TOC Convert Step B Members in the IT team to Step B+

Legend: not started IN PROGRESS STALLED decided

Recommendation

• Step B members in the Internal training team should be upgraded to Step B+. That would give them the following responsibilities:

  • Expected to attend meetings, unless otherwise specified by the group chairs.

  • Expected to communicate committee decisions/training documents with campus

  • Expected to communicate campus training needs to the committee

  • Expected to track decisions coming from the SILS cohort and work with their local groups to determine the impact to training, especially in the development of supplemental training materials.

  • Expected to coordinate training activities at their local campus.

  • Identify staff at their campus that will need to participate in ExL train-the-trainer sessions

• Step B members would not be responsible for:

  • Maintaining system-wide training documentation

  • Developing training templates

  • System-wide training communication

Background

Currently, Step A members (“members”) represent a fully participating campus; members attend meetings and participate in decision-making and activities defined in their charge. Step B members (“liaisons”) represent a campus that has assigned a liaison for informational purposes; liaisons share information and decisions with their campus colleagues and respond to information requests from Step A group members; liaisons do not participate in decision-making or attend meetings, but they proactively track group information and decisions using the available documentation and communication mechanisms; 

The primary responsibility of the ITS is to develop and guide the execution of a comprehensive training plan for all UC Libraries’ staff who work in the ILS and discovery platform to ensure competency by go-live. Accordingly, the Step A subgroup members will: 

• Determine systemwide UC Libraries internal training needs; 

• Assess existing Ex Libris training services and opportunities, including the Ex Libris Knowledge Center, and determine when UC will need to develop UC-specific training materials; 

• Develop and carry out a comprehensive, systemwide training plan with the Training & Outreach Coordinators and in consultation with the SILS Working Group; 

• Improve vendor-supplied training objects as needed (and as permitted); 

• Develop and organize train-the-trainer sessions for the system (where multiple reps from each of the UC Libraries get trained); 

• Utilize instructional design principles to develop new training objects/templates, as needed; 

• Determine and recommend best practices for ongoing training, post implementation and reflecting potential systems updates, in consultation with the Training & Outreach Coordinators. In addition to overseeing the development of systemwide training opportunities and mechanisms, each member will also guide and organize their local/campus training.

It was determined that while full Step A membership across campuses is not necessary, the upcoming work requires more than Step B membership as currently defined. Therefore, the TOC group has work with numerous SILS groups to build a definition for the Step B+, which will allow non-step A members in the IT while minimizing risk.

Comments from SILS Steering:

This proposal is for the Internal Training group only. It’s a local adaptation of how the group works together. This is not an amendment to the Phase 4 Shared Governance and does not apply to other groups. SILS Working Group co-chairs agree this local adaptation of work practices for the IT group seems appropriate and does not require further approval from the Working Group.

The Step B liaisons who agree to take on these additional B+ responsibilities need to have approval from their supervisor. FYI to DOC.

Questions to consider

Action Log