2020-04-20 Meeting notes

Welcome!

Introductions and Ice breaker

• Name, title, institution

• If you weren’t doing your current job, what would you be doing?

15

Danelle Moon

• Danelle:

• Peter: Would be writing or doing fulfillment

• Jasmine: Working in art galleries

• Christine: travel blog writer

• Jessica: cake decorating

• Kate: run vintage clothing business

• Mary: homesteader or farmer and play tennis

• Emily: spending time with 2 kids and all-day breakfast cafe

• Polina: writing mysteries

• Lynda: designing gardens and riding horses

• Audra: travel in a campervan; research and reunite families

• Elaine Tennant: painting and spending time in the 16th century

• Kevin: ethnomusicologist

• Kathryn: making art and garment sewing

• Cherry Williams: content

Charge

Review the group charge, deliverables, relationship to other groups

Shared Governance chart 

Working copy of group charge

15

Lena

• Goal is to migrate and go live by July 27, 2021

• Implementation deadlines are coming from Ex Libris to the Implementation Coordinators. ICs take policy and configuration questions to the PPC and the PPC will direct them to the appropriate group(s), such as the FGs or ELs.

• PPC is the clearinghouse, traffic coordinator. All requests for decisions go through PPC.

• ASCELG reports to PPC. Your chair (Danelle Moon) represents your group on PPC.

• If a decision is escalated, the group to whom it is escalated owns it. They could further escalate it, resolve it, or return it to the escalator.

Decision-making

Introduce how we’ll make decisions and the methods and tools we’ll use:

• Supermajority, Fist-of-five, consent agenda (page 10 of Shared Gov)

• Decision template is where the decision is described and tracked. It is initiated by the group who is tasked to make the decision.

• Example decision: Target Go-Live Date

15

Christine

• You will use decision templates to describe each decision needed, its background and other needed information such as risk and benefits, and your final recommendation.

• Audience for decision documents is leadership, cohort, colleagues, your own future reference.

• Decisions should get made at the lowest possible level.

• Decision methods proposed by the Shared Governance Task Force are:

  • Supermajority for standardization items.

  • Consent agenda means your consent is presumed unless no one objects. The group approves the decision and only discusses the decision in depth if someone objects.

  • Fist-of-Five is a method to take the temperature and surface concerns. It can be used repeatedly and as a final vote.

Team charter

Introduce the Team charter and assign homework

• Ensures you have a shared understanding of the group’s goal

• Documents your shared agreement of how you’ll work together 

• Expectation is that every group will have a Team charter.

• They do not have to be identical. Feel free to add to the basic template.

5

Lena

• Homework: Consider adding ground rules to the charter before your next meeting then you can ratify and refine them together.

Checkin with team & next meeting

• Confirm members have access to Slack, Shared Drive, Confluence. (See access instructions)

• Share Virtual meeting etiquette PDF (see Orientation folder)

• Confluence is used for meeting notes and task tracking - demonstrate sample action and task

• Confluence will be viewable publicly starting in May. 

• Next meeting: Finish kickoff work; Identify immediate work for the team

5

Christine

• If you still don’t have access to project tools, contact Christine and Lena at AskSILS-L@ucop.edu

• Confirm recurring meeting time: April 30th, 2:00-3:00

• Meetings are currently set for every other week, but will be adjusted as needed.

Parking Lot (capture issues raised during the meeting for discussion at another time)

Total

55/60