2024-07-31 OT-SC Meeting notes

Ex Libris support

6 minutes

Team

• For reference: Ex Libris Support Meeting Agenda and Notes

• some tickets shared by SILS OT for the next ExL meeting - tickets where the issues are not reproduceable by ExL

  • tickets are not related

• Matt Baker is the new ExL customer service representative

• next meeting is 8/16/24

All Chairs meeting update

13 minutes

Caitlin

• Caitlin gave a talk about the coming year and goals (lots of new attendees - mix of Chairs and VCs)

  • goal of evaluating team workplans (make room for new items - not be too busy to make a difference)

  • goal of evaluating our current state 3 years into our current contract with ExL

• brief discussion of VC

  • SILS OT model of members needing to opt out, as everyone is automatically opted in

  • Acquisitions VC and Resource Sharing VC are still tbd

Various Caitlin updates

FYI to OT-SC about goings on

32 minutes

Caitlin

• EIMP-PT update

  • discussed in OT last week

  • discussion engagement briefly recapped during this meeting

  • since their proposal submission, Caitlin and Sarah have had subsequent meetings with members of this group

    • these meetings have included a discussion about an optimum process/strategy for achieving the goals of their report

    • shared a copy of the “new idea template”

      • a way to emphasize not just the why, but the why now

    • Caitlin is assisting this group in creating the best process possible to achieve their goals

  • these principles also apply to OARM - PT (these 2 groups share a member)

• Contract Renewal Negotiations

  • mostly concluded, “press release” to follow soon

• NZ access group

  • trying to release a report of their findings next week

    • will be distributed to CDL shared collections, OSTs, and after adjustments a final draft will be shared with SILS OT

• CDL shared collections and Expanded NZ Access Team

  • communication has stalled slightly between the 2 groups

  • communication not ideally timed - proposal for SILS OT SC current and past members to render assistance

    • Lakshmi briefed on the background of this issue

    • need to determine a timeline for when to intervene more strongly (escalate to another group) to move this process along

• Side topic: Operational guidelines

  • being proposed to guide future work

OT Workplan

• currently more of a checklist of tasks, annual or otherwise

0 mins

Sarah

• Document for discussion: OT Workplan

  • Future API requests

    • Idea proposed at last 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?

Known Issues

• Discussion of “do we actually do this?”

0 mins

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?

Negotiations Team Briefing

0 mins

Caitlin

• mostly discussed in agenda item 3 above

Executive Session

• Private Discussion

0 mins

Team

• discussions during agenda item 3 included executive session content

Build agenda for next OT meeting

• Build and finalize the agenda for next week’s OT meeting

0 mins

Team

• See proposed agenda here

Parking Lot

Capture important topics for future discussion

0 mins

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

51 minutes