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Training/Communications/PR Subcommittee

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The Training/Communications/PR Subcommittee’s focus is to lead, coordinate and support the training, communication and public relations initiatives for external stakeholders as defined in the Communication plan to support the implementation of Alma/Primo.

Team Wiki Space

Membership

Membership consists of a strong representation from small, medium and large FTE Ontario College Libraries with an interest in training, communication and public relations for ExLibris’ Alma and Primo platforms.

Areas of Responsibility

The subcommittee has the following responsibilities:

  • Become proficient in the Alma/Primo systems and experts in the Ex Libris training space and other training options, as well as migration/implementation communication and PR examples.

  • Provide guidance on consortium-wide decisions and best practices for individual colleges on training, communication and PR.

  • 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 training, communication and PR (e.g., requests for briefing notes).

  • Collaborate with other subcommittees as appropriate to identify general and specific training needs and ensure they are addressed.

Potential Subcommittee Activities

In fulfilling its responsibilities, the subcommittee may:

  • Identify training priorities with stakeholders.

  • Promote available training.

  • Maintain an online training calendar.

  • Support the delivery of training and reporting.

  • Develop and implement a communications plan.

  • Support the Project Management Office in providing communication about planning and implementation of Alma/Primo, ensuring information is appropriately distributed to all staff who need to be informed within each library.

  • Support change management, through marketing and PR initiatives. For example:

    • Develop a timeline for the delivery of key marketing and public relations initiatives

    • Provide marketing and public relations materials and templates to CLO18 that will empower others to promote the CLSP within their own institutions.

    • Brand the CLSP Collaborative Space (Confluence/Atlassian) as well as the CLSP (the way OCUL did with Omni)

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 after the meeting.

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

Frequency

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

Decision-making 

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

  • The subcommittee will strive for decision by consensus.

  • Where consensus is not possible, the decision will go to a vote by the voting members of the subcommittee (all members except Project Manager and PCA).

  • All members are 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 subcommittee reports to the ISC. Chairs provide subcommittee updates in the weekly ISC meeting. Formal reporting is not required, but the subcommittee is responsible for preparing Briefing Notes at the request of the ISC or to address issues the subcommittee has identified.

Review and Approval

The Terms of Reference have been reviewed and approved by the subcommittee. Further review is not required unless a change is required to the Terms of Reference as identified by the subcommittee 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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