2020-10-16 SGTF agenda and notes

Welcome and announcements

Opportunity for co-chairs and members to share brief announcements and notices.

00:05

Ginny, Aislinn

• Where we’re currently at in the work plan: Ahead of schedule (just slightly) for the assessment poll; on schedule for work on UCLSA-integrated SILS.

• As noted in the work plan, Nov. 14 and Nov. 20 to share potential UCLAS-integrated governance with WG and CoUL. WG has also asked for an earlier engaged around potential gov. models (for Oct. 30 meeting).

Subgroup to investigate the integration of the SILS into the UC Libraries Advisory Structure (UCLAS)

Subgroup members will present the initial outputs from this work: draft structure(s) for the task force’s consideration. The subgroup will speak to underlying considerations and seek task force member feedback.

The subgroup asked the SGTF to consider specific portions of the proposed models (A and B): the Leadership Group and Operations Team.

00:45

Felicia, Salwa, Danielle

Subgroup member Sarah T. sends her regrets.

• Approach taken by subgroup: through extensive discussion, defined and grouped likely responsibilities and tasks that need to be managed within the structure. Started to remove the word “governance” - leadership and ongoing operations.

• Subgroup discussed that the LG would consider systemwide strategic planning ( broadly, as it relates to the SILS), high-level guidance for Operations, supporting larger vendor engagement

• Subgroup discussed that the OT would be akin to the IC/PPCs right now - managing the interplay between the various functional areas.

• Q: those on LG are AULs/equivalent, where OT are managers/heads? Essentially.

• Q: SILS LG - actually an LG within UCLAS? Within UCLAS, but we have not yet determined how this group should reports to.

• Preference for B; smaller group is better for strategic planning. Terms can be effective for bringing in fresh perspective.

• Q: what about term lengths (sometimes these terms can be for life)? Longer terms on the OT could be more likely. LG, for model B, we would want to develop a rotation (create opportunity, new perspective, etc.). (Agreement - on OT, harder to have folks rotate off, particularly if they plan a specific role within their campus; if B for LG, rotation would be important - not to say sequential terms can’t happen, but they should be less likely).

• If model B, LG, reports to DOC - then it’s also reporting to a representative group; that creates the opportunity for systemwide engagement.

• What if we flipped it? LG representative and OT is non-representative? We had discussed this - but it seems as though post-go-live, at least at first, we would benefit from having OT be representative to begin with.

• SGTF member noted that for the issues coming up, it’s very campus specific. We could expect that this level of specificity will continue to crop up initially post go live.

• OT - certain kinds of expertise in the individuals on OT? Do we want a specific mix? Or does everyone get to pick their person? We’d have a scope: broad ILS knowledge - particularly post-go-live. We wouldn’t be overly specific, in terms of title (flexibility for campus choice)

• Further agreement/support for Model B, for encouragement for keeping the rotation moving. Could establish cohorts and/or have future members identified in advance, to ensure campus representation in the rotation.

• Q: Do we need to start with representative on both? Will there be hard feelings at the start, if we don’t go representative at the start for LG?

• Overall preference for Model B.

• Support for having a transitional period, and integrate assessment (is this working?)

 Decision: The subgroup will edit structure to focus on Model B, adding additional context (in the visual, or as an accompanying document), for Aislinn and Ginny to share with WG (Oct. 30). Depending on CoUL feedback to Ginny, the top box would be labelled “TBD - DOC or CoUL” (or specify what CoUL indicates).

Action: Ginny will engage CoUL, re: their assumptions around where the SILS should report into UCLAS (do they have any preferences or assumptions that SGTF should consider?).

Total

00:50