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The Implementation Steering Committee will support the creation of OCLS Service Level Agreements; sub-committee governance structure and membership recommendations; consortium functions planning; migration/implementation/go-live planning; and on-going communications to the participating college libraries.
Committee members are responsible for educating themselves fully in the Alma/Primo environment and providing guidance in best practices for policy, workflow and practice.
Membership
Membership is made up of :
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The Implementation Steering Committee will meet weekly or as otherwise deemed necessary. Meetings will be held weekly via Teams video conference. Meetings will involve agenda driven group discussions and planning. Non-committee members (i.e. Project Manager, vendor representatives, IT liaisons) will be invited as needed to provide information. Notice of committee meetings will not be provided to groups outside of the committee, however, updates will be given to CLO.
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The Project and Communications Administrator is responsible for minute-taking and any other regulations related to these tasks. Minutes do not need to be highly detailed. They should they simply capture a brief summary of deliberations, decisions and action items. Minutes will be circulated within one week following meetings.
Agendas and meeting minutes will be shared via the CLSP Collaborative space and store in the ISC pages under “Meeting Minutes”.
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As highlighted in the project vision and values, the Implementation portion of the CLSP project is a collaborative effort. In order for this project to be successful, deliberations of the ISC Steering Committee and their final recommendations must be made in the name of all colleges participating in this project, as a group. Please see the Decision Making Framework for Details: https://clo-collaboration-spaces.atlassian.
Insert how decisions will be arrived at. Questions to consider:
Is quorum required for decisions? If so, how many members constitute quorum?
How are decisions made? Chair decides, secret ballot, open voting?
How are decisions carried? Majority, consensus?
Are formal motions necessary?
Meetings
Agendas and minutes
Agendas for meetings will be created by co-chairs with input from the committee.
Ideally one member will be responsible for taking minutes OR a rotation amongst members.
Minutes should capture discussion themes and decisions
Minutes will be circulated within two weeks following meetings.
Communication
Outline requirements for communicating within the committee. Questions to consider:
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how will group members share information and resources?
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how will confidential materials be dealt with?
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how will committee activities be documented, and where will committee documents be stored?
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will there be a web space for the group and if so, will it be password protected and who will be responsible for facilitating it?
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net/wiki/spaces/CI/pages/77266968/Decision+Making+Framework+Draft
When an agenda item will result in a decision by the Committee, the item must be added to the agenda (in the format of a formal motion or Briefing Note) and shared with Committee members prior to the meeting with sufficient time for members to become familiar with the issue.
The Implementation Steering Committee will strive for decision by consensus.
Where consensus is not possible, the decision will go to a vote by the seven voting members of the Committee (2 Co-Chairs, 5 Subcommittee Chairs).
At least 5 voting members must be present to hold a vote.
A vote of 3 or more carries.
Communication
All meeting agendas, minutes and other communication from or to the ISC will be stored in Confluence. Briefing Notes and official motions will be stored in Confluence, with the exception of confidential materials that will be distributed by email and saved on the OCLS H-Drive under the CLSP Project Management Office directories.
Accountabilityand reporting
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The project manager will handle the required financial reporting requirements to the Ministry of Colleges & Universities and eCampus Ontario based on the respective funding received in support of the project.
Insert to whom the committee reports and how. Questions to consider:
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Is the committee responsible for reporting back on activities of the group and if so to whom?
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Who on the committee is responsible for outward communications?
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Who are the stakeholder groups that will need to be updated on the committee’s activities?
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Are individual members responsible for reporting back on activities of the group and if so to whom?
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Review and amendment
Insert how and when the terms of reference will be reviewed and the process for amending the terms of reference. Questions to consider:
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