TUG Statistics and Reports Group

Terms of Reference

The TUG Statistics and Reports Group is accountable to the TUG Executive Committee, composed of the library directors (University Librarian, Chief Librarian, or delegate) from each institution.

The TUG Executive Committee is responsible for:

Overseeing contracts with vendors including all warranties and system performance guarantees made by the vendors;
Ensuring any server(s) and related hardware and software are insured, with the understanding that each University is individually responsible for any inconvenience or disruption experienced, whether accidental or otherwise, in the event of system problems;
Reviewing and approving strategic plans, policies and regulations;
Approving the TUG Statistics and Reports Group budget;
Resolving business, academic, and administrative conflicts which may arise;
Deciding where and for how long any server hardware required shall be located; it is agreed that the current Cognos server shall be located at the University of Waterloo for a two-year renewable term beginning May 2002 [next renewal date: May 2008].

TUG Statistics and Reports Group: Membership & Responsibilities

The TUG Statistics and Reports Group will be composed of one representative of each of the TUG Libraries (appointed by the respective members of the TUG Executive Committee). The composition of the TUG Statistics and Reports Group may be modified at the discretion of the TUG Executive Committee.

The TUG Statistics and Reports Group and the TUG Executive Committee will meet annually and as required.

The TUG Statistics and Reports Group will coordinate TUG’s collaborative efforts in the effective delivery of statistics and reports, including the coordination and facilitation of the setting of priorities and the identifying of required resources. They will do this in close consultation with local statistics and reports groups, the TRELLIS Operational Management Group (TOMG), and stakeholder groups including TUG operational managers and staff.

The TUG Statistics and Reports Group is responsible for:

Making recommendations to the TUG Executive Committee on policy, financial, resource, long term planning and other issues as required;
Preparing and submitting a proposed annual TUG Statistics and Reports budget;
Regularly informing TUG library staff of ongoing activities and developments;
Working with local statistics and reports groups and appropriate TUG managers on the prioritization and implementation of decisions regarding requirements for statistics and reports;
Assigning and coordinating the work of teams and subgroups as necessary;
Facilitating the exchange of statistical information with library departments and/or functional areas, TriUniversity Group administrative departments, external reporting agencies (including CARL, OCUL, Maclean’s, ARL and CURIE), and other appropriate bodies;
Coordinating and facilitating the maintenance of shared TUG statistics and reports server(s) and systems including:

Liaison between TUG and the Library Systems Department, or other computing center, managing any server, storage or software environment hosting shared TUG statistics and reports information;
Ensuring that an effective central data backup strategy is in place;
Ensuring compliance with any vendor agreements;
Coordinating system upgrades, data conversion and migration plans, and staff training;
Ensuring that, where necessary, access to shared data is restricted by appropriate methods to ensure confidentiality;
Management of a TUG Statistics and Reports website.

Cost Sharing

In accordance with the TUG Cost Sharing Agreement (2000), and the TUG Cost Sharing Document of June 7, 2001, capital and operational expenses will be reconciled annually among the members of the TriUniversity Group of Libraries. Costs will be reconciled based on the annual percentage reconciliation model utilized for the TRELLIS program. The University housing the Cognos servers will act as the fiscal agent.
As part of a mid-fiscal year TUG budget review (January), the TUG Statistics and Reports Group will project operating costs for the next fiscal year. These costs will include, but are not limited to:

Administrative costs (such as secretarial support, travel, training, consultant fees, publications);
Hardware maintenance costs;
Software maintenance and support including Software license fees;
Hardware and Software costs;
Human Resource costs (FTE requirements related to TUG library staff)

The TUG Executive Committee (Mark Haslett, Sharon Brown and Helen Salmon),

Revised, January 9, 2008