2024-08-28 OT-SC Meeting notes

Attendees

Sarah Lindsey, Chair
Lakshmi Arunachalam, Vice Chair
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 last meeting was 8/16/24 tabled for next meeting
2	All Chairs meeting update		0 mins	Sarah	tabled for next meeting
3	OARM in-person presentation	decide talking points for the in-person presentation to SILS OT	45 mins	Sarah/Caitlin	Guidance for SC discussion on this topic: Develop 3-5 talking points suggestions from the last SILS OT SC meeting: How can OT support these people? Can we discharge them? How can we advocate for them? feedback from Carla and Erika? (Caitlin?) Invitation to SILS OT extended to OARM members this past week - their attendance at the next SILS OT meeting is still tbd group is anticipated to know their talking points and be able to make a presentation need more expertise input from OT date amended to 9/18/24 Suggestion to use a Confluence page to track project team activities for each group - determine project timeline, including end date and goals Project Team Tracking added to SILS OT agenda for 9/4/24 - “OT Workplan” section added to SILS OT Work Plan OT needs more information to make a formal recommendation to LG Assist project teams in crafting their bullet points for presentation to SILS OT characteristics of their needs - ask OT to decide where that fits with other teams suggestion to include a phased proposal - start with first year proposal, then add additional years if approved Thinking prompts to propose to OT prior to the meeting email ahead of time include a pre-discussion for SILS OT members prior to hearing the project team presentation Outcomes of the SILS OT SC discussion: There are concerns from LG about burnout and capacity, and we OT should be prepared to think about how best to make a recommendation that supports the new work. We want OT to understand what the asks are from these groups; what’s the impact on the system; thoughtfully consider those elements. Suggestion to have 3 consecutive weeks of SILS OT: Carla/Erika present OARM the first week, Marsha and her team present EIMP presentation the second week, larger discussion/decision the third week (9/18, 9/25, 10/2) add agenda item to SILS OT for next week to ask about this proposal delay OARM presentation to 9/18 goal: have a draft recommendation for LG by the end of the meeting on 10/2 ask OT if they are willing to support new groups vs. folding work into existing groups clarify position of SILS OT SC on this issue support for expertise groups (EGs) (may not be representative of each campus as the structure is currently) - would have an official tie to the OSTs Materials shared during the discussion: OARM charge shared by Lakshmi OARM final report shared by Caitlin		@Caitlin Nelson to review final OARM report recommendations prior to their presentation at a SILS OT meeting (9/18/24) - provide characteristics/points/impact for OT to consider @Caitlin Nelson to contact Carla/Erika about the new date for their OARM presentation - 9/18/24 @Caitlin Nelson to contact Marsha about an EIMP presentation on 9/25/24
4	OT Workplan	currently more of a checklist of tasks, annual or otherwise	0 mins	Sarah	Question from Anna: Should we include this as an agenda item on the next SILS OT meeting? Document for discussion: OT Workplan Suggestions from past meetings: 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 tabled for a later meeting
5	Known Issues	Discussion of “do we actually do this?”	0 mins	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? tabled for a later meeting
6	Negotiations Team Briefing		0 mins	Caitlin	tabled for a later meeting
7	Executive Session	Private Discussion	0 mins	Team
8	Build agenda for next OT meeting	Build and finalize the agenda for next week’s OT meeting	5 mins	Team	See proposed agenda here changes discussed during project team agenda item
9	Parking Lot	Capture important topics for future discussion	0 mins	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
10		Total	50 mins