GBIF Participant Node Managers Committee (NODES)

Terms of reference

accepted by GB5, October 2002

Recognizing the participant nodes as a key component in the development of GBIF, the Governing Board has established a Participant Node Managers Committee (NODES).

Considering that the Memorandum of Understanding (Point 1.3) describes a node as: 'A stable computing gateway that allows real-time inter-operational search of multiple institutional, national, regional and/or subregional databases containing primary or meta-level biodiversity data (such as specimen records, catalogues, bibliographic, sequence, protein and ecosystem data) or a single, web-accessible computer containing one or more significant maintained biodiversity databases. A node must provide descriptions of an accepted standard of metadata of the contents and quality of each database. Each node must state an explicit policy regarding Intellectual Property Rights. A node may also contain or link to software tools, including data validation tools. Each Participant may have one or more nodes.'

The Committee will be a forum for exchange of experiences among Node Managers and will provide recommendations to the Governing Board, Science Committee and the Secretariat concerning relevant issues for the nodes, including activities in the GBIF Work Programme that relate to the nodes.

The committee is chartered under the following terms:

Objectives:

• Identify and share best practices in developing and managing GBIF Participant nodes.
• Discuss common problems and identify possible solutions for developing and managing GBIF nodes.
• Explore different models for nodes.
• Consider possible cross node-interactions and partnerships.
• Identify issues for DADI to consider when designing IT tools, protocols and mechanisms that are needed for developing and managing GBIF nodes.
• Address node-related needs that should be taken into consideration in the GBIF Work programme
• Contribute to the setting of longer-term strategic directions for the GBIF work programme.
• Help identify the functions and roles of the Participant nodes and any other potential data providers
• Support the incorporation of existing databases within the GBIF node structure.

Structure, membership, size and duration:

• Each GBIF Voting or Associate Participant is entitled to have one representative on the Committee.
• Each Participant will keep the Committee chair informed of the name and contact details of its representative.
• Stability in representation is desirable.
• The Committee will have a chair and two vice-chairs.
• The chair will be a member of the Executive Committee and must be a representative from a GBIF Voting Participant.
• The chair will be an ex officio member of the Science Committee.
• In case the chair is prevented from participation in a Science Committee meeting, one of the vice-chairs can substitute for the chair.
• The vice-chairs can be representatives from either Voting or Associate Participants.
• The chair and the vice-chairs will be elected by the Governing Board.
• The chair and the vice-chairs are elected for a two year period.
• The chair and the vice-chairs can be re-elected once.

Meetings:

• The Committee will meet at least once a year.
• Node Managers may send a substitute.
• Wherever feasible meetings of the Node Committee shall be organized back to back with Governing Board meetings. Any other meetings shall normally be held via electronic means.
• Node managers should whenever relevant be included in the delegations to Governing Board meetings.
• To keep full Committee meetings to a reasonable size, each Participant is normally entitled to send only one representative to such meetings. However, the chair, in agreement with the hosts of the meeting, may approve exceptions.
• There will be a broader discussion group open to all interested individuals associated with a Participant node.

Budget:

• A budget proposal for the activities of the Committee will be prepared for consideration by the Budget Committee and Secretariat.
• The proposal should be submitted by June of each year.
• Travel and accommodation costs are expected to be the major component of the Committee's budget.
• After the approval by the Budget Committee and the Governing Board, the Committee budget will be administered by the GBIF Executive Secretary.
• The costs of Committee-related activities that pertain to the GBIF Work Programme will normally be integrated into the relevant sub-sections of the Work Programme budget.

Secretariat participation:

• The Deputy Director for Informatics and the Program Officer for Data Access and Database Interoperability will be ex officio members of the Committee and are the GBIF staff members with the overall responsibility of assisting the Committee.

Reporting:

• In October of each year, an annual report of the Committee's activities including experiences and recommendations will be provided to the Science Committee and to the Governing Board.