2023-11-01 Meeting notes

Attendees

Jackie Gosselar, Chair
Sarah Lindsey, Vice Chair
Lakshmi Arunachalam
Ramon Barcia
Greg Ferguson (out)
Jeremy Hobbs
Caitlin Nelson (out)
John Riemer
Zach Silveira
Tom Bustos
Xiaoli Li (out)
Lynne Grigsby, Past SILS Leadership Group Chair
Gem Stone
Anna Arrieta, Support Member

Meeting Recording

Meeting Recording
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/1LjNc5i8rJO9zj92SnyaEOsMEOX9zOZR2/view?usp=drive_link

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Updates - from All-Chairs, Leadership Group, etc.	Provide updates from other SILS meetings	9 minutes	Jackie	AC (Jackie) subteam roundup new chair for acquisitions (Tammy Z - UCI) resource management is working on expanded NZ access and testing Alma/Primo VE issues and themes document discussed AC has been working on adding specific examples to the document invited OT members to add to this document as well (specific examples and additional notes) planning to use this document in Signature Success program discussions and LG renegotiation team LG (Lynne) continuing to work on updating workplan charge has been updated and finalized short term project team to look at named users (related to renegotiation team) - delayed since this is outlined in our current contract (renegotiation is simply an extension of the current contract) changing the charge for this group to look at named users - look at long term needs, shared accounts, realistic needs and determine recommendations
2	Q & A Session - Including Questions on Slack since last meeting	Any questions from the team? Questions from Slack?	3 minutes	Team	UCSB question regarding checkouts (ticket #06941135) needs to record the whole process to add to the ticket documentation UCI not able to export sets from Alma - reportedly will be fixed in the next release
3	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? Ticket roundup?	6 minutes	Jackie/ Team	Next meeting is Friday 11/17 Please drop information in OT Slack or email Jackie or Sarah Large itemized set issue (Jackie) response from ExL was that it’s “on the development timeline for June 2024” - not an acceptable response asked for more investigation and will share information as it is received Gem asked group for clarification on the phrase from ExL “this will be fixed in the next release” - the exact fix is never defined fixes seem to be forecast for future releases ticket #06935788 (from UCB) series field to be added to the search capabilities response from ExL was they are “talking to development”
4	Pending projects / materials:	FYI updates on anything we’re waiting for	1 minute	Team	Data Forms Privacy - revisit after data policy and privacy project team recommendations have been published update has not yet been received keep on our radar
5	OARMPT	discuss document as a group (feedback and review)	10 minutes	Jackie	Document for review: SILS Open Access Resource Management Project Team Jackie and Sarah met with representatives from OARMPT at last SILS OT SC meeting addressed their questions and posed some of our own discussed the following: SCP, community zone collections, future advocacy, ability to use existing groups instead of creating a new group to accomplish this work See meeting notes for more details Asked OT members if they have any questions or comments to add to the document John presented several comments/suggestions during the meeting 5 comments: p.3 “advocate for enhancements …” do we need to gatekeep ideas or just keep them as fyi? Sarah - more of an area of guidance (use as workflow example) p.3 “proposal for ongoing OA workflow strategy group” can we make this a shared cataloging advisory role? p.5 “currently no pathway for individual OA monographs to get cataloged in the NZ” unappealing to evaluate at the local campus and then delegate the work to someone else p.6 “submissions are evaluated by the SCP” evaluation would have already happened at the campus level (“good enough for one campus, it’s good enough for all”) p.8 delegating work to a separate group came up again Sarah spoke about the idea of empowering local campuses to make decisions and then have that reviewed by the SCP after access had been established instead of waiting OARMPT has begun work on the next report and have proposed a pilot (next year) to assess ongoing work
6	GRLN		5 minutes	Jackie	Document for review: GRLN brief discussion and thank you for adding input can refer to this document when questions arise in the future has updated LG on this issue discussion is now concluded
7	Review the Sandbox testing plan for changing the Organization Unit Name	Determine: Any concerns with the test plan Do we want Acq/Eres to take a look and nominate testers?	5 minutes	Gem/Team	updates from Gem UCLA, UCM, and UCSC are testers able to replicate issues as planned Other testing: resource sharing - planning to test today discovery - message out to Slack later for an update Eres - concerns are covered For reference: Org Name Testing Document hoping to have testing complete before next ExL support meeting Side note: UCB is currently reindexing Primo - going very slowly, slower than expected
8	Review/Update OT Workplan	Follow-up discussion on review/update to the OT Workplan from OT-SC meeting	16 minutes	Jackie/ Team	Thinking about reorganizing the OT Workplan document to prioritize items that are not complete Known Issues document discussed last update to this page was 2021 Questions posed by Jackie: should we continue to maintain it? archive it? create another page? input requested from group Gem expressed that given the usual ExL timeline, she usually forgets she has a know issue listed on the Known Issues page Gem discussed the following page: Issues with IZ ordering off NZ inventory suggested a tag search to help organize things or placing in their own Confluence space Sarah asked about tracking use of the Known Issues page, who’s the audience (considering presence of super user accounts) - might be more of a question for larger campuses this document is primarily for NZ tickets for consideration (proposal by Jackie): create a table of NZ open tickets and have links to separate pages with more information Gem has created her own spreadsheet of tickets from the current year and suggested something similar - will work on prototype of new path (quarterly basis?) will update this group at a later date
9	Executive Session	Private discussion as needed	0 mins
10	Parking Lot	Capture important topics for future discussion	0 mins		Taking the Temperature Survey Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections incorporate into the reboot
11		Total	55 minutes