Service Level Agreement

Transcription

1 Service Level Agreement This dcument sets ut the basis n which the Chartered Institute f Library and Infrmatin Prfessinals (hereafter CILIP ) will cmmissin services frm CILIP in Sctland (hereafter CILIPS ), an independently-registered legal entity (Registratin N SCO38532) based in Sctland. 1. Understanding 1.1. CILIP is the UK s infrmatin and library assciatin, perating under Ryal Charter t unite, develp and prmte the interests f infrmatin prfessinals and librarians living and wrking in the UK. 1.2 CILIPS (frmerly the Scttish Library Assciatin) was frmed in 1908 and affiliated with CILIP in 1931, retaining its wn cnstitutin and gvernance structure. It became a Scttish Charitable Incrprated Assciatin (SCIO) n the 28 th Octber 2016 (between August 2007 and Octber 2016 it was an Unincrprated Assciatin). 1.3 CILIPS SCIO and CILIP wrk in affiliatin gverned by legal agreements dated 1931 and 1995, t supprt and represent CILIP members living and wrking in Sctland 1.4. Under the terms f this Service Level Agreement: CILIP will retain such staff as it deems necessary fr the delivery f the activities gverned under this SLA, wh will be deplyed t wrk with CILIPS. Fr the purpses f cmpliance and t ensure that the emplyment status f the deplyed staff is unequivcal, CILIP will als register as a crss-brder Charity in supprt f this SLA. The annual prgramme f wrk t be delivered under the terms f this SLA is set ut in Sectin 4 (belw). CILIPS SCIO will cntinue t deliver its wn prgrammes and activities (fr the agreed benefit f members in Sctland), funded and staffed independently f the activities gverned under this SLA. In recgnitin f the relatinship f cmmissiner and delivery partner established under this SLA, CILIP will exclude (n lnger cnslidate) CILIPS finances frm its annual accunts. The CILIPS Trustee Bard is respnsible fr the delivery f the activities gverned under this SLA. 1.5 Prir t the date f cmmencement f this SLA, t ensure efficiency and effectiveness in the delivery f this SLA, CILIP Bard will cnfirm t CILIPS SCIO that CILIP staff deplyed in Sctland have equitable access with all ther CILIP emplyees, t CILIP systems and that, where apprpriate, CILIP will undertake t prvide supprt and equipment fr this purpse. 1

2 2. High-level principles 2.1 CILIP and CILIPS have discussed the fllwing high level principles which will infrm the management f this SLA: a) Distinct nature f Scttish representatin CILIP and CILIPS recgnise the distinct cnstitutinal, legal, educatinal and devlved plitical cntext in Sctland. CILIP cmmissins services frm CILIPS t ensure that activities reflect and are apprpriate t this distinct cntext. b) Independence and affiliatin The Parties agree that legal advice received in 2014 clarified that CILIPS is a legally distinct rganisatin affiliated t CILIP, maintaining the status arising frm the 1931 and 1995 Agreements. c) Mutuality The Parties recgnise the mutual benefit fr members in Sctland and elsewhere in the UK f a cntinuing relatinship in which membership f CILIPS arises frm membership f CILIP, maintaining recgnitin f mutual issues and principles in separate and distinct legal, plitical and educatinal envirnments. 3. Cmmn aims fr CILIP and CILIPS 3.1 CILIP and CILIPS share the cmmn aim f delivering public benefit by imprving the prfile, recgnitin and status f the infrmatin and knwledge management and library prfessins. 3.2 The Parties share the fllwing verall aims: Delivering value fr members; Maximising efficiency; Prmting cmmunicatin and cllabratin; Increasing the impact f ur wrk tgether; Sharing gd practice; Sharing insight int future plans; and Agreeing financial arrangements 3.3 In additin, the Parties share the fllwing intended utcmes fr this SLA: Recgnising and strengthening the parity f esteem between the Parties, including at Trustee and Presidential level, reflected in this SLA; Ensuring that CILIP members in Sctland cntinue t receive a high standard f supprt and representatin abut the issues that matter t them; Wrking tgether t ensure the delivery f all f the pririties and bjectives set ut in Securing the Future, the CILIP Actin Plan , including wrking tgether t grw CILIP s membership base; Ensuring the respective rles f the Parties are understd by members and stakehlders; 2

3 Enabling the Parties t wrk tgether n a cmmn prgramme f activity and supprt while als pursuing their respective prgrammes and pririties independently where apprpriate; Cntinuing t prvide a strng advcacy vice fr the infrmatin and library sectrs; Agreeing a fair and cst-effective financial mdel fr this SLA which reflects the needs and aspiratins f CILIP members in Sctland 3

4 4. Activities gverned by this Service Level Agreement Under this SLA, CILIP will cmmissin frm CILIPS the fllwing activities: Pririty Outcme Activity Due date Advcacy* The reputatin and prfile f CILIP and CILIP in Sctland is enhanced as a psitive, effective and influential independent vice fr the prfessin and particularly fr CILIP members in Sctland Representatin f the interests f CILIP members in Sctland by eg attending parliamentary cmmittees, engaging with MSPs and cuncillrs, publicatin f articles, blgs etc in varius media utlets, respnding t cnsultatins, participatin in sectr debates, library related wrking parties and ther stakehlder meetings Per schedule in the Planning, delivery and evaluatin f Sctlandspecific campaigns t prmte the interests f infrmatin and library prfessinals in Sctland (ensuring that CILIP is engaged in the planning prcess) Per schedule in the Supprt fr the planning, delivery and evaluatin f the fllwing CILIP quarterly Sales and Marketing and Engagement campaigns, ensuring these reflect and accunt fr the distinct needs f CILIP members in Sctland: Q2 campaign (April 2018) Q3 campaign (July/August 2018) Q2 Higher Educatin campaign Q3 LKS in Health campaign Q4 Crprate sectr campaign Q4 campaign (by Nv 2018) Wrking with CILIP Sales and Marketing team t prpse targeted sales and marketing activities and engagements t drive membership grwth in Sctland Onging 4

5 Practive engagement with CILIP in the planning, delivery and implementatin f an annual Libraries Week campaign t prmte engagement with infrmatin and library services including partnership wrk with public libraries n the Bk Week Sctland Initiative Deliver event-based activities in supprt f the Year f Yung Peple 2018 End Nv 2018 Per the Cntinue campaign wrk in supprt f Scttish Library Services (including discussin and exchange f knwledge with the relevant CILIP staff) Liaise with CILIP t ensure bth parties are aware f each thers Awards prgrammes and that any verlap r ptential cnflict is accunted fr in the planning prcess CILIP advcacy-related plans and activities reflect the distinct nature f the Scttish cntext and the needs and pririties f CILIP members in Sctland Prvisin f regular updates, news and infrmatin pertaining t the interests f infrmatin prfessinals and librarians in Sctland, fr inclusin in CILIP channels and cmmunicatins, including Infrmatin Prfessinal Active engagement in the jint All CILIP planning prcess (see belw under Operatins ) Onging sharing f insight and intelligence abut the sectr in Sctland and develpments relating t the interests f the infrmatin and library prfessin Per the annual cpy date schedule Octber/Nvember 2018 Onging 5

6 Wrkfrce develpment CILIP members in Sctland have full access t the range f CPD and Prfessinal Registratin supprt assciated with their membership Develp and deliver 2 Prfessinal registratin wrkshps, 1 mentr training event and 1 mentr exchange f experience with supprt frm the relevant CILIP staff Per the schedule in the liaise with the relevant CILIP leads t ensure that the interests f CILIP members in Sctland are represented in develpments including the Prfessinalism Review and the Apprenticeships prgramme Wrk in partnership with CILIPS SCIO t deliver an annual cnference event (led by the CILIPS SCIO President), prviding pprtunities fr netwrking, CPD and skills develpment *see supplementary nte CILIPS Cnference and Autumn Gathering Cntinue t supprt the activities f Branches and Grups, encuraging their practive participatin in the CILIP Review f Member Netwrks (2018/19) Partner the Cllege Develpment Netwrk in delivering the FE Learning Wrkfrce Initiative Per the prject plans fr these activities Per the schedule in the Per the schedules in the and the CILIP ADP Per the schedule in the Member services CILIP members in Sctland feel that they benefit frm a cmbinatin f direct representatin in respect f the distinctive nature f the Scttish cntext and frm representatin as part f the wider CILIP membership Cntinued prvisin f excellent custmer service t CILIP members and ptential members making enquiries via the CILIP in Sctland ffices Making use f Yur Membership as the platfrm fr member engagement and recruitment and Infrmz as the platfrm fr member cmmunicatins (subject t CILIP prviding CILIP staff deplyed in Sctland with lg-ins and relevant training) Per the schedule in the 6

7 Ensuring that CILIP in Sctland events and activities are up-t-date in Yur Membership fr the benefit f CILIP members Liaising with the relevant CILIP staff t ensure that member surveys and market research are carried ut n a jint and mutually-agreed basis, including thse which have a specific fcus n members in Sctland and frm part f the funded activities included in this SLA Liaise with the relevant CILIP staff t publish a dedicated newsletter fr CILIP members in Sctland, t be delivered thrugh Infrmz Standards & innvatin There are n specific prgrammes relating t Standards and Innvatin in the current year Operatins CILIP members in Sctland benefit frm efficient and effective supprt fr their demcratic structures and activities CILIP staff deplyed with CILIP in Sctland will prvide nging supprt and administratin t the CILIP in Sctland member elected structures f gvernance including CILIPS SCIO Trustee Bard, Cuncil, Branches and Grups Per the schedule in the CILIP staff deplyed in Sctland will prvide supprt fr Branch delivery f events, training, prfessinal registratin, CPD pprtunities and ther netwrking activities CILIP staff deplyed in Sctland will ensure that CILIP CEO cntinues t receive all bard meeting papers and assciated AGM agendas and papers tgether with an pen invitatin t attend as set ut in CILIPS Rules and Regulatins 7

8 Ensuring that CILIP in Sctland s peratins cmply with the Digital First Service Standard Undertake a Cmpliance Review in anticipatin f GDPR implementatin CILIP members in Sctland benefit frm effective and meaningful representatin in CILIP s plans, cmmunicatins, campaigns and activities Active participatin in the All CILIP planning prcess including: An annual planning cnference in Octber/Nvember A mid-year review and priritisatin cnference in July/August Onging participatin in the All CILIP SMT Onging liaisn with the Campaigns and Awards Manager Per the All CILIP framewrk CILIP is able t cmply with its wn requirements fr audit, transparency and budget management in a timely and efficient manner Prviding such financial infrmatin n incme and expenditure as may be required by CILIP t satisfy the requirements f the CILIP Auditrs, Audit Cmmittee and Directr f Resurces Per the schedule f cmmunicatins set ut belw CILIP is able t deliver a new rganisatinal structure ensuring that it has apprpriate skills and capacity t deliver n the gals in the Actin Plan and Business Plan CILIP staff deplyed in Sctland will participate practively in the Transfrming CILIP prgramme, including the rganisatinal design cnsultatin and the subsequent structural develpment Per the schedule in the prject dcumentatin 8

9 Supplementary Nte re: CILIPS Cnference and Autumn Gathering CILIP in Sctland runs tw annual events each year the CILIPS Cnference and an Autumn Gathering. The CILIPS Cnference is a prduct f CILIP in Sctland and pre-dates this agreement with CILIP. Under the prvisins f this SLA, CILIPS will cntinue t run bth f these events, which are led by the CILIPS President with supprt frm vlunteers. Sme supprt is als prvided by CILIP staff deplyed t wrk with CILIP in Sctland. In the event f a terminatin f this SLA, CILIP will cnsider prvisins fr annual events fr CILIP members in Sctland. 5. Infrmatin and Cmmunicatin 5.1 CILIP and CILIPS are cmmitted t nging pen, timely and effective cmmunicatin in the management f the activities gverned under this SLA. 5.2 T ensure this, we have agreed the fllwing schedule f cmmunicatins: Bard-level The CILIP Bard and CILIPS Trustee Bard will enjy reciprcal rights t attend each thers meetings as an Observer (bth parties retain the right t hld in camera sessins where necessary/apprpriate) The CILIP Chair and CILIPS Chair will speak n a regular (quarterly) basis t ensure nging versight f the SLA, identify pprtunities and address issues fr reslutin Management The CILIP in Sctland Directr will attend mnthly All CILIP Senir Management Team meetings (virtually r in persn) The CILIP Chief Executive and CILIP in Sctland Directr will als meet nce a mnth fr a regular scheduled catch up (virtually r in persn) The CILIP CEO will cntinue t receive all CILIPS SCIO Bard papers (including thse fr AGM) tgether with an invitatin t attend CILIPS SCIO Bard meetings in accrdance with CILIPS SCIO Rules and Regulatins As a member f the All CILIP SMT, the CILIP in Sctland Directr will receive cpies f papers and minutes relating t SMT activities Staff CILIP staff based in Sctland will liaise n an nging and regular basis with CILIP staff based elsewhere in the UK, including in the central ffice in Lndn and with clleagues in Wales and Nrthern Ireland 5.3 Under this SLA, CILIP staff based in Sctland will make every effrt t be a visible presence fr clleagues based elsewhere in the UK 9

10 6. Use f CILIP data and systems 6.1 Yur Membership is the GDPR-cmpliant Assciatin Management sftware which CILIP uses t manage relatinships with members. Infrmz is the linked cmmunicatins management platfrm which CILIP uses fr all member cmmunicatins. Use f Yur Membership and Infrmz by CILIP staff deplyed with CILIP in Sctland n activities gverned under this SLA is a mandatry requirement. 6.2 CILIP staff deplyed with CILIP in Sctland will access and use member data within Yur Membership and Infrmz n behalf f CILIP fr the purpses f the activities gverned under this SLA. Fr this reasn, there is n transfer f wnership f data frm CILIP t CILIP in Sctland. 7. Finance & reprting 7.1. Fr the sake f clarity, the financial settlement attached t this SLA cvers nly thse elements nt assciated with staffing Staffing csts, including salaries and n-csts, assciated with the fulfilment f this SLA will be cvered by CILIP n the basis that the staff invlved are CILIP emplyees under cntract t CILIP and deplyed with CILIP in Sctland The ttal additinal funding allcatin fr this SLA in 2018 is 22,000 excluding VAT. These funds may be used slely fr the purpses set ut in this SLA Payment f this allcatin is cnditinal n receipt f a quarterly invice and reprt frm CILIPS prviding an update n the activities gverned under this SLA, schedule and frmat t be agreed with the CILIP Directr f Resurces 7.5. This quarterly invice and reprt shuld include a Statement f Financial Activities indicating hw CILIP funds have been allcated t the activities gverned by this SLA CILIPS may als be asked t prvide such additinal infrmatin in supprt f the CILIP audit as may be required by the CILIP Auditrs in relatin t the funding allcatin in The CILIP and CILIPS Treasurers, supprted by CILIP staff as apprpriate, will undertake an annual Funding Review, nt later than June, in rder t establish an indicative financial arrangement fr the subsequent year. 8. Staffing 8.1. CILIP will retain such staffing capacity as is deemed necessary fr the delivery f the activities specified under this Service Level Agreement CILIP staff invlved in the delivery f this SLA will be deplyed with CILIP in Sctland fr the purpses f implementing the activities included in this SLA As emplyees f CILIP, thse staff deplyed in Sctland are, in cmmn with all CILIP emplyees, subject t the plicies (eg n GDPR and brand identity) and service cnditins assciated with the CILIP cntract f emplyment. 10

11 9. Management f this SLA 9.1. This Service Level Agreement is held by CILIP and frms the basis n which CILIP will cmmissin services frm CILIPS The SLA will be managed by the CILIP Chief Executive The Service Level Agreement will run annually and will be subject t review at mid pint t facilitate a 6 mnth ntice perid if decisin t terminate is activated. 10. Annual review In additin t the nging management f this SLA, CILIP and CILIPS will meet annually t review the delivery f the SLA, identify successes and areas fr imprvement and t agree actins t ensure that it cntinues t deliver the aims specified This review will include assessment t be cmpleted jintly by CILIP and CILIPS with due cnsideratin t: Member satisfactin and value External stakehlder satisfactin and value The extent t which activities build capacity, drive new knwledge r innvatin Financial perfrmance Internal business & strategic drivers A recrd f this review and any resulting actins will be agreed each year and made available t the membership in accrdance with the principle f pen cmmunicatin 11. Terminatin In the event that the mid pint review f perfrmance against this SLA finds that the activities have either nt been carried ut t the standard specified by CILIP, CILIP retains the right t terminate this SLA subject t nt less than six mnths written ntice In the event that this SLA is terminated, CILIP will review the allcatin f CILIP staff deplyed with CILIP in Sctland and seek t re-deply them elsewhere within CILIP In the event that this SLA is terminated, CILIP in Sctland will: i) Call an EGM/AGM giving ntice f frmal disslutin f its 1931 affiliatin agreement with CILIP, the 1995 agreement and t relinquish use f the CILIP brand; ii) Seeking apprval fr a re-cnstituted, re-titled rganisatin iii) Initiate with OSCR de-registratin f CILIPS SCIO and re-registratin with new title; iv) Remve the name CILIP and CILIPS frm all branded materials bth physical and n the Web; v) Revert t CILIP all material, data, printed and electrnic cllateral and any ther resurces belnging t CILIP; vi) Write t CILIP within 6 mnths f ntificatin cnfirming that these actins have been carried ut. 12. Representatin CILIP and CILIPS are affiliated t each ther and may frm time t time make representatin n ne anther s behalf in the executin f their respective respnsibilities. 11

12 12.2. CILIP and CILIPS will use best endeavurs t avid bringing the reputatin f the ther int disrepute r therwise causing unnecessary reputatinal risk t the ther. Where an actin is t be taken which may give rise t a material risk, bth CILIP and CILIPS will undertake t infrm the ther and t discuss it with them prir t the actin taking place Neither CILIP nr CILIPS may enter int legally-binding agreement r cntract n the part f the ther withut their express prir cnsent CILIPS will ensure that branding, cmmunicatins and messaging are cnsistent with the CILIP Brand Guidelines and huse style 13. Agreement This Service Level Agreement is brught int frce by mutual agreement between the Parties, indicated by the fllwing signatries: Signed n behalf f CILIPS: Print name: Date: Signed n behalf f CILIP: Print name: Date: 12