2024-03-01 LG Meeting notes

Welcome

Robin

Check-in about SILS quarterly newsletter

Kerry and Elizabeth

Elizabeth will add the link to Appendix A “Shared Governance and Privacy Guidelines for UC Libraries Staff” with some context to the draft newsletter

Kerry workshopping a paragraph about the RLF question

Plan is to send newsletter out after Spring quarter ends

Check-in about best practices for trials/pilots

Robin

Kerry confirmed the communication structure/pathways between CDL and SILS structure for trials/pilots.

Please note: with this confirmation, LG is withdrawing the ask we had out to OT for best practices.

Next steps in discussion around Shared documentation for SILS

Robin

Determine who can be point to determine what is needed and what the options are. What do we need right now? Where do we put this in LG’s workplan timeline? This will depend on what we hear from people and understand the needs.

Next steps: Aislinn will do an inventory of what’s out there now. We can always point to what’s out there now, and if more is needed for a local documentation space then we can have a bigger discussion, and figure out where to place it on LG’s workplan/timeline.

Brief update on “to dos” regarding SILS Patron Privacy and Data Security Project Team

Robin

Robin and Darren meeting next week to begin drafting a charge for standing data privacy team

Appendix A is published on top level Confluence wiki under Shared Governance and Privacy Guidelines for UC Libraries Staff

Gem at CDL is working on the disbanding procedures for the project team

Common Knowledge Groups (CKGs)

15-20 minutes

Context:

The role of CKGs within the UCLAS structure is coming up in multiple venues.

• A DOC subgroup (work is ongoing) identified that DOC should consider reviewing the DOC/UCLAS relationship to CKG’s.

• The SILS Governance Assessment surfaced a need to complete an assessment of communications between CKGs and SILS groups.

Background:

Common Knowledge Groups were launched in 2013, as part of a larger overhaul of the UCLAS structure. CKGs were originally described as: self-organizing groups of experts or pioneers in areas of interest to the University of California Libraries. The intention of CKGs is to foster innovation by providing a venue for staff across campuses and from various levels to exchange ideas and collaborate on systemwide initiatives at the “Service Envisioning '' stage. It is at this stage that new ideas for new services or improvements to existing services are generated and shared.

Around 2015/2016 the UCLAS structure was revamped (which is when DOC was formed), and at that time Bibliographer Groups were morphed into CKGs as well.

CKGs were not originally envisioned as bodies that would perform or create significant (or any?) work output. Over time, however, the UCLAS structure has grown, UCLAS membership has (and continues to) evolve, and as a result it may be time to revisit the role and expectations for CKGs.

Next steps: Todd/Sarah H. will take questions raised around CKGs to DOC steering as a first step.

DOC update

5-10 minutes

Sarah Troy

Direction & Oversight Committee

• Met on 2/20/24

• DOC members will attend a portion of the CoUL meeting on 2/27 to discuss the work of 3 subgroups focused on: the DOC liaison role / shared services / innovation funding

• Planning on hosting a Library Forum this fall

• DOC liaison to SCLG will give an update in March

• DOC further discussed UCAC CKG Statement on Email as Record and agreed that we need more information before we comment on the statement. A DOC subgroup will be in touch with the CKG to understand the purpose and context of the statement.

OT update

5-10 minutes

Jackie Gosselar

Operations Team

• Met on 2/21

• REVISED Proposal for Expanded NZ Access - Google Docs - OT approved to move forward

  • group discussed details of the use cases and various responsible parties for a time before taking a vote

  • list of questions from OT feedback has been retained, but is not located in this revised proposal - being kept track of elsewhere

• Organization Unit Name change

  • ExL prefers a Monday or Sunday

  • Gem will follow up with campuses

  • Gem will be meeting with the AASA project team in March to review analytics changes

• Discussed ExL suppport manager meeting highlights

  • met on 2/16

  • resource sharing group still seeking usage stats - has become problematic as it’s not likely info gathered/retained by ExL

  • spoke about escalation of tickets/issues

  • a list of all the Salesforce tickets can be compiled by ExL and shared before meetings

Primo accessibility team update

• met on 3/1

• spreadsheet of accessibility gaps

• any follow-ups from the RNPT?

AllChairs

• did not meet on 2/27

55 minutes