2021-09-21 Com Leads Meeting notes

Reduced hours work plan

Distribute work and agree on deliverables schedule

20

All

1. Reduce Com Leads meetings to every other week? Yes.

2. Workplan with timelines for remaining work

   1. SILS NEWS/Cohort email (ad-hoc) - move to ad-hoc, not weekly.

   2. Resource lake for presentations (SEP) - Adrian (folder, wiki, SILS News)

   3. Thank you/discharge letters - this month, so you don’t overlap with final report and other work (week of OCT 4)

      1. Ben has approval for student help with the letters.

      2. Christine is verifying everyone is on the sheet who should get a letter.

   4. Final report (OCT/NOV)

      1. Exec summary

      2. Editing the overall doc

      3. Com Leads section

   5. Handoff & cleanup (NOV/DEC) Due 12/3

      1. Make recommendations on whether current coms vehicles and spaces should continue and for how long (SILS News, wiki, website, etc.)

      2. Discuss in Com Leads meeting to make PMs aware of recommendations.

3. Adrian attends WG meetings & EUOS as needed)

Yes, switch to every other week Com Leads meetings.

Adrian attends WG meetings & EUOS as needed)

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.

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All

Editorial calendar (recurring)

5

Ben, Adrian

• What is the status of the article on presentations/publications on the SILS project:

  • Message on making presentations and publications on the SILS project:

    • Cohort members are free to make presentations and write publications at their discretion.

    • We’ll provide a place to track and share resources.

  • Create a folder in the resource lake for sharing presentations, publications, etc.

  • Create a sheet/page for tracking presentations on Confluence.

  • Create a Confluence page with links to the resource lake, and a note to “contact AskSILS-L@ucop.edu” to have things added to the tracking sheet (if you don’t have edit access to Confluence).

  • What are the next steps for this? Time involved to get pull it together? By when would this go out?

    • Adrian is working on it.

    • Should have a draft by Friday.

    • Would likely go out next week (week of 9/20).

• FYI: There is another SILS News coming about analytics from Xiaoli, Lisa S. and Caitlin. They will write it for Com Leads to edit. Re: access to analytics recordings, add this statement from IT to the SILS News: “These recordings are not for sharing outside of UC Libraries, and anyone viewing them who has not yet signed the data privacy form, should do so here" (And then link to the registration form). IT will post the recordings in a protected google drive for sharing within the UC. 

Town Hall for All (Governance)

Communication channels slide (at each meeting)

• Sep 21:

  • Governance deep dive (UCLAS, SILS)

  • SILS Operations Center at CDL

  • Transition Task Force

Roles:

• Slides: Link

• MC: Adrian

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

• Moderator Chat: - use meeting-chat channel

• Public chat: sharing links, etc.- Danielle for SGTF and UCLAS? PMs for

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

15

Com Leads

• Any actions we need to do now? All set!

  • Adrian will introduce Miquel and speakers will manage the transitions to other speakers

Town Hall for All Deep Dives: Oct-Dec

• How to source and schedule:

  • 3rd Tuesday: 10/19, 11/16, 12/21

  • Ask on SILS Chairs, PPC, WG.

  • Criteria:

    • Discussion-worthy and have input from multiple people, e.g., forum

    • Controversial or complex and would benefit from Q&A

    • 60 minutes

    • What is it not? quick updates or topics that impact a narrow group of staff.

    • You'll walk away with actionable tips, best practices and resources that will help you elevate your work!

  • Ideally, set the topics now. Set a deadline for proposals by 9/17.

  • Announce at 9/21 TH.

Topics form was due 9/17. Did we get anything?

No topics were submitted.

If no topics the decision is to let it be unless someone comes forward at some point with an idea.

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?

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All

• Upcoming work per Com Leads work plan

  • Draft Thank you letters (send in early December per SILS co-chairs)

    • Samples from phase 3 (mail merge, email cover letter, letter, etc.)

    • Make a list of all groups and subgroups/task forces. Done!

  • Phase 4 final report (folder with outline)

  • No Com Leads in ongoing gov. Transition communications to ongoing SILS shared governance. What is involved here?

    • Do the Phase 4 Handoff template

Parking Lot

• Operation Leads post-mortem: when to schedule? October.

• Com Leads to facilitate post-mortem for EUOS so chairs can participate fully.

  • Yes, Adrian will offer.

Wrap up

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All

Any actions or decisions missed?

Total

50/50