2024-08-14 OT-SC Meeting notes

Attendees

Sarah Lindsey, Chair
Lakshmi Arunachalam, Vice Chair (out)
Caitlin Nelson
Anna Arrieta, Support Member
Jackie Gosselar (Past SILS OT Chair - optional) (out)

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Ex Libris support		0 min	Team	For reference: Ex Libris Support Meeting Agenda and Notes next meeting is 8/16/24 table for next meeting
2	All Chairs meeting update		3 minutes	Caitlin	update from Caitlin: talked about work plans guided by the question “Is our work valuable?”
3	OT Workplan	currently more of a checklist of tasks, annual or otherwise	29 minutes	Sarah	Document for discussion: OT Workplan highlights from the discussion today: If there isn’t anything pressing, consider the option of canceling the OT meeting instead of creating make work Valuable to meet with Gem regarding ExL issues - this is a bonus of holding SILS OT meetings, but not the primary goal ExL WIP may have a slow start due to personnel considerations - Caitlin will reach out to RNPT for alternate personnel to continue this work this information led to a more in-depth executive session personnel discussion (please see Caitlin and Sarah for further details) would like to include a non-LG personnel for a different dynamic would like to include a smaller campus to balance out the inclusion of a larger campus sometimes difficult when Chairs are involved and then cycle off, perhaps include VCs? purpose of OT should be to see all the connections between various OST work plans - in that way OT can suggest collaborations, possible subteam creations, help provide solutions that fit the needs of multiple groups that are working on parallel projects Ideas from past meetings (included here in the notes, but not discussed during this meeting): Future API requests Idea proposed at a past SILS OT SC meeting: create mini project team from SILS OT (2-3 people) whose members would share their results in next fiscal year Shared Governance Task Force Ongoing, UCLAS-integrated SILS structure, work practices and charges plan a lengthy discussion of representation?(advocacy/leadership/experts vs. comprehensive campus representation) at a future SILS OT meeting background: related to the question regarding term limits other questions to guide this discussion: if the work changed by having only experts on a team, how would it change? how could non-expert representatives be used in other collective areas? suggestions from SILS OT meeting on 8/7/24: look at Alma/Primo VE Issues and Themes document workstream improvement have list of projects to work on when there is down time strategies for sharing sessions during OT meetings quarterly update (from Gem?) on new releases for assessment/review
4	Known Issues	Discussion of “do we actually do this?”	0 minutes	Team	This came up both from Gem and the notion of “closed tickets without a resolution”. How, if at all, do we want to pursue? make this an OT Workplan eventually? table for a future meeting
5	Executive Session	Private Discussion	0 minutes	Team	part of the discussion in agenda item #3 above regarding personnel
6	Build agenda for next OT meeting	Build and finalize the agenda for next week’s OT meeting	25 minutes	Team	See proposed agenda here discussion about skipping SILS OT next week 8/21 - decision to cancel invite OARM and/or EIMP chairs to provide updates at future SILS OT meetings invite OARM first (SILS OT meeting on 9/4) (crossover of member between the two groups will assist with the next presentation) - heads up to Carla and Erika from Caitlin for this meeting Give thinking points for OT (3-5 points) Suggestions from SILS OT SC: How can OT support these people? Can we discharge them? How can we advocate for them? work with Carla and Erika on talking points as well Caitlin to provide a heads up to Marsha’s group - what would they like as a timeline Slack the info about the latest ExL meeting (next meeting is on 8/16/24)		@Caitlin Nelson to contact Carla and Erika from OARM about providing an in-person update at the next SILS OT meeting on 9/4/24, workshop SILS OT talking points with this group as well @Caitlin Nelson to contact EIMP regarding an in-person update at a SILS OT meeting sometime in September, ask what date(s) would work well for them
7	Parking Lot	Capture important topics for future discussion	0 minutes	Team	Future requests for data Question: do they fall under the privacy agreement we all signed or should there be a separate agreement that needs to be signed? Concern: accidental data viewing vs. purposeful ask for specific data ahead of time - possible contract violations? Signature Success Program paused until after contract renegotiations are complete Prioritized List: Insufficient IZ/NZ integration Insufficient support Limited documentation Insufficient Analytics functionality Diversity, Equity, and Inclusion Alma usability Quality of CZ collections Acquisitions process improvements
8		Total	57 minutes