2022-11-02 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/file/d/19s-tJfsz0jssHhi8RPLogRVSIJCOeZNC/view?usp=share_link

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

• Provide updates from other SILS meetings

1 minute

Tom

• All-Chairs : Alison shared the methodology of RSOST in handling Work Plans.

• LG: Did not meet last week. Next meeting is Nov. 18

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

• Any questions from the team?

• Questions from Slack?

23 minutes

Team

• Discovery email question: “Is Discovery able to move forward with adding these 4 resource types (videogames, datasets, reports, LibGuides) to the NZ?”

  • Policy and Practice page for reference: https://uc-sils.atlassian.net/wiki/spaces/DIS/pages/1953595417/Adding+Custom+Resource+Types+to+the+Network+Zone

  • IZ vs. NZ briefly discussed.

    • Current campus practice: https://docs.google.com/spreadsheets/d/1Eqr1B8Qm-Xxv6t7atcqBQUhX6XZaKy8PiVjpEK8XETE/edit#gid=0

  • Need to locate/create Decision page on this topic.

  • Suggestion for further discussion on Policy Page vs. Decision Page in AC

  • Led to brief discussion about improving communication in general

    • Tools currently utilized: workplans, Slack, meeting agendas items (especially in AC) to provide decision updates

• Lived name question from Slack

  • Can Lived Name and Legal Name both be in Alma? What are the requirements?

  • Last status for each campus: https://docs.google.com/spreadsheets/d/1gvJHCjvUjSy8lfbsbwcracmmQ6vAU-AY9yvTuOQyZf4/edit#gid=0

  • Applies to Alma and Primo only

• Ask Gem to make these changes. (CN DONE)

Topics or questions for the Ex Libris Support Meeting

• Ex Libris Support Meeting Agendas & Notes

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

6 minutes

Tom / Team

• Project Flash updates

  • Some UCSB and UCSC tickets were removed when Project Flash was implemented - campuses decided to reopen some tickets, while others were just dismissed

  • Recommendation: reopen tickets if they are still a priority

• UCI has 4 CJK issues - will email Tom with further details

• Next meeting is 11/21/22

  • Send topics via Slack or email

Communication with non-cohort personnel

• Determine issues/patterns and provide solutions.

20 minutes

Team

• What are the current ways we communicate?

  • Listservs within cohort (can be forwarded)

  • Slack / Google docs (Closed)

  • Confluence (open)

  • What are the campus SILS groups' ways of communicating within their campus?

• Slack

  • Concerns

    • people reading about a work in progress and taking action prematurely

  • Current practice: all Slack channels are open and accessible to all cohort members (with private channels for OT and LG), with the understanding that cohort members may need to see communications in other channels

  • Solutions for Slack communication for non-cohort personnel

    • More labor intensive option: all channels are private, add people to specific channels

    • Less labor intensive option: all channels are open, add people to specific channels but they will have access to other channels - more like the current practice

      • Chairs of each group manage their own Slack channels

      • manage issues as they arise

      • make chats “view only” for some people

      • create a “code of conduct” to manage issues

• Conversations on communication methods are needed for the future (ties in to Parking Lot topic below: SILS Ops Center topic)

• Keep Slack as open as possible. Establish a “code of conduct” for Slack community standards.

OT topics for Town Hall

Discuss possible topics to share at the next Town Hall to be scheduled in January.

3 minutes

Tom / Team

• Do we have anything to share?

  • Workplan forecast

  • Slack code of conduct/General communication

Review/Update OT Workplan

• Follow-up discussion on review/update to the OT Workplan from OT-SC meeting

3 minutes

Tom / Team

• Please review the document, add comments

Executive Session

Private discussion as needed

0 minutes

Parking Lot

Capture important topics for future discussion

0 minutes

• Taking the Temperature Survey

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

• SILS Ops Center would like to have a “Communication Tools Policies” page where we document the current best practices and policies for Slack, Confluence, Google Docs, email etc. Create draft and discuss in SILS OT.

56 minutes