Librarians and Archivists Forum

The Librarians and Archivists Forum provides a venue for inclusiveness, transparency, and engagement on matters of importance to staff in a collegial setting by allowing Librarians and Archivists to make recommendations related to the development of the library and archives annual and long-term planning, policies, procedures, services, projects, and other initiatives.

The Librarians and Archivists Forum should consider matters impacting the work of librarians and archivists, the development of library and archives resources and services, and make recommendations to either the Vice-Provost and Chief Librarian (VPCL) or the Dean of FIMS on policies and priorities.

The objectives of the Forum are to:

• solicit recommendations on the development of library and archival annual and long-term planning, policies, procedures, services, projects, and other initiatives;
• keep librarians and archivists informed about significant developments regarding work, activities, and initiatives across library operations through regular committee reports or presentations, as well as providing opportunities for engagement and input;
• consider the broader academic, research, and information environments within which libraries and archives operate including University, academic, and research priorities;
• engage in discussion and make recommendations on other matters related to libraries and archives at Western in a collegial setting regarding concerns brought forward by members.

All Librarians and Archivists who are Members of UWOFA-LA, all members of Western Libraries Senior Leadership Team (SLT), and the Dean of FIMS.

For additional transparency, membership may include up to three Observers, who have voice but no vote, from among the other full-time employees of Western Libraries or the FIMS Graduate Library, elected by those employees.

Members of the L/A bargaining unit will elect a co-chair and a secretary from among the Members of UWOFA-LA. The Employer will appoint a second co-chair.

The Nominating Committee will coordinate this election and the election of Observers. Election results will be announced at the May meeting of the Forum.

The terms of office shall take effect July 1 and shall be for one year. Mid-term vacancies can be filled to the end of the original term by the same process.

Through participation in the Forum, and on subcommittees and working groups that may arise from the Forum, members are expected to contribute to the development and implementation of strategic directions, priorities, policies, procedures, and standards for the resources and services offered by the libraries and the archives.

Librarians and Archivists also have the right and responsibility to participate in the formulation and/or recommendation of academic policies and procedures within the University through duly constituted collegial bodies and committees.

When the VPCL or Dean receives a recommendation from the Forum, the VPCL or Dean will advise the Forum of the outcome of the recommendation and of the reasons for the outcome. An update to any given recommendation is normally expected at the next meeting.

Voting and consensus

When the Co-Chairs identify a need to determine the overall opinion of members on a particular topic, a decision may be reached either by consensus or by voting.

The primary method for endorsing a recommendation or course of action for the Forum is consensus decision-making. The Co-Chairs will use this method in situations where dissent is not expected, such as confirming a course of action already casually agreed upon through group discussion. If a consensus call occurs, members must voice their opposition if they disagree with the proposed action. Should more than two members (~5% of the voting body) oppose, the consensus call will not pass.

Should consensus not be reached, or if an issue arises that is unlikely to be resolved by consensus yet still requires a clear decision, the Co-Chairs have the authority to initiate a vote. This can be done either by a show of hands or by an electronic vote of all voting members.

Forums shall be held normally in January, May, and September. The co-chairs may call additional meetings as necessary.

Quorum is 20 Members with at least one SLT member.

The Co-Chairs will send out a call for agenda items four weeks in advance of each scheduled Forum meeting. A final agenda with any relevant written material will be distributed at least one week prior to the meeting. Agenda items should indicate expected outcome (e.g., information, discussion, decision).

At each Forum meeting, the Co-Chairs shall report on any actions or outcomes resulting from previous Forum discussions.

The Co-Chairs may invite guests to any meeting based on the agenda; Members may request that non-members be added to the agenda as guest speakers.

The agenda shall include regular written or verbal reports on:

• budget,
• resource allocation,
• Academic Activity Support Fund allocations,
• Disciplinary Community of Practice and Library Directors Standing Committee,
• projects and initiatives,
• and the work of committees and working groups struck to complete work of the Forum.

The following committees shall provide annual reports to the Forum:

• Biennial Review,
• Appointments,
• Nominations and Elections,
• Promotion and Continuing Appointment,
• and Workload.

All meetings are open to non-members as silent observers, except during in camera¹ agenda items.

¹An example of a possible in camera session would be a discussion of a vendor negotiation for a library service or resource.

• Standing or ad-hoc subcommittees and working groups may be established to advance the work of the Forum.
• Subcommittees and working groups may be formed during meetings by a call for volunteers from among the members present
• Subcommittees and working groups may also be formed through a formal call for volunteers. In this case the co-chairs will confirm the members of the subcommittee or working group.
• Subcommittees and working groups will select a chair from among their members and will develop terms of reference that are shared for review and approval by the Forum members
• Subcommittees and working groups will report their findings to the Forum in writing.

The Secretary is responsible for taking, distributing, and archiving minutes and any related documents, including reports. All documents will be archived in a way that they are accessible to all members of the Forum.

All non-confidential Forum documents will be made publicly available. Minutes will be made available according to current accessibility standards. Managing the creation and maintenance of documents related to the Forum will be the responsibility of the Secretary.

To increase the accessibility of hybrid Forum meetings, the Co-Chairs will announce at the beginning of each meeting what practices should be followed in that meeting (for example, that in-person speakers use a microphone, say their name before they speak, or be clear about when they have finished speaking).

The Terms of Reference will be reviewed every 5 years or as needed.