2022-09-07 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/1CNxYPJLRUF8Jr6v0oGdudIRukrhhmmLG?usp=sharing

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

• Provide updates from other SILS meetings

10 mins

Tom

• Update from LG:

  • Setting next townhall for Sept. 29

    • Will be discussing communication structure and how issues should be routed through the SILS governance structure

      • How to best raise issues to the OT

      • There have been concerns about issues circumventing the governance structure, which has caused delays

      • Will communicate how the structure is intended to help, and harmonize how we find solutions and get to solutions faster

    • Still sorting out who will be discussing what

    • Everyone should hold the Sept. 29 date

    • Would also like to point campuses to their OT representative, so folks know who they should go to

      • Not necessarily that everything has to go to the OT rep, but the OT rep could also refer folks to the local person on the proper Subteam

  • Discussed the Digital Collections PT final report

    • Lynn sent out an official thank you to the project team and dismissed them

    • Will discuss at the next LG meeting the next steps for developing a new working group, which may include some of the same members as the Digital Collections PT; this new group will follow-up on the work that the Digital Collections Project Team identified and outlined in their final report

• Update from All-Chairs:

  • Will be meeting next week; a few items on agenda to discuss

    • Didn’t meet last week, since Tom was out of office

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

• Any questions from the team?

• Questions from Slack?

5 mins

Team

Discussions and questions from Slack:

• Email from ExL regarding the support response and time to resolve initiative “Project Flash”

  • Any comments on this email?

    • None at this time

• Security Issue that Greg brought up - have other folks experienced this issue?

  • No comments at this time

• SILS Ops Center successfully used the System Down Communication Path yesterday, regarding an issue that is being caused because of some of the indexing work that ExL is doing to help resolve other issues

  • Great to hear this process is working!

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

1 min

Team

• Any items/topics to bring up in particular?

  • Will be asking about the Project Flash email that they sent out last week

  • Next meting will be Sept. 19

    • If there are topics or concerns that come up, please let OT-SC know via email or Slack before Sept. 19

Lived Name Information Gathering

• Discuss any final questions regarding LG’s request for each campus to supply information related to the Lived Name policy

  • Deadline is September 9th

  • Lived Name folder and spreadsheet

1 min

Tom / Team

• Any final questions regarding LG’s request for each campus to supply information related to the Lived Name policy?

  • Deadline is this Friday, September 9th

  • Lived Name folder and spreadsheet

  • No questions at this time

UC Alma User Counts

• Reminder - UC Alma User Counts Google Document

1 min

Tom / Team

• Reminder - please complete the UC Alma User Counts Google Document for your campus

  • Mallory sent these via email to each OT Campus Rep on Wednesday, August 3rd; let her know if you need your document re-sent to you

  • Please complete your campus' Google Document by Friday, September 9th, if you have not done so already

Onboarding Update for the Ethical and Inclusive Metadata Practices team

• Solicit volunteers to assist Caitlin with onboarding the Ethical and Inclusive Metadata Practices in UC Library Search Project Team

5 mins

Caitlin / Team

• Any volunteers to help with onboarding the Ethical and Inclusive Metadata Practices in UC Library Search Project Team?

• Work includes:

  • Soliciting and verifying members

  • Planning and participating in kickoff

  • SILS Ops Center will do the confluence page and tools permissions

• If members are familiar with SILS then it’s a smaller kickoff; if there are members who are not familiar with SILS, then there is some more “welcome to SILS” included in the kickoff

• Caitlin is hoping to get at least 1 more person to assist her with this - any volunteers?

  • If not, Caitlin can pull a name out of a hat

  • There are a lot of folks who aren’t at today’s meeting, so might be helpful to put the call out on Slack

• Next Steps:

  • Caitlin will ask for someone to volunteer to assist her with this on Slack, and if nobody responds, then she’ll pick a random person to volunteer

    • If you absolutely can’t take this on, let Caitlin know via Slack

Parking Lot Review

• Review the Parking Lot Items

• Determine what can be removed, added, revised, etc.

4 mins

Tom

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

  • Would like to go back to these questions at some point and see how these responses have changed over time; would be better to do when more folks are at the meeting

• Communication with Subteams, Cohort, and Campuses

  • A lot of this will be discussed at the upcoming SILS Townhall

  • If we as the OT would like to share something with the Cohort, that can be added to an upcoming Townhall agenda, we would just need to let LG know

  • Group decided to remove this topic from the Parking Lot

Workplan Review

• Discuss the OT Workplan, and upcoming topics that will need to be addressed

4 mins

Caitlin

• Haven’t updated the workplan in some time

  • One of the items listed in the workplan is:

    • Assist the SILS Leadership Group with assessing the UCLAS-integrated SILS structure and work practices, in consultation with operations Subteams (Timing: within 18 months)

  • By next summer, we will have some member turnover and some new members

  • Need to have this assessment of the SILS Structure completed, in preparation for folks rotating on/off, and whether the structure will be changing

  • Caitlin wanted to remind everyone that this is something that will come up in the next couple of months

• Next Steps:

  • OT-SC will look at the OT Workplan at an upcoming meeting and will massage/update it; OT-SC will then bring it back to the entire OT to discuss at a later OT meeting

    • Mallory will add the Review/Update OT Workplan topic, to the agenda for the next OT-SC meeting on 9/14

  • Tom will bring up this Workplan Item at an upcoming LG Meeting to discuss with them next steps, and make sure it’s on their radar [Assist the SILS Leadership Group with assessing the UCLAS-integrated SILS structure and work practices, in consultation with operations Subteams (Timing: within 18 months)]

Update re: Financial Reports

• Let everyone know that recharge information will be sent to campuses by the end of this week or early next week

1 min

Caitlin

• Financial Reports:

  • SILS Ops Center has been working on their annual review activities; first one was contract review, and the second one was fiscal & operations review - both of these activates have been completed

    • Have the bill and have broken it down by campus

  • Caitlin is getting ready to send out the recharge notifications to campus fiscal people by the end of this week or early next week

    • Caitlin will share a copy of all of these things with LG and OT

  • This year is much more simple than last year, which is fantastic

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

32 mins