July 2025
Article 1. Structure
RSCVD (Resource Sharing During COVID-19) was an initiative of the IFLA Document Delivery & Resource Sharing Section promoted during the pandemic emergency. From October 2023 it is called RSCVD Resource Sharing Collaborative and Voluntary Document Delivery.
RSCVD relies on a network of volunteers to supply, refer, and manage requests from around the world. Without a strong volunteer network, RSCVD ceases to be a sustainable and free service. Due to the nature of RSCVD’s structure, it is intended as a service of last resort when documents cannot be obtained through regular, commonly-used resource sharing networks.
Article 2. Vision and Mission
Vision: The RSCVD initiative shares IFLA’s vision of a strong and united library field powering literate, informed, and participative societies.
Mission: RSCVD’s mission is to ensure equal access to information, particularly during times of crisis, through a high-quality, open, free, and collaborative document supply service.
Article 3. Steering Committee
3.1. Responsibilities
3.1.1. Oversee and manage the operations of the RSCVD initiative, including:
3.1.1.1. Developing standard workflows and communications,
3.1.1.2. Trouble-shooting delivery issues,
3.1.1.3. Facilitating communication between requesters and suppliers.
3.1.2. Manage the volunteers of the RSCVD initiative, including:
3.1.2.1. Recruiting and training new volunteers,
3.1.2.2. Regularly communicating with volunteers,
3.1.2.3. Encouraging volunteers to supply materials.
3.1.3. Ensure the continuity and sustainability of the RSCVD initiative.
3.1.4. Provide guidance and feedback for technical development.
3.1.5. Report to the IFLA DDRS Standing Committee on an annual basis.
3.1.6. Promote the initiative and reach out to the broader community.
3.2. Membership
The membership of the steering committee is composed of:
- 6 representatives from the IFLA DDRS Standing Committee,
- 6 representatives from RSCVD volunteers
- 1 Ex-officio Technical Advisor
- Regional coordinators
- Honorary members
3.2.1. Members from volunteers
3.2.1.1. In 2023 the membership started with four volunteer members: two with renewable terms and two with only one term. In 2025, four new members will be nominated with renewable terms.
3.2.1.2. Volunteer members will have a 2-year term starting September of the year the person becomes a member of the RSCVD Steering Committee; it can be renewed once.
3.2.1.3. Representatives from volunteers need to have at least one year of volunteer experience. Representatives from volunteers must belong to a library with a Full or Volunteering RSCVD profile.
3.2.1.4. The RSCVD volunteers nominate themselves, and/or nominate volunteer members.
The RSCVD Community elects the volunteer members. The new members will be confirmed during the IFLA WLIC business meeting, and the names will be announced after the business meeting.
3.2.1.5. If a volunteer member does not participate in three consecutive monthly meetings without justification or an excused absence, their membership will be subject to review. Expired volunteer member will be replaced by the candidate who received the highest number of votes among the unelected candidates.
3.2.2. Members from IFLA DDRS Standing Committee
3.2.2.1. In 2023 the membership started with five members from the IFLA DDRS Standing Committee: three with renewable terms and two with only one term. In 2025, three new members will be nominated with a renewable term.
3.2.2.2. Members from the IFLA DDRS Standing Committee have a 2-year term starting September of the year the person becomes a member of the RSCVD Steering Committee; it can be renewed once.
3.2.2.3. The membership is volunteer-based.
3.2.2.4. A member can be nominated by other members or be self-nominated. The new members will be confirmed during the IFLA WLIC business meeting, and the names will be announced after the business meeting.
3.2.3. Ex-officio Technical Advisor
3.2.3.1. There is one ex-officio Technical Advisor.
3.2.3.2. There is no limit on the number of terms they may serve.
3.2.3.4. Technical Advisor does not have the right to vote.
3.2.4. Regional Coordinators
A RSCVD Community member can be nominated as a Regional Coordinator by other members or be self-nominated as a knowledgeable member that can assist others in their region/country.
The regions correspond to IFLA 6 Regional Division: Asia-Oceania, Europe, Latin America and the Caribbean, Middle East and North Africa, North America and Sub-Saharan Africa.
3.2.4.1. Regional Coordinators must have served on the RSCVD Steering Committee for at least one term.
3.2.4.2. Regional Coordinators will have a 2-year term; it can be renewed once.
3.2.4.3. Nominated Regional Coordinators will send a letter of interest to the RSCVD Steering Committee Chair. The letter must include:
- Personal information (Name, name of the institution, position, etc.);
- Contact information (email);
- A letter of interest.
3.2.4.4. The RSCVD Steering Committee will decide on the suitability of the nomination. The candidate will be confirmed at the WLIC.
3.2.4.5. The Regional Coordinators may attend the monthly meetings, but they do not have the right to vote.
3.2.5. Honorary Members
3.2.5.1. Librarians who have distinguished themselves in RSCVD may be admitted to the RSCVD Steering Committee as Honorary Members upon request and with the approval of a majority of the members.
3.2.5.2. There is no limit on the number of Honorary Members or the number of terms they may serve.
3.2.5.3. Honorary Members do not have the right to vote.
3.3. Officers
3.3.1. The RSCVD Steering Committee will elect a Chair from amongst the IFLA DDRS members.
3.3.2. The Steering Committee will have an Operations Manager and a Volunteer Manager who will be appointed by the Steering Committee Chair to assist the Chair in their responsibilities.
3.4. Meetings
The RSCVD Steering Committee Chair will schedule monthly meetings.
3.5. Voting
3.5.1. Voting can take place in meetings or asynchronously.
3.5.2. Two third of members is required for a valid vote.
3.5.3. A simple majority is required for the approval.
3.5.4. The Chair casts the deciding vote in the event of a tie.
3.6. Nomination Process and Election Criteria
The RSCVD Steering Committee membership is confirmed during the IFLA WLIC business meeting in August, and the names are announced after the business meeting.
The RSCVD Steering Committee will have their first meeting with new members and elect the Chair of the RSCVD Steering Committee in September. The nomination process follows the below schedule:
3.6.1 Nomination Process of DDRS members
3.6.1.1. In May, the DDRS Standing Committee Chair sends a call for the nomination of candidates from the DDRS Standing Committee.
Nominees send a letter of interest to the RSCVD Steering Committee Chair by June 30. The letter must include:
- Personal information (Name, name of the institution, position, etc.);
- Contact information (email);
- Nomination status as an IFLA DDRS Standing Committee member.
The IFLA DDRS Standing Committee confirms the RSCVD Steering Committee members during the IFLA WLIC business meeting, considering the Election Criteria (3.6.3.).
3.6.1.2. In case the number of nominations exceeds the number of seats, the IFLA DDRS Standing Committee elects the DDRS members during the IFLA WLIC business meeting.
- The ballot can include 3 names of the DDRS Committee.
- The Secretary of the DDRS Standing Committee tallies the ballots and the Chair confirms the election results.
- The election will occur during the 1st business meeting. If there is a tie, the second election will occur during the 2nd business meeting.
- DDRS Standing Committee members who cannot attend the business meeting in person can cast their ballot via email to the Secretary of the DDRS Standing Committee, including the second election if it is needed.
3.6.2. Nomination Process of Volunteers
3.6.2.1. In May, the RSCVD Steering Committee Chair sends a call for the nomination of candidates from the volunteer community.
Nominees send a letter of interest to the RSCVD Steering Committee Chair by June 30. The letter must include:
- Personal information (Name, name of the institution, position, etc.);
- Contact information (email);
- Nomination status as a member of a volunteer institution;
- A letter of interest.
In June, the RSCVD Steering Committee Chair initiates the process of voting for the election of the Committee volunteer members.
RSCVD Steering Committee Chair will forward the results to the DDRS Standing Committee Chair.
3.6.2.2. Available seats will be assigned in order of the number of votes the candidates received. (i.e., If two seats are available, the two candidates who received the highest votes will assume the positions.)
3.6.3. Election Criteria
3.6.3.1. The members of the RSCVD Steering Committee will be expected to represent the most varied geographical areas and ensure balanced representation of the Community. It is favourable that the members represent geographic and linguistic diversity.
3.6.3.2. The members of RSCVD Steering Committee can only be in one voting category of membership.
3.6.3.3.The members representing the IFLA DDRS Standing Committee should be actively participating in the committee work and meetings, especially with respect to the RSCVD project.
3.6.3.4. The members representing volunteers should represent all libraries that are part of the RSCVD volunteer community and that are actively participating in supplying resources to other members. A volunteer does not solely represent the library where they work currently.
3.6.3.5. The members representing volunteers must belong to Full or Volunteering profile libraries of RSCVD.
Article 4. Amendments to the Articles of Governance
Both the RSCVD Steering Committee and DDRS Standing Committee can propose revisions to the Articles of Governance as the needs arise. Amendments must be approved by a vote of both Committees.
Revised, updated and approved in July 2025.