the beginning of the year;
    • Send out a survey after the New Year to identify an optimal recurring time.
    • Get the year’s meetings scheduled with current CLIR/DLF staff contact (currently Gayle Schechter).
  • Attendees: open to anyone; facilitated by an Admin Group co-chair; CLIR/DLF staff participate--Gayle Schechter is the CLIR/DLF representative

Subgroup meetings

  • Frequency: monthly or more frequently as needed; facilitated by subgroup chair(s)
  • Attendees: open to anyone, but organized around the needs and schedules of committed subgroup volunteers. CLIR/DLF staff participate

Meeting agendas

Meeting agendas are created and maintained in the appropriate subfolder of the DLF CEI shared Google Drive.

Recruiting

Members

Members of the CEI and subgroups are recruited on an ongoing basis, primarily through the following:

  • Announcements at the annual DLF Forum: DLF working groups receive the opportunity to present on the work of their group during designated sessions. The registration form for the Forum also offers individuals the option to be added to the listservs of different working groups.
  • 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 making announcements and calls through their own networks.
  • A recruitment email template can be used as a starting point.
  • Members are encouraged to be as actively engaged as they are comfortable, and are also welcome to simply attend meetings to be part of the community. Members are also asked to review the DLF Code of Conduct before attending their first CEI meeting.

Leadership (Admin and subgroup Chairs)

  • Admin co-chairs and subgroup chairs and vice-chairs 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 Gayle Schechter) 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