2022-05-31 Meeting notes

5 mins

Roll Call/Icebreaker

@Daniel Michelson

5 mins

UAC Updates

@Daniel Michelson

• Focus has been on preparing for transition to new term

5 mins

Program Update

@Christine Di Bella

10 mins

Sub-team Reports

Development Prioritization

@Angela White

• Evaluated 20 tickets in May

• @Daniel Michelson will be lead for Dev-Pri next term, @Matthew Neely will be vice lead

Users Documentation

@Johanna Carll

• Continued working on reviewing and updating Digital Object pages

• Began working on goals for the coming year

Testing

@Joshua Shaw

• No new work in May

• Looking for a new vice-lead when Rachel takes over as lead in July.

Usability

@Althea Topek

• Started planning for digital objects survey

• Reviewed 2 tickets from usability “swim lane”

Member Engagement

@Regina Carra

• Received 28 applications for the new Member Match cohort. Completed matches for next term. Use of three-person groups made this process much more efficient compared to last year.

• Closing out current Member Match year with a coffee chat on June 2 and final survey

• Comment from Jessica Crouch: “Making the Case for ArchivesSpace” flyer is much needed now that conferences are in-person. Thanks to Council for feedback. Subteam will continue to work on this project next term.

30 mins

Discussion: UAC Retrospective

@Daniel Michelson

• General questions

  • What was particularly successful this year?

    • Orientation was helpful

    • New documentation for the user docs team

    • Great experience working on the Member side with the Member Engagement subteam

    • Testing subteam – training was very helpful and was new this year

  • What didn't work out?

    • The announcement of new subteam members could have been communication more clearly.  Perhaps a separate email announcing new subteam members would have been more effective.

  • What ideas for improvement do you have?

    • Change “New Business” agenda item at the end of the meeting, since we never seem to have any “New Business”??

• Some specific areas to consider

  • Experience of first year members (assignment to subteams, orientation, etc.)

    • Orientation and subteam training were helpful

  • Monthly meetings (format, topics, etc.)

    • How much of subteam reporting is necessary?  Would every other month be a better schedule for subteam reports?  Otherwise the subteam reports have been very useful.

    • Suggestion:  Every other month for UAC meetings.  In the open months, members could attend a different subteam meeting to learn about that subteam.  Having UAC meetings every other month opens up some additional time.  UAC members could have a goal to go to 2-3 other subteam meetings during the year.

    • Liked the individual reports to hear what other subteams are doing, It is always challenging scheduling meetings.  More reports could be distributed via email

  • Leadership training webinars (did you watch them? were they helpful?)

    • No one had watched all the webinars.  Some members stated that they did not watch any, and a few stated that they had watched at least one. 

    • Capacity challenges were mentioned.  A lot of people are still dealing with staffing challenges and other Covid-related issues and simply did not have the time to dedicate to watching the videos.

    • A suggestion was made to watch a webinar live during one meeting so that we have dedicated time for a webinar. Others concurred with this idea.

    • Another suggestion was that the UAC could watch some short videos and discuss them during a meeting.  Another person suggested that the leadership webinar videos should still be made available to those who do have the capacity to do that on their own.

  • Experience of subteam leads/vice-leads (new leadership model, etc.)

    • This model was successful since it allowed one person to take the lead and still have someone else available to pick up any slack.

    • Being Vice-lead provided the opportunity to learn and then to prepare to do more in the long term

    • Discussions between lead and vice-lead gave subteams more the opportunities to stay organized and set priorities

  • Experience assigning subteams immediately versus sending and survey and assigning subteams after orientation

    • Suggestion to continue this.  It allows members to get started on their subteam work right away. 

    • Suggestion that people sit in on another subteam’s meeting to learn more about the different subteams

    • Aside from testing all other subteams have a regular meeting time.  UAC members can email the subteam lead and ask to join a subteam meeting. One thing we have been struggling with is that it is beneficial if people are on two subteams, but they are only assigned to one subteam.

    • It may be difficult for people to fit this into their calendars, so is there a way to incentivize this? (See above, changes to meeting frequency.)

5 mins

New Business

@Daniel Michelson

Next Meeting

@Daniel Michelson

Final meeting of term is June 28 and will be led by Regina. Topic will be subteam retrospectives.