Directors Notes Aug. 15, 2013

Present:  Terry Simpkins, Rebekah Irwin, Mike Roy, Jim Stuart, Mary Backus, Carol Peddie (via Skype) and Doreen Bernier.  Joe Antonioli (guest).

Joe Antonioli presented the results of the SANSSpace pilot survey recently completed by LS faculty and students.  Although the sample size was small, both faculty and students provided overall positive feedback about the service.  We also reviewed the options for vendor technical support, and the support impact that SANSSpace would have on LIS staff.

The vendor, Chester Technical Services (CTS) (contracted by SANSSpace), would provide 24-hour, business-day support for this product.  This means that support issues reported on Friday would not be acknowledged before the following Monday.  A contract with CTS would provide training for faculty 3 times per year (at the beginning of the Fall, Spring, and Language School terms).  Providing additional training for trainers might also be beneficial.

After some discussion, the directors agreed to move forward with implementation and potentially commit to a 1-year contract, contingent upon successful negotiation with the vendor for training and support.  Assuming these negotiations are successful, we will send an email to faculty announcing the new service, while at the same time clearly explaining the level of support that LIS, in collaboration with the vendor, can provide.

We discussed LIS protocols for scheduling and announcing system down times.  We agreed that such announcements should be sent out via all-LIS staff email no later than noon on the Friday before the scheduled downtime, and at the same time posted to the LIS blog. All system down times should be planned within the maintenance window whenever possible, and should also be coordinated with the CSNS work group.  Jim, Chris Norris, and David Ludwig will determine if change management documents are required and whom they should be shared with appropriate groups.  Finally, we agreed that all downtime announcements should be sent out and coordinated by Jim, and Chris acting as Jim’s backup when necessary.

Next the group reviewed and discussed communications relating to additional LIS organization changes.  We have already been in contact with those staff who are directly affected by the reorganization; these latest messages are to announce the changes more widely.

Thanks for reading,
Terry & Doreen

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