2020-07-01

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Welcome!

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.)

Ben and Lena will be watching chat today.

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Lena

Quick announcements (shared via Slack)

Reminder to make sure your Zoom meetings all have passcodes (passwords) before July 19.

For meetings that do not have either a Passcode or Waiting Room enabled by July 19th, Zoom will enable a Waiting Room for you. https://support.zoom.us/hc/en-us/articles/360045009111 

Waiting rooms are fine at the beginning of meetings but if someone’s internet crashes and they try to rejoin a meeting or if someone is late, it means the chair has to watch their waiting room constantly. So, best to make sure your Zoom meetings all have passcodes.

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SILS co-chairs update

Review and discuss revised SILS Principles for phase 4

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Günter

• All versions of the SILS principles are available on the SILS website (phase 2, phase 3, phase 4 principles)

Timeline review (recurring)

Awareness of what’s happening, coming soon in the project

We are in the Vanguard Phase (June 15 to ~Nov 6)

Vanguard campuses: UCB (iii), UCLA (Voyager), UCSB (Alma), UCSD (iii), UCSF (iii), CDL

• Jul 13-Aug 31: Vanguard Alma training -- includes weekly training Q&A with Ex Libris (will be recorded), organized by topic

• Jul 31: Vanguard data load and forms due

• August: Vanguard test load configuration

• Sep 4: Vanguard Alma environment with test data ready for review and testing

• mid-Sep: Vanguard Primo VE ready for review and testing

• Nov 6: Vanguard completion (estimated)

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Lena, Caitlin or IC chairs

• Who will be able to participate in Vanguard testing? Vanguard institutions. This is a chance to see what our data looks like (without much/no cleanup).

• 5 institutions are already on Alma. What is the primary interest in non-vanguard campuses having access to the vanguard instances? To see how data migrates over in different cases, e.g., SCP data. Suggestion to ask which vanguard institutions would be willing to give access to others.

• Only Merced and UCD Law are not participating in the vanguard

• Staff user accounts (permissions, roles, etc.) would need to be created for non-vanguard members, no? Yes. That’s why they will need to request access.

• The Network Zone is going to be new enough to all of us that I can see some utility in giving some degree of access to everyone. +1 from many

• Vanguard is the first opportunity to view how data migrates – we also have the test load that everyone will participate in and that will be a better opportunity to see analytics and how things work.

• Carlo: I do think a good starting proposal for our next IC meeting is NZ open to all, non-vanguard access to IZ to be determined by demonstrated need

• Tom: As Greg mentioned earlier, there needs to be some coordination with the campus IC to have accounts created. So, we need agreement from them. It will be part of the discussion.

Communication Leads update (recurring)

Awareness of upcoming meetings with chairs and Communication Leads

5

Ben

• Ben and Adrian are scheduling meetings to discuss how they can support your group in communications.

• July 14 is the first Virtual town hall meeting (3rd Tuesday of every month)

  • State of the union from co-chairs (Günter and Chris

  • Update from PMs

  • Presentation from each SILS group (Com Leads and PM Leads will be the first group)

Deep dive: Vanguard Training

Awareness of training plan for Alma Vanguard Training series (July 13-August 31) for cohort members and local campus groups

Q&A

Poll on wrangling and posting questions to Basecamp

30

Dominique, Catherine, Neil

• Thank you for your patience as we get training going!

• Basecamp is the home for training materials and where Q&A questions go. IT group will pull out all the information from Basecamp for local campus groups.

• Questions for the first Q&A session are due July 8

• Every Wednesday chairs will get an email from the TOC group with details about the weekly training

• Internal Training (IT) representatives will send the weekly email to their local groups (customizing the info. as needed)

• SILS chairs will send their group the weekly email. Neil asked if chairs are OK with sending the weekly email. Chairs agreed to send the weekly training email.

• IT team is tracking training by campus as well as who is participating from the cohort. This will be done by the IT representative for their campus.

• IT will use a form to collect Q&A questions by Wednesday EOD for the Monday Q&A sessions with Ex Libris

• Certification timeline: Alma Certification will be at the start of September - it’s self-guided lessons and you take a final test.

• If your campus IT member is step B, will that person be doing all the local managing of the training? Yes, by necessity. They will get a template to make it easy.

• A comprehensive list of all training will also be made available so participants can pace themselves and plan their schedule for Q&A sessions they want to attend in person.

• Poll results on whether chairs would prefer to use the Google form created by the IT group for members to submit questions to Ex Libris or whether they prefer to submit the questions themselves to basecamp: 75% use the form; 25% submit directly to basecamp

Chairs agreed to forward the weekly training email to their group.

Flagging any significant issues (recurring)

Decision template

Understand how the decision template works: stakeholders, communication plan, dependencies with other groups, decision-making process, timeline, etc.

What’s working with the template and how could it be improved?

guest speakers: Liz, Lisa, Xiaoli, Josephine

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Liz, Lisa, Xiaoli, Josephine, Ben

HOLD for future agenda

Future Topics?

Feel free to add a topic to the Proposed agenda topics page on Confluence

Parking Lot

Capture important topics for future discussion

50/50