Constitution

SCIL Terms of Reference (Last reviewed and approved September 2016)

Introduction


Information Services (IS) and related technology are increasingly important in College service delivery - this is recognised by government, funding bodies and for the furtherance of Colleges' commercial interests each of which is a driver in the shaping of individual institutions. In this complex and demanding climate, the Scottish Colleges' Information Leaders group (SCIL) will play a vital role as a generic IS key forum, able to represent those responsible for delivering information services in Colleges across Scotland.

The role of SCIL is to provide a self-managing forum to share and promote high standards in the provision and development of academic, management and administrative information services throughout the Scottish College sector.

SCIL would work through scheduled meetings (physical and virtual) of the main group, sub-groups, and ad-hoc topic-based working groups together with formal and informal contacts with other bodies, such as APUC, CDN, Colleges Scotland, HEIDS, Jisc, SCURL, SFC, UCISA, Community Planning Partnerships and UCSS.

Proposed Activities


To achieve the above, the group may be involved, as the membership decides, in the following activities:

  1. Providing a forum for ascertaining and making known the views of its membership
  2. Providing a forum for engagement with integrated stakeholders including funding bodies such as SFC, sector purchasing bodies such as APUC, shared service groups such as UCSS, Jisc and College specific bodies such as Colleges Scotland and CDN)
  3. Proactively engaging with other key stakeholders and promoting initiatives such as shared services, resource sharing and technology enhancements
  4. Organising conferences and workshops of interest to member institutions
  5. Engaging with influential bodies, such as HEIDS, UCISA
  6. Sponsoring and publishing articles in appropriate forums and disseminating best practice
  7. Promoting developments in accordance with the interests of its members
  8. Working with and including within membership where appropriate, bodies representing libraries, for example SCURL, SCONUL and other bodies with an interest in information provision to mutual advantage
  9. Supplier engagement where it is felt by the group that a common approach would be useful when engaging suppliers that serve, or have the potential to serve, multiple institutions
  10. Collaborating on workforce development

Structure


A) Membership

Full membership shall be open to Colleges and related organisations receiving SFC funding

Affiliate membership shall be open to all not-for-profit FE sector bodies eligible for membership of UCISA whose principal address is within Scotland and any other body agreed at a meeting of SCIL

Full members shall be entitled to appoint up to three representatives (with involvement likely to be varying depending on relevant agendas being discussed) to attend meetings organised by the group: one of these shall normally be the most senior individual within the College responsible for managing the provision of Information Services.

Although the aim is to operate on a consensus basis, if required, each Full member institution shall have one vote at any SCIL meeting, which will be cast by the most senior representative of the member present / involved.

Affiliate members shall also be entitled to appoint a representative to attend meetings organised by the SCIL. Affiliate members shall, however, not be entitled to vote.

SCIL will create sub groups as required for particular purposes.

B) Chair & Support

A Chair & Vice-Chair will be elected / confirmed by the group after the first meeting, and thereafter elected/confirmed every two years.. The administrative support for HEIDS (University sector equivalent) is provided by UCSS, the same level of support will therefore be provided by the UCSS ISSC to SCIL for as long as ISSC funding exists.

C) Review

The Terms of Reference will be reviewed by the group as and when required - any changes are required to be agreed by consensus or if that is not possible by over 50 % of members voting (in person at a SCIL meeting where a change has been proposed with at least 1 week's notice (or by email vote where the change has been proposed 2 weeks before the closing date for votes).