2022-06-16 Meeting Minutes

Owned by Aura Hill
Last updated: Jul 29, 2022
3 min read

Attendees

  1. Jessica Bugorski (Co-Chair)

  2. John Ellis (Co-Chair)

  3. Julie Mandal (Subcommittee Chair – User Experience)

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

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

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

  7. Gordana Vitez (Subcommittee Chair - Systems/Analytics/Data)

  8. Virginia Roy (OCLS)

  9. Liana Giovando (Project Manager)

  10. Thomas Guignard (OCLS)

  11. Aura Hill (OCLS)

Regrets

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

  2. Jana Purmalis (OCLS)

Action Items

@Liana Giovando@Aura Hill to prepare communication for liaisons and directors and share with ISC about training expectations.
@Aura Hill to add launch communications and training plans to TCPR Communications Agenda
@Aura Hill Aura to reschedule draft governance meetings as per the minutes.
@Aura Hill Aura will create a placeholder ISC meeting for the new day/time, cancel 2 meetings and rebook the ISC meeting after July 5.
@Liana Giovando will confirm colleges can set their own renewal period and manually change the recall setting.

Discussion Items

Communications & Training

  • There’s a need for launch communications plan and to communicate it to library directors and college liaisons soon, especially so faculty can be notified.

  • In terms of training, there’s a need to clarify expectations of the colleges to customized/prepare their own training plan and provide training to their staff. They may be expecting vendor training, but Ex Libris has taken train-the-trainer approach.

Training Ideas:

  • 2 hour centralized training session in the fall for new/casual employees

  • Do 1 minute video for promoting LibGuide that can be given to all staff

  • Humber created a channel in Teams for staff for Page 1+ and posted link to LibGuide there. They also organized a training day for all staff, which included an intro to Alma for everyone who have never seen it (log in, nav, content, search, Q&A and next steps etc)/

  • Use a Study Group session as an intro to Alma

  • Larger college offers shadowing/support to smaller colleges - may be difficult to arrange

  • Larger college share their training opportunities with smaller colleges (i.e. Fanshaw is doing onboarding in Sept, so smaller college can join in)

    • Super users on LibGuide that can be contacted for training support

  • Larger libraries will probably prepare training videos and can collaborate/share with other libraries

  • OCLS is looking at offering ongoing, onboarding training down the road to support the colleges, such as a monthly meeting. It is important to consider what is common among all colleges and this will need to be built up over time.

ACTION ITEM: Liana/Aura: prepare communication for liaisons and directors and share with ISC about training expectations.

ACTION ITEM: Aura to add launch communications and training plans to TCPR Communications Agenda

New Meeting Day & Time

A new meeting time is chosen staring on July 12 - Tuesdays 11:30am-12:30pm. Due to multiple people on vacation, meetings will be cancelled for week of June 27 and July 5.

During this period, the co-chairs can be contacted for urgent matters via text/email.

ACTION ITEM: Aura will create a placeholder ISC meeting for the new day/time, cancel 2 meetings and rebook the ISC meeting after July 5.

OCLS Update

Service Proposals: It is important to develop process for reviewing and “approving” OCLS Service Proposals to ensure colleges are in agreement with the proposal.

Celebration Allowance: celebration allotment will be donated to each college (Liana) $400-sml/$600-med/$800-lrg for PR material/items/etc. OCLS working on process for reimbursing.

Resource Sharing https://clo-collaboration-spaces.atlassian.net/l/c/N7ghmH1r - cont’d

Rota Assignment Geographic Areas are accepted. The rationale is that it is based on geographic area and it will be monitored and revisited after a set period of time.

It is clarified that Resource Sharing Terms of Use will have the following default settings: 3-week lending period for ILL and no recall period. The colleges can change these themselves.

ACTION ITEM: Liana will confirm colleges can set their own renewal period and manually change the recall setting.

Page1+ Steering Committee Model https://clo-collaboration-spaces.atlassian.net/l/c/uziGGWGe

There is a proposed initial structure, but more directors are needed. Gordana and Marnie will join the group to also leverage the work CLO is doing in terms of the CLO governance model. The Governance meeting - move to Tuesdays at 9am. An additional one off meeting will be scheduled on June 21 at 9 am to accommodate people going on vacation

ACTION ITEM: Aura to reschedule draft governance meetings as per the minutes.

Deferred Items

  • Subcommittee Chair Updates - deferred

  • OCLS Update - deferred

  • Gobi Agreement for contributing records to the NZ (Dijana) - Deferred

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