2024-03-06 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/15Vo4Hc2uzv6eA85H5ysTFb6Ss3PC2VS3/view?usp=drive_link

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

• Provide updates from other SILS meetings

1 minute

Jackie/Team

• LG update (Lynne)

  • Plan is to send newsletter out after Spring quarter ends

  • Confirmed the communication structure/pathways between CDL and SILS structure for trials/pilots

  • SILS documentation: working on an inventory of what’s out there now

  • Working on drafting a charge for standing data privacy team

    Appendix A is published on top level Confluence wiki under Shared Governance and Privacy Guidelines for UC Libraries Staff

    • Action for all OT to read these guidelines

  • Discussed the role of CKGs within the UCLAS structure as it has been coming up in multiple venues

• AC

  • no updates

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?

• Signature Success Program updates?

12 minutes

Jackie/ Team

• next meeting is 3/15/24

• ExL can give a printout of all our current cases

• Call for tickets

  • Accessibility Ticket (touched upon by Gem)

    • background conversations have been happening via email and other meeting groups

    • related: community of practice is on the horizon

    • contract stipulated they will meet at least WCAG 2.0 level AA and address issues within a 2 month time frame

    • Voluntary Product Accessibility Template (VPAT)

      • will be brought up by Tom at next RNPT group meeting

      • currently concerns have been moved to individual meetings - attention is starting to be paid to issues like this.

• Ticket 06961435 (Jackie)

  • Alma - navigation/display error with vernacular script

  • cannot be duplicated yet by ExL

  • Please let Jackie know if your campus is experiencing this as well

• Renewal message received in error (Jackie)

  • Greg (UCSD) also received a renewal email message, but that was expected for this time of year

• Support Portal (touched upon by Gem)

  • mentioned in Slack as well

Project Team Check-ins

1 minute

Jackie

• OARM-PT

  • final report will be out in June

  • plan to solicit feedback from OT a few weeks prior

• EIMP-PT

• SILS OT SC will meet with each of these groups soon, as per quarterly schedule

Named User Survey

• discuss ask to OT

3 minutes

Lynne

• Who should receive this survey for each campus?

  • 6 questions total

  • each OT member will receive an email asking whom on their campus should receive and fill out this survey

  • All UC campuses and CDL will be included

SILS Data Privacy acknowledgement form

• discuss how this form relates to granting Alma access

• Vote on decision to require this form prior to granting Alma access

6 minutes

Sarah/Greg

• Should it be a requirement that the SILS Data Privacy Acknowledgement Form be signed prior to granting Alma access?

  • background from Greg (UCSD) - currently reviewing their campus IT practices, question was posed on Slack but a clear decision was not found

  • question posed by Sarah: Are any campuses granting access prior to signing this form?

  • Vote taken - unanimous in favor

• SILS Data Privacy Acknowledgement Form MUST be signed prior to granting access to Alma

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

  • revisions are still pending

  • final report will be shared after revisions

• Still awaiting final report from LG before further action

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

13 minutes

Jackie/ Team

• Document for reference: Known Issues

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

  • ExL report data is useful but at times overwhelming - solution?

    • separate case categories? (resource management, discovery, etc.)

    • balance use with management

    • Document shared by Gem (prototype document - currently limited to the SILS drive): Open SILS Op Center Tickets

      • limit to consortial tickets, do not include individual campus tickets (too many)

      • bookmark this resource for OT members to view

• For discussion: Training Documentation Hub

  • decision to wait for further discussion on this topic until after hearing from LG

  • group to be formed to address questions (many different methods of collecting data, documentation methods, etc)

• Discuss Workplan in next SC meeting

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

• Any questions from the team?

• Questions from Slack?

2 minutes

Team

• the “comma” folks

  • Gem is working with these campuses, change will happen sometime on 3/11/24

  • Gem will mock up draft messaging and solicit feedback soon

Executive Session

Private discussion as needed

0 mins

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

• Lessons Learned on Kanopy kbase from UCSC

39 minutes