University of Calgary
UofC Navigation

Academic Council

Handbook for Academic Staff in Information Resources (6th Edition)

Appendix C

1. Terms of Reference

1.1 The Libraries and Cultural Resources Academic Council was created by the General Faculties Council on 1974.10.24 which established the following functions:

  1. To provide advice on matters referred to it by the Libraries and Cultural Resources Committee.
  2. To initiate recommendations for transmittal to the Libraries and Cultural Resources Committee on any matter it believes to be relevant to the improved function of Libraries and Cultural Resources.
  3. To elect a representative to the Library and Cultural Resources Committee.
  4. To take responsibility for matters assigned to it by the Libraries and Cultural Resources Committee or the Vice Provost (Libraries and Cultural Resources).
  5. To elect standing or ad hoc committees to study matters of particular concern.
  6. To provide a forum for the discussion of any matter of interest to Libraries and Cultural Resources Academic Council members.
  7. The minutes of the Libraries and Cultural Resoruces Academic Council to be distributed to the Libraries and Cultural Resources Committee. (82.04.02)

Under the authority of the General Faculties Council and the Vice Provost (Libraries and Cultural Resources), the Libraries and Cultural Resources Academic Council provides a forum for members to share in the creation, development, and implementation of policy, particularly with regard to decisions that affect the duties, responsibilities, and professional prerogatives of all academic staff in Libraries and Cultural Resources. (82.04.02)

2. Membership

2.1. The membership of Libraries and Cultural Resources Academic Council shall consist of:

  1. The Vice Provost (Libraries and Cultural Resources) (Chair)
  2. Any person holding an academic staff appointment in Libraries and Cultural Resources.
  3. Any person holding an academic staff appointment as librarian, curator, or archivist not included in 2.
  4. One elected representative or designated alternate from the Management and Professional Staff Council (non-voting).
  5. One elected representative or designated alternate from the Support Staff Council (non-voting).
  6. Ex-officio members (President of the University, Chair of the General Faculties Council Libraries and Cultural Resources Committee (non-voting).

    Other persons may be invited to attend meetings when appropriate.  Only members in category 1, 2, and 3 may vote or stand for election to Libraries and Cultural Resources Academic Council committees. (01.02.23)

3. Officers

  1. The Vice Provost (Libraries and Cultural Resources) chairs meetings of the Libraries and Cultural Resources Academic Council.  The Associate University Librarian for Planning and Administration serves as vice-chair.  The Secretary would normally be responsible for the role of Parliamentarian, according toRoberts Rules of Order. (06.05.26)
  2. The Libraries and Cultural Resources Academic Council shall elect a Secretary annually in April/May, to serve from July 1 immediately following the election to June 30 of the following year.  The Secretary would normally hold a Continuing Appointment at minimum. (06.05.26)
    1. The Secretary of Libraries and Cultural Resources Academic Council serves as the Chair of the Agenda Committee which Assists in the preparation of the agenda for meetings of Libraries and Cultural resources Academic Council. (86.09.25)
    2. The Secretary of Libraries and Cultural Resources Academic Council shall assist the Chair of Libraries and Cultural Resources Academic Council in the preparation and distribution of the minutes of the meetings of Libraries and Cultural Resources Academic Council.  The Office of the Vice Provost (Libraries and Cultural Resources) shall provide appropriated administrative assistance. (86.09.25)
    3. The Secretary shall distribute copies of the minutes of the LIbraries and Cultural Resources Academic Council to the Chair of the General Faculties Council Libraries and Cultural Resources Committee. (85.02.22)
    4. The Secretary shall ensure that mail ballots resulting from motions of Libraries and Cultural Resources Academic Council are carried out and results of the ballot are communicated to Libraries and Cultural Resources Academic Council members.

4. Meetings

  1. The Libraries and Cultural Resources Academic Council meets at least four times per year and more frequently at the discretion of the Chair.  Libraries and Cultural Resources Academic Council meetings may also be called by the Secretary upon receipt of a written request signed by five members of Libraries and Cultural Resources Academic Council.  The current edition of Roberts Rules of Order prevails. (06.05.26)
  2. At each meeting, a representative from each committee and representatives to external bodies, mentioned in the Elected Representatives section and the LCRAC Standing Committees section, which have met since the previous Libraries and Cultural Resources Academic Council meeting, shall report on activities. (82.04.02)
  3. Quorum for a meeting of Libraries and Cultural Resources Academic Council consists of fifty percent of the members plus one. (06.05.26)

5. Elected Representatives

  1. Management and Professional Staff Council
    Libraries and Cultural Resources Academic Council, in April/May of each appropriate year, elects one academic staff member to serve on the Management and Professional Staff Council from July 1 to June 30. (00.10.06) 
  2. General Faculties Libraries and Cultural Resources Committee
    The Libraries and Cultural Resources elects biennially in April/May, a representative and an alternate to serve on the General Faculties Council Libraries and Cultural Resources Committee.  The elected representative and alternate shall serve for 2 years from July 1 to June 30. (85.06.24) 
  3. Libraries and Cultural Resources Academic Council Academic Staff Representation on General Faculties Council
    Libraries and Cultural Resources Academic Council, in April/May of each appropriate year, elects two academic staff members to serve for two years from July 1 to June 30.  The candidate receiving the highest number of votes serves as a member of General Faculties Council.  The candidate receving the second highest number of votes serves as a vistitor to General Faculties Council.  In the absence of the Libraries and Cultural Resources Academic Council representative, the visitor attends General Faculties Council, but cannot exercise the right to vote. (98.02.27)
  4. Library and Cultural Resources Representative to TUCFA
    The TUCFA members of Libraries and Cultural Resources Academic Council elect annually in April/May, a liaison representative to TUCFA to serve from July 1 to June 30 of the following year.  The election of this representative is chaired by the incumbent and is outside of the duties of the Nominating Committee. (83.09.23)
  5. Support Staff Council
    Libraries and Cultural Resources Academic Council, in April/May of each appropriate year, elects one academic staff member to serve on support staff council from July 1 to June 30. (00.10.06)

Past and current Libraries and Cultural Resources Academic Council Committee minutes and members

(*password required)

6. Standing Committees

  1. Nominating Committee
    1. The Library Council elects at the first meeting of each calendar year, two members to serve on the Nominating Committee.
    2. The Nominating Committee shall present to Library Council at the meeting in April a slate of candidates for each standing committee and elected representative vacancy of Library Council.
  2. Committee on Professional Conditions
    1. Libraries and Cultural Resources Academic Council elects annually in April/May, one member to serve on the Committee on Professional Conditions for a two-year period.  This committee consists of five members: two who are elected, two who are appointed by the Vice Provost (Libraries and Cultural Resources), and one who is the Libraries and Cultural Resources TUCFA representative. (03.05.30) The Committee works on behalf of Libraries and Cultural Resources Academic Council members regarding any issue of practice or professional conditions raised by its members.  It is responsible for ensuring that the Guidelines for Academic Staff in Libraries and Cultural Resources is current with Libraries and Cultural Resources and the APT Manual. (05.03.01)
    2. Where desirable the Committee may strike sub-committees with additional members of Libraries and Cultural Resources Academic Council to address specific issues.  Subcommittees must be composed of all discipline areas of Libraries and Cultural Resources (archivists, curators, and librarians) affected by the issues under consideration. (06.04.21)
    3. Terms of service shall begin on July 1 and end of June 30 two years later. (97.09.26)
  3. Selection, Promotions, and Appointment Review Committee
    1. The Libraries and Cultural Resources Academic Council elects annually in April/May, ten members (including at least one archivist, one curator, and one librarian) to serve on the Selection, Promotions and Appointment Review Committee.  The Committee shall supply members for academic selection committees, the Libraries and Cultural Resources Promotions Committee, and Academic Appointment Review Committees.  In conformity with the terms of reference of these committees, the Vice Provost (Libraries and Cultural Resources) shall select representatives and alternates. (04.02.26)
    2. All members are eligible for nomination to serve on the Committee, except for individuals holding the position of Vice Provost (Libraries and Cultural Resources) or Associate University Librarian. (00.10.06)
    3. All elected candidates will serve for a period of one year.  Terms of service will begin on July 1 and end on June 30 of the following year. (00.10.06)
    4. The Nominating Committee will encourage the participation of up to two initial term or limited term appointees. (00.10.06)
  4. Fellowship Leave Committee
    Fellowship Leave Committee Terms of Reference (PDF) 
    1. The Libraries and Cultural Resources Academic Council elects annually in April/May, two members to serve on the Fellowship Leave Committee.  The candidate receiving the most votes will serve a two-year term.  The other candidate will serve a one-year term.  Two members are to be appointed by the Vice Provost (Libraries and Cultural Resources).  This committee consists of five members: three who are elected, and two who are appointed by the Vice Provost (Libraries and Cultural Resources).  The Chair is the person who is elected for two years in their second year. (03.05.30)
    2. The Fellowship Leave Committee reviews applications for Professional Leave pursuant to Article 17 of the Agreement and makes recommendations to the Vice Provost (Libraries and Cultural Resources). (00.10.06)
    3. Terms of service shall begin on July 1 and end on June 30 of the following year or years. (00.10.06)
  5. Agenda Committee
    1. The Libraries and Cultural Resources Academic Council elects annually in April/May, two members to serve with the Secretary of Libraries and Cultural Resources Academic Council and the Associate University Librarian for Planning and Administration on the Agenda Committee. (06.05.26)
    2. Where desirable the Committee may strike a sub-committee with additional members of Libraries and Cultural Resources Academic Council to address specific issues. (86.09.25)
    3. Terms of Service shall begin on July 1 and end on June 30 of the following year.
  6. Continuing Education Committee
    1. The Libraries and Cultural Resources Academic Council elects annual in April/May, two members to serve on the Continuing Education Committee.  This committee consists of four elected members: two from Libraries and Cultural Resources, one from Support Staff Council, and one from Management and Professional Staff Council. (03.05.30)
    2. Terms of service shall begin on July 1 and end on June 30 of the following year.
  7. Travel Committee
    Travel Committee Terms of Reference & Application Form (.docx)
    1. The Libraries and Cultural Resources Academic Council electes annual two members in April/May to serve on the Travel Commitee.  The Vice Provost (Libraries and Cultural Resources) chairs the committee.  The committee advises the Vice Provost (Libraries and Cultural Resources) on the merits of travel grant proposals, promotes awareness of research presentation opportunities, encourages applications and reports annually to Libraries and Cultural Resources Academic Council. (02.02.22)
    2. Terms of service shall begin on July 1 and end on June 30 of the following year. (02.02.22)

7. Nomination and Election Procedures

  1. Procedures for Electing Members to the Nominating Committee
    1. At the first Library Council meeting in the calendar year, the Chair shall call for nominations from the floor. An election shall be held at this meeting and the two persons with the highest number of votes shall be elected. 
    2. Members of the Nominating Committee are not eligible to stand for election to standing committees or to positions as elected representatives. They are eligible to be appointed to any committee or office by the Director. (98.01.30)
  2. Election Procedures for Standing Committees and Elected Representatives of Libraries and Cultural Resources Academic Council
    1. The Nominating Committee shall be responsible for canvassing all academic staff in Libraries and Cultural Resources to fill any vacancy which may occur at any time throughout the year.  The Nominating Committee must consider all interested academic staff in Libraries and Cultural Resources. (00.10.06)
      1. In preparing a slate of candidates, the Nominating Committee shall ensure:
        a.  A distribution of nominees between areas as committee sizes allow. (95.03.31)
        b.  No academic staff member in Libraries and Cultural Resources is named to stand for election to more than two standing committees and/or representative positions.
        c.  Specific guidelines for the makeup of each committee, as outlined elsewhere in the guidelines are followed. (89.10.27)
    2. The Nominating Committee shall present a slate of candidates to the Libraries and Cultural Resources Academic Council Secretary prior to the mailing of the agenda of the Libraries and Cultural Resources Academic Council meeting at which time the final slate will be approved. (82.04.02)
    3. At this meeting, the Nominating Committee shall present the slate.  Should the slate be accepted, further nominations may be made from the floor. A maximum of two additional nominations from the floor may be accepted for each Standing Committee or Libraries and Cultural Resources Academic Council Representative.  If the motion is not accepted, the slate shall be returned to the Nominating Committee to be presented at the next meeting of the Libraries and Cultural Resources Academic Council. (82.07.30)
    4. A motion shall be called to approve the final slate.  Election by acclamation shall be made where positions may be filled without an election. (82.04.02)
    5. Within a week of the Council meeting, a confidential secretary within Libraries and Cultural Resources will mail to each voting Council member an approved slate of canadidates and appropriate ballots. (82.04.02)
    6. The ballots must be returned to the confidential secretary within 21 days of them being circulated. (82.04.02)
    7. The ballots shall be counted by the Nominating Committee in the presence of a non-voting third party selected from staff in Libraries and Cultural Resources Administration.  The scrutineer may not be a voting member of Libraries and Cultural Resources Academic Council. (00.10.06)
    8. The candidates with the highest and/or second highest vote (in the case of two vacancies) shall be elected. (82.04.02)
    9. In the case of a tie a second ballot shall be mailed to voting members by the Secretary.  If a tie remains after this ballot, the Chair may cast a deciding vote. (82.04.02)
    10. The Nominating Committee may call a special meeting of Council at any time throughout the year for approval of a slate to fill a sudden vacancy. (82.07.30)
    11. Resignation shall be assumed for an elected representative or member of a standing committee in either of the following circumstances:
      a.  Termination of employment with Libraries and Cultural Resources.
      b.  Commencement of an approved leave (normally one month or more beyond vacation) (83.05.27)

8. Appointment Procedures

  1. Appointments to various committees are made by the Vice Provost (Libraries and Cultural Resources).  The normal term of appointment is one year and follows the terms of service of the elected members. (82.04.02)

Appendix D

Procedure for Amending Guidelines

  1. Proposed substantive amendments to the Handbook shall only be in the form of a written motion, with specific reference to Handbook section, circulated to all members of Library Council at least one week before a Library Council meeting.
  2. Such motions shall be dealt with at the Library Council meeting in the normal manner (e.g. discussion, amendments, etc.).
  3. Final vote on such motion as amended, shall be by mail ballot conducted by the Secretary. The revision date in the Handbook shall be the date of the Library Council meeting at which the results of the ballot are announced. (05.01.28)
  4. The Chair of the Committee on Professional Conditions shall be responsible for arrangements with LCR Administration for production and distribution of an accurate edition of the Guidelines and subsequent amendments and editions. (84.01.27)

Important Documentation

(to be used in conjunction with the Handbook)

NOTE: Libraries and Cultural Resources Administration keeps up-to-date copies of all these documents.