2024-01-10 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/1XoqQD9GKVrAA1LKYhxOsWNIhDN6hSVvW/view?usp=drive_link

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

• Provide updates from other SILS meetings

6 minutes

Jackie/Team

• ELUNA and IGeLU advisory group update (Sarah)

  • Tamara (Tammy) Guziejka has agreed to represent UC

• Signature Success Program update (Jackie)

  • Caitlin will be meeting periodically with Adriana and provided this group with updates

  • Adriana is part of both the renegotiation team (ExL representative) and the Signature Success Program (our customer service representative)

    • will reevaluate if issues arise from this double duty

• AC Update (Jackie)

  • have not met yet in 2024, next meeting is next week

  • State of SILS on 1/25/24

• LG Update (Jackie)

  • have not met yet in 2024

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

• Any questions from the team?

• Questions from Slack?

8 minutes

Team

• request from Greg Ferguson

  • A request for each campus to provide the current number of mononym user records in your Alma database

    • Numbers still needed from UCB, UCD, UCI, UCLA, UCM, and UCR

    • would like by the end of January

  • has submitted an ExL ticket in on the practical use of mononyms

    • will update group as information becomes available

  • Question regarding Network User Records (primary vs. preferred name fields)

    • compliance deadline was 12/21/23

    • 34 Network User Records are still appearing (technically not compliant)

    • reminder to campuses to check to see if they have any records in the same situation

      • Greg will reach out to affected campuses this afternoon

    • next steps: is this a campus cleanup issue or an ExL bug that needs to be fixed?

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?

26 minutes

Jackie/ Team

• Last meeting was 12/15/23

• Vote on Organization Unit Name Change (Ex Libris Ticket: 06620571)

  • may need to postpone vote to a later date if more discussion is needed

  • risks that could occur in production?

    • possibly analytics - should be cosmetic and ExL says it should be ok (will not loose data)

  • recommendations for testing?

    • Gem could come up with a list

    • best to verify that it’s been solved - order from NZ record

  • In the event of a catastrophe, we will notify ExL right away

  • Timeline?

    • Gem will create Confluence page and then vote

    • Slack discussion as well

    • Quick campus touch base

      • UCSC

        • Concerns: would like to have an email sent out asking if anyone has changed their consortial name (related but different) and see if it changed anything (i.e. analytics) (Gem will send out this email to individuals and ask if consortia they’re involved in did the same)

    • UCR

      • question: regarding the analytics in PSB idea, could we propose if it is cost driven, perhaps select members at an institution having this ability might be possible?

  • Ideally would like to have analytics in the Sandbox to be able to test things like this in the future (add to next ExL meeting)

Proposal for Expanded NZ Access

• continue to discuss document sent to OT via Slack

• Goal: provide feedback and vote on the proposal to Resource Management

18 minutes

Jackie/Team

• Document for review: Proposal for Expanded Network Zone Access

• Discussion points:

  • Gem - test with a few campuses?

  • shared accounts - data privacy concerns

  • named accounts - double counting for the consortia?

  • need clarity on next steps

  • expired accounts still get counted by ExL (must be deactivated to avoid this)

  • would like to see a process for when someone leaves with security issues

  • SILS Ops was not consulted beforehand - would like to see this proposal reworked with input from Gem and Caitlin

• As it stands, we have a number of questions/feedback that should be addressed first before final voting

  • provisional vote for now to approve - Ask Hermine additional questions (especially on the management aspect) and vote again.

  • bring this back to the group again after revisions and input from Gem and Caitlin for review and an additional vote

Lessons Learned on Kanopy kbase from UCSC

• Updates?

1 minute

Sarah

• no updates

• unclear on direction - talk further in SILS OT SC

State of SILS

• continue to discuss format and topics to review for the January Town Hall Meeting

1 minute

Jackie

• Draft of State of SILS Agenda

  • meeting planned for 1/23/24

• Jackie will share main points on Slack later this week

• send any items/questions/concerns to Jackie

Tipasa

• discuss decision page

6 minutes

Jackie/Team

• Tipasa Testing

• Request from Allison Ray: “Please send any questions, comments, suggestions to the RS OST (sils-rs-l@listserv.ucop.edu) or your campus’s RS OST representative. If the January 26, 2024 date does not work for your group, please inform RS OST via the listserv (sils-rs-l@listserv.ucop.edu), or contact the RS OST chair (Jason Newborn, UCD), vice-chair (Kristen Van Vliet), and VDX replacement project lead (Alison Ray, CDL).”

• Target decision date is in February 2024

• action item for everyone to read this decision page and be prepared to discuss at our next SILS OT meeting (1/24/24)

Pending projects / materials:

FYI updates on anything we’re waiting for

0 minutes

Team

• Data Forms Privacy - revisit after data policy and privacy project team recommendations have been published

Review/Update OT Workplan

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

• continue working through status of incomplete items

0 minutes

Jackie/ Team

• Document for reference: Known Issues

  • update from Gem on a prototype for sharing this kind of information?

• For discussion: Training Documentation Hub

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

  • incorporate into the reboot

56 minutes