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Advancing Federated Identity for Library E-Resources: Steering Committee Terms of Reference
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Purpose
This draft proposes how the Steering Committee will work and how its seats are filled, building on Phase 1 of the project charter. The charter, as defined by the project’s Founding Group (which consists of individuals with leading roles in SeamlessAccess and SNSI), sets the Committee’s composition and purpose.
Guiding principles
- Seats before names. Seats are defined following the project charter, then people are matched to them.
- Library voices carry the most weight. Under the charter, five of nine seats are library or institutional IAM seats.
- Funding does not guarantee a seat. Sponsoring the initiative does not by itself give an organization a place on the Committee.
- Conflicts are disclosed, not disqualifying. Every member states relevant commercial or organizational interests up front.
- The criteria are public. We publish the seats and criteria. Individual discussions of candidates stay private.
- A “no” comes with a “where.” Relevant and qualified individuals not seated in the Steering Committee will be offered a role in the Discovery Working Group or later phases, where their expertise can be applied.
Seats
The approved charter sets nine seats for Phase 1, to be reviewed as the project moves into Phase 2.
| Seat type | Number | Profile |
|---|---|---|
| Academic library or library consortium | 3 | Hands-on e-resource or access experience; ideally individuals from an institution able to take part in Discovery or pilots; at least one seat outside North America |
| Academic IAM manager | 2 | Runs or shapes institutional identity services; ideally paired with a library representative from the same institution |
| Publisher or service provider | 2 | Experience supporting federated access on the provider side |
| NREN with an operating federation | 2 | Knowledge of federation operations and the institutional identity landscape |
| Liaisons (non-voting) | 2 | Up to two other interested parties with expertise in federated access management may engage as non-voting participants on the committee |
A program manager (to be appointed) works alongside the Committee but does not hold a voting seat.
Terms of reference
Building on the general specification from the project charter, the table below adds further detail to the role, responsibilities, and operating model of the Steering Committee.
| Topic | What the charter says | Description |
|---|---|---|
| Responsibilities | Strategic direction, balanced representation, review of major deliverables, and decisions on progression between phases | Helping the program lead recruit participants for the Discovery Working Group and, later, the pilots; approving the Discovery Working Group composition the program manager proposes; approving spending within the budget held by SeamlessAccess; and deciding whether to seek additional funding |
| Quorum | Not specified | Meetings should only happen with a minimum of one-third of the Committee members present |
| Reporting to supporting organizations | Progress communicated at regular intervals; the program lead reports to the Steering Committee | The program lead reports on a monthly cadence to SeamlessAccess, SNSI, and other sponsors (or their named representatives), covering progress, blockers, and resourcing needs |
| Decision-making | Not specified | The Steering Group will seek to reach consensus first. If consensus cannot be reached, a vote will be taken, either in a meeting or electronically. In either case, a majority of votes will be needed to pass a decision, except for decisions pertaining to the removal of a member, which require a supermajority as outlined below. |
| Chair | Not specified | The Steering Committee can decide, but the Founding Group suggests: One chair, or two co-chairs from different sectors, chosen by the Committee at its first meeting |
| Length of service | Membership reviewed at the move into Phase 2 | Through Phase 1 and the Phase 2 transition review, with the option to continue |
| Time commitment | Members provide continuity throughout the initiative | The Steering Committee can decide, but the general expectation would be one 60-minute meeting a month plus about two hours of reading and review |
| Consultation | Not specified | The Committee may invite subject matter experts to engage in its work as appropriate, but they shall not be included in decision-making processes. |
| Community education and outreach | Not specified | The Steering Committee sets priorities for community education and outreach, with the program manager coordinating delivery. This includes communicating the initiative’s purpose, progress, and opportunities to participate, and supporting community partners, including NRENs, with materials for libraries, institutional IAM teams, and service providers. This work complements the Discovery Working Group’s outreach to gather input and data. |
Selection criteria
A candidate must meet all four requirements, then is compared with other candidates on the weighted criteria.
Requirements (yes or no)
- Fits one of the defined seats.
- Can commit to the agreed time, including most scheduled meetings for the Phase 1 term.
- Discloses relevant commercial or organizational interests.
- Is willing to be publicly named as a Committee member and endorser of the charter.
Weighed criteria (strong, partial, or limited)
| Criterion | What we look for |
|---|---|
| Subject knowledge | Direct experience with a federation entity (federation manager, institutional identity provider, or service provider) and general knowledge of the other entities. |
| Network reach | Can carry the initiative into the community the seat represents |
| Pilot potential | Can bring an institution or members into Discovery or later phases |
| Balance | Adds a region, institution type, or viewpoint the Committee lacks |
How seating decisions are made
- Candidates are nominated by others or nominate themselves, naming the seat they would fit.
- The Founding Group reviews each candidate against the requirements and weighted criteria.
- Each decision is recorded in a short private log with the seat, the outcome, and a one-line reason.
- Qualified candidates who are not seated are thanked and offered a role in the Discovery Working Group or later phases.
- The seats and criteria are published with the charter once the Committee is in place.
- Seat assignments will be reviewed at the move into Phase 2 by the Steering Committee, as the charter provides. The Founding Group will review and approve the Phase 2 Steering Committee.
Criteria for removal
If members of the Steering Committee’s ability or suitability to engage in the project changes over the time of their engagement (e.g., because of changes in jobs, responsibilities, or availability for personal reasons), they may be removed from the committee by a super-majority vote of two-thirds of the remaining members of the committee. A rationale for the removal will be recorded in the minutes of the meeting. Members may also be removed for cause (e.g., for failure to report conflicts of interest) by a vote of two-thirds of the committee.