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Terms of Reference - ISC DRAFT

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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).

The work of the committee will take both an operational and strategic focus at varying points throughout the project. While the actual implementation itself remains operational in nature, it is underpinned with continued conversations, governed by this group and its membership, that support strategic conversations around collaboration that will inform policies and procedures that will ultimately shape the parameters of the new system.

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

  • 5 Subject Matter Experts, representing key areas of work to act as Subcommittee Chairs and liaisons with the Steering Committee

  • OCLS Executive Director or Manager of Services – ex officio

  • Project Facilitator – ex officio

  • 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, 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. 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”.

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. 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.

Accountability and reporting

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.

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. 

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:

  • 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?

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