CLO : Terms of Reference

revised May, 2010

approved June, 2010 (HLLR)

1.0 Introduction

Heads of Libraries and Learning Resources (HLLR) is an operating group of Colleges Ontario. The following Terms of Reference for HLLR embody the principles established by Colleges Ontario – communication, empowerment, human resources development, strategic action and efficiency. These Terms of Reference apply to HLLR and to each of its sub-committees.

2.0 Mandate

The mandate of HLLR is:

1. To advocate on behalf of students for the best possible college library and information services and resources, by proactively developing policies, position papers, reports, responses on relevant issues and actively reporting through appropriate Colleges Ontario committees.
2. To provide a forum for the discussion of issues, trends, and concerns related to the field of learning resources in the Colleges of Applied Arts and Technology (CAAT) in Ontario.
3. To promote professional collaboration and development within the CAAT Libraries/Learning Resource Centres.
4. To collect and publish data that will support the HLLR in its advocacy and professional leadership goals.

3.0 Reporting Structure

HLLR is one of eight operating groups (committees) reporting to the Student Access and Success Coordinating Committee (SASCC). SASCC reports to the CAAT Coordinating Committee which, in turn, reports to the Committee of Presidents (COP).

The operating committees of SASCC are:

• Committee of Registrars, Admissions & Liaison Officers (CRALO)
• Ontario College Athletic Association (OCAA)
• Ontario College Counsellors (OCC)
• Health Services Committee (HSC)
• Ontario College Career Educators (OCCE)
• College Committee on Disability Issues (CCDI)
• Heads of Libraries and Learning Resources (HLLR)
• Ontario Association of Student Financial Aid Administrators (OASFAA)

4.0 Membership

HLLR is comprised of the Head of the Library/LRC/Learning Commons for each college or their library designate. Each member is responsible for keeping colleagues informed of HLLR issues and assisting with projects as required.

5.0 Meetings

a) HLLR will hold a minimum of two meetings annually, plus an Annual General Meeting (AGM).

b) Meetings of the Executive Committee are held a minimum of 3 times per year or at the request of the Chair.

6.0 Executive

The Executive Committee is the major decision-making body of HLLR and is also the point of contact with SASCC. It comprises a Chair, Vice-Chair (Chair Elect) / Treasurer, Past Chair, Secretary and the Regional Representatives (see 6f). 

The ex officio non-voting member is: SASCC Liaison

a) Term of Office

The one-year term of office is July 1 – June 30.

b) Officers

The elected officers are the Chair, Vice-Chair / Treasurer, Past Chair and Secretary, plus the representative elected by each of the regional groups (Regional Representatives).

c) Chair / Vice-Chair / Past Chair

The Chair shall have served as Vice-Chair / Treasurer during the previous year and shall not be considered to be a regional representative in either position. It is the responsibility of the Chair to ensure that there is a representative of the HLLR Executive at the annual meeting of SASCC. The Past Chair shall head the Nominating Committee for annual elections.

d) Secretary

The position of Secretary shall be a one-year elected position.

e) Regional Representatives

Regional Representatives (Northern, Eastern, Central, and Western) are elected within their regions for a two-year term. Terms are staggered so that half the positions are replaced each year.

Regional Representatives may convene meetings of the members in their region if issues warrant them. They shall report on a regular basis to the Executive Committee on meetings held, decisions taken and any recommendations arising.

The Regional Representative is the contact person for all colleges in his/her region. Prior to an Executive meeting, he/she is encouraged to poll the other colleges within the region regarding issues for input to the Executive and take issues back for discussion, as needed. This poll may be conducted by regional meeting or by other effective means.

f) Regions and Colleges in Each Region

g) Agenda

The agenda, together with supporting documentation, shall be prepared by the Chair and distributed to all Executive Committee members at least one week prior to the meeting. Any member of the HLLR may request that an item be placed on the agenda.

h) Minutes

The minutes of the meetings of the Executive Committee and of the membership shall be prepared by the Secretary and, once approved, will be distributed by the Secretary to:

1) HLLR members

2) Ex-officio member (SASCC Liaison)

3) HLLR website / wiki

7.0 Sub-Committees

The Executive Committee has the power to strike sub-committees as necessary in order to assist the Committee in its own goals. The chair of each sub-committee shall report directly to the Executive Committee of HLLR.

8.0 Annual Meeting

The Annual General Meeting (AGM) shall normally be held in the late spring of each year. The meeting should be held in the region of the Chair.