2025-03-05 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/1-ZAsi9isDBXTuO4znv1rSSh5ykFmH-f3/view?usp=drive_link

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

• Provide updates from other SILS meetings

5 minutes

Lakshmi/Team

• LG update (Lakshmi)

  • WIP report and next phase of implementation

  • LG will reach out to their campuses to identify subject area experts

  • SILS governance structure draft shared with LG:

    OT Copy of DRAFT New SILS Groups

• AC (Tom)

  • Caitlin to reach out to AC regarding the “power of 3 groups” recommendations

• DOC meeting (Sarah)

  • this group has the escalation document we presented to LG

  • asked to address systemic SILS and pre-SILS reporting structures issues

  • will check in with CoUL

  • will give updates later when available

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?

12 minutes

Lakshmi/Team

• last meeting was 2/21/25

• Question from Gem in Slack on 2/19/25: “Ex Libris asked us about the new UI rollout is if we needed more time for training. how much time do your front-line staff have for training? In the public library world, it was very minimal, we basically needed things to just keep working after initial training. Is it similar in the academic environment?”

  • low adoption noted by ExL for the last rollout

  • what would make UI changes easier to deal with?

    • Lisa - likes the current rollout flexibility to adopt or not

    • Sarah - some are early adopters and can provide feedback for those who are not

    • Tom - communication is lacking on additions and when they’re added, sometimes it looks like something is wrong if that info is not communicated clearly

    • phased rollout is preferred

  • UI was released early

    • option to not adopt should continue to be available in the future

    • latest UI had some AFN issues - hopefully this is amended in the May release

    • Next release is in May

  • Phase II of WIP - looking at pushing out items to just the UCs, this latest UI rollout could have been a test of this ability but ExL did not communicate that

• API key requirement (Lakshmi) - initial confusing response from ExL to contact an entity in Europe, request to delete was met with shock, currently will be left as is until Tipasa implementation, should not have an effect

  • Greg received the same initial confusing response from ExL to a related InReach ticket - we should continue to monitor

• Reminder from Caitlin: Please do the annual inventory of your Data Privacy and Security forms for all staff who have Alma accounts.

  • Caitlin will reach out to non-respondents

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

• Any questions from the team?

• Questions from Slack?

10 minutes

Team

• Jeremy - Analytics question

  • currently looking at the ability to limit roles

    • when changes are made, sometimes the employee ID instead of their name is recorded as the person who made the change

    • must run a report to see the name associated with the ID

    • Gem suggested automating a log to track changes

  • update from Sarah that SILS OT SC is looking at Jeremy’s latest access request for one of his staff members

EIMP

• discuss presentation of recommendations to LG

• discuss presentation of new work workflow in general

20 minutes

Caitlin/Lakshmi

• draft: EIMP response to LG

• request from Caitlin for SILS OT members to look over the draft

• Decision for this meeting: send to LG (everyone has read the document) or make changes

  • in the current draft - the subgroup would fall under OT and would not become the responsibility of LG

    • bureaucratic oversight would be provided by OT

    • approval group would be one of the OSTs

  • suggestion from Tom to look over the LG draft of new group creation (see agenda item 1)

  • John - easier to keep things in OT

  • Caitlin pointed out this bullet point: “Additionally, members of this SILS subgroup could be members of any related CKGs as well, which could help in the consultation and communication process.”

  • EIMP and OARM - presented at the same time, but the ask is different

• decision to give OT members 1 week to read/comment/sign off on this document by 3/11/25 (Slack reminder on Monday 3/10/25) - will be discussed at the next SILS OT SC (3/12/25) and then a draft charge will be developed at the next SILS OT meeting (3/19/25)

  • suggestion from Tom - write up a draft charge for this new subgroup

Town Hall

• continue the discussion of topics to include

• determine a date - February/March?

4 minutes

Lakshmi

• Current items: Town Hall draft outline

• additional items?

  • none presented

• proposed date: Wednesday, 3/19/25 at 1pm

  • no objections from SILS OT members

• Caitlin called for a volunteer to be facilitator to help monitor questions received via chat during the Town Hall

  • no immediate volunteers, facilitator tbd

  • Anna and Caitlin to determine meeting invite

  • Lakshmi to develop a slide deck

WIP report

• discuss updates to this process

3 minutes

Caitlin

• For reference: UC SILS / Ex Libris Engagement Services Preliminary Discovery Report - Accepted by UCS 2/12/25

  • We sent ExL a list of items we want them to work on

  • ExL sent back a first draft list

  • Final Discovery Report - includes items that will be worked on with a timeline

  • done by Spring/Summer 2026

• this team meets tomorrow at 9am

  • final report will be available soon, ready for Town Hall

• next step: need to recruit experts

Pending projects / materials:

• FYI updates on anything we’re waiting for

2 minutes

Team

• (Revisit after August / Sept 2024 - revisited last on 11/13/24) 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

  • Gem to ask the Patron Data Privacy Team (once they’ve formed): Does the current data privacy form cover the use of patron data from all UC institutions and not just the home institution for appropriate business use? (decided on 11/13/24)

• Network user records purges (discussion to be continued)

• OT Work Plan

• Patron Privacy and Data Security Team (revisit in April 2025)

  • From the Patron Privacy and Data Security team “we will be asking for their assistance in identifying key campus individuals for timely and effective patron data security incident response, as we work to create an escalation path for such incidents”

• Expanded NZ Access

  • officially paused as of 2/19/25

• Gem and Caitlin are reviewing these items and will provide more information soon

Executive Session

Private discussion as needed

0 mins

Parking Lot

Capture important topics for future discussion

0 mins

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

  • OARM-PT

  • EIMP-PT

• Signature Success Program

  • paused during renegotiations

• Known Issues with Alma/Primo VE

• Alma Consortia Advocacy Group (ACAG) updates as needed

• SSO use in the NZ - updates from Gem as needed

  • SSO Options for Network Zone Accounts

56 minutes