Attendees
Christine Barone (Unlicensed) , PM, Co-Chair
Lena Zentall (Unlicensed) , PM, Co-Chair
Sarah Houghton , out
Discussion items
Item | Desired Outcome | Time | Who | Notes | Decisions | Actions | |
|---|---|---|---|---|---|---|---|
| 1 | Quick announcements | 0 |
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| 2 | Welcome letters | https://docs.google.com/document/d/1lKFWzPexuw_KbEMae2EBeZdPByuQnC5Vbg3LTKOqJVU/edit# Divide and conquer to send out letters? See proposed distribution of work at right. Timing of sending letters? (dependency: provisional chairs email needs to be ready to send immediately after letters) Before sending, confirm:
Lena will send the orientation Zoom invites after welcome letters are sent. Donald to ask DOC a few days after the letters go out to check in with their staff to ensure everyone received their welcome letter. (Listservs sometimes send email to junk mail. We’ve seen this especially with UCSC.) This models sharing and thinking about how you will set up your local communication channels. Question/Idea: we are sending these letters far in advance of the project start. Is there anything critical on the letter new members will need to reference? Idea: TTF makes a wiki page table with group/kickoff date/page numbers for charge/provisional chair for reference (both for their reference and TTF's reference:) We could put this on the TTF Confluence space. | 20 | Christine | Thank you to Hermine for doing all the customization on the welcome letters! Timing: Send welcome letters by end of day Monday 11/15 to the group’s listserv.
Will anyone want to get started sooner after they get their letters? They haven’t been given their new assignments yet. Add a blurb to the provisional chair “As a reminder, your work will be distributed by the Operations Team. Wait until you get confirmation of your work.” | Proposed breakdown of letter sending was accepted. Send letters today, Nov 15 this afternoon. Slack the TTF channel when the letters are sent. |
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| 3 | Provisional chairs | Review draft email to provisional chairs that includes a checklist of work they need to do. Timing: This email would be sent immediately after the welcome letter. Should the letter be personalized and sent individually to each chair or generic and sent to all chairs at once? These are the tasks we’ve identified so far for provisional chairs:
TTF to select All Chairs kickoff date (week of Feb 14 is 4 weeks from kickoff). How about Tuesday 2/15 at 10-11am? (TTF could meet the day before to finalize any loose ends) Question: What role should Support Persons play (normally, they would manage doodle polling)? Does LG and OT + support person get a separate letter? Extra task create a steering meeting with support person to build agendas. | 10 | Lena | Some campuses may not be able to/know how to use the poll function in zoom. Add instructions to letter. TTF members to send the provisional chair emails to the groups they were assigned above on Tuesday, 11/16 | Send Tuesday morning Personalize the emails Agree to customizing the LG & OT emails Add instructions for how to create polls in zoom Consensus that Tuesday, 2/15 10-11am will be date of All Chairs KO TTF members to send the provisional chair emails to the groups they were assigned above on Tuesday, 11/16 |
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| 4 | Kickoff |
| 20 | Lena | Kickoff schedule and point person F 1/7 Orientation (10-11am) M 1/10 (10-11am) SILS Leadership Group (Christine, Lena, Michelle, Sarah - although also on the SLG, Hermine) M 1/10 (1-2pm) SILS Operations Team (Christine, Lena, Michelle, Sarah, Donald, Hermine) T 1/11 (10-11am) SILS Acquisitions Operations Subteam (Michelle, Sarah, Hermine) T 1/11 (1-2pm) SILS E-Resources Operations Subteam (Michelle-although on subteam too; this is the only KO that Christine can't do) W 1/12 (10-11am) SILS Discovery Operations Subteam (Michelle, Sarah, Donald, Hermine) W 1/12 (1-2pm) SILS Resource Management: Cataloging & Metadata Operations Subteam (Sarah) Th 1/13 (10-11am) SILS Fulfillment Operations Subteam (Sarah, Donald) Th 1/13 (1-2pm) SILS Intercampus Resource Sharing Operations Subteam F 1/14 (10-11am) SILS Digital Collections Project Team (Michelle, Sarah, Donald) | HW: check your schedule to see which dates each of us can lead/are interested in. Add your name. Divide the KOs later and determine who will be the wrangler for each slide deck. |
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| 5 | Orientation | Note: names were added to the speaker notes of each slide indicating which sections individuals were assigned.
| TIME PERMITTING | HW: begin thinking of what our interactive elements of the orientation will be | |||
| 6 | Wrap up | Review actions and decisions | 5 | ||||
| 7 | Parking Lot | Capture important topics for future discussion | Draft email and slides for All Chairs kickoff to be held about a month after initial kickoffs. | ||||
| 8 | Total | 50/60 |