Attendees

• John Ellis (Chair), Algonquin College - ellisj@algonquincollege.com

• Katherine Marceau (Incoming Chair), La Cité - KMarce@lacitec.on.ca

• Amanda Van Mierlo, Humber College - amanda.vanmierlo@humber.ca

• Jennifer Mo, OCLS - jmo@ocls.ca

• Justin Johnston, Fleming College - Justin.johnston@flemingcollege.ca

• Lingling Jiang, Sheridan College - lingling.jiang@sheridancollege.ca

• Rebecca Pearson, Lambton College - rebecca.pearson@lambtoncollege.ca

• Thomas Guignard, OCLS - tguignard@ocls.ca

• Tony Onorato, Fanshawe College - aonorato@fanshawec.ca

• Eva McDonald, Centennial College - emcdonald@centennialcollege.ca 

Regrets

• Joy Wen, George Brown College - jwen@georgebrown.ca

Action Items

Discussion Items

Systems Subcommittee Chair Update

• Katherine Marceau introduced as incoming Chair.

• Introductions were made to the subcommittee members.

• ACTION ITEM: Aura to resend meeting invite.

Action Items

• Eva will be leaving CLO Assessment Committee for Analytics and needs to maintain connection with SAD Subcommittee. CLO Assessment Committee may need permanent working group .

• ACTION ITEM: Eva will ask Katherine Davidson to reach out to Katherine Marceau as a starting point.

Network Zone Borrowing

• Amanda had concerns about creating duplicates in NZ, but learned that users are associated with their institutions and duplicates will not be created. So there is more freedom for identifiers at the college level.

Patron Record Purging

• There are limits on how many records you can have in the system.

• The subcommittee may want to provide some recommendations around purging, especially for larger colleges if they have not purged in a long time. Too many records can cause errors in the user database.

Primary and Other Identifiers

• The primary identifier does not need to be the same at all colleges.

• The primary identifier can be any one of the fields, but must be unique for every user at all times.

• Other identifiers need to be included for other services.

• There is flexibility on college’s choices. However, the subcommittee may want consider putting together some guides for colleges seeking advice or make recommendations for ISC.

User Statistical Data

• The subcommittee may want to consider the standardization of label names used by multiple colleges (e.g. program), as well as capturing label names that are unique so if others start using them in the future, they use the same label name.

• The subcommittee may consider creating a subgroup that are familiar with SIS load data to make recommendations.

• John mentions that members should be able to get copy of XML file from IT with SIS data

• Amanda can shares use case for Humber to assist other colleges and will keep sharing work on Confluence.

• John mentions BOLT group for Banner colleges as another possible opportunity to share work for integration.

• ACTION ITEM: John to provide content and recipients for a survey of BOLT colleges to see if they interested in sharing integration work for Banner colleges. Aura to create and distribute colleges and provide results to Katherine to bring back to the subcommittee.

Migration & Field Mapping Forms

• The forms are specific to each college and they were produced and mostly prepopulated by validator.

• For the Mapping form, colleges should focus on reviewing notes and consider recommendations.

• Instructions for Mapping Form created by Amanda, Liana, Stacey and Danielle have demonstrate recommendations and are posted on Confluence.

  • Example Algonquin College: On Patron tab - User Identifiers Instructions, Patron Statistical Categories

• The Migration form focuses on how your library is set up and it is more work to complete. Certain issues on tabs are flagged in Migration Form Instructions which has recommendations for colleges.

  • At Lambton, they found Item Material helpful for consolidation and they mapped their K subfield which indicated the loan policy on that tab as a way of cleaning up Item Type.

  • ACTION ITEM: Rebecca to add tips to Confluence Migration Form Instructions for Item Type and Materials

• Consider where the Subcommittee can provide guidance.

P2E - not discussed

Other Items

• Is there a need to capture useful Basecamp information (tutorials, instructions, etc.) elsewhere?

• Basecamp access will be maintained, but will be read only. Other institutions have moved everything to Confluence. Also, then it can be updated.