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Item
| Desired Outcome | Time | Who | Notes | Decisions | Actions |
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| 1 | Checkin/quick updates/anything from parking lot, slack or email | Update from the Feb CoUL meeting Next steps | 10 | Ben, Adrian | For end-user outreach, the EUOS communications timeline serves as a guideline; there is some flexibility, based on campus needs and local meeting schedules, for when messaging is transmitted. A CoUL member expressed interest in a sandbox simulation for demos and/or direct end-user access. Several CoUL members affirmed that EUOS outreach templates and communication objects will need to include some kind of mock-up or visual representation of UC Library Search; this will be needed before the end of the academic year. In regards to the proposal to add a Media Liaison to the SILS project (5-6 months, 2-3 hours/week), to pursue earned media with support from the Comms OLs: A member reflected that they view broader media coverage of the SILS project as “the frosting on the cake” -- they support pursuing it if there is the bandwidth and a significant story worth telling. Another member reflected that earned media can be an effective approach for further reaching/communicating with our own faculty (to win hearts and minds) Members reflected that while UC is not the first system/consortia to migrate to a single ILS, the University may represent the largest number of items (the largest corpus) being moved into a single system (to be confirmed) It was noted that to win hearts and minds, this migration should not be viewed as only having operational benefits.
Action: CoUL members will consider (1) the importance and potential impact of earned media on the SILS project and (2) whether they have a communications person who could serve as the media liaison. Action: Shortly, Günter and Chris will follow-up on the CoUL listserv – sharing the outline for the proposed media liaison and asking CoUL members if they support the proposed position and have potential candidates.
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| 2 | “This month in SILS” PILOT Start of the month talking points about SILS; release as a SILS News. Workflow: Last week of the month: Ask via SILS Chairs slack channel - what’s your “need to know” (for library staff) for this month to share in SILS News? If you were speaking at a TH, what’s the one thing your group would want to share.(OK if you don’t have anything). Share answer in SILS Chairs slack (meet people where they are.) Com Leads refine it. Ready to go out on the first of the month as a SILS News. Reminder at the SILS chairs meeting.
| Do we need this to be a recurring item on the Com Leads agenda to review the responses? | 15 | All | Responses were lower than expected. Do we: Run with what we have (Training hub, UC Library Search 2nd wave news release & Xiaoli’s update)? See what happens next month? If still low, decide whether to continue or not. Be patient as more news may follow once testing gets underway?
Suggestion: Share the draft and ask if anyone has any further “staff need to know’s” to add. | | |
| 3 | Editorial calendar (recurring) | | 10 | Ben, Adrian | What’s on deck? Anything we need to think ahead about? | | |
| 4 | SILS Town Hall meeting (recurring) Chairs talking points Copy slide deck for reuse Finalize slide deck Check questions in the queue Confirm several weeks in advance with guest speakers (calendar of speakers) Decisions slide (Review decisions in Com Leads one week before the TH. Ask chairs for a sentence on what is the decision and why it matters and tell them to prepare for Qs.)
Future topics: FebMar (EUOS): Introduce “UC Library Search 101” deck Feb: Announce updated FAQ wiki page and offer to answer questions. March : Roundtable on decision-making best practices (and communicating best practices). Invite RMFG. Ask other chairs to volunteer. B&A will draft questions for the roundtable.March or May: MVP “Systemwide documentation of configuration specifications” (Lena to check with Carlo to learn more about this)
| 3rd Tuesdays: 3/16 Roles: | 5 | Com Leads | Anything we need to think ahead about? DCFG (still need confirmation) and EUOS are presenting Slide deck should be ready today PMs will add their talking points Com Leads will draft co-chair talking points by next week
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| 5 | Town Hall for All Communication channels slide (at each meeting) Q2: 4/19 11-12 Q3: 7/29 11-12
| Roles: PM update: Slides: MC: Chat: - use Com Leads channel Chat: sharing links , etc.- PMs Q&A (manage questions): MC will announce questions and push live. PMs will monitor and ping chairs via zoom chat for questions as needed.
| 0 | Com Leads | | | |
| 6 | Com Leads ongoing checkin | Is anything blocked or behind schedule? What deliverables are coming in the next week? Any decisions, consultations or approvals needed in the next week? Do you need anything?
| 10 | All | | | |
| 7 | Parking Lot | | | | | | |
| 8 | Wrap up | | 5 | All | Any actions or decisions missed? | | |
| 9 | | Total | 50/50 | | | | |