2020-06-17

Zoom name

When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename.)

1

Lena

Poll: Record meetings?

Determine whether meetings should be recorded?

1

Lena

Overwhelming vote of yes.

We will record meetings and share the links in the meeting notes which are only accessible to this group.

Welcome from SILS co-chairs!

5

Günter

What led to the SILS project? CoUL meeting in 2017 with 2 reports - one from RLFs and one from Future of Resource Sharing, both advised moving to a shared system! Round-robin with CoUL members who all agreed moving to shared ILS was the best move for UC Libraries.

This is an expert-led project, where your expertise is appreciated and shapes the outcome.

Why have an All Chairs meeting

What’s the value of an All SILS Chairs meeting 

• Ensure SILS Steering (co-PMs and co-chairs) are informed of what’s happening in the project.

• Take the temperature; surface issues early

• Forum for issues that require discussion (nuanced, complex issues)

• Provide direct access to SILS co-chairs to answer questions and advise

• Relationship building; interact and learn from other chairs; safe space to speak among chairs; build trust

• Ensure cross-project dialog for chairs at least once a month

With so many members, it may be a challenge to give everyone a chance to speak.

5

Lena

Step B representatives

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;

Awareness of participation and voting for Step B representatives

• Shared Gov said Step B liaisons do not participate in voting or attend meetings. However, WG doesn’t want to discourage participation.

• If Step B liaisons are very active, they should consider becoming Step A members. Chairs - have a conversation about it with active Step B liaisons.

• WG discussed and confirmed Step B liaisons do not vote. However, Step B liaisons can participate in taking-the-pulse conversations to surface concerns.

• Remind chairs to be vigilant that Step B liaisons could pull back from commitments and activities at any point.

• How can chairs ensure they remember who is Step A/B since Step B cannot vote?

5

Lena

Difficult to deal with someone switching roles numerous times during the project, so a switch to step A should be considered permanent (as much as possible) and weighed carefully.

Josephine: how did we decide on who was step B? Answer: DOC members worked locally in coordination with supervisors on determining this. Most of the time this was a bandwidth decision.

What about Step B’s who want to step in for certain tasks but not all work? Use your judgement. If they have the bandwidth to participate, great. Some work is called out as a duty in the charge for Step B’s (respond to information requests…)

What about if a member regularly attends meetings but can’t one week - should they bring in a substitute? Answer - SILS policy is no. Instead they should review the meeting recording (if available).

Need to communicate our policy around meeting attendance more broadly (if you miss a meeting, watch the recording. members are not allowed to send a substitute to a meeting in their place.

Chairs to share with their groups on communication between SILS and campus groups (Com Leads)

• Each SILS group has a campus representative who is empowered to be a channel of communication from the systemwide project to their local group. Campus representatives do not need to go through their Implementation Coordinator to communicate locally.  

• Campus representatives should take concerns to: 

  • 1) their local campus group

  • 2) their SILS group co-chairs 

  • 3) Reach out to the Implementation Coordinators Group as a last resort. 

• Campus representatives have two roles: as experts in their subject area (systemwide hat) and as representatives for their local campus (campus hat). They are expected to consult broadly at their campus.

5

Ben

No questions on this.

Consultation with Communication Leads

Awareness of upcoming consultation on communication needs for groups

2

Ben

Aiming for 3 meetings per week. Probably end of July. Discussion will be around benchmark/progress/decisions are suitable for each audience. Invites going out by EOW.

Taking the temperature

Summarize takeaways from pre-meeting poll and discussion

Survey responses

30

Lena, All

Good to clarify Step A and B - clarification of practices helps. Decision pages are helping a lot.

Discovery team will be keeping an eye on the decision pages of other teams to keep track of ones that are relevant for them.

Basecamp - difficult to determine when and where to share information. The management of basecamp is currently being worked on. Chairs are intended to funnel questions from their groups. If basecamp is an issue, please let the PMs know. Poll of how basecamp is working for the group: Mostly thumbs up (chairs are not overwhelmed at this point in managing Basecamp info. sharing). Easier to manage funneling information and keeping groups informed now that co-chairs have been selected for every group. When you are a subscriber to basecamp, you get LOTS of email which can be annoying. Should check with Ex Libris on potentially adding all cohort members for some groups - decided not to do this. Will keep the option open going forward.

Suggestion for co-chairs to review important Basecamp activity with your group during weekly meetings as a regular activity to keep cohort members informed.

Asking similar questions on basecamp: general rule of thumb is to start a new thread rather than post in the thread that generated the question.

Dominique does not have access to basecamp.

Additional themes will be discussed during a future meeting.

Decision to keep funneling information through co-chairs at this time. Revisit later as the timeline heats up to see if we need to open up Basecamp to more cohort members.

Meeting time

Poll: Choose recurring meeting time every other week:

• Tues 1-2

• Wednesday 9-10

• Friday 9-10

• Friday 10-11

5

Lena

looks like Wednesdays 9-10 is the most popular choice.

Shorten meeting time to 50 minutes. Meet Wednesday 9-9:50.

Future topics

Desired tools or training topic for next 30 minute webinar?

Topics to cover next time?

Email SILS-PM-Leads-L@ucop.edu if you want to add something to the agenda or slack Christine and Lena on SILS Chairs.

5

Lena

Parking Lot

Capture important topics for future discussion

60/60