2023-01-23 10 am AASA-PT Meeting Notes

Record Zoom meeting

Review previous notes and tasks from Jan 9 2023

5m

@Ellen Augustiniak

Current Practice Survey

1. Approve survey instrument

2. Confirm team members

20m

Survey sub team

• Recommendation for project team members to be the primary point of contact for the survey (responsible for campus distribution, answering questions and providing context, and compiling campus survey responses as needed).

• New questions added specific to SP and RLF holdings.

• Survey subteam will complete an initial, high-level analysis of the responses.

• Recommended instrument is Google Forms.

• Survey reorganized for clarity (by schedule).

• Within AA, terminology can be a bit different. (Will be able to see potential local differences by query; also have the detailed stats instructions).

• Formatting: We could reformat content in the Google form to help structure the output (data table), changing what’s in the question vs. the description for the question.

• Project team greatly appreciates all of the work and consideration of the subteam. If subteam members have bandwidth issues, we can change subteam membership with others from the Project Team.

Decision: ~2-week deadline for survey responses (Feb. 03); the subteam will then have one working week to carry-out the initial analysis.

Decision: Chan, Lisa and John will continue as the subteam members through the preliminary analysis.

Harmonization Analysis: review draft

Team members familiarize themselves with draft plan - Google Drive: High Level Plan

5m

All, harmonization subteam

Harmonization Analysis: Discussion of draft plan determine preliminary standardization and harmonization recommendations

Discuss Draft plan for the documentation-based Harmonization analysis

15m

Harmonization sub team

• The aim for the subteam is to develop a template for the analysis that can lend itself for the final report (even as an appendix); when recommendations are brought to the project team, the plan is to have a structured conversation (with specific discussion questions); an output, in addition to the analysis template and final recommendations, will be a summary of the project team discussion.

• Subteam emphasizes that we need to be flexible with the outcomes/recommendations from the documentation-only analysis - final recommendations should be dependent on the outcomes of the survey too, as well as what’s possible in Alma Analytics.

• Weekly project team meetings can provide opportunity for mid-process engagement and consultation.

• We could still have further subteams created, to explore specific harmonization recommendations (particularly once we have the survey responses and initial analysis).

• Additional potential input/dodcumentation for the subteam: https://policy.ucop.edu/doc/3410253/AM-L316-11 (Libraries and Collections: Capitalization).

• For potential recommendations and exploratory activities that are out of scope (given our charge and timeline), we can always recommend those items as potential future systemwide activities/conversations, if there’s shared agreement on their impact/value.

Decision: (Noted in plan) Subteam membership will expand to include Daisy (Michele, Heather, Sarah, Danielle, Daisy).

Wrap up

Review actions and decisions

5m

Parking Lot

Capture important topics for future discussion