Statement of Roles and Responsibilities

Overview:

Texas academic library directors first proposed TexShare as an academic statewide resource-sharing project in 1988. Formal funding for TexShare as a program began in fiscal year 1994. The 53 publicly supported four-year academic and medical libraries were the original TexShare members.

TexShare has grown in membership throughout the years and become the premier program of library resource sharing in Texas. The TexShare consortium is made up of almost 700 public, private, and community college libraries; public libraries; and libraries of clinical medicine. TexShare is a member-driven program, administered by the Texas State Library and Archives Commission with one goal in mind: meeting the information needs of Texas libraries. The success of TexShare is based upon a ready willingness of its members to freely share collections, facilities, access, and expertise.

This document attempts to clarify the roles and functions of each of the components of TexShare's operation and governance. It is intended to provide information for TexShare libraries and librarians, government officials, and for others interested in the workings of TexShare.

Listed below are the roles and selected responsibilities for the TexShare stakeholders. These statements are subject to periodic review and revision by those involved in the management and policy-making aspects of the program.

Texas State Library and Archives Commission

• Charged by statute to establish and maintain the TexShare library resource-sharing consortium. (Government Code §441.222)
• Encouraged by statute to allow designated public school libraries to participate in group purchasing agreements (Government Code §441.229(b))

1. Establishes by Administrative Rule the policies that govern the operation of the consortium (Government Code § 441.225(b)), and participation of designated public school libraries in group purchasing agreements (Government Code § 441.229(c)).
2. Appoints members of the Advisory Board. (Government Code §441.226; 13 TAC § 8.4 (a))
3. Receives advice from the Advisory Board on TexShare programs and plans.
4. Adopts biennial Strategic Plan and Legislative Appropriations Request, including TexShare programs and services.

Director and Librarian

Role:

Charged by statute to administer the consortium. (Government Code §441.205 (a))

Responsibilities:

1. Accountable to the Legislature and the Commission for specific performance objectives of the TexShare consortium.
2. Represents needs of TexShare to the Legislature, the governor and other elected officials and state agencies.
3. Reports to the Commission on activities, accomplishments and needs of TexShare.
4. With the advice of the Advisory Board, recommends policies governing TexShare to the Commission for adoption in Administrative Rule.
5. With the advice of the Advisory Board, establishes categories of consortium services and assesses fees for participation.
6. Approves operational budget for TexShare.
7. Employs a staff "sufficient in number, education and experience to achieve the purposes of the consortium." (Government Code
   §441.205 (a))
8. Calls meetings of the Advisory Board (shared with Advisory Board Chairman). (Government Code §441.206 (b))

Texas State Library and Archives Commission Staff

Role:

Provides overall management and support for TexShare programs and services.

Responsibilities:

1. 1. Provides basic managerial oversight for all TexShare programs.
2. Monitors day-to-day performance of TexShare activities.
3. Responds to inquiries and communicates with member libraries.
4. Recommends changes in policy, programs and program offerings to the Director and Librarian and the Advisory Board.
5. Works with Chairman of Advisory Board to set agenda for Advisory Board meetings.
6. Coordinates TexShare with other Commission resource sharing activities.
7. Serves as liaison to state government agencies on TexShare issues.
8. Provides administrative support for the TexShare Advisory Board.
9. Provides administrative support for, and coordinates work of, the TexShare Working Groups.
10. In consultation with the Working Groups, the representatives of the Working Groups, and the Advisory Board, appoints members of the Working Groups.
11. Formulates and recommends the annual TexShare budget to the Advisory Board and Director and Librarian.
12. Gathers, analyzes, and reports statistics to the membership and state agencies.
13. Reviews and recommends revisions to performance measures, as appropriate.
14. Applies for and administers grant funding in support of TexShare.
15. In consultation with the Working Groups, develops and issues RFPs and negotiates contracts for TexShare activities and services.
16. Oversees performance of TexShare procurement documents, contracts, or other forms of agreement with strategic partners and other contractors.
17. In accordance with Administrative Rules, issues RFP’s and manages process for TexShare grants programs.
18. Represents and speaks on behalf of TexShare at professional meetings and public forums.
19. Prepares information about TexShare programs and services and distributes it to TexShare members and the public in an appropriate and timely manner.

Chairman of TexShare Advisory Board

Role:

Presides over TexShare Advisory Board and provides leadership for Board activities.

Responsibilities:

1. Calls meetings of the Advisory Board (shared with Director and Librarian). (Government Code §441.226 (b))
2. Works with staff to set agenda for Advisory Board meetings.
3. Presides at meetings of the Advisory Board.
4. Represents Advisory Board to the Commission, the profession, and the public.
   

TexShare Advisory Board

Role:

Charged by statute to advise the Commission on matters relating to the TexShare consortium. (Government Code §441.226 (a))

Responsibilities:

1. Meets at least twice each year regarding TexShare programs and plans. (Government Code §441.226 (b); 13 TAC §8.4 (c))
2. Elects its Chairman and Vice-Chairman. (Government Code §441.226 (e); 13 TAC § 8.4 (f))
3. Represents member institutions and libraries in matters of policy and programs.
4. Reviews TexShare policies and programs and recommends to the Commission necessary changes and additions.
5. Reviews and provides advice on the TexShare operational budget.
6. Reviews and recommends grant funding applications in support of TexShare activities.
7. Reviews recommendations and advises staff on appointments to the TexShare Working Groups.
8. Represents and speaks on behalf of TexShare at professional meetings and public forums.

TexShare Working Groups

Role:

Provide member input on TexShare programs.

Responsibilities:

1. Review TexShare programs and provide advice to Commission staff and the Advisory Board.
2. Designate a chair and a representative to participate in meetings of the Advisory Board.
3. Propose agenda topics for Advisory Board meetings and provide information in support of agenda items as needed. Representatives may confer to prepare for Advisory Board meetings.
4. Assist Commission staff in the selection of electronic databases.
5. Monitor and recommend enhancements to the library card program.
6. Recommend training programs.
7. Review and recommend policy related to the interlibrary loan protocol.
8. Review and recommend policies and procedures for the TExpress courier service.
9. Review TexTreasures grant applications and recommend awards.
10. Recommend procedures for communicating information about TexShare programs and services.
11. Review and recommend policies and procedures relating to the Library of Texas service.
12. K-12 partners will make recommendations regarding participation of designated public school libraries in TexShare group purchasing activities.
13. Recommend statistics to be gathered and compiled.
14. Prepare special reports and/or sponsor information activities as appropriate.
15. Working groups will conduct their business by email, conference calls, and meetings, as they deem appropriate. They should meet at least once a year.

TexShare Member Institutions

Role:

Participate in TexShare programs

Responsibilities:

1. Participate actively in TexShare programs and governance.
2. Support staff participation in TexShare Working Groups, committees, etc.; especially by paying travel expenses to attend meetings.
3. Remit assessed fees for participation in a timely manner.
4. Report statistics in a timely manner.
5. Provide information in response to requests from Commission staff and/or Working Groups, committees, etc.
6. Provide feedback to staff and the Advisory Board on program content and mechanisms.

Participating K-12 Public School Libraries

Role:

Participate in TexShare Programs.

Responsibilities:

1. Participate actively in TexShare group purchasing programs specified for K-12 designated public school libraries by:

a. Designating liaisons/representatives to Working Groups, committees, task forces, etc. as appropriate.
b. Assisting Commission staff in the selection of electronic databases as applicable to public school libraries.
c. Conducting business by email, conference call, and meetings, as they deem appropriate.

2. Support staff participation in TexShare Working Groups, committees, etc. applicable to public school libraries, especially by paying travel expenses to attend meetings.
3. Remit assessed participation fees at designated time period.
4. Provide information in response to requests from Commission staff and/or Working Groups, committees, etc.; especially contact information, database access information, and eligibility information.
5. Provide feedback to staff, TexShare Advisory Board, and ESC-20 on program content and mechanisms applicable to designated public school libraries.
6. Provide resources to implement the database program within the public school library (e.g. infrastructure, curriculum integration, and training).

Strategic Partners

Role:

Provide unique and specific resource sharing expertise to TexShare.

Responsibilities:

1. Fulfill specific responsibilities or services as detailed in procurement documents, contracts, or other forms of agreement.
2. Provide advice and information to TSLAC staff to assist in development and implementation of TexShare programs and services.
3. Provide advice and information to TexShare Working Groups, committees, and task forces by designating a representative to participate in appropriate working groups.
4. Provide advice and information to the TexShare Advisory Board by designating a representative to participate in the meetings of the board.
5. Assist in facilitating communication and collaboration between TexShare and the broader resource sharing communities.