• Members should attend meetings regularly, although it is not expected that all members will make each meeting
• In order to support an informed and robust debate members should read and consider all meeting papers prior to the meetings (where possible summaries of some papers will be provided as an alternative)
• Members should contribute during each meeting, preferably verbally and can also make use of the chat function in online meetings
• Members should speak out to provide robust challenge and support to our proposals/strategies
• Members should utilise their networks to promote the groups work, both within their organisations and more widely
• Professional organisation members should liaise with those organisations prior to meetings to bring that view to the group and to share the work of the group with the organisation following the meetings
• Institution members will be representing their institution and will bring skills and experience to the meeting based on their role, however, so far as is reasonable members are asked to think about how scenarios and proposals presented would impact on institutions of their size, type etc
• Members are asked to retain their strategic/pragmatic view to ensure that they can support tangible outcomes for the negotiations within Jisc Licensing, providing guidance which can be put into practice
• Members will be asked to consider and respond to correspondence from Jisc between meetings where support may be required from a group, for example to take a stand with a supplier

Papers for meetings should be shared with the members one week prior to the relevant meeting.

The agenda will identify which papers are confidential, and whether this is to the group or to the sector. Any further restrictions, eg if the content of the paper can be discussed with the sector but the paper itself should not be shared, then this will be specified on the agenda.

Subject to the paragraph above, members may share papers, or the information set out in these, within the sector where there is strategic benefit, for example to update and gain insight from their networks and to obtain the views of colleagues in different roles.

Where it is permitted to share a paper within the sector this must be done securely, for example within an institutions Microsoft Teams or similar system. Papers should not be shared using email unless the paper is password protected and the password is shared by separate means (eg text, in person, phone call). Password protected papers can be provided if required.

Please advise colleagues who are being given sight of any papers that they must not share these further.

Each of the groups meets three times per year for approximately three hours and will take place online, unless agreed otherwise.

In addition to the scheduled meetings it may be necessary to set additional meetings (as the whole group or a subset) to respond to particular issues.

We aim to encourage engagement to continue between the meetings through the use of Teams.

The term of office for representative members is three years with the possibility of an additional term of up to three years upon expiry of the first term.

Extensions for a longer period of time are permissible as an exception where a member brings particular expertise that could not reasonably be replaced, or to provide continuity to the group by contributing to group memory where there are significant changes in membership taking place.

Any additional term of office will be considered if the member wishes to extend their term and will be decided by the chair of the group, UUK and Jisc. Their decision would take into account whether the member has normally been able to attend and contribute to meetings and ensure that terms of office ended at different times to prevent a large change in membership at any one time.

Members from professional organisations and observer members do not have a formal term of office but these roles will be reviewed annually by Jisc and the chair to consider whether there is the right representation of organisations and roles.

The chair of the publisher negotiation expert group (PNEG) does not have a term of office in their role as the representative of PNEG on the RLSG, but will be a member of the group by virtue of holding the role of chair of PNEG. The co-chairs and Jisc will agree which co-chair of PNEG will hold this role.

When a vacancy for an observer member arises, the relevant organisation will be invited to provide details of their observer who will join the group.

When a vacancy for a professional organisation arises, the relevant organisation will be invited to provide details of their appointee to Jisc. This appointment would go ahead unless it would provide a duplication of institutional representation on the group. In which case another appointee will be sought.

When a vacancy for a representative member arises a new member will be recruited by selection process to ensure selected individuals will bring the right expertise and knowledge, maintaining the representation of the group across the diversity of institutions it represents, including wide geographical coverage.

The group will run while there is work appropriate to its remit to undertake or continue with.

Jisc and group members will reflect on the groups role and progress with the matters within its remit regularly (at least annually) in order to plan any changes.

The groups main tasks may be completed, no longer required or change significantly and in these scenarios the group would close.

The groups remit may need to shift in order to reflect any changes in the landscape and the support required from Jisc licensing as a result.

During the life of the group the knowledge and skills required from its members to provide the required expertise may change.

Should this happen some memberships would cease and any vacancies be identified and recruited.

• Develop the sector’s strategic objectives for negotiations, ensuring they align with and advance institutional, sector and government priorities and policies in research and innovation
• Set negotiation strategy and provide leadership to put the sector in the best possible position to achieve its objectives. Members of the groups may be invited to attend meetings with vendors
• Govern the negotiations, and act as the conduit between negotiators and the sector for the agreement, communication, oversight and reporting of negotiations
• Represent the voice of members, ensuring negotiation and communication strategies resonate with members and maintain collective strength. Articulating the outcomes of discussions back to those they represent
• Share insight and expertise, supporting collaboration across the sector and internationally to respond to common challenges and to collectively realise shared aims
• Facilitate debate and action within the sector to help implement solutions to challenges in licensing of digital solutions to foster a vibrant and well-functioning research, learning and teaching ecosystem. This includes providing and soliciting evidence and expertise to inform policy development
• Are responsible for quality assurance/holding Jisc activity to account on behalf of members (with agreed measures to assess this eg satisfaction, positive negotiation outcomes, savings and efficiencies)
• Guide the work of the expert groups