2021-10-18 Meeting notes

Quick announcements

Michelle will be out 10/25

0

• Notetaker: Michelle

Checkin with DOC

Received from: UCD, UCI, UCLA, UCR.

These DOC members need reminders:

UCB

UCD - DCPT only

UCM

UCSB

UCSC

UCSD

UCSF

CDL

If yes, decide who sends the reminder.

2

• Lesson learned: Give a 2 day buffer for deadline (e.g., Weds instead of Friday) so we’re not scrambling at the last minute to do the compiling work.

• Lesson learned: Do not give more than 3 weeks to provide answers.

Orientation

Sample orientation

1. Decide if we need an orientation in advance of the kickoffs.

2. What topics do we cover?

   1. gov structure including SILS Ops

      1. what does it mean to be in an ongoing structure vs. an implementation project

   2. Acknowledging the work involved - it’s a new job and you may not as productive for a while; first time we are all on the same system together; still on the learning curve; reassurance.

   3. emphasize the nature of the work in ongoing vs project. Not the same timeline pressure and heavy lifting of the project.

   4. decision making

   5. principles

   6. project tools

      1. Slack

      2. Listservs

      3. GDrive

      4. Confluence

   7. timeline? (group kickoffs)

   8. what’s next/how to prepare for your kickoff, e.g., read your charge.

   9. Resources: Alma lists, CA erug, UC_Alma. Be active as a contributor and consumer.

   10. Inspiration from peer consortia on collaborating to transform? (what Q’s would we pose? biggest challenge/how addressed? top 3 ways you transformed the way you worked? How can CA institutions work together? do a panel?) Who to invite? HOLD FOR LATER FOR REJUVENATING AND INSPIRING

   11. Rally the troops. Observations and inspiration from UC library leaders - lessons learned or forward thinking (DOC, CoUL) COULD BE CHEESY; better coming from your own senior library leadership.

   12. interactive elements? (answers in chat; polls, etc.)

3. Live session and record it for later viewing.

4. Do we need to include a save the date (or even mention this) in the welcome letter?

5. How much time? 60 (if no special guests) or 90 mins (if special guests)? 60 minutes

6. Who’s interested in working on the orientation agenda proposal (topics, timing, talking points)? (due by 11/1)

20

Possible topics:

Handling stress;

Interactive features/polls;

Orientation will focus on transition from implementation to operations.

50 minute presentation

No session with outside speakers.

Sarah and Michelle will work on the agenda

Kickoff

Sample kickoff (from Chairs kickoff)

1. Affirm this approach to kickoffs: Everyone is new to UCLAS SILS so a comprehensive orientation/kickoff is needed.

2. What should we cover in the kickoff?

   1. introductions & ice breaker

   2. review charge

   3. review roles/responsibilities

   4. decision-making process (don’t bother if it’s covered in orientation)

   5. project tools

   6. identify immediate work (may not be applicable for any groups except OT.)

   7. team charter - introduce or do?

   8. taking the temperature - any groups we would do this for?

      1. Have provisional chairs ask their group to name your top 3 areas of expertise

   9. interactive elements (answers in chat; polls, etc.)

3. If we get 75% or more of P4, how will this affect our kickoff?

4. Do we need a new SILS logo? Do we have a preferred slide deck?

5. What’s our next step? Volunteer to draft an agenda? (due 11/1)

15

What are our desired outcomes for the kickoff?

• Meet the team members and get a sense of the expertise in the room (what are your top 3 areas of expertise)

• Ensure members understand the charge and roles and responsibilities

• Ensure members understand when they are wearing their local hat vs. systemwide hat

• introduce team charter but let the groups do it on their own

• Introduce that a permanent chair will be picked within the first month, ideally at their first meeting.

Kickoff logistics

Groups

• SILS Leadership Group

• SILS Operations Team

• SILS Acquisitions

• SILS E-Resources

• SILS Discovery

• SILS Fulfillment

• SILS Intercampus Resource Sharing

• SILS Resource Management: Cataloging & Metadata

• SILS Digital Collections Project Team

Possible dates

M 1/10

T 1/11

W 1/12

Th 1/13

F 1/14

M 1/17 HOLIDAY

T 1/18 Instruction begins for semesters

W 1/19

Th 1/20

F 1/21

HOLD UNTIL WE HAVE DRAFT KICKOFF AGENDAS

1. What questions must we answer before we can schedule kickoffs? And when do we need answers for those questions?

2. Any major events or holidays during the weeks of Jan 10-21? How do we find out?

   1. ALA LibLearnX is 1/24-28

   2. MLK Holiday 1/17

   3. Instruction begins Jan 3 for quarters

   4. Instructions begins Jan 18 for semesters

3. How long will kickoffs be? 1 hour? 90 minutes? 2 hours? (Note: From P4, Chairs kickoff was 60 mins; IC kickoff was 2 hours; FGs were 60 mins) - shorter is better.

4. Is more than one kickoff a day feasible?

5. Who leads/participates in the kickoff?

   1. TTF members?

   2. What other guests?  

6. Does TTF need help with kickoffs?

0

Wrap up

Review actions and decisions

5

Parking Lot

Capture important topics for future discussion

50/60