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Shared LSP Leadership and Advisory Group Terms of Reference

Last updated June 19, 2026 

Background

The BC ELN Steering Committee is forming a Shared Library Services Platform (LSP) Leadership & Advisory Group to evaluate the feasibility of a coordinated approach to library service platforms through BC ELN and to oversee the implementation of any recommendations emerging from the feasibility study.  

In July 2025, a proposal brought forward by Simon Fraser University (SFU), the University of British Columbia (UBC), and the University of Victoria (UVIC) envisioned shared, unified, and consistent user experiences delivered through a coordinated approach to library service platforms through BC ELN, reducing inefficiencies in the delivery of information services and vendor negotiations. Broad support for this proposal prompted the Steering Committee to strike the Shared LSP Leadership & Advisory Group to move this vision forward.  

Participation in the Shared Library Services Platform Initiative will remain voluntary throughout all phases of the project. BC ELN partner libraries may elect to join or withdraw from the initiative at any stage. 

Recognizing the rapidly evolving LSP landscape, these Terms of Reference may evolve as determined by the Shared LSP Leadership & Advisory Group and the BC ELN Steering Committee. 

Purpose

The purpose of the Shared LSP Leadership & Advisory Group is to: 

  • Assess the feasibility of a coordinated approach to shared LSPs among partners and contributors, including BC post-secondary institutions (PSIs) and the Ministry of Post-Secondary Education and Future Skills;

  • Strike working groups of technical and other relevant experts from BC ELN partner libraries as needed;  

  • Oversee a feasibility study to better understand the opportunities and challenges involved and to define the Key Performance Indicators for a BC approach to shared LSPs; 

  • Communicate progress of the feasibility study to the BC ELN Steering Committee, to BC ELN partner libraries and the wider BC library community; 

  • Consult broadly with BC ELN partner libraries, relevant IT leadership, and technical experts throughout the process; 

  • Consider the rapidly evolving Shared LSP landscape and adapt approaches as needed; 

  • Make a recommendation to the BC ELN Steering Committee on the feasibility of shared LSPs for BC ELN partner libraries, including whether the initiative should move forward, and if so, on what terms; 

  • If the feasibility study recommends proceeding, facilitate a structured transition to implementation by identifying potential early adopters and developing an implementation plan in consultation with participating institutions and the BC ELN Steering Committee. 

  • Develop recommendations for the BC ELN Steering Committee on an appropriate governance framework for the implementation phase, including the strategic and operational bodies required to support implementation. 

Effective continuity between the feasibility and implementation phases is critical to the success of the initiative. Should the feasibility study recommend proceeding with the initiative, the Leadership & Advisory Group will facilitate a structured transition to implementation by identifying potential early adopters and developing an implementation plan in consultation with participating institutions and the BC ELN Steering Committee. The Leadership Group will develop recommendations for the BC ELN Steering Committee regarding an appropriate governance framework for the implementation phase, including the strategic and operational bodies required to support the initiative. It is anticipated that the governance structure established for implementation will differ from that of the feasibility phase in order to reflect the distinct requirements and responsibilities associated with implementation and ongoing operations. 

Membership

The following criteria will guide initial membership, but membership may evolve as determined by the Leadership Group and the Steering Committee: 

  • Membership will consist of 8-9 representatives as follows: one from each library affiliated with the initiating proposal (SFU/UBC/UVIC), one member elected from each BC ELN governance category, and the BC ELN Executive Director (non-voting). 

  • Group members should be at the senior administrator level or appointed by a university librarian/library director, and should represent a balance of institution types, geographic locations and experience with diverse library service platforms. 

  • Technical experts and/or representatives of BC post-secondary IT leaders will be invited as needed. 

  • The group will meet virtually or in person as needed, beginning January 2026. 

  • If a group member representing a constituency is unable to attend the meeting, they may appoint a designate from their constituent group to attend and act in their place. 

Roles and Responsibilities

The Chair is responsible for gathering agenda items and setting the agenda, chairing the meetings, ensuring the purpose of the leadership group is achieved, and communicating progress and outcomes to the Steering Committee. 

Group members are responsible for attending meetings and contributing to the group’s work. 

The Executive Director is responsible for working together with the Chair to schedule meetings, take and distribute meeting notes, and provide the necessary tools and technology. 

Communication

Communication among members will take place primarily via the BC ELN Shared LSP Leadership & Advisory Group listserv. 

Meetings 

Meetings will be held virtually (e.g., via Zoom) or in person as needed. 

Decision Making 

Decision-making will be determined by consensus. If consensus cannot be reached, or is not appropriate to the question, Robert’s Rules of Order will apply. 

Deliverables 

The Shared LSP Leadership & Advisory Group will deliver a recommendation to the BC ELN Steering Committee no later than December 2026 on the feasibility of moving forward with a coordinated approach to shared LSPs through BC ELN.