2021-11-08 Meeting notes

Quick announcements

0

• Notetaker: Donald

Orientation

orientation agenda

1. Review draft orientation blurb (at right)

   1. Assign someone to add the orientation blurb to the welcome letters. Here’s the Zoom info

2. Quick look at Slidedeck: does everyone have what they need?

3. Schedule a run-thru the same week of the orientation Jan 3-6. 60 minutes. DOC chair is optional since her part is self-contained.

4. FYI. SILS Steering will meet with SILS LG on 12/8 to empower the new leaders.

HOLD FOR LATER

4. Discuss and decide interactives and who will create them (polls, prompts for chat, using the reactions, etc.)

• Ice breaker question

5. What other roles need to be filled?

• MC/Moderator:

• Monitor chat:

• Run interactives:

• Slideshare:

10

Christine

Save the date for the SILS Orientation on January 7 from 10-11am via Zoom (ADD ZOOM URL HERE). The meeting invite with details will be emailed to you shortly. The orientation will be recorded.

1.a. Action Item: Hermine will add blurb.

1. Add all presenter photos to slide 2? Each member should add their own photo, name, title. Action Item: Presenters will add their name to each slide that belongs to them in the speaker notes.

2. Run through presentation, 60 minutes, early January 2022. Use meeting on 1/3/2022 to do run through.

DOC decisions. Action Item: Lena and Christine will check with Micquel Little and Katie Richey.

• Hermine Vermeij will add Save the Date info for both Orientation and Kickoff to the Welcome letters.
• Donald BarclaySarah HoughtonMichelle Polchow Presenters will add their name to each slide that belongs to them in the speaker notes.

Kickoff

1. Q: If you are on a team, do you want to be on the kickoff team or be a participant? Participant, please.

2. Discuss and confirm approach to kickoffs

3. Confirm kickoff dates

4. Review kickoff agenda & ice breaker proposal

5. What’s a reasonable deadline for custom kickoff slides?

6. Homework: Create generic Kickoff slidedeck. Who wants to do this? Deadline: 11/15.

7. Homework: What is our process for working with provisional group chairs to ensure they set the group’s first meeting, have a plan for deciding a permanent chair (make suggestions), and any other duties? Draft a special email to provisional chairs? Or, do we need a chairs kickoff? Approach: Start drafting an email and see if it’s too complex and needs a meeting. Yes, an email can be used as a checklist.

8. FYI. SSM/Support Persons need an informal meet and greet (collaboration tools, invite Katie to talk about how she supports DOC, tips and tricks from PMs/SSM, how to triage problems, what comes to the support person – not the same as the PMs role in P4). Q: Do you have anything to add to this agenda?

HOLD FOR LATER

1. Do we divide and conquer in teams of 2 or 3? Or join forces to all do each kickoff together?

   1. one person needed to monitor chat and watch for questions, raised hands, etc.

2. Decide who will be point person for each kickoff (customizing slides with unique agenda items, making sure all roles are covered for the kickoff, etc.)

35

Lena

Approach:

• 2 kickoffs per day; AM (10-11) and PM (1-2)

• Groups with 2 branches should kickoff on the same day. Same TTF member(s) should do both kickoffs.

• Leadership and Operations go first

• Record kickoff meetings

Proposed kickoff schedule:

NOTE: Jan 3 Instruction begins for quarters

F 1/7 Orientation

M 1/10 SILS Leadership Group, SILS Operations Team

T 1/11 SILS Acquisitions Operations Subteam, SILS E-Resources Operations Subteam

W 1/12 SILS Discovery Operations Subteam, SILS Resource Management: Cataloging & Metadata Operations Subteam

Th 1/13 SILS Fulfillment Operations Subteam, SILS Intercampus Resource Sharing Operations Subteam (many members are new to SILS on these 2 groups)

F 1/14 SILS Digital Collections Project Team (Would many staff take Friday off to make a long weekend? Hold AM kickoff only? Or, schedule earlier in the week?)

M 1/17 HOLIDAY

T 1/18 INSTRUCTION BEGINS FOR SEMESTERS

W 1/19

Th 1/20

F 1/21

Decision: Sarah Houghton, Hermine, & Michelle will participate in kickoff, not lead.

Some get early release on Friday before MLK holiday (1/17/2022). Friday morning better than afternoon.

Create generic slide deck to customize as needed for groups. Action Item: Christine and Lena will take this on.

SILS Governance Kickoff Agenda: Action Item: All will review for changes.

Ice breaker--Not do the Jeopardy! version. Have people answer questions about themselves.

TTF or delegate should do an orientation meeting with permanent chairs, not with provisional chairs.

Action item: Draft emails and slides for All Chairs kickoff to be held about a month after initial kickoffs.

• Lena Zentall (Unlicensed) to check with Micquel and Katie to confirm if the nominations/appointments are complete.
• Christine Barone (Unlicensed) and Lena Zentall (Unlicensed) will create the kickoff slide deck template. Due 11/15.
• All will review kickoff agenda for changes
• Draft email and slides for All Chairs kickoff to be held about a month after initial kickoffs.

Wrap up

Review actions and decisions

5

Parking Lot

Capture important topics for future discussion

Total

50/60