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UC SILS Town Hall: Ongoing Shared Governance

Hosted by Adrian Petrisor and Ben Alkaly

Communication Operation Leads

September 21, 2021

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Before We Start...

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This Town Hall will be recorded, shared, and hosted on Google Drive�
Closed captioning (automated by Zoom) is available

Submit questions via the Q&A queue (Danielle is your moderator)

After your typed question is asked, you will be unmuted in order to clarify or ask follow-up questions

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Agenda

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Welcome and introduction
Part 1

UC Libraries Advisory Structure (UCLAS) Overview
Ongoing SILS Governance and Operations Structure Overview�

Part 2

SILS Operations Center at CDL
Planning the transition, from phase 4 to the ongoing structure

Q&A

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Today’s Speakers

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UCLAS overview

Micquel Little, Direction & Oversight Committee (DOC) Chair, UCSF

Ongoing SILS Structure Overview

Ginny Steel, Shared Governance Task Force (SGTF) Co-Chair, UCLA
Aislinn Sotelo, Shared Governance Task Force (SGTF) Co-Chair, UC San Diego

SILS Operations Center at CDL

Caitlin Nelson, SILS Service Manager, CDL

Transition to ongoing SILS structure

Christine Barone, SILS Project Manager, SRLF, UCLA
Lena Zentall, SILS Project Manager, CDL

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UC Libraries Advisory Structure (UCLAS)

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For more information and to see the full org chart with definitions, visit: https://libraries.universityofcalifornia.edu/about/advisory-structure

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UC Libraries Advisory Structure (UCLAS)

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Beginning with the Council of University Librarians, or CoUL, this group is made up of the 10 campus University Librarians, the California Digital Library Executive Director, and the CoUL Planning Lead. CoUL works to provide collaborative leadership, vision, and strategic planning that enables the UC Libraries to develop innovative services, strategies, and technological systems.

You can see here that CoUL directly oversees the Direction and Oversight Committee, or DOC, which is made up of AUL/DUL level members from each campus, a representative from CDL, a LAUC representative, and the DOC Planning Lead. We work to carry out the vision, strategies, priorities, and policies established by CoUL.

It is important to note that CoUL and DOC work very closely together. For example, the Joint Steering Committees listed here refers to the CoUL and DOC Steering Committees, which meet on a monthly basis. In addition, the CoUL past-chair attends DOC meetings and the current DOC Chair attends CoUL meetings. Finally, all of DOC will also routinely join a CoUL meeting to discuss large topics such as each year's plans and priorities.

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UC Libraries Advisory Structure (UCLAS)

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Continuing on, DOC oversees Leadership Groups, which can be made up of all-campus representatives or can be skills based groups with a minimum of 5 members from campuses or CDL plus a LAUC representative. Membership is determined case-by case. An example of a long standing Leadership Group is the Shared Content Leadership Group, or SCLG, which oversees systemwide collection development and management issues, activities, and policies associated with acquired or licensed content.

You'll notice that CoUL, DOC, and these Leadership Groups are all able to charge project teams and shared service teams as needed. Project teams perform one-time projects with specific outcomes and end dates while shared service teams are often much more complex and are created to deliver a shared service for the UC Libraries on an ongoing basis. In addition to SCLG, another recently established Leadership Group is the Digital Preservation Leadership Group and of course, the new SILS Leadership Group will be here soon as well. Hopefully this was helpful in sharing how CoUL and DOC are well prepared and excited to be supporting the new SILS structure.

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Ongoing SILS Structure

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New, ongoing SILS Structure will commence Jan. 2022

Completely replace phase 4 structure; there will be membership overlap (phase 4 --> new structure)
Organized to support ongoing operations and work
Remains a significant FTE commitment (~85 ongoing positions)

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UCLAS-Integrated SILS

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SILS Leadership Group

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Reports to DOC
Non-representative group of senior library leaders
Responsible for systemwide SILS strategic direction
Provides oversight and guidance on systemwide SILS operations
Serves as an escalation path (with additional expert/leaders engaged, as needed)

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SILS Operations Team

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Reports to the SILS Leadership Group
Representative membership
Leads and coordinates systemwide operational use of the SILS, including UC Library Search and the Network Zone, in partnership with the SILS Operations Center
Provides oversight and guidance to operations subteams

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SILS Operations Subteams

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Report to SILS Operations Team
Representative membership
Responsible for developing, implementing, and maintaining UC-wide policies, practices and workflows, as well as function-based reporting/analytics, training
Escalates policies/practices impacting FTE, cost & other factors
Some ops subteams divide into two branches

This structure is very similar to the functional groups.

These are representative for now; they will be re-evaluated in 18-months, to determine if - once further implementation and standardization work is advanced - a better membership model might be utilized.

For the Acquisitions and eResources subteam, as well as the Fulfillment and Intercampus Sharing subteam, they are both single operations teams - but they will be made up of two branches, each with their own chair (e.g. an Acquisitions chair and an eResources chair); campuses and CDL can then each nominate up to two members.

Operations subteam members have a responsibility to not only communicate and bring campus needs to systemwide discussions, but also to communicate subteam work and decisions at the campus level.

While there are some decisions that need to be escalated, a key principle is that decisions not be unnecessarily escalated - these groups are empowered to make decisions.

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SILS Operations All Chairs

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Information-sharing and consultative group (not decision-making)
Brings together operations team/subteam chairs
Supports cross-team/subteam dialog, relationship-building and issue resolution
Bolsters SILS communication and collaboration pathways

The SILS Operations All Chairs group is based on a concept developed in phase 4: where the chairs for all SILS teams would meet regularly to share information. For the Ongoing Phase, the Operations Team and Operations Subteam chairs will meet as the SILS Operations All Chairs. This is not a decision-making group, but a critical organizational component in the SILS structure and one that can be consulted with as a potential escalation path (for feedback and guidance). The Operations All Chairs also serves to bring together the SILS operational chairs to support cross-team dialog, relationship-building and issue resolution. Critically, the All chairs forum will bolster SILS communication and collaboration pathways - within the SILS structure, but also in identifying groups and committees outside of SILS that need to be consulted with.

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SILS Project Teams

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Created and charged, as needed, to perform time-limited and clearly scoped activities with specific outcomes and end dates
Two known project teams at the onset of Ongoing SILS: Digital Collections and RLF Configuration (both ongoing from phase 4)

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Additional details about ongoing SILS

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Communications remains a priority - within SILS, UCLAS and the UC Libraries broadly (including use of Confluence)
Training (due to new releases, changes to policies/practices) will be deployed through the Operations Subteams
Escalation pathways remain within the ongoing structure
Opportunities for functional growth / new groups remain; focus now aligns with current work needs and opportunities

We wanted to call out a few additional details that we know will be of particular interest to many.

1. Communications remains a priority - within SILS, UCLAS and the UC Libraries broadly. All SILS team and group members will have a communications responsibility, at the systemwide and local levels. Good communications is also part of ensuring that we’re remaining transparent. To support this, the SILS will continue to utilize Confluence for sharing discussion notes, decisions and actions.

2. As new Alma and Primo releases arrive, and as policies and practices transform, the SILS Operation Team will work with the applicable subteams to deploy training. Similar to phase 4, there will be baseline systemwide training; campus-specific training will need to be deployed at the local level.

3. Also Similar to phase 4, we will have escalation paths for decision making. The operations subteams can escalate to the Operations Team, who can also escalate to the SILS Leadership Group; as needed, experts outside of the SILS structure will be consulted with and engaged. While the Escalation Leaders Groups are no longer a part of the SILS structure (as they were in phase 4), the Leadership Group can engage these upper-level experts in future, as needed.

4. Lastly, we know that as we look to the future and further transformation, one could begin imagining additional teams and groups not currently reflected in the ongoing SILS structure. As reflected in Miquel’s overview of UCLAS, we have the ability to charge project teams to dive into specific topics and decisions. However, right now, we’re focused on implementing this new, ongoing SILS Structure - which was developed by the Shared Governance Task Force, a representative body, in consultation with functional experts, the SILS working group and CoUL. In future, the new SILS Leadership Group and Operations Team, in consultation with DOC, can adapt and refine the SILS Structure to best reflect our lived realities and business needs.

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Ongoing SILS Principles

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Ongoing SILS work practices and activities will be informed by SILS principles:

Prioritize high-quality user experience;
Transform and harmonize library work practices and policies;
Innovate and explore new ways of working, being mindful of benefits and costs;
Advance UC’s values of diversity, equity, inclusion, justice and belonging through SILS-related operations and work practices;
Empower data-driven and consultative decision-making;
Commit to shared governance, transparency and open communication;
Align SILS-related work with near- and long-term systemwide priorities.

Throughout the SILS Project, our work has been shaped and informed by our shared principles. Similar to our project phases, ongoing SILS work will also be informed by principles, which will continue to shape and advance our work together. The principles for Ongoing SILS operations and planning are as follows. We will...

Prioritize high-quality user experience for UC faculty, students, staff, clinicians, researchers and other library patrons;
Transform and improve library work practices and policies, harmonizing to best take advantage of current and future operational and service opportunities afforded through the SILS;
Innovate and explore new ways of working, being mindful of benefits and costs;
Advance UC’s values of diversity, equity, inclusion, justice and belonging through SILS-related operations and work practices;
Empower data-driven and consultative decision-making, where decisions are sent as far up the chain as is warranted but no further;
Commit to shared governance, transparency and open communication;
Align SILS-related work with near- and long-term UC Libraries systemwide priorities.

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Q&A

Libraries

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SILS Operations Center at CDL

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3 full-time CDL staff, plus development staff in D2D
Partners with cross-campus SILS teams to ensure the operational success of the SILS; primarily focuses on the health and maintenance of the software: Alma, Primo VE, VDX.
Not a policy-making body by itself, but in collaboration with the shared governance structure.
More at: https://cdlib.org/services/d2d/sils/sils-operations-center-at-cdl

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Planning the Transition to Ongoing SILS

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Working Group charged a Transition Task Force
TTF kicked off August 23 and will work through January
Team

Donald Barclay, UCM, DOC liaison
Christine Barone, UCLA SRLF, PM, co-chair
Sarah Houghton, CDL
Michelle Polchow, UCD
Hermine Vermeij, UCLA
Lena Zentall, CDL, PM, co-chair

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TTF Scope of Work

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Managing nomination and appointment process for new groups, working closely with DOC
Manage the onboarding process for new groups
Populate new collaborative work spaces and communication tools
Ensure unfinished work is moved over for SILS Operations Team to assign
Charge is posted on SILS website: https://libraries.universityofcalifornia.edu/groups/files/sils/docs/SILS_Transition_Task_Force_Charge.pdf

Christine

Here’s what the group is responsible for:

Managing nomination and appointment process for new groups, working closely with DOC

In consultation with DOC, creating the forms, timeline and process that DOC will use to gather nominations and appointments

Manage the onboarding process for new groups

This means making sure that the new teams have all the resources they need an that any unfinished work from phase 4 is moved over for SILS Operations Team to assign to the new cohort

Populate new collaborative work spaces and communication tools

Get new members set up with their workspaces and communication tools, including Confluence, Slack and Google drive

As a reminder, there will no longer be a Working Group in the UCLAS-integrated structure

In the ongoing structure, SILS reports to DOC and DOC will takeover the nomination process moving forward.

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TTF Timeline

January

Kickoffs

Access to new collaboration workspaces

October/November

Nominations

Identify essential documentation and resources for new groups

Welcome letters

December

Plan Kickoffs

Lena

These are the major deliverables for the Transition Task Force and their timing, shown by month.
For Nominations, we are working closely on the timeline and process with DOC. As Christine mentioned, they will eventually take over the process once we are established in the new UCLAS-integrated SILS, so we want to set them up for success. It’s about a 6-week process from the opening of nominations to finalizing rosters. The call for nominations begins by Oct 1 and goes through October 22.
At the same time as nominations are happening, TTF will identify essential documentation and resources to include in the welcome letters to new members.
We are aiming to get welcome letters out before Thanksgiving but allowing some extra time if needed.
In December, we’ll finalize kickoff planning for each group.
In January, we’ll do the kickoffs and work with chairs to get their groups up and running.
The new UCLAS-integrated SILS members will have access to project collaboration workspaces in January. We will continue using the same tools – Confluence, Slack, Google shared drive.
Current SILS phase 4 members will have access to Confluence, Slack, Google shared drive through December 23.

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Q&A

Libraries

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Thank you