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Date

11am ET / 10am CT / 9 am MT / 8am PT

Rachel Aileen Searcy (she/her) is inviting you to a scheduled Zoom meeting.

Topic: TAC/UAC Orientation

Time: Jul 18, 2023 11:00 AM Eastern Time (US and Canada)

Join Zoom Meeting https://nyu.zoom.us/j/95999817617

Meeting ID: 959 9981 7617

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+13017158592,,95999817617# US (Washington DC)

+13126266799,,95999817617# US (Chicago)

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Find your local number: https://nyu.zoom.us/u/acSxx924w2

Participants

Goals

  • New member introductions

  • Overview of accounts, tools, and workspaces

  • Overview of the year ahead

  • Overview of responsibilities and expectations for service

  • Overview of TAC & UAC

  • Overview of subteams and working groups

  • Answer questions from new members

Discussion topics

Time

Item

Presenter

Notes

5 mins

Introductions

 Suzanne Reller

🧊 Ice Breaker: Name, Institution, Favorite ArchivesSpace Module/Feature

 📘 Council Handbook : much of the information discussed today is available in the Council Handbook. This is a go-to resource for you throughout your time on Council.

5 mins

ArchivesSpace program and governance

Christine Di Bella

15 mins

Communication & collaboration tools

Christine Di Bella

🛠️ Tools and Workspaces

5 minutes

The Year Ahead

Rachel Searcy

📆 Yearly Timeline of Council Activities : this page in the Council Handbook gives a month-by-month breakdown of Council activities, as well as who is responsible for those activities.

  • Terms begin in July and end in June. In June and July there is typically little Council work outside of the Chair’s responsibilities.

  • Council-wide meetings occur monthly beginning in August. TAC typically switches to bi-monthly meeting after January. Often the December or January meeting is cancelled.

  • Joint TAC/UAC meetings are held twice a year, once early in the term (usually September) and again towards the end of the term.

  • Workplans are due and presented at the first joint meeting in September.

  • Online member forum in the spring – Council participation is strongly encouraged.

  • Most Council work wraps up in June. Sub-teams complete a retrospective and work to make term-to-term transition as easy as possible.

  • Sub-teams usually meet monthly, although this can vary based on the work and needs of the sub-team (e.g., Testing).

5 mins

Responsibilities and Expectations

Suzanne Reller

Most of the information for this section is found in:

⏰ Attendance and Engagement:

  • Attendance and/or contributions to Council meetings. Participation in discussions.

  • Attendance and/or contributions to sub-team meetings. Communication with your sub-team lead(s) if you cannot attend or complete tasks.

🌱 Council as Community:

🙋‍♀️ Leading by example when possible:

  • Answering questions on AS lists

  • Commenting/voting on JIRA tickets

  • Code contributions

  • Participating in ArchivesSpace community programs and events

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3137994795/Responsibilities+and+Expectations#Leave-Policies

5 mins

TAC Sub-teams and working groups

Rachel Searcy

5 mins

UAC sub-teams

Suzanne Reller

  • User Documentation sub-team

    • User Documentation

    • Maintains user documentation in Help Center and Confluence

    • Creates new user documentation when needed

  • Usability sub-team

    • Usability

    • Develop functional and practical recommendations to improve usability/accessibility of ArchivesSpace

    • Works closely with Development Prioritization

  • Member Engagement sub-team

    • Member Engagement

    • Focuses on providing outreach and community support for the ArchivesSpace membership

    • Runs the Member Match Program

5 mins

Cross-council teams

Rachel Searcy

  • Development Prioritization sub-team

  • Testing sub-team

    • Testing Sub-Team

    • Tests features and bug fixes during the first three weeks of a sprint

    • Unlike other sub-teams, coordinates work via email and only holds meetings when necessary

5 mins

Next Steps

 Suzanne Reller

  1. Get ready for your first meetings if they have not already occurred

  • Subteam Rosters

  • Fill out Doodle polls for the council meetings for August if you have not done so already

  • Keep an eye out for the first communication from your sub-team leads and more Doodle polls.

2. Read the Retrospectives for your new subteams:

TAC sub-teams:

2022-2023 Integrations Retrospective

2022-2023 Metadata Standards Retrospective

2022-2023 TechDocs Retrospective

Cross-Council sub-teams:

2022-2023 Dev Pri Retrospective

2022-2023 Testing Retrospective

UAC sub-teams:

2022-2023 Usability Retrospective

Member Engagement 2022-2023 Retrospective

User Documentation Sub-team 2022-2023 Retrospective

5 minutes

Get Organized!

Rachel Searcy

🗺️ Get comfortable with navigating Confluence. This is where most Council work happens and is documented. Update your username if you want!

🔖 Bookmark the following (if you’re into that):

Everyone

The page you’re on right now!

The Homepage of the Advisory Councils Wiki Space – This link will bring you to the top-most level in the Wiki space after which you can navigate the tree on the left side of the screen to find your destination. If you are more comfortable with direct navigation, navigate here first, find your destination, and then bookmark it for future use.

System Dashboard View of the ASpace JIRA – There are a few ways to splash down into JIRA, but this is nice overview.

UAC

2023-2024 Roster, Meeting Agendas, and Notes– Navigate here to find the agendas of UAC-specific meetings, which are the monthly meetings attended by all of UAC. You are prompted to attend these by first filling our Doodle polls sent by your Chair, Suzanne.

Navigate to The Homepage of the Advisory Councils Wiki Space to find your sub-team’s section and bookmark it! This will help you practice your wiki navigation in this space.

2023-2024 TAC/UAC Meeting Agendas and Notes – Navigate here to find the agendas of UAC/TAC Joint meetings, which are special meetings attended by all members of both councils a few times a year. You are prompted to attend these by first filling our Doodle polls co-signed by both Chairs, both Suzanne and Rachel. These meetings require advanced planning to accommodate so many attendees.

UAC Google Drive – Navigate here to find your subteam’s Google Drive folder, should you need to access it. Some sub-teams use Google Drive a lot, some rarely. Guidance on when to use Confluence vs. Google drive is available here, though please note that the link may change. To wayfind this information if the link is broken, navigate to Council Handbook > Communication and Collaboration Resources > Tools and Workspaces.

TAC

2023-2024 TAC Meeting Agendas and Notes – Navigate here to find the agendas of TAC-specific meetings, which are the monthly meetings attended by all of TAC. You are prompted to attend these by first filling our Doodle polls sent by your Chair, Rachel.

2023-2024 TAC/UAC Meeting Agendas and Notes – Navigate here to find the agendas of UAC/TAC Joint meetings, which are special meetings attended by all members of both councils a few times a year. You are prompted to attend these by first filling our Doodle polls co-signed by both Chairs, both Suzanne and Rachel. These meetings require advanced planning to accommodate so many attendees.

Navigate to The Homepage of the Advisory Councils Wiki Space to find your sub-team’s section and bookmark it! This will help you practice your wiki navigation in this space.

TAC Google Drive – Navigate here to find your sub-team’s Google Drive folder, should you need to access it. Some sub-teams use Google Drive a lot, some rarely. Guidance on when to use Confluence vs. Google drive is available here, though please note that the link may change. To wayfind this information if the link is broken, navigate to Council Handbook > Communication and Collaboration Resources > Tools and Workspaces.

Cross-Council

In addition to the resources for your parent council mentioned above, consider bookmarking

Cross-Council Google Drive – Navigate here to find your sub-team’s Google Drive folder, should you need to access it. Some sub-teams use Google Drive a lot, some rarely. Guidance on when to use Confluence vs. Google drive is available here, though please note that the link may change. To wayfind this information if the link is broken, navigate to Council Handbook > Communication and Collaboration Resources > Tools and Workspaces.

10 mins

Questions

Action items

  •  

Decisions

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