Effective July 1, 1999
(Approved 12/3/98, revised 12/7/01, 9/12/03 and 7/9/14)
The mission of The Virtual Library of Virginia (VIVA) is to provide, in an equitable, cooperative, and cost-effective manner, enhanced access to library and information resources for the Commonwealth of Virginia's nonprofit academic libraries serving the higher education community.
VIVA includes all 39 public institutions (6 doctorals, 9 comprehensive colleges and universities, and 24 2-year colleges). The commonwealth’s higher education centers are also considered public members. The Library of Virginia is included as a research and educational institution.
Independent Colleges and Universities:
Basic requirements for membership are that the institution must be:
- a nonprofit independent college or university;
- a member of the Virginia Independent College and University Library Association (VICULA);
- accredited by the Southern Association of Colleges and Schools (SACS) or, in the case of professional schools, the recognized national accrediting organization (e.g., ABA);
- recognized by the State Council of Higher Education for Virginia (SCHEV) as an independent nonprofit institution exempt from certification.
VIVA Committee Expectations
The work of Chairs and Committee Members should not be seen as work done as time allows but rather as a formal assignment that is essential to the functioning of the consortium. It is hoped that the work of Chairs and Committee Members can be adjusted by their institutions, if needed, to emphasize the importance of their work for the consortium.
Further, although members are selected to represent their type of institution, Committee Members are encouraged to think more broadly and to work on behalf of the collective good of the VIVA membership as a whole.
Steering Committee: Standing
To provide leadership, vision, and strategic direction for the Virtual Library of Virginia. This Committee recognizes the changing boundaries of information delivery in the higher education environment and supports activities that result in:
- increased buying power for licensing and/or purchasing electronic databases and full-text journals or other electronic information products important to a major part of the VIVA constituency;
- efficient, equitable, and economical sharing of physical collections individually owned by the VIVA libraries;
- increased access to shared resources through technology and collection initiatives;
- analysis and wide-reporting of the impact of VIVA-supported resources on the teaching, learning, and research endeavors of VIVA institutions.
Membership (a maximum of 18 voting; 1 ex officio and non-voting)
- Standing, directors (or their designees) from the 6 public doctoral schools
- Selected by their representative groups for three-year terms, with service beginning July 1 of the new term:
- 3 directors from the 9 public comprehensive colleges and Richard Bland College
- 1 director from the Virginia Community College System (VCCS)
- 2 directors from the independent colleges or universities
- Ex-officio and voting:
- The VCCS Director of Library Services
- Chairperson of the SCHEV Library Advisory Committee (LAC) during her/his leadership of LAC
- Immediate past VIVA Steering Committee chairperson for one year coinciding with the first year of the new chairperson's term
- Chairs of all VIVA standing committees
- Ex-officio and non-voting:
The Chair of the Steering Committee is elected from the Steering Committee membership for a two-year term after the Steering Committee receives a report from the Nominations Committee at the spring meeting. The VIVA Director serves as the Secretary of the Steering Committee. The Steering Committee submits an annual report to the SCHEV Library Advisory Committee (LAC) at its September meeting.
Other Standing Committees: General Membership
- The Chair of the Steering Committee will appoint the Chair of each Standing Committee.
- Any member of a Standing Committee may be appointed to serve as the Chair.
- The VIVA Director or designee will serve as ex officio and non-voting.
- Other representatives may be added by the Standing Committee Chair as ex officio and non-voting for specific projects.
- Chairs may appoint subcommittees for a specified period with the concurrence of the Steering Committee.
- Committee members are appointed to serve for renewable three-year terms, with initial terms staggered to provide continuity. Terms may be extended if such action is recommended by the Committee Chair and approved by the nominee’s director.
- In the case of a vacancy, the VIVA Director shall work with the relevant VIVA member institution directors to fill the appointment for the appropriate representative. The appointment must be approved by the Chair of the Standing Committee.
Collections Committee: Standing
- To evaluate and recommend resources to the Steering Committee that meet the needs of faculty, students, and researchers at VIVA member libraries and that meet selection criteria for VIVA cooperative collection development.
- To recommend collection development priorities to the Steering Committee on an annual basis.
- To work as a support team with the designated VIVA purchasing agent and the VIVA Director for RFP’s and product negotiations.
- To organize and offer training sessions for VIVA librarians and staff when new VIVA products are introduced or when major interface changes occur in an existing product.
- For each VIVA-supported product, to identify someone from a VIVA institution who is willing to serve on a continuing basis as the primary contact for information to and from the vendor, and who will, as appropriate, send necessary information to the VIVA listserv about the product.
- To assist VIVA in optimizing investments by analyzing access, distribution, and use of collections across the VIVA libraries.
Membership (13 voting; 1 ex officio and non-voting)
- 13 members selected by the directors of their representative groups. Representation should include 6 public doctoral schools, 3 public comprehensive schools, 2 public two-year schools, and 2 independent colleges or universities.
- Membership composition will reflect expertise in a broad range of subjects: collection development and management, scholarly publishing, acquisitions practices, user experience, technology, collection analysis, and assessment.
Chairs shall determine the frequency of meetings in consultation with the VIVA Director. The Collections Committee submits a brief report at all regularly scheduled meetings of the Steering Committee and the SCHEV-LAC.
Outreach Committee: Standing
- To recommend to the Steering Committee policies, projects, and strategies in support of the teaching, learning, and research goals of VIVA institutions, encouraging collaboration between librarians and teaching faculty.
- To promote and publicize VIVA and its resources.
- To advocate VIVA’s funding needs and the benefits that VIVA confers to appropriate agencies, organizations, and legislative groups.
Membership (6 voting; 1 ex officio and non-voting)
- Six members selected by the directors of their representative group. Representation should include at least one member from each type of school: public doctoral, public comprehensive, public 2-year, and independent college or university.
Chairs shall determine the frequency of meetings in consultation with the VIVA Director. The Outreach Committee submits a brief report at all regularly scheduled meetings of the Steering Committee and the SCHEV-LAC.
Resource Sharing Committee: Standing
- To recommend to the Steering Committee policies and/or operations related to borrowing, sharing, or archiving of individually-owned resources at VIVA schools in ways that are mutually beneficial to the owner of the resource and to other VIVA schools.
- To monitor professional developments in resource sharing and archiving that are relevant to VIVA operations and to share this information with VIVA schools.
- To maintain data regarding resource sharing activities among VIVA schools.
- To convene an annual meeting for the VIVA Interlibrary Loan community.
- To promote resource sharing among the VIVA members.
Membership (10 voting; 1 ex officio and non-voting)
- Ten members selected by the directors of their representative groups. Representation should include 4 public doctoral schools, 2 public comprehensive schools, 2 public two-year schools, and 2 independent colleges or universities.
Chairs shall determine the frequency of meetings in consultation with the VIVA Director. The Resource Sharing Committee submits a brief report at all regularly scheduled meetings of the Steering Committee and the SCHEV-LAC.
Other Teams or Committees: ad hoc
Each year the Steering Committee will solicit from Directors of VIVA libraries ideas for special projects helpful to all VIVA constituents and will review the ideas submitted for possible implementation. The Steering Committee may also determine that a special project is needed.
As necessary, the Steering Committee may create ad hoc Teams or Committees for a specific objective and time. In establishing such Teams or Committees, the Steering Committee will be mindful of the work of other organizations such as the ACRL and the Virginia Library Association so that the work of the groups is generally directly related to VIVA’s goals.
Ad hoc Teams or Committees will be named by the Steering Committee and will have an outlined purpose, objectives, reporting mechanism, and response time for completion.
Examples of activities that could typify special projects are:
- Offering an authentication workshop for improving access to VIVA databases for off-campus VIVA members;
- Developing a grant proposal for highlighting Special Collections at VIVA libraries on the web;
- Developing cataloging guidelines for electronic resources.
Every two years, in the spring, the outgoing VIVA Steering Committee chair will appoint a three-person nominating committee to recommend the next chair who will serve for a two-year term beginning July 1.
In the event of an unexpected vacancy in the Steering Committee chair position, a nominating committee will be appointed by the LAC Director to recommend a chair to fill out the remaining period of the term. For all other unexpected Steering Committee vacancies, their respective groups will choose a representative for the duration of the term. If the duration of the term is six months or less, the new representative will be appointed for the next full term.
The Organizational Committee is appointed by the Chair of the Steering Committee on those occasions when matters of organization are under review.
The Personnel Committee is chaired by the Library Director at the institution hosting the VIVA Central Office. Other members will be appointed by the Chair of Steering Committee on those occasions when personnel matters are under review.
Last updated: 7/9/14