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Purpose
The CLSP Implementation Steering Committee (ISC) will oversee, guide, and lead the implementation of the Alma ExLibris Library Services Platform (LSP) software in the 18 participating college libraries. The Committee’s establishment is the result of the outcome of the CLSP Steering Committee and CLSP Adjudication Committee work and is sponsored by College Libraries Ontario (CLO).
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The ISC will establish the foundation for future ongoing collaboration by leading the development of governance structures, shared policies, guidelines, and documentation for all participating libraries beyond the initial implementation.
Responsibilities
The group is bound by the CLO executive and is responsible for representing all college libraries that are participating in the migration and implementation of Ex Libris.
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 :
2 CLO Members drawn from the college libraries participating in the CLSP Implementation Project to act as Co-Chairs
4-5 Subject Matter Experts, representing key areas of work to act as working group (or subcommittee) chairs Subcommittee Chairs and liaisons with the Steering Committee
OCLS Executive Director Project or Manager of Services – ex officio
Project Facilitator- – ex officio
IT, expertise - TBD
Roles
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Project Manager – ex officio
CLSP Project and Communications Administrator – ex officio
Roles
Co-chairs: call meetings, set agendas, chair meetings, provide updates to CLO Executive and CLO membership
Meetings
The ISC Steering Committee will meet
Outline when and how meetings will take place. Questions to consider:
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how many meetings will be held each year or how frequently will meetings be held?
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How will they be held? (i.e. via teleconference, in-person, etc.)
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what will the format of meetings be, for example will they include small group discussions?
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will non-members be invited to group meetings and if so, under what circumstances?
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is notice of meetings required to groups outside of the committee?
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If subgroups are permitted, when and how will subgroup meetings will be arranged?
Agendas and minutes
Insert who is responsible for minute-taking and agenda setting, , review Briefing Notes and prepare as necessary to come to informed decisions on important issues raised to the Committee.
Subject Matter Experts/Subcommittee Chairs: report on activities of the subcommittees, review Briefing Notes and prepare as necessary to come to informed decisions on important issues raised to the Committee, relay actions and decisions of the Committee to Subcommittee members.
OCLS Executive Director or Manager of Services – ex officio: Offer council and guidance as a trusted partner and resource.
Project Manager – ex officio: Assist in the preparation of meeting agendas and minutes, chair meetings as necessary, offer council and guidance as a trusted partner and resource.
CLSP Project and Communications Administrator – ex officio: Prepare meeting agendas and minutes, monitor and share relevant information to project stakeholders.
Meetings
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. 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.
Agendas and minutes
The Project and Communications Administrator will prepare agendas. Topics for the agenda can be proposed by any member of the ISC. Topics should be shared with the Project and Communications Administrator in advance of the meeting if possible. New items can be added at the commencement of a meeting if necessary.
The Project and Communications Administrator is responsible for minute-taking and any other regulations related to these tasks. Questions to consider:
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how will topics for the agenda be generated?
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who will take minutes for the group? will it be the same person or is a rotation needed?
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Minutes do not need to be highly detailed
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. They should they simply capture
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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”.
Decision-making
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. The final decision to accept the ISC Steering Committee’s recommendation will however remain with each individual participating college.
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
Meetings will be held weekly via Zoom videoconference. 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. Sub-committees and/or Working Groups will be created as needed with a member of the committee set up as chair.
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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Please see the Decision Making Framework for Details: https://clo-collaboration-spaces.atlassian.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).
All seven members will be required to vote. Votes can be submitted electronically if members are not able to make it to a meeting.
A vote of 4 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
The committee reports to College Libraries Ontario (CLO). CLO reports will be handled by the Co-chairs.
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Communications will be provided via email to participating libraries as needed. CLO updates will be provided as required.
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:
Is the committee responsible for reporting back on activities of the group and if so to whom?
Who on the committee is responsible for outward communications?
Who are the stakeholder groups that will need to be updated on the committee’s activities?
Are individual members responsible for reporting back on activities of the group and if so to whom?
What channels are used for reporting and how frequently is reporting required?
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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How often will the group review the relevance and value of its work?
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How often will the group review the terms of reference?
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What is the process for amending the terms of reference? Is consultation required? Is approval by an outside group required?
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Review and amendment
The Terms of Reference have been reviewed and approved by the ISC. Further review is not required unless a change is required to the Terms of Reference as identified by the ISC. In that case, the members must review and approve the change and the PCA will amend the Terms as directed. The amendments will be captured in the version history for the Terms of Reference page and notes in the ISC meeting minutes.
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