Cultural Diversity and Inclusion Committee
Terms of Reference
Mandate
To initiate, advise and mobilize support for action plans related to issues of cultural diversity in librarianship within Ontario including recruitment, advancement and retention of underrepresented groups to librarianship.
Responsibilities and Deliverables
In order to fulfil this purpose, the Committee has been given the mandate to:
- Facilitate networking and communication opportunities relating to cultural diversity and inclusion.
- Identify barriers, opportunities, and practical solutions for supporting diversity inclusion in libraries, including employment initiatives, advancement training, and mentoring programs.
- Advocate with industry stakeholders to increase awareness of issues in the area of cultural diversity in the workplace.
- Identify needs and resources by working with other professional groups in the area of cultural diversity.
- Create an annual work-plan addressing cultural diversity and inclusive elements within OLA and the Board.
- Identify initiatives and programs to support the success of culturally diverse groups in the library and information sectors within Ontario.
- Provide resources on specific issues and topics related to cultural diversity and inclusion that arise.
- Support the success of Strategic Plan Goals, specifically,
- 3.2 Create Value. Build Belonging: Advance OLA’s Inclusive Librarianship efforts to identify existing barriers to participation faced by Indigenous, Black, People of Colour and other marginalized people in the Ontario library community.
- Report back to the OLA Board on the experiences of culturally diverse library professionals within Ontario.
- In an advisory role, offer suggestions on how to encourage growth in the number of culturally diverse professionals within the library field.
- Liaise with OLA Councils through committee member sector representatives.
- Support the OLA team by reviewing and providing feedback on documents, initiatives, and programs.
Composition
Membership shall represent OLA’s current advocacy and strategic priorities. Composition will be open to any active OLA member at the discretion of the OLA Board. The Committee will comprise 3-10 members. The committee is supported by the OLA Executive Director and the OLA Advocacy and Research Officer, with the OLA President serving as an ex officio member. Quorum for committee meetings will be in effect when at least half of committee members are in attendance for a meeting. When deliberations are being made for Board appointments, a diverse complement will always be the goal. This includes voice, region, or sector represented.
Qualifications
- OLA members who have an interest in a leadership role in library advocacy;
- Candidates will ideally have advocacy experience, which may include: knowledge of current and systemic issues that affect libraries; experience with government relations and public policy; development of communication strategies; and, expertise in social media, online engagement and new media technologies. While previous experience is not mandatory, a passion for advocacy is required.
Resources and Budget
This committee has access to funds which are defined in the Board approved annual budget. All financial management will be conducted for the Committee by the Director of Operations. Should a need arise, the Committee Chair may provide a request for staff support through the staff liaison to the Committee. The Committee Chair may present said requests forward to the Board if the need surpasses availability funds or budget lines.
Resources required for this committee include:
- Ongoing support from the OLA Executive Director and OLA Advocacy and Research Officer;
- OLA staff support for virtual meeting arrangements and completion of meeting minutes, as needed; and maintaining a public advocacy web page on the OLA website;
- Funds for special projects, at the discretion of OLA Executive Director;
- Opportunity to meet in-person at OLA Super Conference, at the discretion of the OLA Executive Director.
Expectations & Timelines
Each committee member plays an important role in helping the group fulfill its purpose and support the broader goals of the organization. Members are asked to:
- Contribute their knowledge, experience, and unique perspective to the committee’s work.
- Collaborate with fellow members to help achieve the committee’s mandate as set by the Board.
- Participate actively in meetings where quorum is present and contribute thoughtfully to discussions and decisions.
- Work within the mandate of the Committee and reach out to the Executive Director or Board President if clarification is ever needed.
- Review the meeting agenda package prior to each meeting, and come prepared to engage in meaningful conversation and decision-making. Agendas will be shared at least five business days in advance.
- Make every effort to attend scheduled meetings, and notify the Chair in advance if unable to attend, to help manage quorum and rescheduling needs.
- Follow through on action items by agreed-upon deadlines to support the committee’s momentum and respect everyone’s time.
- Foster a respectful and inclusive environment for all members, and follow the OLA Code of Conduct (G2.2 Code of Conduct Policy and Procedures)
- Support the collective decisions of the committee, even if individual viewpoints might differ.
Committee members can expect to meet at least quarterly. Meeting dates and times will be influenced by staff availability and the OLA calendar of events. Occasionally, sub-committees will be formed to focus on specific projects or tasks. Meetings will be called as required by the Committee Chair or by a majority of the members of the Committee, and arranged by the staff liaison. As a Committee of the Board, the President may also call a committee meeting to address pressing business to the Board. Additionally, the Committee Chair (and possible other members) will be expected to make at least an annual report to the Board, more as required.
Type of Committee
☒ Standing Committee (responsible for a specific program or function)
☐ Task Forces (time-limited tasks on a specific topic)
☐ Action Groups (development of a limited program or activity)
Term of Appointment
The term for OLA Advocacy Committee members generally runs for a period of 3 years, with the option to extend up to an additional 2 years at the discretion of the OLA Board. Member terms overlap to ensure knowledge transfer and consistency. Committee members are recruited from the OLA membership at large, as required. Co-Chairs will be appointed annually from within the committee, for a staggered term of 2 years. Co-chairs are responsible for coordinating the agenda, facilitating meetings, ensuring portfolios are assigned, liaising with the OLA Executive Director (or designate) and reporting to the OLA Board.
Updated: May 2025
