| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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1 | Updates - from All-Chairs, Leadership Group, etc. | Provide updates from other SILS meetings | 10 mins | Tom | Leadership Group - Talked about communication, which is something we’ve been talking about in OT as well Townhall idea for the cohort and externally - LG felt that those kind of communications should come from them Tom’s updates to LG, as well as info they get from All-Chairs and DOC, will inform what information LG shares at these Townhalls Not sure if LG is taking over SILS-News and other communications; still hashing this out
Communication stream between LG and OT - needs to be maintained There was a meeting between LG and DOC yesterday to talk about the expectations for communication and strategy Tom wasn’t able to make the meeting, but will share the notes from this meeting with OT before our next meeting The discussion that took place at this meeting will help inform what we do with SILS-News and other communication Discussion was also supposed to be about how we see communication functioning among the cohort Tom shared with LG that he sees two streams of communication: one through All-Chairs, representing the subgroups, and one through the campuses which comes through OT, since OT is representative of all of the campuses
All-Chairs - Still trying to sort through the charter
| | - Tom Bustos will share the notes from the meeting with LG and DOC related to communication, with OT before our next meeting on 4/20
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2 | Q & A Session - Including Questions on Slack since last meeting | Any questions from the team? Questions from Slack? | 10 mins | Team | From Slack: | | - Jackie Gosselar and Jeremy Hobbs will work on drafting a write-up to describe the question related to dissertations and Proquest, and the information we’re looking for on this topic, so we can use this write-up to handoff this task to a Subteam
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3 | Discuss OT Workplan | Review OT deliverables and prioritize what tasks needs to be completed first; identify items that should be handed off to an operations Subteam | 30 mins | Team | | | - Caitlin Nelson will look into why the Training Documentation Hub is locked down and report back to OT
- Caitlin Nelson will check the Graphic Assets Folder and find out if there are usage guidelines in it
- Caitlin Nelson will then move the Graphic Assets Folder so that it is a main folder in the SILS Cohort shared drive, and update the folder permissions so that it is viewable to the public, so long as the usage guidelines don’t say anything about not making it public
- Caitlin Nelson will then send out a communication letting people know that the Graphic Assets Folder is now accessible to the public
- Tom Bustos will follow-up with LG to ask if they’re willing to take on External Communication and coming up with the External Communication Strategy or if there should be a group charged with this instead
- Tom Bustos will move the Archived decision pages from phase 4 to the All-Chairs agenda, so OT can hand this off to them at the next All-Chairs meeting
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4 | UCOP Statistics and Analytics | Review and discuss; determine next steps | 13 mins | Team | This was Danielle’s suggestion / recommendation: For the summer 2022 annual stats, what is being collected will remain unchanged. Even for already Alma campuses, the data looks weird because of the migration
Nobody knows why we are collecting these statistics, or who we’re reporting them to Perhaps someone from OT-SC could respond to Danielle in the thread that is already established on this topic, and add Sarah Troy, to ask who these statistics go to and find out which ones matter and why Will individual campuses be responsible for gathering these statistics? That seems unclear right now At the CSUs, there was a committee responsible for gathering the reports across all campuses
Need to discuss this further at our next meeting; high priority agenda topic
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5 | Taking the Temperature Survey | Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections | 0 mins | Tom | Didn’t Discuss - Tabled for Next Meeting | | |
6 | Communication with Subteams, Cohort, and Campuses | Discuss how we want to provide updates to the cohort and to campuses | 0 mins | Team | Didn’t Discuss - Tabled for Next Meeting | | |
7 | Topics or questions for the Ex Libris Support Meeting | Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting? | 0 mins | Team | Didn’t Discuss - Tabled for Next Meeting | | |
8 | Discuss System/Component Down Communication Path | Review and discuss notes from document and updating format to decision tree | 0 mins | Team | Didn’t Discuss - Tabled for Next Meeting | | |
9 | Executive Session | Private discussion as needed | | | | | |
10 | Parking Lot | Capture important topics for future discussion | | | Proposal for a SILS GitHub from the Discovery OST/SILS Ops Center June NERS Voting - Need new committee to discuss next steps Communication with Subteams, Cohort, and Campuses Taking the Temperature Survey Need to create a page for System Down Reporting Internal Training / Training Documentation Hub
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11 | | Total | 63 mins | | | | |