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Summary

This document describes a possible CLO organizational structure that will account for the new roles and responsibilities introduced by Page 1+. Existing CLO steering and standing committees are included to help situate Page 1+ within the overall picture of CLO. Updated definitions of committees and working groups are also suggested as a means of simplifying CLO’s organizational structure.

This document has been prepared for the convenience of CLO. It is intended for the CLO Executive and membership to tear into, revise and reshape to their own needs.

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Info

Definitions

Oversight bodiesprovide strategic direction and meet less frequently.

Committeesprovide operational direction over areas that require long-term and consistent guidance. Committees meet more regularly, report to oversight bodies, and assign working group activities.

Working Groups provide operational direction as an ad hock group formed around a single initiative with a project charter including objectives, deliverables and a timeline. Working groups report to committees and are only active for the duration of the project.

Oversight Bodies

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CLO Membership

Please see the College Libraries Ontario site for terms of reference.

CLO Executive

Please see the College Libraries Ontario site for terms of reference.

Committees

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Page 1+ Steering Committee (Page Turners)

Purpose

The Page Turners are the operational planning committee, providing consistent leadership and decision-making that will inform policies and procedures across the system. The Committee’s goal is to ensure Page 1+ is leveraged to support collaboration and enhance CLO initiatives wherever possible.

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titleResponsibilities

Provide Working Group Oversight

  • Identify initiatives for Working Group assignment.

  • Chair Working Groups when possible.

  • Manage call-outs for new WG members

  • Approve Working Group Project Plans.

  • Review and approve the output of Working Groups such as formal recommendations for policy, workflows, and system configurations.

  • Coordinate WG project timelines

Report to CLO Membership

  • Prepare items for discussion at CLO meeting agendas.

  • Maintain consistent records of system-wide decisions and make them available to all Page 1+ participating libraries.

  • Prepare report to CCCVPS

Liaise with CLO Committees

  • Work with CLO Metadata Committee to preserve metadata standards, resource management quality, and collaboration across the system.

  • Work with eResource Steering Committee to ensure optimal collection development and access

  • Work with Metrics and Assessment /

Manage Page 1+ Communications (NEW)

  • Promote and communicate important messaging to internal and external stakeholders.

Provide direction and guidance to OCLS regarding Alma and Primo VE support services (NEW)

  • Review and provide feedback on Page 1+ Service Plans

  • Supporting OCLS funding proposal preparations.

The following should be overseen by the Page Turners but activities to fulfill these responsibilities delegated to Page 1+ community members or OCLS as necessary:

Manage Page 1+ Communications (NEW)

  • Oversee the promotion of Page 1+ and communication of important messaging to internal and external stakeholders.

Facilitate Learning Opportunities (NEW)

  • Ensure participating libraries are provided educational opportunities to develop skill and knowledge across all participating libraries.

Support Page 1+ Community of Practice (NEW)

  • Monitor and facilitate Community Discussion Forum

  • Monitor and facilitate Study Groups

Liaise With External Partners (NEW)

  • OCUL/Omni

  • Participate in ELUNA.

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titleMembership & Roles

The Page Turners group is made up of five voting members and two ex officio members. Voting members must be individuals in administrative roles of the participating Page 1+ Libraries who show strong leadership and vision. The group of voting members should include regional representation from across Ontario as well as subject matter expertise.

Chair/Co-Chairs:

Call meetings, set agendas, chair meetings, provide updates to CLO Executive and CLO membership, review Briefing Notes and prepare as necessary to come to informed decisions on important issues raised to the Committee.

Subject Matter Experts:

  • Systems - also sits on Metrics and Assessment?

  • Metadata & Cataloguing - Also sits on Metadata & Shared Workflows?

  • E-Resource Management & Access - Also sits on eResources?

  • Technical Services

Working Group Chairs report on activities of the Working Group, prepare Briefing Notes to help the Page 1+ Steering Committee come to informed decisions on important issues and relay actions and decisions of the Committee to Working Group members.

Ex Officio Members:

Ex officio members includes one OCLS Executive, Manager of Services, or Page 1+ Coordinator, and one note taker? OCLS Executive Director or Manager of Services – ex officio: Offer council and guidance as a trusted partner and resource.

Service Terms

TBD

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titleMeetings

The Page Turners will meet monthly.

The group will meet with CLO three times per year. These meetings can be held as a part of regular CLO meetings, or as stand-alone separate meetings as the CLO membership prefers.

  1. One meeting will be held in the end of June (before vacations start) for pre-planning and brainstorming new initiatives, project proposals, and early budget estimates. This meeting will fall closely behind ELUNA where new product releases and enhancements will be announced to allow the group a chance to hear a report on ELUNA and new developments.

  2. A second meeting will be held the last week of September/early October (before Thanksgiving) to finalize the Page 1+ annual strategy with budget details, confirmed initiatives and project plans including identified working groups, objectives, deliverables and timelines.

  3. A third meeting will be held in January to celebrate the work of Page 1+ libraries, staff and partners.

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titleReview and amendment of Terms of Reference

Insert how and when the terms of reference will be reviewed and the process for amending the terms of reference. Questions to consider:

  • How often will the group review the relevance and value of its work?

  • How often will the group review the terms of reference?

  • What is the process for amending the terms of reference? Is consultation required? Is approval by an outside group required?

  • How will amendments be tracked?

CLO Metadata and Shared Workflows Committee

Purpose

TBD: Merge Terms of Use from Bibliographic Standards Working Group and the existing Metadata & Cataloguing Subcommittee. Maintaining bibliographic standards and educating CLSP members on the use of standards.

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titleReview and amendment of Terms of Reference

Insert how and when the terms of reference will be reviewed and the process for amending the terms of reference. Questions to consider:

  • How often will the group review the relevance and value of its work?

  • How often will the group review the terms of reference?

  • What is the process for amending the terms of reference? Is consultation required? Is approval by an outside group required?

  • How will amendments be tracked?

eResource Steering Committee

TBD: Perhaps consider combining the roles/responsibilities of the existing eResource Steering Committee with the Page 1+ eResource and Acquisitions Subcommittee.

Metrics and Assessment

TBD: Perhaps consider combining the roles/responsibilities of the existing Metrics and Assessment Committee with the work of the Page 1+ Systems, Analytics, and Data Subcommittee does with Alma Analytics.

Analytics

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titlePurpose

Enhancing the capacity of colleges in the system to leverage Alma Analytics as individual institutions and consortially.

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titleReview and amendment of Terms of Reference

Insert how and when the terms of reference will be reviewed and the process for amending the terms of reference. Questions to consider:

  • How often will the group review the relevance and value of its work?

  • How often will the group review the terms of reference?

  • What is the process for amending the terms of reference? Is consultation required? Is approval by an outside group required?

  • How will amendments be tracked?

OER

As per CLO directives

Indigenous Matters

As per CLO directives

Learning Centres

As per CLO directives

The Learning Portal

As per CLO directives

Working Groups

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Alma D Implementation

TBD

Leganto Implementation

TBD

Resource Sharing

TBD

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titlePurpose

Enabling both physical and electronic resource sharing across the system.

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Expand
titleReview and amendment of Terms of Reference

Insert how and when the terms of reference will be reviewed and the process for amending the terms of reference. Questions to consider:

  • How often will the group review the relevance and value of its work?

  • How often will the group review the terms of reference?

  • What is the process for amending the terms of reference? Is consultation required? Is approval by an outside group required?

  • How will amendments be tracked?

Parking Lot

Network Zone Oversight

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titlePurpose

Provide oversight of NZ content, specifications and maintenance.

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titleAccountability and reporting

TBD

The subcommittee reports to the Steering Committee. Chairs provide subcommittee updates in the Steering Committee meeting. Formal reporting is not required, but the subcommittee is responsible for preparing Briefing Notes at the request of the Steering Committee or to address issues the Steering Committee has identified.

Primo VE

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titlePurpose

Leveraging high quality bibliographic standards in the system to maximize dicoverability of college resources in Primo VE.

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Expand
titleReview and amendment of Terms of Reference

Insert how and when the terms of reference will be reviewed and the process for amending the terms of reference. Questions to consider:

  • How often will the group review the relevance and value of its work?

  • How often will the group review the terms of reference?

  • What is the process for amending the terms of reference? Is consultation required? Is approval by an outside group required?

  • How will amendments be tracked?

Training

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titlePurpose

Coordinating professional development opportunities that allow library staff at all levels, in all libraries to maintain and develop expertise in Alma and Primo VE.

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