2020 TSTM notes

Owned by MSU TechServices
Last updated: Jul 08, 2020
8 min read

TS Council 06-08-20 (DRAFT)

Present: Don Depoorter, Joshua Barton, Nicole Smeltekop, Lisa Robinson, Ed Gildner, Ranti Junus, Lisa Smith, Lucas Mak, Dao Gong, Emily Sanford (notes).

Regrets: Autumn Faulkner, Kay Granskog, Tim Kiser

Meeting began at 9:02 am

Agenda:

Return to work documentation

  • Employee communications templates. Do we choose one or make up our own? What are the templates uses? Answer: seems to be supervisor to team vs. individual team member to supervisor. Where do these forms live after we’ve collected them? HR?

  • Employee bathrooms - document says bathrooms will be sanitized every hour, but there’s no distinction between staff and public. Hand dryers/automatic paper towel dispensers?

  • Do staff who aren’t coming into the building need to sign agreement? Or someone who needs to come in occasionally? Answer: Joshua’s read was that everyone has to fill it out, across the board.

  • Pg. 5 should we be asking staff who cannot medically wear a mask to contact University Health instead of Resource Center for Persons with Disabilities (RCPD). Because it’s a health issue and not a disability? Do we already have agreement with RCPD to send people their way.

  • Does agreement only go to librarian’s primary supervisor?

  • The document doesn’t have any provisions for individuals who travel. CDC recommends a 14 day quarantine. Also, if an employee travels to a high-risk area (Florida, Arizona), there’s no provision for that.

  • Unit training? How do we proceed with that? How do we make people aware?

  • Face mask cleaning? President Stanley’s email said something about washing masks, should we? What about mask replacements because of the reducing effectiveness of masks.? Some have heard that after 14 washes the fabric masks should be thrown away. Should we give employees new face masks every 14 weeks?

  • If staff are 6 feet apart, environment will be louder, perhaps in training we should mention this as noise is a perennial issue in TS. Be understanding in these times.

  • If staff can’t eat in the break room, that implies that they should eat at their desk? That’d be a problem in TS with our materials. What about cubicles?

Serial Solutions coverage load (Ranti)

  • Report coverage file not finding matching bib. If we can use template to make minimally viable record, do we want to pursue this? All mismatches are serial records. ~30,000 in number.

  • Brief record generated from coverage load – so that’s why the record is so scant. Don has contacted SS in the past and usually by the next month’s load, they’d have a more full record. But, this is a massive number of bibs.

  • Dao - 1) either we didn’t get the bib from SS and we can load the brief record because in the next load, a more full record will match on the 001 and overlay the brief, or 2) there’s something wrong with the matching system that is causing mismatching.

  • Action: Ranti will follow up with SS and Dao will investigate loader issues.

Additional notes:

Staff spaces: Courtney is in Janet Baldwin’s space/Fran in Nicole S.'s space, Tina in Autumn’s office. Nicole, Loretta, Cathy, and Janice will be going into spaces on 3E. There will be 2(?) spaces on 3E for TS drop-in employees. Details about reserving spaces to come (public calendars)?

Lisa - 1XX duplication on the bib records load from June from Backstage. Lisa’s Sierra isn’t working so she can’t edit bib records at the moment. This happened before, but this is a larger number of occurrence. Action: we will reload records and hope it fixes the duplication, we will lose edits made since Monday. Dao will do so after the meeting with Lisa.

New system - We have a new system! It’s in the negotiation stages. Nothing is final as of yet. Joshua hasn’t heard anything from the RFP committee or from purchasing. Question: are we negotiating needed system building into our contract? What do we tell staff about a system that doesn’t exist yet?

Meeting concluded at 10:02 am

TS Council 05-06-20 (DRAFT)

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lisa S., Lisa R. 

Regrets:

Agenda

  • Approve the combined minutes of the 04-22-20 and 04-29-20 meetings

  • What pain points will need to be addressed when limited staff, not considered essential under the executive order, are allowed back in the building? Discuss hours needed/week, etc.

  • How are people doing?

TS Council 04-22-20 and 04-29-20 Combined minutes

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lisa S., Lisa R. 

Regrets:

Agenda

  • Approved minutes of 4-15-20 Council meeting

  • Recommend how to proceed with Exchange in early May under current situation. Autumn agreed to organize this, following up with Mike Laney. Joshua, Emily, and Ranti agreed to be back up sites.

  • How are we doing? All are doing well and work is proceeding.

TS Council 04-15-20

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lisa S., Lisa R. 

Regrets:

Agenda

  • Approved minutes from April 8, 2020

  • All shared information about changes since last week and progress on projects

TS Council 04-08-20

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lisa S., Lee, Lisa R. 

Regrets:

Agenda

  • Approved minutes from the 3-25-20 and 4-1-20 meetings

  • Reviewed what people were working on remotely and what we were doing to provide work to keep staff going while working remotely.

TS Council 04-01-20

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lisa S., Lisa R.

Regrets:

Agenda

  • Approval of 3-25-20 minutes was delayed to next meeting.

  • Identification of and coverage for “essential” work. Essential work was limited to ordering, receiving, and invoice payment. What is essential will be reviewed towards the end of April.

  • General check in and how are our workarounds working? Scanning for everyone is not sustainable. Catalogers will be focusing on online cataloging, whatever database projects that can be generated, and other library sanctioned projects.

03-25-20

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Lisa S., Tim, Lisa R., Emily, Nicole, Lucas

Regrets:

Agenda

  • Approval of 3-18-20 minutes

  • Discussed issues arising from Monday’s Executive Order especially around staffing and finding work for remote staff

TS Council 03-18-20

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lisa S., Lisa R. 

Regrets:

Agenda

  • Approve minute for 3-10-2020 Council.

  • Update on where each team is during the Libraries closure.

    • Team members discussed various projects that need or can to be worked on, as well as other work arrangements for both remote and inside the library building.

    • Discussed workflows and collaborations between units that can be done remotely.

    • Acquisition and Cataloging will have a shared drive contains scanned images of new incoming materials for cataloging purposes.

    • Lisa Smith will work with the students on scanning the new incoming materials that will feed to the shared drive.

  • Testing ezproxy access for the staff Sierra Web in preparation for potential Library of Michigan remote-work.

Action items

  • Action 1

  • Action 2

  • Action 3

Decisions

  • Decision 1

  • Decision 2

  • Decision 3

 

 

TS Council 03-11-20

Present: Joshua, Don, Ed, Dao, Kay, Ranti, Tim, Lucas, Emily, Lisa S., Lisa R., Autumn

Regrets: Ed, Nicole

Agenda

  • Approval of 2-5-2020 minutes - approved.

  • Additional discussion of pandemic planning. We spent time thinking of projects we could do or recommend to staff to do remotely or in the library if we only had to practice social distancing.

TS Council 02-05-20

Present: Joshua, Don, Autumn, Ed, Kay, Ranti, Tim, Emily, Lisa S. (notes), Lisa R. 

Regrets: Lucas, Nicole, Dao

Agenda

  • Approved 1-22-2020 Minutes

  • We are still interested in the online forum, The Exchange: An ALCTS/LITA/LLAMA Collaboration, May 4,6,8 (noon - 4pm EDT each day). This year’s theme is “Building the Future Together.”

    • Keynote speakers are Emily Drabinski and Rebekkah Smith Aldrich

  • Midwinter ALA conference interests

    • Acquisitions interest group panel had interest, but there was not a panel conducting a session at the expected time; attended a BibFrame session instead (Kay)

    • Beta to official RDA status has been set at December 15, 2020; sun-setting will follow (Tim)

    • OLAC Best Practices for Cataloging Objects (Autumn)

    • OCLC starting a Mellon-funded entity management system (Autumn)

    • PCC discussion around romanization (Autumn)

  • Listened to the Ex Libris & Innovative Product Strategy Overview webinar

Action items

  • Kay will look into registration for ‘The Exchange.'

01-22-20

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Lisa S., Lisa R. (notes)

Regrets: Don D.

Agenda

  • Approve minutes from 1-15-2020 - Approved.

  • Discuss Content of RFP Section B to create a Matrix for the RFP evaluation process.  (RFP document sent via email) Which items are highest priority?

    • What features of a system do we absolutely have to have? What features are highly desirable?

    • We should at the very least be able to accomplish the tasks we do now, although they don’t have to be done exactly the same way.

    • We need to evaluate software based on its inherent design, not just its “future development” features.

    • We discussed a variety of features & functions.

    • Submit comments to Kay or Joshua or Dao before Jan 31. Tell them which the category (from the RFP) and the deal-breaker and desired features.

  • Any comments on reorganization chart?

    • The Dean’s Forum about the reorganization is scheduled for Jan 30.

    • The forthcoming Steering minutes will have Joe’s responses to questions about the proposed reorganization.

    • There is a budget for a certain number of new positions (ones marked "vacant" in the reorganization chart). Searches will be held to fill those positions.

 

01-15-20

Present: Autumn, Ed, Dao, Kay, Ranti (notes), Lisa S., Lisa R.

Regrets: Joshua, Don 

Agenda & notes

  • Approve 12-4-2019 minutes

  • Approve 1-8-2020 minutes

  • 2019/2020 TS Gs and Os 

    • Mapped each TS goal to relevant MSU Libraries strategic values and missions.

    • Approved and ready to be published.

  • Sierra permissions guidelines

  • TLE ideas

    • A couple of iPad to help TS staff check foreign language material and use on-the-fly translation application. We need the device big enough to cover a whole page and prefer not to make staff use their personal phone for work purposes. 

    • Adjustable tables for TS staff needs.

    • Could we use TLE money for project manager/consultant to assist new ILS implementation?

    • Could we use TLE money for technology training in light of the new ILS? 

  • Outdated Drupal procedures 

  • Other

    • Dao in the process to uploading all ebooks records that we track on Serials Solutions. This is to catch missing titles that we've been seeing and reported. The next step is to upload all tracked journals..

    • Our new Copy Cataloging staff will start on February 1st, 2020

    • Reorganization: EC is still working on them. 

Action items

  • Kay will email Kelly re: Drupal pages

  • Autumn will move the approved Gs and Os to TS website

Decisions

  • Ok to delete old Drupal procedures pages

 

01-08-20

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Lisa S., Lisa R., Brooke, Beth Nugent (Acq)

Regrets:

Agenda

  • Discussed options for cataloging MSU Law Library materials in light of Brooke Minore's resignation.

  • Autumn and Joshua will be interviewing for a replacement for Anne Scholberg's position.

Action items

  • Lisa Robinson will meet with Brooke before Friday, January 10th, which is Brooke's last day.

Decisions

Lisa Robinson agreed to go to the Law Library two mornings per week.