2021-07-06 Com Leads Meeting notes

Checkin/quick updates/anything from parking lot, slack or email

• Don’t forget to check the Task report for your outstanding tasks and check them off when done.

All

SILS Chairs 7/14:

• Progress on escalation letter - did DOC have any further questions? Adrian talked to Donald - no further questions.

  • Adrian and Christine will check with their local DOC reps to see how progress is going. Discuss at next meeting 7/13

• How we’ll communicate about go live (Com Leads)

  • Confluence dashboard for go live!

  • Ben and Adrian will consider it.

  • Discuss at next meeting 7/13

Go Live communications week of go-live

• OP: Congratulations message from UC president will be published by OP

• (Deadline?) Template for each UL to send to their own campus. Get input from EUOS and IT. Reiterate - ensuring staff know they won’t be experts in the new system on day one. Insert your local links to FAQ, Primo search, training docs and other important links.

  • create a version in the event go-live is delayed.

• 7/27 Gunter & Chris: Thank you to the cohort - Day of go live. Recognize all the effort that went into getting us to go-live. Work continues but taking a moment to thank everyone.

• SILS News: 7/29 or 7/30 (or when all campuses are live) Congratulations! live with MVP - more decisions and work will be coming; and here’s what’s coming next. Reminder of UC-wide town hall on 8/2.

30

Any updates to report?

• Joint letter will come from President & Provost. No action needed now. Letter will be sent post-go-live.

• We will need 2 versions of email templates to send to ULs: 1 if campuses go live as scheduled, 1 if they do not.

  • Ben will draft the letters by the end of this week for us to edit. Done!

  • Delay version:

    • Who should the delay letter come from? UL or IC?

    • How many different versions of the letter are needed? staff, campus community.

    • MORE DISCUSSION NEEDED. WAIT FOR BEN. DISCUSS WITH EUOS CO-CHAIRS. (Adrian will schedule a meeting)

  • Confirm if these templates go to CoUL or to EUOS/Coms rep. When is it due?

    • Content needs to be added to each letter. It will go to EUOS/Library Coms.

  • Ben will ask for local Communications contact at campuses for sending the UL message at each campus.

• (from 6/30) Thank you to the cohort from SILS co-chairs via SILS-Cohort & SILS News on July 27. Ben will work on this when he returns from vacay.

“This month in SILS” PILOT

Start of the month talking points about SILS; release as a SILS News.

Workflow:

• Last week of the month: Ask via SILS Chairs slack channel - what’s your “need to know” (for library staff) for this month to share in SILS News? If you were speaking at a TH, what’s the one thing your group would want to share.(OK if you don’t have anything). Share answer in SILS Chairs slack (meet people where they are.)

  • SILS PM talking points

  • EUOS news releases talking points

• Com Leads refine it. Ready to go out on the first of the month as a SILS News.

• Reminder at the SILS chairs meeting.

0

All

• Draft: Sent on July 1!

Editorial calendar (recurring)

5

Ben, Adrian

Town Hall for All

Communication channels slide (at each meeting)

• Q3: 8/2 10:30-noon

  • Roundtable - highlights and kudos, MVP and how decisions were made and a couple of examples of decisions Or ask for one thing that is transformative about Alma/Primo? (Com Leads draft questions; Op Leads review questions; Com Leads send final questions by DATE)

  • Post-go-live shared governance? No, in September.

Roles:

• PM update:

• Slides:

• MC:

• Tech role: Ben (mutes/unmutes), advances slides, gives remote control access, and starts recording

• Moderator Chat: - use Com Leads channel

• Public chat: sharing links, etc.- PMs

• Q&A (manage questions): MC will announce questions and push live. PMs will monitor and ping chairs via zoom chat for questions as needed.

10

Com Leads

(from 6/30)

• SILS success story; journey and how we’ve grown.

• SILS is transformative….

  • Possibly use a SILS Chairs meeting to have volunteers state out loud what has been transformative and then splice those together for a video presentation.

• Reinforce Open Q&A

  • Encourage advance submissions

  • Identify Q&A panel in areas of: Alma expertise (IC?), Primo expertise (Discovery?) and training (IT)

• UCLS Pop Quiz

  • ~5 questions that reinforce “need to knows”

Com Leads ongoing checkin

1. Is anything blocked or behind schedule?

2. What deliverables are coming in the next week?

3. Any decisions, consultations or approvals needed in the next week? 

4. Do you need anything?

0

All

Parking Lot

Wrap up

0

All

Any actions or decisions missed?

Total

35/50