2020-06-17

Zoom name

When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename.)

1

Lena

Poll: Record meetings?

Determine whether meetings should be recorded?

1

Lena

Welcome from SILS co-chairs!

5

Günter

Why have an All Chairs meeting

What’s the value of an All SILS Chairs meeting 

• Ensure SILS Steering (co-PMs and co-chairs) are informed of what’s happening in the project.

• Take the temperature; surface issues early

• Forum for issues that require discussion

• Provide direct access to SILS co-chairs to answer questions and advise

• Relationship building; interact and learn from other chairs; safe space to speak among chairs; build trust

• Ensure cross-project dialog for chairs at least once a month

• With so many members, it may be a challenge to give everyone a chance to talk at these meetings.

5

Lena

Step B representatives

Step B members (“liaisons”) represent a campus that has assigned a liaison for
informational purposes; liaisons share information and decisions with their campus
colleagues and respond to information requests from Step A group members; liaisons do
not participate in decision-making or attend meetings, but they proactively track group
information and decisions using the available documentation and communication
mechanisms;

Awareness of participation and voting for Step B representatives

• Shared Gov said Step B liaisons do not participate in voting or attend meetings. However, WG doesn’t want to discourage participation.

• If Step B liaisons are very active, they should consider becoming Step A members. Chairs - have a conversation about it with active Step B liaisons.

• WG discussed and confirmed Step B liaisons do not vote. However, Step B liaisons can participate in taking-the-pulse conversations to surface concerns.

• Remind chairs to be vigilant that Step B liaisons could pull back from commitments and activities at any point.

• How can chairs ensure they remember who is Step A/B since Step B cannot vote?

5

Lena

Chairs to share with their groups on communication between SILS and campus groups (Com Leads)

• Each SILS group has a campus representative who is empowered to be a channel of communication from the systemwide project to their local group. Campus representatives do not need to go through their Implementation Coordinator to communicate locally.  

• Campus representatives should take concerns to: 

  • 1) their local campus group

  • 2) their SILS group co-chairs 

  • 3) Reach out to the Implementation Coordinators Group as a last resort. 

• Campus representatives have two roles: as experts in their subject area (systemwide hat) and as representatives for their local campus (campus hat). They are expected to consult broadly at their campus.

5

Ben

Consultation with Communication Leads

Awareness of upcoming consultation on communication needs for groups

2

Ben

Taking the temperature

Summarize takeaways from pre-meeting poll and discussion

Survey responses

30

Lena, All

Meeting time

Poll: Choose recurring meeting time every other week:

• Tues 1-2

• Wednesday 9-10

• Friday 9-10

• Friday 10-11

5

Lena

Future topics

Desired tools or training topic for next 30 minute webinar?

Topics to cover next time?

Email SILS-PM-Leads-L@ucop.edu if you want to add something to the agenda or slack Christine and Lena on SILS Chairs.

5

Parking Lot

Capture important topics for future discussion

Total

60/60