Invitees

• Gordana Vitez (Chair), Niagara College - gvitez@niagaracollege.ca

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

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

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

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

• Robert Soulliere, Mohawk College - robert.soulliere@mohawkcollege.ca

• Ian Ingram, Sault College - ian.ingram@saultcollege.ca

• Jennifer Mo, OCLS - jmo@ocls.ca

• Thomas Guignard, OCLS - tguignard@ocls.ca

• Liana Giovando, OCLS - lgiovando@ocls.ca

• Lauren Rupert, Consultant

Regrets

• Dana Schwarz, Niagara College - dschwarz@niagaracollege.ca

Action Items

Discussion Items

Alma Analytics Report Sharing Guidelines https://docs.google.com/document/d/103T9BSXHnwxLEosOZmMzX8nXYXmbTUCUNTBNruu5sNg/edit?usp=sharing

• Feedback from discussion:

  • Should there be steps included for adding to the shared folder? The document reflects well that you can add to the shared folders, but it doesn’t outline the “how” of the process. Would it be a possibility to link to the information if it is already created on how to add to the shared folders?

  • Place a “tip” at beginning: This is how/where you can check to see if that report is recorded somewhere else in the system. Helps people determine if they need to start from scratch or not.

  • Suggested that any reports that are not needed for CLO go into a private OCLS folder so they cannot be viewed and modified.

  • A suggestion should be made in the document that those contributing records should:

    • Save copies to local servers in case there is a file corruption

    • include date of the original report being made/posted

    • Include the institution name

  • Overall positive feedback - especially around the readability level of the document, subcommittee members agree it is clear and comprehensive.

• Any of the changed that were made during the discussion are reflected in the document:

  • File name changes:

    • College Shared Reports → Ready-to-use-Reports. This will emphasis the that these reports are done and ready to use.

    • College Collaboration → Works in Progress. This will emphasis that the documents are being developed.

    • Create subfolders: For Specific colleges and projects

    • Get rid of the SAD Subcommittee folder - there is no need for it as the docs from there should not be different from any others.

• Next Steps

  • Suggested that we release the document now. It is well organized and comprehensive. We can send it out and see how it works and determine what needs to be changed.

  • Tentative timeline for updating the document: at the one year make we will review for governance and document content. At this time, we should have a really good handle on what needs to be done/changed

Sandbox Management Guidelines Update

• All changes that were discussed in the previous meeting have been applied to the document.

• The Sandbox Management Guidelines will be posted to the LibGuide in a PDF format in their own section when ready.

• Suggestion: a special password page on Confluence with information needed to access sensitive documents.

Testing New Releases

• There is an active effort to construct specific workflows related to testing new releases. At present there is an active contemplation on recommendations that should be made within the workflow.

• It is likely that OCLS will not test all new releases (specifically bug fixes) that are released as there are too many with each release. Instead, OCLS will flag known bugs and issues then check the updates when they are released to locate and test the repairs.

• Colleges would be able to test these changes as well before they are released officially.

• Colleges would not have the option of opting out of larger new releases (released quarterly), but they may be able to opt out smaller releases (released monthly)

Governance Meeting (tentative November 30th):

• There will a governance meeting coming up at which there will be a discussion of the evolution of subcommittees, future responsibilities, and so forth.

• ACTION ITEM: @Liana Giovando to create a one-page document reflecting this committees' actions: projects, scope, roles, etc.. The document should be ready to present for the next subcommittee meeting.

Any other items

ACTION ITEM: @Liana Giovando to extend the meeting invitation. Before next meeting (OCT 28th)