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Shared LSP Feasibility Study Resource Group

Terms of Reference

Last updated August 2026

Background

The BC ELN Shared LSP Leadership and Advisory Group is forming a Feasibility Study Resource Group (Resource Group) to provide guidance and consultation during a study assessing whether an opt-in, coordinated approach to library services platforms (LSPs) is a viable, beneficial, and sustainable option for BC post-secondary institutions. Reporting to the Shared LSP Leadership and Advisory Group (hereafter referred to as the Leadership Group), the Feasibility Study Resource Group will be composed of library practitioners and subject-matter experts, broadly representative of BC ELN partner libraries, who will work alongside a consultant tasked with producing and delivering the feasibility study outcomes.

These Terms of Reference may evolve as determined by the Resource Group, the Leadership Group, and the BC ELN Steering Committee. Participation in the Resource Group does not constitute a commitment to participate in any future phases of the shared LSP initiative.  

Purpose

The purpose of the Feasibility Study Resource Group is to provide coordinated practitioner and technical expertise to ensure that the feasibility study findings are grounded in the operational realities, sector context, and diverse needs of BC ELN partner libraries. 

Specifically, the Resource Group will: 

  • Serve as the consultant’s first contact for practitioner perspectives across library types and operational contexts, ahead of broader sector consultation if needed 
  • Reference external technical experts or resources to deepen understanding when additional information is required 
  • Validate that the study’s findings accurately reflect the experience, expertise, and constraints of BC ELN partner libraries

To support the development of feasibility study findings, and as requested by the consultant and/or the Leadership Group, the Resource Group may advise on:  

  • The current state of resource management systems 
  • Functional and technical requirements 
  • Governance structures and the boundaries between shared and institution-specific control 
  • Risk mitigation and change management strategies 
  • Definitions and applicability of Key Performance Indicators (KPIs) for a coordinated approach to LSPs if implementation were to move forward 
  • Potential implementation scenarios, including institutional and sector-wide implications 

Given this purpose, the types of decisions made by the Resource Group will primarily be logistical and procedural matters around consultation.  

Membership

The following criteria will guide initial membership, but membership may evolve as determined by the Shared LSP Leadership and Advisory Group.  

  • Membership will consist of: 
    • 8-10 library practitioners and technical experts from BC ELN partner libraries 
    • A liaison to the Feasibility Study Resource Group appointed by the Shared LSP Leadership and Advisory Group [ex-officio] 
    • The BC ELN Executive Director (or delegate) and project support representative [ex-officio] 
  • Membership will be representative of BC ELN partner libraries, accounting for variations in: 
    • Institution type (technical institutions, universities, colleges)
    • Institution size (FTE) 
    • Geographic location  
    • Currently used library resource management systems 
  • Library practitioners and technical experts will collectively contribute expertise across all of the following technical domains: metadata, systems, acquisitions and collection management/ERM, discovery and access, circulation and user services, resource sharing, analytics and reporting, knowledge base and link resolvers, integration and interoperability, cloud-based infrastructure, and user privacy. 
  • Additional technical experts and/or representatives of BC post-secondary IT leadership will be invited as needed. 

Roles and Responsibilities

The Chair is responsible for gathering agenda items and setting the agenda, chairing the meetings, liaising with the hired consultant, and ensuring the purpose of the Resource Group is achieved. The Chair will also ensure that the Leadership Group receives regular updates on the Resource Group’s progress, promoting open communication throughout the feasibility study. 

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

The BC ELN Office 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 Feasibility Study Resource Group listserv. 

Meetings

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

Decision Making

The Resource Group will seek consensus when developing advice and recommendations. Consensus means that members can support, or at least accept, a proposed position, although it may not represent every member’s preferred outcome. If consensus cannot be reached and the decision is procedural, Robert's Rules of Order will apply.  

Decisions and recommendations to the consultant and Leadership Group will strive to capture the breadth and diversity of perspectives offered by the Resource Group.  

Timeline

Coinciding with the feasibility study, the expected time frame for the Resource Group’s work is not more than 1 year. The Resource Group will work alongside the consultant until the feasibility study has been delivered to and signed off on by the Leadership Group. 

The Resource Group will have the opportunity to provide feedback on the consultant’s deliverables prior to their approval by the Leadership Group. The expected timeline for deliverables is as follows: 

  • A project plan, providing a timeline of activities and tasks: early November 2026 

  • Preliminary findings from an environmental scan: February 2027 

  • Final report: April 2027 

Members

View current membership on the BC ELN Member Contacts webpage.