| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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1 | Team Charter | Finish Drafting Team Charter Continue discussing what our expectations are for private discussion / private communication on Slack, meeting notes, etc. Discuss whether we should have a standing Q&A in our regular meeting agenda
| 15 25 mins | Tom / Team | Slack Channel - decision: make OT Slack Channel closed The data privacy team decided they would have an executive session where the notes and the meeting wouldn’t be recorded; so if we wanted something similar, we could use an executive session, as needed Executive session as a recurring agenda item, and use it as needed; executive session would be at the end, but if need to discuss something in the middle of a meeting people can message Tom so that we can go into executive session
Standing Q&A Session - decision: include a recurring Q&A agenda item at each meeting and include questions from Slack; place it in the second slot on the agenda | | - Caitlin Nelson will change the SILS OT channel from an open channel to a locked channel
- Caitlin Nelson will set up the slack Slack bot to ping the OT on the Monday before our Wednesday meeting to ask for questions/agenda items
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2 | Update from Leadership Group re: Work Handoff Proposal | Update on where we are with the Work Handoff Proposal | 5 15 mins | Tom | We submitted the Work Handoff Proposal to the Leadership Group (LG) They have identified a few tabs to discuss further, but for the most part our recommendations will be approved The next LG meeting is on Feb. 18, so will likely finish going through it at that meeting Should encourage patience with the sub operations teams, to wait until the work handoff takes place LG wants to know how sub operations teams are reporting back to the OT about work and completion on these tasks The closest thing we currently have scheduled for reporting back priorities, tasks, etc. is the all-chairs meeting Create a first draft proposal for the first all-chairs meeting, to put something in place that begins to address this problem
| | - Caitlin Nelson,Tom Bustos, and Sarah Lindsey will work on drafting a proposal for the first all-chairs meeting to discuss how the sub operations teams reporting and prioritizing will be communicated, tracked, etc.
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3 | NERS Enhancement Requests | Straw dog Proposal with Caitlin for determining a process for how to spread out votes | 10 5 mins | Tom / Caitlin | Long story short: read this page for more info: https://calstate.atlassian.net/wiki/spaces/ULMS/pages/2522415135/Alma+Primo+Enhancement+Cycle+2021-2022 (CSU page) Deadline for NERS Enhancement Requests in order to meet the ballot was Feb. 5 Proposal for determining process for how to spread out votes | | |
4 | UC Irvine - Configure Local Resource Type in Sandbox | Discuss question Lakshmi raised via email re: Configuring Local Resource Type in Sandbox | 15 12 mins | Lakshmi / Team | Both UCI and UCSC have experienced issues with resource types since migration There are a limited number of spaces for local resource types (20), so that becomes an issue for harmonization Some of the issues might be resolved by cleaning up the metadata Should the Discovery Operations Subteam investigate how it works, and OT decide what merits a spot? Decision: continue this discussion at our next meeting, in terms of putting together a taskforce or project team to work on putting a process in place to deal with this issue
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5 | Questions from Slack | Errors in search related to Search API - Ramon
Best practices documentation for sets (public, private, naming conventions, retention... etc.) - Jackie Is anyone else hearing about sub-teams that are jumping the gun because they’re tired of waiting for the work handoff document? - Sarah | 10 mins | Team2 mins | Team | Errors in search related to Search API - has been resolved Best practices documentation for sets (public, private, naming conventions, retention... etc.) - something UCB is beginning to look at, including naming conventions and whether to keep things public/private; Sarah provided Jackie with info, but if anyone else has info to share
| | - Lakshmi Arunachalam will check with her local group and get back to Jackie on whether they have best practices documentation for sets (public, private, naming conventions, retention... etc.)
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6 | Steering Committee Meetings | Discuss steering committee meetings | 5 3 mins | Tom | Ad-hoc steering committee meeting at the same time as this meeting, on alternating weeks Will invite Caitlin to join us as an optional attendee If there are things that you’d like us to discuss at the steering committee meetings feel free to Slack Tom, Jackie, Caitlin, or Mallory
| | - Mallory Gianola will add Caitlin to the Steering Committee Meetings as an optional attendee
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7 | Executive Session | Private discussion as needed | | | | | |
8 | Parking Lot | Capture important topics for future discussion | | | Internal Training / Training Documentation Hub | | |
9 | | Total | 60 min62 mins | | | | |