2022-04-28 Meeting Minutes

Owned by Aura Hill
Last updated: Apr 17, 2023 by Jmandal
4 min read

Attendees

  1. John Ellis (Co-Chair)

  2. Julie Mandal (Subcommittee Chair – Discovery/Customer Service/Front End)

  3. Dijana Kladnjakovic (Subcommittee Co-Chair – Metadata/Cataloging)

  4. Jane Burpee (Subcommittee Chair – Training/Communications/PR)

  5. Katherine Marceau (Subcommittee Chair – Systems/Analytics/Data)

  6. Leigh Cunningham (Subcommittee Chair – eResources/Acquisitions)

  7. Liana Giovando (Project Manager)

  8. Virginia Roy (OCLS)

  9. Thomas Guignard (OCLS)

  10. Aura Hill (OCLS)

Regrets

  1. Stacey Boileau (Subcommittee Co-Chair – Metadata/Cataloging)

  2. Jana Purmalis (OCLS)

  3. Jessica Bugorski (Co-Chair)

Action Items

@vroy to work with the PMO, Dijana and OCLS to create a high-level document that would describe that would formalize OCLS' role and responsibility and circulate to ISC.
Update: Virginia will have progress update next week. May need to go to CLO AGM.
@Jane Burpee@Jess Bugorski@Liana Giovando@vroy to meet and work on draft governance plan. @Aura Hill to note that it should be added to agenda for May meeting.
Update: Thomas may join this group.
@Liana Giovando will reach out to Patricia Buckley for info about list of suppressed term for UX Subcommittee.
@Liana Giovando@Aura Hill to develop a factual communication for library directors about the rationale for using Primo VE as their discovery layer in terms of cost, implementation support and integration with Alma.
@Jmandal to ask the UX subcommittee to develop guidance (e.g. blog post/communication) for EDS colleges/users about what their experience will like be in Primo.

Discussion Items

Subcommittee Chair Updates

Met/Cat: They are working on evaluating files for streaming services. Results will be collated and discussed in next meeting. OCLS will discuss their commitment for records in the NZ.

TCPR: They will have a meeting with CLO Directors where Aubs & Mugg will present three name options and discuss approach and buy-in. Training Working Group has launched the expanded LibGuide. It will continue to be updated.

UX: They have two briefing notes in draft, one on Overarching Statement for EDI, which provides 3 options on where statement can be put to provide flexibility. Some colleges are working on their own EDI statements so the briefing note may need to be adjusted to reflect that they can use their own or use the CLSP statement. The other briefing note is on the process for suppressing offensive LC terms in Primo VE, but the subcommittee is trying to locate an official list of offensive LC terms.

ACTION ITEM: Liana will reach out to Patricia Buckley for info about list of suppressed term for UX Subcommittee.

E-res/Acq: They are meeting next week and their priority will be to discuss the workflow coming from their briefing note on e-resource collections not in the Community Zone.

SAD: Meeting tomorrow.

OCLS Update

OCLS is also meeting to talk about e-res workflow and where it fits in their structure. They are engaging a summer student who will focus on proxy access for OCLS-managed collections and adding customer parameters. OCLS will also provide information about status/progress of this work, likely via Basecamp.

Colleges with existing subscriptions to Syndetics via Sirsi will be offered grandfathered pricing for move to Alma and a new price for any additional colleges. Everyone will receive Syndetics Unbound level. Implementation date may be June or August, depending on Alma configuration freeze. More information about technical side of implementation will be coming soon.

The final report was submitted to Ministry.

Curriculum Builder User Group Check-in

George Brown is heavily invested in Curriculum Builder. Algonquin and Fanshawe have only a few courses in it. George Brown is considering using EDS with Alma instead of Primo, but they will need to manage integration themselves, if it is possible. Integration with EDS is not in the scope of the implementation project. Other colleges may also be considering using EDS but that is not clear.

ACTION ITEM: Liana/Aura to develop a factual communication for library directors about the rationale for using Primo VE as their discovery layer in terms of cost, implementation support and integration with Alma.

ACTION ITEM: Julie to ask the UX subcommittee to develop guidance (e.g. blog post/communication) for EDS colleges/users about what their experience will like be in Primo.

The focus of the guidance could be on what will stay the same in the transition to Alma and Primo. For example, EBSCO databases will not change only that they may be accessed via Primo instead of via EDS.

Change Management

It is important to have a mechanism to ensure everyone is aware of decisions that impact workflow.

Right now, we use weekly project meetings to convey these messages, but after Go Live, these meetings will end, so a new mechanism will be required. This also ties into governance structure for the future.

Risk Mitigation Plan

OCLS has a need to have test credentials needed for Alma IZs in order to perform duties, as well as guest credentials for e-Resources management. They are running into challenges getting this access because of security and privacy concerns, etc. The risk is that the lack of access will hamper CLSP activities and also OCLS’s ability to deliver services to the college libraries beyond CLSP. One option may be to have assigned guest credentials for OCLS. Virginia is discussing at a higher level within college IT, but will also need libraries support to help support this process.

Parking Lot (optional)