Library:CommitmentOpenScholarshipWG/Agenda/Minutes

November 11, 2022

Agenda

• Environmental Scan: OA Policy Statement Chat:: Ann Ludbrook (MU)

Meeting Minutes

• Suspended until scan meetings are completed

Oct 20, 2022

Agenda

• Environmental Scan: OA Policy Statement Chat: Inba Kehoe (UVic)
• Review of Brainstorming sessions to date and feedback on facilitation

Meeting Minutes

• Suspended until scan meetings are completed

Aug 11, 2022

Agenda

• Welcome
• Updates on To dos
  • Email outreach to contacts from other institutions
  • Highlighting relevant implementations for meetings with stakeholder groups

July 28, 2022

Agenda

• Welcome
• Updates on To dos from last meeting

June 16, 2022

Agenda

• Welcome
• Implementations review
• Consultation discussion
• Environmental scan discussion

Meeting Minutes

• completed the WG brainstorm of implementations and refined with tiers and stakeholder groups needed to get the implementations actioned
• may want to group the items together in types of implementations (e.g. workflows, etc.)
• moved items into the out of scope area that are outside of the purview of this group (e.g. focus on user community, etc.)
• may move toward looking at user community but for now focusing on our own work within the library
• consultation is needed to get feedback on the implementations
• two approaches to feedback in the document
  • follow statement of commitment process - brownbag in-person and survey for feedback (generic sessions)
  • target specific groups or implementations - target to specific work areas and gather feedback (customized session)
• need to decided which approach we want to follow through on
• some agreement on strategy two will naturalize the implementations in addition to getting feedback and more ideas
• may be more efficient as well as will need to connect with stakeholder groups regardless
• may get unhelpful or unclear feedback if we go with approach one
• Action - Stephanie will follow up with the rest of the WG to finalize and approach
• Action - Group stakeholders together for World Cafes
  • Teaching & Learning, LibGuides Advisory Group
  • OA Collection Team, Schol Comm
  • Open UBC Working Group (Van, Okanagan)
  • Web Infrastructure Group, Library Information Technology Management Unit
  • LARC
  • Community Engagement - Community of Practice
  • Archivists, Rare Books, & Records Management
  • Open to Anyone - additionally invite for gaps or missing voices
• Action - Erin & Tara to develop a structure for the World Cafes with one of the groups listed above and bring back to the group
• environmental scan to look at what other institutions are doing in this area - what will this look like
• maybe a literature review and webpage reviews for OA activities
• use existing OA policy environmental scan completed earlier for this group and talk with those institutions about how the work is going and what they have learned
• could invite people to tell us what they are doing in their library in this area
• Action - Stephanie will go back and look at the institutions with OA policies and find relevant contact
• Action - Tara to add document she has on OA policies and practices to teams
• Action - Stephanie to pull together a document with groups and relevant implementations - WG to comment and add information

June 2, 2022

Agenda

• Welcome

Implementations Brainstorm p3

• See https://docs.google.com/spreadsheets/d/1kbaB-kxQ6-BVgQ_LpWZZqARFdv-qYHIcEFyIt0WSmho/edit?usp=sharing

May 19, 2022

Agenda

• Welcome
• Discuss storage of meeting documents and using Teams
• Implementations Brainstorm p2
  • see https://docs.google.com/spreadsheets/d/1kbaB-kxQ6-BVgQ_LpWZZqARFdv-qYHIcEFyIt0WSmho/edit?usp=sharing

Meeting Minutes

• Developed a Teams space for the group
  • Valuable to have brief conversations (reduces email)
  • Keep track of conversations as well
  • Can load all files into Teams (like Google Docs)
  • We will use Teams and reevaluate

• Implementation Brainstorm Part 2
  • Review the list and evaluate if feasible action items
  • Investigate who we consult with and how to move forward
  • Organize implementations in sections (e.g. Teaching & Learning, Research, Administration, etc.)
  • OA research output to study leave application - University-level document, will need to get people to consider OA in their application
  • Notes taken in Google Doc - https://docs.google.com/spreadsheets/d/1kbaB-kxQ6-BVgQ_LpWZZqARFdv-qYHIcEFyIt0WSmho/edit?usp=sharing

• Engaging in a Scan of Specific Institutions
  • It may be worth reaching out to see what nationally is occurring
  • Supports goal for transparency as well
  • Can we do an open call/chat with CARL?
    • Which group would make sense to cover all the areas?

May 5, 2022

Agenda

• Welcome
• Review of meeting time situation and discussion of meetings moving forward
• Initial discussion of work plan
  • How and when to seek input
• Brainstorm implementations

Meeting Minutes

Workplan Discussion

Year 1 - Socializing Adoption of the Statement & Development of Implementation Plan

• Provide in/formal opportunities for Librarians to comment on and contribute to the development of the Statement of Commitment (completed)
• Provide in/formal opportunities for Librarians to comment on and contribute to the development of an implementation plan that addresses the aspirations of the statement
• Identify units, committees, and working groups where the implementation plan may impact their activities and processes

Objectives

• Identify possible implementations within the various aspirations
• Consult with relevant Library stakeholders on those implementations
• Draft and finalize a list of implementation priorities
• Provide ongoing professional development opportunities for library faculty and staff related to aspirations

• Do we need professional development before we provide people with drafts of content to brainstorm about
• Finding the info on the web page. Can we also discuss where the info is stored: https://scholcomm.ubc.ca/open-scholarship/ - is complicated to find on the website, may need to locate the materials somewhere
• Provide information to people before the brainstorm occurs from group
• Invite members that should be at the discussion and interested librarian staff/librarians/archivists to discuss the implementations we develop and add ones they see are important to group
• make sure to include methods and approaches to include as many voices as possible (in-person, online, etc.)

Brainstorming

April 22, 2022

Agenda

1. Welcome
   • Introductions, Why they are interested in the working group?
2. Overview of the Working Group and History
   • Roles and Responsibilities

1. Terms of Reference Review
2. Ongoing Meeting Schedule
   • meetings a month; 1 meeting is a working meeting
3. Brainstorm initial implementations & processes

Meeting Minutes

• The working group began a year ago, discussing how we can have open scholarship more integrated in the library
• Were interested in focusing on what librarians and archivists can do open scholarship and the statement of commitment is addressing this issue
• Less interested in policy as we want to focus on workflow, process, and practical applications
• Developed aspirations to think of all the areas of work the librarians and archivists are doing that can leverage open scholarly practices
• Had a few events with feedback before finalizing the aspirations and requested signatories
• The working group is meant to move the aspirations to engaged practices with interested librarians and archivists
• Discussion - People may have good reasons not to be engaging in open. We need to be aware of this and considerate of these issues. Our focus should be on folding in openness into the discussion in how and what work we do.
• Discussion - Terms of Reference - Using the term align may seem more like a statement of mission which can be complex - Potential "Encourage UBC Librarians to align their actions with" or "Help UBC Librarians be aware of..."
• Discussion - Implementations - We should gather the reasoning as to why their may be barriers to implementing ideas.

Action Items

• Change on website & in PDF doc: (Erin)
  • Make sure the statement of purpose includes UBC Librarians & Archivists in the write-up - it is missing in a few places
  • Change Vanessa's title to reflect new position (end of June)
  • Select new term for purpose of statement #4 - "Encourage UBC Librarians to align their actions with" or "Help UBC Librarians be aware of..."
  • To establish UBC Librarians as a leaders and exemplar of open initiatives on a national and global scale
  • Update Year 1 - Implementation section
• Develop a Doodle poll to find meetings every two weeks (Stephanie)
• Implementation Plan - review for next meeting (All)