+263 4 741 422-36 Zulc Chairperson

Electronic Resource Workgroup

Terms of Reference

Name of Workgroup

This workgroup shall be known as the Zimbabwe Universities Library Consortium Electronic Resources Workgroup here in referred to as ‘ZULC ERWG’


To ensure a co-ordinated and holistic approach in the sustainable management of electronic resources by institutions within ZULC


To ensure that e-resources are used as a sustainable resource to support teaching learning and research in all member institutions in ZULC


The main objective of the Committee is to ensure maximum utilisation of electronic resources subscribed to by ZULC. This is done through the following activities:

  • Monitoring and evaluation of electronic resources usage
  • Exchange crucial information relating to the management of electronic resources
  • Maintaining an awareness of trends and changing circumstances that may affect the use electronic resources
  • Developing and promoting electronic resources strategies
  • Selection of electronic resources for subscription purposes
  • Promoting the electronic resources
  • Develop capacity of individual institutions within ZULC to effectively manage their e-resources
  • Advise ZULC Directorate on strategic issues pertaining to electronic resources


The Principal Members of the ZULC ERWG are appointed by the Library Directors of ZULC member institutions. Ad hoc members shall include Information Technology Managers from ZULC member institutions when required.

 The ZULC ERWG shall elect from amongst its Principal Membersthe following office bearers:


  • be appointed from the university chosen by the ZULC Directorate to lead the ZULC ERWG.
  • Deputy Chairperson -shall be elected from the principal members of the ZULC ERWGand shall hold office for a period of two (2) years and shall then be eligible for re-election.
  • The Secretary shallbe from the institution selected to lead the ZULC ERWG.

 Duties of office bearers

 The Chairperson shall:

  • Be the official representative and spokesman of the ZULC ERWG.
  • Preside at meetings of ZULC ERWG
  • Call a special meeting of the ZULC ERWG when so requested by at least 30% of the membership or whenever the Chairperson determines it necessary and urgent to call a special meeting.
  • Ensure that the Goals and objectives are adhered to.
  • Perform such other duties as may be required of the office by action of the members of the ZULC ERWG.

Deputy Chairperson shall:

  • In the absences or inability of the Chairperson perform all duties of the office; be directed to assume the duties of the Chairperson.
  • The Secretaryshall:
  • In the absence or inability of both the Chairperson and Deputy Chairperson perform all duties of the office, direct the Principal Members to elect an Acting Chairperson for a specific meeting or period.
  • Be responsible for keeping accurate records of all business of the workgroup and for sending proper notices of meetings to all members.
  • Keep an accurate record of all official proceedings.
  • Perform such other duties as may be required of the office by action of the members of ZULC ERWG.

Installation of Office Bearers

  • Theinstallation of elected officers shall occur immediately following their election at the first meeting of the year and every two years thereafter. The term of office shall commence on January 1stand end at the December meeting of the period of the term ofoffice.
  • In the event of the resignation and/or vote of no confidence in the Chairperson, the Deputy Chairperson will automatically assume the role of the Chairperson for the remaining period of term of office and the vacancy of Deputy Chairperson shall be filled by a member so nominated and elected by the Principal members at that meeting at which the vacancy arises and such person shall serve out the remaining period of the term of office.

  Voting on motions

    • Every member university will have one vote per university.
    • Prior to resolvingany issue affecting the ZULC ERWG or itsmembers or Goals and Objectives, a vote will be cast to ensure that such issue has the majority support of the ZULC ERWG members


    • The ZULC ERWGshall meet aminimum of 3 times a year. Additional meetings will be decided by consensus.
    • The location of regular meetings is to be routinely rotated to various locations within the participating institutions within ZULC
    • The schedule of meeting dates, host member and location shall bedetermined in Decemberfor the ensuing year.
    • Subject to theabove theChairperson may call for a special meeting outside the agreed schedule.
    • The Chair shall call meetings at such times as may be necessary and convenient for the transaction of business.
    • There shall be no quorum requirement for ZULC ERWGmeetings


    Minutes of each meeting shall be recorded and issued without undue delay to Members by the secretary. Minutes shall, at a minimum, include the time and place of the meeting, names and affiliations of all persons attending, and the actions taken.

    Voting at Meetings

    • Each voting Member, including the Chair, shall have one vote in the affairs of the ZULC ERWG.
    • Actions decided during PIER WG meetings shall be supported by at least a simple majority of the voting members at the meeting. In calculating the vote, thosewho abstain shall be omitted from the calculations.


    • Invited speakers or visitors shall be permitted to attend any meeting, providedthat such visit is approved by the Chairperson and notice of such visit is announced on the agenda.
    • Participation shall be limited to Committee Members and FBS staff, except that the request of a guest to address the committee on a subject relevant to a specific item under consideration shall be honoured. Guests wishing to address ZULC ERWGshallnotify the Chairpersonin writing at least 7 days before the meeting. When a guest addresses the committee, equal opportunity shall be afforded to those with opposing views. The Chair shall designate the time allotted for any such addresses.
    • Videos, slides, and similar visual aids shall be allowed during the meeting of ZULC ERWG. The presenters of the information shall be responsible for all equipment arrangements and associated fees pertaining to their presentations

    Notice of Meetings

    Notices of meetings and agendas shall be circulated at least 7 days prior to any meeting.


    The Terms of Reference will be reviewed in line with changes and developments in ZULC.

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