To improve the experience of discovery and delivery for users across the UC Libraries through iterative research and development.

From Shared governance structure, charges and work practices

The Discovery Operations Subteam will seek a coordinated, systemwide approach to systemwide discovery, as appropriate and in alignment with the SILS principles. The subteam will maintain and refine the configuration of the SILS Primo VE services and applicable shared policies and best practices. The subteam will strive to ensure a coordinated and shared discovery experience for all UC patron end users. Areas of responsibility include:

• Harmonization and the implementation of consistent configuration across campus instances related to search, navigation, terminology, and user interface design elements as appropriate systemwide.

• User-centered design, prioritizing the needs of patron end users and making design decisions based upon user needs and the context of their use.

• Usability, accessibility, assessment and the evaluation of the discovery system using established tools and methods.

• Collaboration with the Fulfillment & Intercampus Resource Sharing Operations Subteam to ensure decisions optimize systemwide resource sharing functions.

SILS Discovery primarily uses Fist of Five for decision-making (see Decision-making processes). Fist-of-five decision-making scale:

• (5) Full support (endorsed by member with no concerns)

• (4) Agreement (endorsed by member with minor concerns)

• (3) Reservations, but can live with it (endorsed with reservations/caveats)

• (2) Don’t like it, won’t block it (endorsed but the member registers their disagreement, though they will support the group’s decision; this includes publicly supporting the decision beyond the team/group)

• (1) Cannot support it (member does not endorse and blocks approval)

For informal decisions, Discovery may use a “thumbs up” temperature check.

If an issue can’t be resolved, or conflict arises, we will seek guidance from OT.

If an item of discussion becomes something that would best be handled by another SILS Operations Subteam, we should delegate.

When making decisions, we consider if it makes sense to harmonize or if it’s more appropriate to decide locally:

• As our charge states, we prioritize “the needs of patron end users and making design decisions based upon user needs and the context of their use.”

• Network Zone related decisions usually need to be harmonized.

Most decisions should have a Confluence Decision Page. Short-term, or less consequential, decisions may be documented via email. Any decisions made on Slack must be documented via a Confluence Decision Page or email because we lose access to Slack messages after 60 days.

Discovery has a steering committee that consists of the chair, vice chair, and an optional additional member. The steering committee helps to prioritize agenda items, provide constructive feedback on how the meetings are run, and provide additional support and perspective as needed. The steering committee is not a voting body. Decisions outside of meeting organization must be brought to the full SILS Discovery group. The Steering Committee meets every other week, usually for less than 30 minutes. At the beginning of the year the steering committee members will determine the best recurring schedule.

The Chair creates and distribute the agenda, tracks action items, and assists in planning the team's work and fulfilling the charge. In addition, the chair attends the All-Chairs meetings, leads the steering committee, and coordinates with other SILS groups and CDL as needed. Time commitment is approximately six additional hours a month.

The vice chair stand-in for their team’s chair, in their absence, including sometimes attending other SILS group meetings such as All-Chairs. They also partner with the chair on planning the team’s work and fulfilling the charge, and participates in the steering committee.

Toward the end of each year, Discovery members will be given an opportunity to self-nominate to become vice chair the next year. If multiple people are interested, Discovery will either:

• Vote to decide the new vice chair

• If the candidates both agree, Discovery may choose to select one candidate for the upcoming year and the second candidate for the year after. [See SILS OT for precedent.]

There is no need to vote if there is only one vice chair candidate. However, SILS Discovery members will be given an opportunity to comment.

The vice chair automatically becomes chair the next year. Time commitment is approximately two additional hours a month.

The At Large Steering Committee Member participates in the steering committee and provides additional support and perspective as needed. Toward the end of each year, after the vice chair has been selected, Discovery members will be given an opportunity to self-nominate to become an at large steering committee member the next year. If multiple people are interested, the Discovery members will vote to decide the steering committee member. No voting is needed if there is only one candidate. Time commitment is approximately less than an additional hour a month.

We will not have a dedicated notetaker. The chair is primarily responsible for taking notes but contribution and clarifications from the rest of the team are welcome.

• If multiple people are talking, use Zoom hand-raise to take turns.

• 10 second rule before ending a topic of discussion.  If there are no comments, we move on to vote or next topic.

• We will try to allow adequate time to to think about decisions and discuss locally.

• Generally, decisions are not delayed if an individual member must miss a meeting. However, members are welcome to submit their thoughts ahead of time.

• Members should feel comfortable saying “I don’t know” and asking for more information either here, or locally.

• Consultation with local campus teams should be an integral part of the decision-making process.

• Resolving disagreements

  • If disagreements only involve Institutional Zone settings, campuses are free to choose the option that makes the most sense for their local campus needs.

  • If there is disagreement over Network Zone settings that apply to all Institutional Zones, we will attempt to find user driven data that can be used to support a Decision page. Possible sources of user data:

    • Alma Analytics

    • 3rd party analytics

    • User Testing