Cori Wilhelm: Okay, we are now recording and we do have transcription enabled. If you don't want the words popping up on your screen, feel free to shut off close captioning, but we'd like to enable that
Cori Wilhelm: so welcome everybody to
Cori Wilhelm: the December. All this update.
Cori Wilhelm: we have a lot of information for you today, and we understand everybody can maybe not commit the entire morning to this. So we have tried to break up the agenda, and we will record each of these sessions separately, so that you can watch whatever portion you miss
Cori Wilhelm: afterward.
Cori Wilhelm: so you can take a look at the agenda. Here we did build in just a quick break around 11 o'clock. We're going to try to hit that
Cori Wilhelm: actual target time, just to give everyone a moment to
Cori Wilhelm: Get refreshed, and we will try to stick to these agenda times as best we can. We may run over here and there, but we should be done before 1230. So
Cori Wilhelm: thank you all for joining us.
Cori Wilhelm: and
Cori Wilhelm: we will start with oldest India's structure. And this is Shannon.
Shannon Pritting: All right, great.
Shannon Pritting: All right. You can go into the next slide. Yeah, only have a little bit of time for this.
Shannon Pritting: so we typically try to do as much as possible. a, or we will try to do, I guess. going forward.
Shannon Pritting: or charts. People ask us for org charts and we'll. We'll do our best in our in our reorg of our website to put org charts publicly available once we can differentiate it from you know the Slc type of org charts that we're also up.
Shannon Pritting: So I sent this out to the directors Kim Scalzo, who is now the interim Senior Associate provost of the digital innovation and academic services.
Shannon Pritting: she did a a 25 min presentation. She's also presented this at the Sunni Wizard Conference, which I know most of you
Shannon Pritting: All of you probably did not go to but it's been publicly presented
Shannon Pritting: so
Shannon Pritting: the th that was part of a recent reorganization with, and I see Carrie's here. So acknowledged that Kerry was part of that kari, and Mark, leaving, led to a reorganization of what used to be called Atis or academic technology and information services, I believe, or Atis
Shannon Pritting: Some of you might know that acronym, because we have a financial portal. The it is financial portal.
Shannon Pritting: We will work on changing all of those things to be, you know, this related going forward as well.
Shannon Pritting: and the the major
Shannon Pritting: things that that Kim sees as as as being essential to the work of Ds, and we will work to try to align, and and if it doesn't align, try to figure out where we could mutually develop paths Forward, are around digital transformation of the Sunni student experience.
Shannon Pritting: I realize that we serve other stakeholders. I know everyone else does so. You know it's it's going to be something that will be in development.
Shannon Pritting: and then aligning university-wide digital platforms, and then also connecting with the Sunni system office and campuses in support of digital innovation.
Shannon Pritting: and then also university-wide, academic shared services
Shannon Pritting: related to digital platforms and digital innovation.
Shannon Pritting: you know there's. There's a lot of support that we do for research and researchers that we're bringing up to you know. Try to figure out how the oldest part of of Ds can be
Shannon Pritting: connected as well. So I'm. Now a direct support to our direct report to Kim, just as Cpd sunny online the Dle project is is is is also at a level with us. And then Lisa Stevens who does
Shannon Pritting: academic innovation is at our level as well. She's mostly connected to the high flex projects in high high flex programs. So this is part of the new structure. And then Kim reports directly to the provost in charge.
Shannon Pritting: and that's that's in essence our structure. And then we'll talk about the oldest structure.
Shannon Pritting: Unless there's any questions.
Shannon Pritting: So here is one level down, and we we we have the Sunni Library services that reports to Maureen and all of the staff in the Sunni Library services, and then Maureen reports to me, and then we have Sunni oer services, and you know I think we're we're doing our best with with Catherine, and I think Catherine is on this presentation as well. I think she's on the
Shannon Pritting: in the audience in in Corey. are doing a lot of work in Sunni Library services or in the library space, but also a lot in oer where Tony is focused solely in in oer services. because mostly our courseware involves a lot of operational support. Things like that. So we do have a request in everything else is filled, or
Shannon Pritting: in the process of searching. and then we have a position request in for a licensing and business operations program manager because of what I hope will be
Shannon Pritting: more financial transactions going on between us and the and the campuses related to oer services, and then just the portfolio of of
Shannon Pritting: different things we have going on related to content. That is library related, and you know at least what we hear is as long as you can do
Shannon Pritting: a a good job of it campuses want us to do as much procurement related to library resources as possible, and we know we need to staff up. That's something that I do a lot of.
Shannon Pritting: And you know the more of that we can have focused in one person who, situated in Albany and can work with the business office and procurement procurement office the better. So I don't think much has changed here. but just putting it out for everyone to see.
Shannon Pritting: So you know, Mark and Carrie's role has, you know, Kerry was was more than the director of all this that has been combined. in into me
Shannon Pritting: any questions thus far.
all right.
Shannon Pritting: Got to keep on schedule here. So i'm gonna do my best to give you a high level review of our budget, because that's what many people ask, and the feedback has said. You need to show, you know. Please show us your budget.
Shannon Pritting: Here's the revenue that we're bringing in so trying to look at it, as you know what we have as income streams, and then what we're doing with those income streams. So
Shannon Pritting: the major source of our revenue is 2 million dollars in State funds that goes into a list to support our. You know our operations. 4 million dollars of New York State funds coming in for oer.
Shannon Pritting: and then we have $235,000 coming from the ex libres agreement that we take to support staff.
Shannon Pritting: and then we also have roughly a 100,000 $100,000 of supporting agreements. So we traditionally call this, or have called this extended support. So.
Shannon Pritting: we're doing other extended support that Isn't recovered in the $100,000, but that is in essence what we have to deal with.
Shannon Pritting: The You know the many things that we are
Shannon Pritting: that we are spending our money on. Go ahead to the next slide.
Shannon Pritting: So our expenses so how we try to balance the budget. the main thing is, we have about a little bit more than a 1 million dollars in staffing commitments that we You know the vast majority of this is is not on system lines, but we're still responsible for paying my salary, and everyone else's salary, whether it's Empire State positions, whether it's release time, agreements with other campuses. that's what we have as as far as our expenses for
Shannon Pritting: for staffing, and then we also provide $300,000 to Sunni, connect as a subsidy, or sometimes this is called, or has been called Core subsidy, but the vast majority of it is Sunny Connect. So that is the databases under that umbrella. That is.
Shannon Pritting: you know, technically the the Alma agreement as well.
Shannon Pritting: And then we also pay vendors and and other agencies about 3.8 million dollars right now. For O, we are courseware or other oer support.
Shannon Pritting: and then we also need to pay other system, offices or other shared services for operational support. We do about 200 mill or 200,000 for that
Shannon Pritting: and it's. It's a growing expense that
Shannon Pritting: we are going to have to have a conversation in the near future about
Shannon Pritting: how much, how much of a premium. Do we want to make our shared repository, or our shared publishing platform to be because about a $100,000 of that is going to soar. Sdr: and now, Suni create where we're doing, publishing, we're doing repository work, and we're not recovering any money from campuses, for that and I understand that. You know we've traditionally covered that. But it is. It is something that we're going to need to look at
Shannon Pritting: so you may be doing the math in your head. just want to point out we have in in our budget that we can request. So this isn't something that I can just spend money against. I need to ask for
Shannon Pritting: different initiatives about $500,000. what we're trying to do with that is, the vast majority will be used to support oer on campuses, and then also other major initiatives that are coming up.
Shannon Pritting: that the campuses are asking us for support on like research data management. things like that. That's where the the difference is, and that's where we're. We're putting forward requests for money out of our budget
Shannon Pritting: any any questions
Shannon Pritting: on that? I mean that's that's where we're at. We have
Shannon Pritting: money that we are going after
Shannon Pritting: in support of these these different initiatives. So hopefully we can get some o we are money out to campuses. I'm going to talk later about Some declines we've seen in oer adoption that we're hoping to turn around with, with some grant programs to campuses, and then also whatever we can do to help in in major areas with campuses in the library space.
Shannon Pritting: and we have a we have a lot of
Shannon Pritting: what what are called pass throughs. right now we have over over 11 million it's getting near 12 million right now, about 11 and a half 1 million in. Pass throughs that our office doesn't recover any money if you add in system-wide agreements. That
Shannon Pritting: the campuses are paying vendors directly it's much more than 11 and a half 1 million but that's part of what the oldest business manager and licensing program manager will will help with
Shannon Pritting: so you may be saying, but you're
Shannon Pritting: doing direct charge requests that money does not go into a list that goes into the larger System Administration office to support other other programs that we need to work with to support us in those contract. Pass throughs or direct charge pastors
Shannon Pritting: all right next slide.
Shannon Pritting: So some of the things just looking at higher level budget considerations. I you know
Shannon Pritting: nothing is planned. Please don't take this as there's a charge coming that you will not be consulted on. That's not all it's going to happen, but it is something that we're looking at increased cost of repository or repository scholarly communications.
Shannon Pritting: research support systems. We're going to need to look at that, especially as increased demand for services. And infrastructure comes from campuses.
Shannon Pritting: And we need to look strategically at the pass through contracts, and how much of that we can do, because we really need to recover
Shannon Pritting: as much of our you know, additional staffing needed for pass through contracts as possible. and then also
Shannon Pritting: shared service models. And what we, you know, what we can actually achieve.
Shannon Pritting: because our ability to grow staff is extremely limited at this point. So you know, I think we will talk about that in the extended support going forward. but you know, just looking at that as
Shannon Pritting: trying to work collaboratively with campuses on shared services.
Shannon Pritting: All right, I think that's it for the budget, right?
Cori Wilhelm: Yeah. And as Shannon mentioned, you know. All this went through some staffing changes. this year, and we're, you know, kind of still figuring, letting the desk settle and figuring out our strategic plan moving forward. we did share our strategic plan.
Cori Wilhelm: First of the directors, then with other stakeholder groups, then with the whole City Library community and surveyed everybody for feedback. We took that feedback and went back and made some edits to the plan, and in addition and that's kind of going to guide us, you know. Moving forward.
Cori Wilhelm: We also conducted 2 listening sessions with the directors to hear their concerns and ideas, and we've tried to take all of that into account when creating the plan, and then the plan is kind of guiding our our framework. That marine will discuss with
Cori Wilhelm: our communities of practice and other things moving forward. I did just want to add, I've got to mention earlier. If you have a question, just throw it in the chat. If it's something that can be answered quickly, i'll be monitoring the chat and can do that, and if it's something that's going to take a little more time to address we can get it at the end or follow up with you.
Cori Wilhelm: As outlined in the strategic plan. These are the core services with all this, and I know there's so many acronyms ol I ss soc. Oh, e, R. Oh, a so this is kind of just. The
Cori Wilhelm: This is the core of what all this does is both the Sydney Library services
Cori Wilhelm: and o our services, as well as the repositories. and we've listed some of our strategic partners that we have also tried to
Cori Wilhelm: and bring into our planning process for the strategic plan.
Cori Wilhelm: Part of the strategic plan includes an advisory board.
Cori Wilhelm: the Advisory Board
Cori Wilhelm: is convened by all this, and we we have not met yet, but we are just about finalized with our membership.
Cori Wilhelm: They will make recommendations.
Cori Wilhelm: moving forward, based on recon based on suggestions from working groups and task forces. and we asked everyone in our surveys what they would want to see in an advisory board and definitely sector representation. was a a big
Cori Wilhelm: that was important to include some of our strategic partner groups. So Sunni Law will be represented on this board.
Cori Wilhelm: as well as Ids.
Cori Wilhelm: and this is the Board membership. we're we're pretty sure All of these people have accepted
Cori Wilhelm: their role on the board, and we do have
Cori Wilhelm: You know more people we can reach out to, but we know that
Cori Wilhelm: everybody has a lot going on. Everybody has a lot to do in their job, and this is one more responsibility. so we do want to be mindful of that. And ideally, the Board will be meeting only quarterly. probably before each of these updates.
Cori Wilhelm: and we wanted to discuss voting because that has come up.
Cori Wilhelm: There is a question. in a recent meeting of
Cori Wilhelm: Well, how do we know? Is all is gonna, you know, sign up for a contract or spend money, and
Cori Wilhelm: we can't make decisions that involve financial commitments from campuses without a pia. That's the second bullet here. so we do want everyone to understand that
Cori Wilhelm: any changes that will happen to the sunny connect package. will require a vote unless we use Pis. And as in the past we would convene a Sunni connect task force to review that and present it out to each of the sectors.
Cori Wilhelm: Any questions with this.
Cori Wilhelm: Please feel free, like, I said, to throw them in. The chat
Cori Wilhelm: and marine will now discuss the communities of practice. Great Hi, thanks.
Maureen Clements: thanks, Corey.
Maureen Clements: So,
Maureen Clements: one of the things that we started thinking about when the lsp sort of disbanded a little bit was, how do we? How does the structure get flattened out, and that's where the OS Advisory Board comes in. And then the communities of practice, working groups and task forces are under that.
Maureen Clements: So we started doing some research Corey and I did about what structures really look like in terms of
Maureen Clements: getting buy-in and organizations that are sort of similar to ours, organization, structures.
Maureen Clements: And what we determined was that there's a communities of practice. Working groups and task forces are really some of the the best ways to actually get buy in through organizations. So
Maureen Clements: we've decided that we're going to facilitate opportunities for networking and collaboration on shared projects through these communities of practice and working groups.
Maureen Clements: And One of the main goals is to provide a shared context for the city libraries to communicate and share best practices and information, and also recommend sort of policies, but not really policies. I would say just recommendations, because we're not really a formal governance structure there. So
Maureen Clements: and Another thing that we took a look at is that groups we're going to create and maintain and support the groups, and we're going to review them annually.
Maureen Clements: because what we found is that some groups really the purpose of the group might no longer really be valid anymore. I mean it. It's it's sort of served. It's time. And so some of these groups, what we really think is going to be happening is that they'll be evolving into new groups
Maureen Clements: or potentially dissolving, depending on the needs
on the next slide.
Okay.
Maureen Clements: So we actually took a look at all of the different groups that we have currently, and we decided to group them into 3 sort of individual organizations here and the communities of practice. We've determined that we're going to define it as a facilitated group of peers, with common rules or duties.
Maureen Clements: who regularly come to together to collectively learn and share. and what we, what we're hoping is that these communities are practice. They'll be invited to share out updates of what they're working on to the oldest advisory. Update meetings that we have here.
Maureen Clements: and we gripped in some of these we we started some new communities of practice, this past semester, new library, directors, and New E Resource Librarians group. We think that it's really fruitful, because
Maureen Clements: these are groups that are sort of outside the Alma realm. And
Maureen Clements: sometimes, if you're a new, you resource librarian or your new director. It's great to have the place to share and talk about things that you might pitfalls and things that you might have to worry about, or things that are great. So and you know what works.
Maureen Clements: We're also going to be convening a sunny library Directors group as well. That's going to be coming soon, and Corey is going to be facilitating that. And we also have some other groups here that are not really like facilitated working groups per se. But they are more really true communities of practice where people talk about different things, the scholarly communications, group discovery.
Maureen Clements: analytics and accessibility.
Maureen Clements: next slide. Right?
Maureen Clements: So let me take a look at the working groups that we had now. The original structure was, you know, the Slc.
Maureen Clements: the working groups reported up to the Lsp group, which then reported up to the Ellis the Slc. So we're actually. As I mentioned, we're sort of flattening that out. So now these working groups will really sort of go up to the oldest Advisory Board for feedback, and buy in on any major projects that they're sort of wanting to push forward.
Maureen Clements: And when we decided just to go back to facility, what we decided to define as a working group is a facilitated community
Maureen Clements: who convene and advise on specific topics related to a common role, and also include sharing of best practices and recommendations for process improvements.
Maureen Clements: So this interest the membership will be in based on interest and demand, and it's going to be open to all city staff. So we wanted to broaden this out a little bit and allow more opportunities for people to engage.
Maureen Clements: And again, now, people will be invited to share out at the OS. Update meetings.
Maureen Clements: So these are the current working groups. We have here the metadata access services shared collections and the improvements and enhancements.
Maureen Clements: and I just wanna before we move off the slide. I just want to briefly touch on the improvements and Enhancements Committee months before we asked the working groups to really sort of take a look at what their mission was, and we knew some changes were likely coming. So we some to sort of take a look and
Maureen Clements: think about turning it to an interest group. And so that's kind of been work that's already been going on, and the improvements in the Enhancements group
Maureen Clements: what what's happening with that is that there was a call for, you know, people to come to the meeting, and there was a lot of discussions about how to evolve that role, and I think that's really great, because improvements enhancements related directly to almost specific ticketing and things like that. But now we can sort of broaden that out and find a new role
Maureen Clements: for that working group, or potentially changing into a community of practice. So it's so
Maureen Clements: great.
Maureen Clements: Okay, next slide.
Maureen Clements: All right. So I think the real workhorses of our group now are going to be the task Forces which are we're calling facilitated AD hoc groups convenience with a clear and very focused scope of work
Maureen Clements: which will have a conclusion. And I think a lot of the task forces are really to put forth
Maureen Clements: projects and and get work done under all this and Sunni together.
Maureen Clements: participation is going to be based on interest and demand or a call for nominations.
Maureen Clements: And right now we have 3 task forces that are currently operating the library career Task force, which will be to get in some time in the spring to talk about the Ld. Career service.
Maureen Clements: the J Store access and Sunny Connect ebook program which i'm going to talk a little bit more about later on in the in the program there so
Maureen Clements: great
Cori Wilhelm: I couldn't unmute and I just wanted to touch base on the library Directors community practice. I don't know if this is going to be the name of it. But we definitely heard feedback from the directors that they would like a director group to come back into fruition. So
Cori Wilhelm: we do plan to facilitate regular meetings with this group, and ideally at the start They're going to be virtual, because that's what we can set up, but we hear you that you would like in person meetings to come back, and so we will be working on that so stay tuned.
Cori Wilhelm: and I had sent out a survey to the directors about. You know, a structure with this many minutes of updates and this many minutes for breakouts, and we will not
Cori Wilhelm: necessarily stick exactly to that structure, because we got a lot of good feedback about it. but we do plan to have both updates and time for breakouts, either within sectors or across sectors.
Cori Wilhelm: and we also solicited a lot of topics that the directors would like to discuss. And so ideally, we'll feature a few topics for each meeting and give everyone a chance
Cori Wilhelm: to discuss that and connect and really get that networking back to the Director group. So
Cori Wilhelm: please stay tuned. You should hear from me about that very soon.
Cori Wilhelm: Oh, and I will now stop the recording.