2024-11-06 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		1 minute	Team	For reference: Ex Libris Support Meeting Agenda and Notes next meeting is 11/15/24 no updates
2	All Chairs meeting update		4 minutes	Caitlin	decision pages discussed Lakshmi will attend AC when Sarah cannot next meeting is on 11/19/24 WIP initial report will be coming from ExL on 11/15/24 Caitlin suggested discussing it at the next AC
3	NZ Analytics Design		23 minutes	Team	related to expanded NZ access (next topic) - document shared by Caitlin (from email from Gem): Network Zone Alma Analytics: Design Analytics - Resources “read only” accounts will now be offered (no access to user or financial data) not affected by named user accounts issues currently being discussed SILS Ops does not feel like they are the deciding entity on this matter, OT is Sarah asked: Gem might need to create analytics reports for others to view? Can this “read only” access create reports? “read only” just means limited access, can still create reports Design Analytics Roles explored and discussed roles listed can create reports, but access to information is limited Can we talk about this at OT? Caitlin, Tom, Gem will be absent at the next OT meeting (11/13/24) decision for Sarah/Lakshmi to introduce this topic at the next meeting existing reports can be locked down concern from shared collections about access to data Gem has developed “best practices” for use (especially purposeful or accidental deletion) of these reports Gem has a list of training videos related to this possibly create an email with these resources to send out to those recently added Suggestions for Gem prior to granting access this data: have experience using IZ analytics watch the first 3 how to become an expert in Alma Analytics training videos
4	Expanded NZ Access	discuss temperature check results	46 minutes	Team	majority of respondents gave 4s and 5s 28 respondents out of 100 in the cohort all 3 CDL shared collections responded Responses: 66% no preference, 12.5% yes, 25.8 no a few with lower than 3 expressed concerns notable comments: request for clarification principles are too general strong concerns over the process Question: do we have enough feedback to go on? not yet an endorsement goals of the temperature check discussed should we send out a reminder to get a better response rate from the cohort? not necessary, but could send out one additional reminder to the cohort (results have been reviewed, will be reaching out to individuals soon, “if you want to respond and have your opinion heard now is the time”) Caitlin to send reminder via Slack Anna to send email to those who responded with a 3 or lower and ask for clarification goal to discover significant complaints was accomplished mostly from CDL shared collections suggestion to ask CDL shared collections to elaborate on their concerns racy (sp?) document with further details - not yet shared by CDL shared collections meeting to follow between CDL shared collections and SILS OT SC for this purpose meeting plans were set in motion last month with Miranda awaiting a choice from possible December dates suggestion to walk SILS OT SC through their process and how access to outside groups would affect the system details and specific goals suggested/discussed perhaps create a list of risks with pros, cons, and possible solutions Daisy has purview over NZ Analytics and other analytics suggestion to have Gem work with Daisy on analytics role issue and create guidelines model for discussions with CDL shared collections?		@Caitlin Nelson to send out reminder to express concerns and respond to the NZ Principles temperature check by the end of this week @Anna Arrieta to draft an email to those who responded with a 3 or lower in their temperature check feedback @Caitlin Nelson to talk with @Gem Stone-Logan about working with Daisy to develop analytics access guidelines (pros, cons, risk mitigation) - deadline 11/12/24
5	OT Workplan	currently more of a checklist of tasks, annual or otherwise	0 minutes	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 another meeting
6	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? tabled for another meeting
7	Executive Session	Private Discussion	0 minutes	Team
8	Build agenda for next OT meeting	Build and finalize the agenda for next week’s OT meeting	0 minutes	Team	See proposed agenda here
9	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
10		Total	45 mins