| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
|---|
| 1 | Zoom name | When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename.) | 1 | Lena | | | |
| 2 | Poll: Record meetings? | Determine whether meetings should be recorded? | 1 | Lena | Overwhelming vote of yes. | We will record meetings and share the links in the meeting notes which are only accessible to this group. | |
| 3 | Welcome from SILS co-chairs! | | 5 | Günter | |
|
|
| 4 | Why have an All Chairs meeting | What’s the value of an All SILS Chairs meeting Ensure SILS Steering (co-PMs and co-chairs) are informed of what’s happening in the project. Take the temperature; surface issues early Forum for issues that require discussion Provide direct access to SILS co-chairs to answer questions and advise Relationship building; interact and learn from other chairs; safe space to speak among chairs; build trust Ensure cross-project dialog for chairs at least once a month
With so many members, it may be a challenge to give everyone a chance to speak. | 5 | Lena | | | |
| 5 | Step B representatives Step B members (“liaisons”) represent a campus that has assigned a liaison for
informational purposes; liaisons share information and decisions with their campus
colleagues and respond to information requests from Step A group members; liaisons do
not participate in decision-making or attend meetings, but they proactively track group
information and decisions using the available documentation and communication
mechanisms; | Awareness of participation and voting for Step B representatives Shared Gov said Step B liaisons do not participate in voting or attend meetings. However, WG doesn’t want to discourage participation. If Step B liaisons are very active, they should consider becoming Step A members. Chairs - have a conversation about it with active Step B liaisons. WG discussed and confirmed Step B liaisons do not vote. However, Step B liaisons can participate in taking-the-pulse conversations to surface concerns. Remind chairs to be vigilant that Step B liaisons could pull back from commitments and activities at any point. How can chairs ensure they remember who is Step A/B since Step B cannot vote?
| 5 | Lena | | | |
| 6 | Chairs to share with their groups on communication between SILS and campus groups (Com Leads) | Each SILS group has a campus representative who is empowered to be a channel of communication from the systemwide project to their local group. Campus representatives do not need to go through their Implementation Coordinator to communicate locally. Campus representatives should take concerns to: 1) their local campus group 2) their SILS group co-chairs 3) Reach out to the Implementation Coordinators Group as a last resort.
Campus representatives have two roles: as experts in their subject area (systemwide hat) and as representatives for their local campus (campus hat). They are expected to consult broadly at their campus.
| 5 | Ben | | | |
| 7 | Consultation with Communication Leads | Awareness of upcoming consultation on communication needs for groups | 2 | Ben | | | |
| 8 | Taking the temperature | Summarize takeaways from pre-meeting poll and discussion Survey responses | 30 | Lena, All | | | |
| 9 | Meeting time | Poll: Choose recurring meeting time every other week: Tues 1-2 Wednesday 9-10 Friday 9-10 Friday 10-11
| 5 | Lena | | | |
| 10 | Future topics | Desired tools or training topic for next 30 minute webinar? Topics to cover next time? Email SILS-PM-Leads-L@ucop.edu if you want to add something to the agenda or slack Christine and Lena on SILS Chairs. | 5 | | | | |
| 11 | Parking Lot | Capture important topics for future discussion | | | | | |
| 12 | | Total | 60/60 | | | | |