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E-resources/Acquisitions Subcommittee

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The E-resources and Acquisitions Subcommittee is responsible for researching and recommending best practices related to e-resources and acquisitions activities, developing and recommending Alma workflows, and ensuring that staff involved with e-resources and acquisitions activities have the necessary knowledge and training.

Membership

Membership consists of a strong representation from small, medium and large FTE Ontario College Libraries with an interest in the e-resources and acquisition activities.

Previous Committee Members:

Areas of Responsibilities

The subcommittee has the following responsibilities:

  • Become proficient in the Alma/Primo systems and experts in the e-resources management and the acquisitions functionality of the systems.

  • Provide guidance on consortium-wide decisions and best practices for individual colleges to make management and evaluation of resources more efficient for e-resources management and acquisitions .

  • Identify how the implementation of Alma and Primo can enhance collaboration across the colleges and advocate for collaboration.

  • Support requests from the Implementation Steering Committee for research and recommendations related to e-resources management and acquisitions (e.g., requests for briefing notes).

  • Collaborate with other sub-committees as appropriate to provide guidance from an e-resources management and the acquisitions perspective with regards to shared analytics, e-resource management, fulfillment, and discovery training.

Potential Subcommittee Activities

In fulfilling its responsibilities, the subcommittee may:

  • Facilitate best practices for the acquisitions and discovery life cycle of electronic and print materials to make management and evaluation of resources more efficient for individual colleges and CLO Libraries as a whole, in conjunction with other applicable sub-committees.

    • Acquisitions life cycle includes purchasing, ordering, invoicing, receiving, and claiming.

    • E-resources life cycle includes licensing, holdings and rights management, discovery, usage analysis, and renewal or cancellation review.

  • Research acquisitions management best practices and policies for print and electronic resources in a consortial environment, and make recommendations related to storing, sharing, and managing all related information.   

  • Research and develop configuration for individual and group-wide acquisitions functionality and identify any connection needs with campus financial systems.

  • Ensure fiscal reports meet the needs of each participating library.

  • Stay abreast of current trends and recommend configurations for individual library and consortial functionality within Alma. 

  • Analyze e-resource delivery and discovery and recommend best practices to relevant working groups that are user-friendly and encourage the best use of local and system-wide resources. 

  • Maintain ongoing documentation for all users such as Libguide and FAQ pages.

Meetings

Agendas and Minutes

The Project and Communications Administrator (PCA) prepares agendas as directed by the Chair. Topics for the agenda can be proposed by any member of the subcommittee. Topics should be shared with the PCA in advance of the meeting, if possible. New items can also be added at the start of a meeting.

The PCA is responsible for minute-taking and any other related tasks. Minutes do not need to be highly detailed. They should capture a brief summary of deliberations, decisions and action items. Minutes are published within one week of the meeting.

Agendas and meeting minutes are published in CLSP Collaborative space in the sub-committee’s pages under Meeting Minutes.

Frequency

The sub-committee meets on an as-needed basis with meetings planned by the Chair.

Decision-making 

When an agenda item requires the sub-committee to make a recommendation, sub-committee members must receive the agenda in advance in order to review and prepare for the meeting discussion.

  • The sub-committee will strive for decision by consensus.

  • Where consensus is not possible, the decision will go to a vote by the voting members of the sub-committee. The Project Manager, PCA and OCLS members are considered ex officio and do not vote.

  • All members will be required to vote. Votes can be submitted electronically if members are not able to make it to a meeting.

  • The majority carries in terms of voting results.

Documentation

All documentation is stored in Confluence, including meeting agendas and minutes, briefing notes, and other relevant documentation and communication.

Exception: Confidential material is distributed by email and saved on the OCLS H-Drive under the CLSP Project Management Office directories.

Accountability and reporting

The sub-committee reports to the ISC. Chairs provide sub-committee updates in the weekly ISC meeting. Formal reporting is not required, but the sub-committee is responsible for preparing Briefing Notes at the request of the ISC or to address issues the sub-committee has identified.

Review and Approval

The Terms of Reference have been reviewed and approved by the sub-committee. Further review is not required unless a change is required to the Terms of Reference as identified by the sub-committee or the ISC. In that case, the members must review and approve the change and the PCA will amend the Terms as directed.

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