2023-04-28 Member Engagement Meeting agenda and notes

Member Match Update - Jessica

→ Send out Airtable form/log in to team

• 11 applicants right now, all current members, no non-members yet

• Already been reviewed by Jessica, now ready to be reviewed

• Mix of past and new participants

→ Plan to send our community wide reminder Monday/Tuesday (5/1 or 5/2)

• Apps close May 6, 2023, will extend to May 19

• Will make matches at next monthly (May 26)

Team Updates

• Patrick has been promoted and has resigned from UAC

  • Possible replacement from his team?

• Bailey left OU on April 24. Her new email is: bailey.hoffner@okstate.edu. Feel free to reach out!

• Mary has taken the planning and note-taking reigns. Regina is here to help finish out the year, thank you!

Finishing out the term

https://archivesspace.atlassian.net/wiki/spaces/AC/pages/3138617365

• Make next year’s matches during May monthly

• Mary sends out another discussion q next week

• Team retrospective (not submitted, just for our use)

• One more board report (probably)

• Last month, we decided to not create a full survey and instead offer a text box (or something similar) for participants to add any feedback. Sent in conjunction with the ending thank you email.

• [Link] to last year’s final thank you email? - Jessica?

• Final “survey” draft → Bailey will make this super simple form in Airtable and share

• Instead of full survey, send out the mid-June thank email with add google feedback form

→ Mary will draft final thank you email and survey feedback form

• How it works:

  • Members who are not participating are removed from listserv June 30/whenever notify matches

  • Clear whole listserv then add people back

• Mary sent out April 3 and 28

• Patrick sent out April 10 and 24

• Mary sends out another discussion q next week

Discussion

• Regina: Usually at end of term, team itself conducts retrospective (review work plan, what worked/didn’t, set priorities for next term) → not due until end of June to larger UAC

• Suzanne will reach out to Sarah P. to see if she will return for next term

• Regina will have a small role on the team, attending monthlies and providing support

  • Usually ~4-5 people on member engagement team to safely function, focus on member match program and do one-off tasks

• Code of Conduct response:

  • Shows that code of conduct does work, when written wanted it to be actionable

  • Learned things, had just enough people

  • Just needed a majority consensus across the member engagement sub-team and ASpace leaders

  • Mary: how early in process to bring in the team? can the team decide if it is a violation before making decisions?

    • Jessica reviews surveys, then shared feedback with Christine and Christine was one to decide to take action

  • How do decide if it is a code of conduct violation? But do not want to be the people who decide what is harm or is not?

  • Suggestions for what to do in code of conduct

    • Example: do not share slides/recording

    • Suggest harmful language should be used explicitly in slides nor verbalized

  • How do you balance responding to feedback like that with urgency? How urgent does response need to be?

    • Case where we should have had a meeting and taken time, but do not want to be reactionary

    • Discuss: Speed in terms of response time

    • Going forward, reach out to complainants to ask what they want us to do, what want to come out of this

    • Example: if there is no immediate harm, we can take two weeks? to respond, add this to the code

  • Add discussion of code of conduct to next year’s onboarding so team feels prepared for this responsibility

  • Add checkbox of reviewing code of conduct to yearly workplan, ongoing

• Most sub-teams take a break in July and come back after SAA

  • Workplans due in first fall joint meeting in October

• Probably be another board report in July

• Get going with the group in August