2020-04-24 Meeting Notes

Introductions

Team members get to know one another.

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1. Name, title, institution.

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

Tools

Confirm team members have access to all tools:

• Confluence (will be publicly available in May)

• Slack

• Google Drive

Review virtual meeting etiquette

Review how our team will be using confluence / google drive

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Can everyone get to the various tools? Please, let us know if you are having trouble accessing any of these communication tools.

We will use Confluence for agendas, meeting notes, decisions, task tracking

Google Drive will be used for working together

Listserv E-mail preferred for most discussions and group discussions; Slack can be used for private or quick discussions

Use hand raising; mute when not speaking; video not required due to bandwidth

Review Internal Training subgroup charge (pages 34-35)

Team members understand the deliverables, timeline, group interdependencies, and when to escalate.

Members of this group are the lead trainers for their campus.

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Deliverables
The primary responsibility of the ITS is to develop and guide the execution of a comprehensive training plan for all UC Libraries’ staff who work in the ILS and discovery platform to ensure competency by go-live. Accordingly, the subgroup members will:

• Determine systemwide UC Libraries internal training needs;

• Assess existing Ex Libris training services and opportunities, including the Ex Libris KnowledgeCenter, and determine when UC will need to develop UC-specific training materials;

• Develop and carry out a comprehensive, systemwide training plan with the Training & Outreach Coordinators and in consultation with the SILS Working Group;

• Improve vendor-supplied training objects as needed (and as permitted);

• Develop and organize train-the-trainer sessions for the system (where multiple reps from each of the UC Libraries get trained);

• Utilize instructional design principles to develop new training objects/templates, as needed;

• Determine and recommend best practices for ongoing training, post implementation and reflecting potential systems updates, in consultation with the Training & Outreach Coordinators.

In addition to overseeing the development of systemwide training opportunities and mechanisms, each member will also guide and organize their local/campus training

Concerns/Questions:

Worry that the expectation is that each of us on this group will be considered the expert of all of the areas of Alma.

Timeline
TBD--Dominique will let us know when this has come out; awaiting calendar from ExLibris.

Interdependencies

• ITS reports to the Training & Outreach Coordinators Group (Dominique and Bonnie are on this group); currently meeting weekly

• Other groups we might work closely with: The subgroup will consult with the Training & Outreach Coordinators and seek guidance on issues that go beyond the subgroup’s charge (i.e. training that requires significant resources, engaging the vendor directly, managing systemwide training communications, etc.). Members of the subgroup will consult with their campus colleagues, create locally-organized training teams, and bring local feedback to the subgroup.The subgroup may also engage with the Policy & Practice Functional Groups as appropriate.

• We will need to communicate with:

Escalation Guidelines:

• Per the SGTF instructions (p.29): Escalate when you need high-level consultation or are unable to reach a required consensus despite good-faith efforts When you are too uncomfortable to proceed, escalate. 

• If you are in “deadlock” or “contentious discussion,” escalate.

• If it’s clear that it affects many other groups and more coordination is needed, escalate.

• If you need more resources to get through an issue, escalate.

We will not be the experts at each of our campuses on all of Alma but we will be working with our campuses to determine who at each campus will be responsible for the various pieces of training.

Role might include tracking who has received training; managing the training.

Everyone: Identify who at each campus will need to be part of the train-the-trainers team (future)

Team Charter

Team members will develop:

• a shared understanding of the group’s goal

• an agreement of how we will work together.

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See pages 10-12 of the SILS Phase 4 Governance Structure for guidance on decision-making strategies.

Our draft charter is on google drive, which will be moved to Confluence when completed.

Next Steps

• Determine Future meeting day/time

Waiting for ExLibris to assign training person from there end; also waiting to determine what training specific to our needs will be coming; can start thinking about who would be good for train-the-trainers

Training for vanguard campuses will be under our responsibility so that will come pretty soon

Begin a “lessons learned” document

Fridays at 1pm would not work for some of us if we are to meet for longer than one hour

Meet every other week initially