2024-03-20 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/1MqBJuWrY6F8WWexPFhc1RAHU2mi8O7tC/view?usp=drive_link

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

• Provide updates from other SILS meetings

10 minutes

Lynne/Caitlin/Jackie/Team

• Leadership Group (Lynne)

  • Drafting charge for SILS Patron Privacy and Data Security Team (PPDS) and proposing members. Hardest is finding campus privacy officers as the 2 we had are no longer available (UCLA, UCB)

    • quarterly meetings are anticipated for this group

  • Finalizing SILS Newsletter

  • Cancelled next meeting (3/29)

• All Chairs (Caitlin)

  • AC agreed

    • AC has started to look at SILS membership instead of SSP (see below)

• Tipasa update (Caitlin)

  • will not go live summer 2024

    • two deliverables have not yet been met

  • still working on making Tipasa a reality

  • VDX will renew for another year

  • also exploring alternatives to both Tipasa and VDX

  • resource sharing team is also starting to look at a number of other issues that had been set aside while Tipasa was trying to be implemented

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?

10 minutes

Jackie/ Team

• discuss most recent ExL support managers meeting

• last meeting was on 3/15/24

• updates from Gem

  • Accessibility issues with Primo VE discussed

• updates from Jackie

  • Next Discovery touched upon

    • not all campuses need to move to this at the same time

    • unclear if this move will be mandatory

    • concern that documentation for VE will continue to be postponed as developers work on Next Discovery instead

  • request for a more detailed list of changes that are made at each release

  • navigation and display error with vernacular script also discussed - ExL will continue to investigate

Organizational Name Change

• Postmortem

24 minutes

Gem/ Team

• only 1 surprise

• Question to OT: Was this the right level of detail for this project?

  • good test run for other similar projects

  • good plan given how little we knew about the outcome of the changes

• Question to OT: What did you feel went well?

  • communication was good and at an appropriate level - good to loop in other appropriate groups

• Question to OT: What could have gone better?

  • Gem does not have access to the NZ directly and needs to find someone to partner with for testing

    • should we revisit the implementation decision to not provide NZ access to CDL?

    • could have further implications

    • could also be positive - Gem’s testing could uncover more than a specific question could

    • human collaboration feels more useful overall

    • suggestion to have designated contacts for NZ and IZ

  • observation that this process took a long time (Nov 2022 - Mar 2024) - why? (us, ExL, etc.)

    • wish for things to be clearer from the beginning

    • multiple OSTs were involved, needed to allow time for them to respond, contributed to slowing this process

  • Tools

    • Gem’s documentation/communication was key

  • Side Note: Caitlin, Tom, Jackie, and Liz - during renegotiations, need to bring up the point that questions lead to more questions and clarification from the beginning would be a better plan

Signature Success Program

• Provide update

0 minutes

Caitlin

Signature Success Program update

• paused for the moment during negotiations to avoid focus on a checklist vs. larger picture issues

• discussed earlier

Membership Transition

• start to solicit VC for SILS OT

13 minutes

Jackie

• preparing for the transition earlier this year (lesson from last year)

• considering a revision of the charge (esp. time commitment, membership, and roles)

• identify a VC earlier than June to help ease the transition process

• suggestion to consider a co-chair model for this group (similar to current SILS OT SC team) - current role for the Chair is a heavy time commitment, share the load with those involved (Chair, VC, and an additional role?)

• SILS OT SC will continue to work on the charge and consider the points brought up today

ELUNA Steering Committee Election

• Decide if OT wants to vote

1 minute

Jackie

• reminder to look at the recent email sent out about this subject

  • will touch base via Slack

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

• Any questions from the team?

• Questions from Slack?

0 mins

Team

• table for next meeting

Pending projects / materials:

• FYI updates on anything we’re waiting for

0 mins

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

0 mins

Jackie/ Team

• For discussion: Training Documentation Hub

  • waiting for further discussion on this topic until after hearing from LG

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

• Project Team Check-ins (quarterly basis - last check in was around March 2024)

  • OARM-PT

  • EIMP-PT

58 minutes