2022-08-24 Meeting notes

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/drive/folders/1dtIzQxCI9PUTujfUJgwjqDErAaJjZq7L?usp=sharing

Updates - from All-Chairs, Leadership Group, etc.

• Provide updates from other SILS meetings

16 mins

Tom

• LG Updates

  • Discussing the next SILS Town Hall; looking at September 29 as first preference and September 22 as the second preference

    • Main Topic - gentle reminder of how things should escalate from a Project Team to OST to OT, or from All-Chairs to OT and then from OT to LG

    • Also an update on how things are going in general

  • Was going to discuss the Digital Collections Project Team final report; but main person wasn’t there so pushed this topic to the next meeting

  • There is a subgroup assessing where we are based on the Phase 4 goals; will bring report to LG at a future meeting

  • LG is working on an emergency contacts draft document; coming up because there has been at least one person who was having a medical emergency while on a Zoom call

    • There needed to be a way to call emergency services, but other members on the call weren’t sure how to get folks to that location because the person wasn’t in the office

    • Would be optional and is something LG is working on

      • This would be an opt-in; wouldn’t be mandated

    • If OT is interested in doing this for our group, we can discuss how to move forward with it

      • SILS Ops Center keeps a list of all of the members - would be easy to add a column to that document that lists everyone’s emergency contacts

        • Does everyone have access to this document?

          • Yes, but it might be too hard to find, so maybe a separate document would be a good idea

    • What are the next steps for LG?

      • LG is creating a draft document for their group

      • Would there be a master one for all of SILS?

        • Right now this is only being looked at on a group by group basis

    • Next Steps:

      • Tom will use the LG document as a template and will share it with OT between now and the next meeting

        • Folks can fill out the document as much or as little as they want to

  • Discussed with LG having a CDL rep on OT who is an NZ administrator

    • They had some questions; Tom explained that Caitlin isn’t an NZ administrator

    • Explained that this person doesn’t need to be a voting member, since there will be 2 folks from CDL, only the SSM would be the voting member

    • LG seemed okay with this and was going to talk about it at their steering committee meeting

  • DOC put out a call for a new SILS OT Support Member

    • Mallory will be out as of October; will want to have the new person in by early September, so Mallory can overlap and train

• No All-Chairs Updates; didn’t end up meeting

Q & A Session - Including Questions on Slack since last meeting

• Any questions from the team?

• Questions from Slack?

10 mins

Team

• Security privacy form is filled out as a “once and done”; folks should sign it when they get their account, but don’t have to sign again or follow-up later

• Jackie found that when bringing up the Resource Sharing Form in Primo, and a patron requests something, the journal information prepopulates in both the journal and article

  • Seems to be a bug; Jackie hasn’t opened an ExL ticket, but wanted to confirm whether other institutions are seeing this

    • UCSC is seeing this

  • Jackie could also follow-up with the Resource Sharing Team to see if they’ve discussed it

    • Sarah thinks that the Resource Sharing Team is likely aware of the issue because she checked with her head of ILL, who is on the Resource Sharing Team

  • Jackie will create a case and share the case number on the OT Slack as well as with the UCB Resource Sharing Team member

    • If several other campuses are seeing this, would want to escalate the topic at the next ExL meeting

• Jeremy’s question re: notice from Ex Libris about their new IP address for support

  • The email said to make sure the IP is not blocked by your campus firewall, but Jeremy doesn’t understand why that would matter, since Alma is cloud-hosted and Ex Libris doesn't need to touch our local infrastructure to access

    • Maybe they are just referring to self-hosted campuses?

      • Because ExL should be able to get into our cloud-hosted service whenever / wherever

  • Jeremy is wondering if there is anything he actually needs to do with this request

    • Seems like there isn’t anything Jeremy needs to do specifically, but can troubleshoot if ExL does actually run into an issue

  • Yeah this seems like it would be an on-premise thing

    • UCM and UCB didn’t do this when they migrated recently

    • UCR had to make sure the IP ranges for self-check machines weren’t blocked

    • UCI uses an FTP server locally; they did whitelist a few IP addresses based on what was in the ExL knowledge center

  • Jeremy isn’t going to change anything, and will troubleshoot if an issue arises

Topics or questions for the Ex Libris Support Meeting

• Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting?

• Ex Libris Support Meeting Agendas & Notes

12 mins

Team

• Update from recent ExL Support meeting

  • Discussed the issue around their support portal only allowing the ability to see our own tickets and not see across the consortium

    • ExL will be getting a hold of us at some point soon to look into testing the functionality of the consortium user account that can see within the UC consortia

  • Discussed the CJK issue

    • Ex Libris support did reconfirm with PM that it's a solr indexing limitation but can't get more specific

    • Tom suggested a discussion between their solr people and our solr people to look at how to make it work but doesn't seem like that idea got traction on Ex Libris' side

    • Decided to have their support folks in Asia contact Hong Kong and figure out how they’ve resolved the issue, and get this back to the North American folks

      • Hopefully will get somewhere closer to a resolution

      • Is Hong Kong using any other character sets i.e. Cyrillic?

        • We’re waiting to hear about this

    • UCB has also had a ticket open since last year regarding issues with Japanese characters in Primo; discussed this issue as well and ExL said they would follow-up but have not yet

  • Discussed specific tickets:

    • Would like a response for ticket# 06412609: Timeline for vendor-supplied data to appear in CZ and Timeline for CZ collections to appear (ticket# 06391621)

      • For ticket# 06412609, no later than January 2023

        • Automation was in place but provider data was causing problems

      • For collections with automation already in place usually takes about two weeks 

      • For collections requiring manual updates can vary a lot more - anywhere from a month to a year

      • Greg hasn’t gotten any responses on this ticket; surprised ExL has provided this update in the ticket

    • 06360257 - Collection Level records that don't show URLs

      • Checking with developers at the next consultancy

      • Right now the team suspects a defect but need to discuss more

      • Also, IZ UCSD Factiva collection doesn't contain a collection-level URL (NZ does) so Ex Libris asked a follow-up in the ticket if it was possible to suppress the UCSD IZ collection

        • Greg doesn’t recall seeing this request; he didn’t open this ticket and wasn’t listed in the ticket, so has no notifications

    • 06355867 - License terms management & display questions

      • No new updates from developers; still working on it

      • In terms of getting the last couple of answers

  • Not a lot of concrete information in the meeting; acknowledged lengthy timelines, and either said they’ll check on things or they had no real updates

    • Sometimes they don’t tell us when they’ve resolved things after the meetings

• Please submit your questions or stagnating tickets to OT-SC, as we get closer to the next ExL support meeting

Lived Name Information Gathering

• Review and discuss LG’s request for each campus to supply information related to the Lived Name policy

• Deadline is September 9th

• Lived Name folder and spreadsheet

13 mins

Tom / Team

• Have we gotten clarification regarding the clause Greg asked about?

  • Does Alma require a person’s legal name? Not sure; if it doesn’t, should we have it there or not?

• Internal discussion at UCLA - UCOP memo is vague about what needs to be done

• Discussed this at LG; when Primo is displaying back to the user, you can have it set-up so that it is only displaying the preferred name

  • The policy displaying the legal name not to the end user, but to the employee, seems more vague

    • Seems like it’s not really a requirement; the requirement is more about what is displayed to the end user

      • That said, Alma/Primo would be compliant; but would need to ensure that the feed that is coming in from Campus is compliant

• UCB is pulling in preferred name and legal name and these go into 2 separate fields, so staff can see both preferred and legal name

  • Unclear if the staff seeing the preferred and legal name is in compliance

  • In these situations, would be okay to mark the Campus as compliant but explain this situation in the notes column in the spreadsheet

• For UCSD employees, only getting preferred name; but with students, getting legal and preferred name

  • With UC Path, employees can put whatever they want, and the programmer has routed that info to the primary name fields

    • Would it make sense to do this for students as well, and how much work would that be?

• UCSC Library - doesn’t do anything with billing, so have no use for legal name

  • Their could be a business need for a library to have access to the legal name info

• UCSB - employees are entered manually into the system

  • For students, there is a lived name option; if the student has a lived name then it comes in as the primary name

  • How do you be in compliance if it’s a manual update?

    • No policy in place, but does sound like it should be made into a policy

    • Within a month, should have the employee feed turned on, so wouldn’t matter as much

  • Anyone else add manual users?

    • UCB doesn’t have many but happens on occasion; would have to ask how they enter the names when creating records manually, but instinct would be to create a formal policy to be in compliance

• There does seem to be a case that it is okay to use the legal name for collections / billing purposes

  • Because UCM doesn’t use Alma for collecting payments, wouldn’t be in compliant for keeping that information

    • Seems like UCB would be in compliance if needing the legal name for billing; at that point it would just be a matter of how it’s displaying

• Reminder to everyone to get their info into the spreadsheet by September 9th

CMCKG request for Ethical and Inclusive Metadata Practices team

• Review Ethical and Inclusive Metadata Practices in UC Library Search Project Team request and team charge

• Confirm the Proposed Backup Project Manager (TJ) is okay with proceeding with the charge as is

• Vote on the charge and determine next steps

3 mins

Tom / Team

• Both Catherine and TJ are good with the charge and their roles

• OT is ready to vote on this

  • Fist of 5 vote:

    • Unanimous 5 votes to proceed with this team

• Next Steps:

  • Caitlin will pull-up the new project team onboarding instructions, share the onboarding instructions and process with the OT, and solicit 1-2 volunteers to help with onboarding the Ethical and Inclusive Metadata Practices in UC Library Search Project Team

UC Alma User Counts

• Follow-up on discussion from last OT Meeting

• Report back discussion from 8/17 OT-SC Meeting re: UC Alma User Counts

7 mins

Caitlin / Tom

• Discussed UC Alma User Counts at last week’s OT-SC meeting

  • There were some target numbers that we all agreed upon for the Alma User Counts, and based on that we negotiated for a total number

    • Some campuses are above their numbers and some are below; we shared out numbers to folks and asked for their feedback about where they are, why they are above or below, their needs, etc.

  • Any differential that will happen this year doesn’t effect our contract

  • The opportunity we have to make a change is between years 3 and 4

    • We are now in year 2

    • At the end of year 3, that’s when we can change our contract

      • Once we get closer to this point, we’ll have the opportunity to renegotiate specifically with ExL and update the cost share model

  • This year, sharing out the numbers was more of an FYI and request to think about needs and do some analysis

    • In future years, there may be more action items associated with asking folks to look at their numbers and provide some assessment and feedback

  • Basically, no action will be taken on this other than informational, until the end of year 3

• How close to the ceiling are we with the number of records?

  • Caitlin made a contract review document and will share it out with OT

    • This year we are good, but in future years, this is a point of negotiation

      • Folks do think it’s unfair that ExL charges 3% more every year, but we are frozen at the numbers that are outlined at the start of the contract

        • The contract doesn’t allow for our metrics to grow, so something we want to consider for our future contract

Executive Session

Private discussion as needed

Parking Lot

Capture important topics for future discussion

• Taking the Temperature Survey

  • Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections

• Communication with Subteams, Cohort, and Campuses

• Need to create a page for System Down Reporting

61 mins