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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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DefinitionsOversight 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
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Purpose
The CLO 20 is an oversight body providing strategic direction on Page 1+ related issues. All Page 1+ committees and working groups are accountable to the CLO 20.
Membership
This group is made up of library leadership from each participating Page 1+ Library. Each participating library will have only one representative on the CLO20.
Meetings
The group will meet 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.
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.
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.
A third meeting will be held in January to celebrate the work of Page 1+ libraries, staff and partners.
Committees
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. Members of the Page Turners group will participate as Chairs of working groups as needed.
Responsibilities
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Identify initiatives for Subcommittee or Working Group assignment.
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Strike Committees and Working Groups as necessary.
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Oversee the work of Committees and Working Groups.
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Approve Committee and Working Group Project Plans.
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Review and approve the output of Working Groups such as formal recommendations for policy, workflows, and system configurations.
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Report to CLO/CLO 20
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Prepare CLO20 meeting agendas.
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Maintain consistent records of system-wide decisions and make them available to all Page 1+ participating libraries.
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Liaise with CLO Committees to ensure Page 1+ is leveraged to enhance all CLO goals and initiatives wherever possible.
Work with CLO Metadata Committee to ensure participating libraries are provided educational opportunities that will 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 /
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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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Provide Working Group Oversight
Report to CLO Membership
Liaise with CLO Committees
Provide direction and guidance to OCLS regarding Page 1+ support services (NEW)
The following responsibilities should be overseen by the Page Turners but activities to fulfill these responsibilities may be delegated to Page 1+ community members or OCLS as necessary: Manage Page 1+ Communications (NEW)
Facilitate Learning Opportunities (NEW)
Support Page 1+ Community of Practice (NEW)
Liaise With External Partners (NEW)
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Provide direction and guidance to OCLS regarding Alma and Primo VE support, including
Network Zone Oversight
Central Analtyics Services
Sandbox Management
? Tracking system enhancements and making sure the consortium is leveraging Alma and Primo VE to the fullest extent. Reporting Issues to Ex Libris and following up with Support Portal Cases.
etc.
Membership
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The Page Turners group is made up of six 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 |
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Ex officio members includes one OCLS Executive, Manager of Services, or Page 1+ Coordinator, and one Page 1+ Project & Communications Administrator.
Roles
TBD
Service Terms
TBD
Meetings
The Page Turners will meet monthly.
Decision-Making
Decisions will be made by consensus whenever possible. When a consensus cannot be reached, the following shall apply:
TBD
The Page Turners group will be given the authority to make decisions on behalf of the CLO20. There may be a difference when it comes to financial decisions that impact the colleges budgets. High-impact financial decisions must be taken to all the members.
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as well as subject matter expertise. Two Co-Chairs:Call meetings, set agendas, chair meetings, provide updates to CLO Executive, CLO membership and other external stakeholders, review Briefing Notes and prepare as necessary to come to informed decisions on important issues raised to the Committee. Co-chairs also sit on working groups, as needed; (co-chairs require appropriate level of comfort with report writing (reports to CLO, CCVPS, etc.) Four Additional Voting Members4 additional members who sit on aforementioned committees (not as chairs or voting members, necessarily).
All committee members will act as back-up for each other and communicate to ensure that there is always a representative at relevant committee/working group meetings.
committee representatives are responsible for taking notes and determining action items of relevance and importance to Page Turners notes and actions are provided via Confluence (template to be provided) and action items are rolled up to the co-chairs as agenda items for future meetings. Create a method for rolling up and prioritizing a) new developments from ExLibris and b) innovative ideas for use of Page 1+ (may need to appoint relevant liaisons). 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 TermsTBD - Membership will be reviewed every two years. |
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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.
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Page 1+ is a collaborative effort. In order for this project to be successful, deliberations of the Page Turners 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.net/wiki/spaces/CI/pages/77266968/Decision+Making+Framework+Draft When an agenda item will result in a decision by the Committee, the item should 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 Page Turners group will be given the authority to make decisions on behalf of the CLO Membership. There may be a difference when it comes to financial decisions that impact the colleges budgets. High-impact financial decisions must be taken to all the members. |
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The Page 1+ Steering Committee is accountable to CLO. Do other CLO Committees such as Metadata, eResources or Metrics report to Page 1+? How will we ensure committee members are working across silos and not making decisions in isolation? Meeting Agendas & Minutes All meeting agendas and minutes 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. Reporting to CLO The committee reports to College Libraries Ontario (CLO). CLO reports will be handled by the Co-chairs. The committee recognizes College libraries that have expressed an interest in a shared ILS as their stakeholder group. The broader CLO membership is recognized as an interest group. Communications will be provided via email to participating libraries as needed. CLO updates as required. Reporting to CCCVP TBD Reporting to others? TBD |
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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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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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TBD - Takes the place of the Bibliographic Standards Working Group. Overseeing a Page 1+ Cataloguing Program that includes named cataloguers within the system, responsible for metadata management at a consortial level. Each cataloguer knows the role they play in the consortium.
NOTE: a Page 1+ Cataloguing Program should have a low enough bar that people can participate but high enough for consistent set of quality records. The Committee may also be responsible for reviewing recommendations from Indigenous Matters and ensuring the College Library Catalogues reflect best practices in the form of,
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TBD - Only experienced cataloguers, or anyone cataloguing in the system? Cataloguing expertise required? Roles TBD Terms TBD |
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TBD Agendas and Minutes TBD Decision-Making TBD |
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TBD The subcommittee MetCat Committee reports to the Steering Committee. Chairs provide subcommittee updates in the Steering Committee meeting. Formal reporting is not required, but the subcommittee Committee is responsible for preparing Briefing Notes at the request of the Steering Committee or to address issues the Steering Committee has identified. |
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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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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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Enhancing the capacity of colleges in the system to leverage Alma Analytics as individual institutions and consortially. |
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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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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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Enabling both physical and electronic resource sharing across the system. |
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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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Parking Lot
Network Zone Oversight
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Provide oversight of NZ content, specifications and maintenance. |
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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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Leveraging high quality bibliographic standards in the system to maximize dicoverability of college resources in Primo VE. |
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Training
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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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