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Draft Page 1+ Governance Structure Post-Go-Live

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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.

Definitions

Oversight bodies provide strategic direction and meet less frequently.

Committees provide 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

CLO

Please see the College Libraries Ontario site.

CLO 20

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.

  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.

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

  • Identify initiatives for Working Group assignment.

  • Strike Committees and Working Groups as necessary.

  • Oversee the work of Committees and Working Groups.

  • Approve Committee and Working Group Project Plans.

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

  • Report to CLO/CLO 20

  • Prepare CLO20 meeting agendas.

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

  • 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 /

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

  • Support Page 1+ Community of Practice

  • Participate in ELUNA.

  • 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

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.

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.

 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.

 Review 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

Maintaining bibliographic standards and educating CLSP members on the use of standards.

Responsibilities

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.

  • Maintain standards - development and continued review and maintenance

  • Provide education opportunities

  • Promote and communicate the goals of minimum standards

  • Set up Roles and Import Profiles in the Network Zone

  • Develop Alma templates and other functionality to make the use of standards more consistent across the system

  • Ensuring maximum collaboration in technical services and workflows across 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,

  • Creating and maintaining authority files with the help of OCLS and information gathered from across the system?

  • Directions on suppressing terms in Primo VE?

Membership and Roles

TBD - Only experienced cataloguers, or anyone cataloguing in the system? Cataloguing expertise required?

Roles

TBD

Terms

TBD

 Meetings

TBD

Agendas and Minutes

TBD

Decision-Making

TBD

 Communication

TBD

 Accountability and reporting

TBD

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

 Review 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

 Purpose

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

 Responsibilities

TBD - Takes the place of CLO Assessment Committee?

 Membership & Roles

Members

TBD

  • Takes the place of CLO Assessment Committee?

Roles

TBD

Terms

TBD

 Meetings

TBD

Agendas and Minutes

TBD

Decision-Making

TBD

 Communication

TBD

 Accountability 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.

 Review 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

Alma D Implementation

TBD

Leganto Implementation

TBD

Resource Sharing

TBD

 Purpose

Enabling both physical and electronic resource sharing across the system.

 Responsibilities

TBD

  • enabling controlled digital lending or ILL of eResources across participating colleges

  • coordinating license agreements for electronic resources to allow for greater sharing of resources

  • educating consortium members on legal and political landscape regarding digital resource sharing

  • enabling physical resource sharing across the colleges

  • coordinating physical lending policies across the colleges

  • spearheading new pilot projects to share digital and physical resources across the system

 Membership & Roles

Members

TBD

Roles

TBD

Terms

TBD

 Meetings

TBD

Agendas and Minutes

TBD

Decision-Making

TBD

 Communication

TBD

 Accountability 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.

 Review 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

 Purpose

Provide oversight of NZ content, specifications and maintenance.

 Responsibilities

TBD

  • Review quality and functionality of eResource collections in the NZ

  • Select CZ collections to represent in the NZ

  • Provide direction to OCLS on distributed access of eResource Collections in the NZ

  • Provide direction to OCLS on management of import profiles for metadata not found in the CZ.

 Accountability 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

 Purpose

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

 Responsibilities

TBD -

  • coordinating with MetCat Subcommittee to ensure bibliographic data is aligned with Primo VE

  • reviewing updates to Primo VE before they are rolled out to the colleges with recommendations for implementation in IZs and the NZ Primo instances.

  • Providing guidance and oversight of Primo VE instance of the Network Zone (OCLS will administer but Subcommittee will provide strategic direction)

 Membership & Roles

Members

TBD

Roles

TBD

Terms

TBD

 Meetings

TBD

Agendas and Minutes

TBD

Decision-Making

TBD

 Communication

TBD

 Accountability 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.

 Review 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

 Purpose

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

 Responsibilities

TBD - Takes the place of CLO Assessment Committee?

 Membership & Roles

Members

TBD

  • Takes the place of CLO Assessment Committee?

Roles

TBD

Terms

TBD

 Meetings

TBD

Agendas and Minutes

TBD

Decision-Making

TBD

 Communication

TBD

 Accountability 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.

 Review 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?

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