Governance

  1. The Regents Academic Committee on Libraries (RACL) establishes the Georgia Knowledge Repository Coordinating Committee for the GKR, an initiative of GALILEO, the Board of Regents of the University System of Georgia (University System).
  2. The governance structure for the GKR program will consist of a Coordinating Committee to manage the project, to recommend strategic direction, to prepare budgets, and to implement continuing evaluation procedures. Library Services of the University System will advise the Coordinating Committee concerning strategic direction and budget guidelines.

    The GKR Coordinating Committee will report to the RACL Executive Committee and will consist of the following members:

    • A RACL Executive Committee representative
    • GKR Functional Committee chairs
    • Three at-large members
    • A provost or dean from an institution participating in GKR
    • A representative from non-USG institutions participating in GKR
    • Executive Director of Library Services, University System of Georgia (non-voting)
    • Director, GALILEO Support Services (non-voting)

    The GKR Coordinating Committee members will be appointed as follows:

    1. The RACL Executive Committee representative is appointed by the Chair of RACL, with the advice and consent of the RACL Executive Committee, and is selected from the RACL Executive Committee membership.
    2. GKR Functional Committee chairs are selected by the RACL chair, with the advice and consent of the RACL Executive Committee.
    3. The at-large members are nominated by the library directors of participating institutions, and are appointed by the RACL chair, with the advice and consent of the RACL Executive Committee. The GKR Coordinating Committee Chair, Chair Elect and Secretary will be chosen from this group. A non-USG representative will be chosen to represent the non-USG members.
    4. The provost or dean is appointed by the University System Vice Chancellor for Academic Affairs.

    GKR Coordinating Committee member terms begin on July 1. The Coordinating Committee chair, Functional Committee chairs, at-large representatives, provost/dean, and non-USG institution representative will serve two-year terms, although initial terms of three years may be established for some representatives to provide for a staggered membership rotation. Prior to July 1, the Chair will solicit the RACL Executive Committee for appointments for new members and arrange for an election of a Chair Elect and Secretary. Because of the GKR planning and administrative services provided by USG Library Services, the Executive Director of Library Services and the Director of GALILEO Support Services will also serve as permanent members. GALILEO Staff, named by the Executive Director for Library Services, will serve as technical resource for the Committee. The Coordinating Committee will meet as frequently as is necessary to address GKR management and budget issues. All meetings are open to all members of participating institutions.

    The duties of the GKR Coordinating Committee are as follows:

    1. Recommend to the RACL Executive Committee the GKR policies and procedures, including the conditions and criteria governing who may participate in the GKR project.
    2. Review and discuss issues that arise from implementation or change of the various GKR services.
    3. Address any issues with other resource-sharing activities that affect GKR and make recommendations as appropriate.
    4. Apprise RACL when no consensus can be reached on the resolution of a problem.
    5. Plan and conduct an annual meeting of all GKR participants. The annual meeting will be coordinated by the Chair Elect and the Secretary in concert with the committee members and USG Library Services.
    6. Develop charges for a Faculty Advisory Committee and appoint representatives from participating institutions.
    7. Appoint sub-committees and/or task-forces as may be necessary for the operation and development of the GKR program.
    8. Provide a budget recommendation to the RACL Executive Committee concerning the ongoing expenses of the GKR program, including the operation of the central GKR computer sites, training, and hardware or software upgrades.

  3. The duties of the GKR Functional Committees (Content and Metadata; Technical Systems; Outreach, Education and Scholarly Communication) are:

    1. To provide suggestions and ideas for the annual meeting of all GKR participants.
    2. To share information.
    3. To make recommendations regarding the functional area(s) to the GKR Coordinating Committee, RACL or other groups as appropriate.
    4. As needed, GKR Functional Committees may be tasked by the GKR Coordinating Committee or RACL for a specific project related to the functional area.

  4. Library Services will:

    1. Maintain a Helpdesk to provide a single point of contact, 24 hours a day, seven days a week to receive service requests and to log, track, and resolve support requests in addition to emergency, business interruption, or other production down situations which may occur after hours and on weekends.
    2. Develop written agreements as needed in consultation with the GKR Coordinating Committee and/or RACL Executive Committee to be signed by authorized institutional personnel, to ensure equitable and consistent support for all parties involved in the GKR project.
    3. Bill the libraries annually for necessary expenses related to the cost of software, hardware, support, and maintenance.
    4. With the advice of the GKR Coordinating Committee, serve as the contracting authority to execute contracts and supervise contractors’ performances as a legal agent of the University System.
    5. Act as primary technical and administrative contact with vendors and others to support the GKR (metasite changes, hosting, harvesting, mapping, communications, etc.)

  5. Participating Institutions will:

    1. Communicate additions or modification(s) of their information repository systems, including contact information, to the GALILEO Service Site Coordinator.
    2. Manage their local institutional repository functions, such as selecting and uploading content, creating metadata, etc.
    3. Work closely with respective institutional repository vendor(s) to ensure successful operations, and be responsible for communicating vendor expectations and issues to Library Services as needed.
    4. Generate and create local library reports.
    5. Be responsible for the distribution and replication of documentation.
    6. Provide data to Service Provider (Library Services) site as required.
    7. Ensure that local data meets system-wide specifications.
    8. Maintain effective communications about GKR to the local library.
    9. Abide by GKR program requirements as defined by the GKR Coordinating Committee.

  6. The GKR Governance Structure will be reviewed annually and is subject to change by a formal act of the RACL Executive Committee.

    Approved by RACL Executive Committee, August 29, 2014

    Revised and approved, June 2015