Category Archives: Meeting Notes

Meeting Notes 6/8/2017

Present: Melanie, Andres, Kristin, Jessica, Carla, Gilbert, Roxanne, Loretta, Bonnie, Stacy, Jennifer

Absent: Allyssa, Rebecca, Gina

Welcome new members/ farewell for departing members (Melanie)

Melanie reviewed DAC guidelines for group discussion.  She introduced present new members (Carla, Bonnie), continuing members (Andres, Kristin, Gilbert, Roxanne, Loretta, Jennifer) and departing members (Allyssa), and members transitioning to Associate Member status (Stacy, Jessica & Melanie).  Melanie will not be continuing as Co-chair and will be transitioning to Associate Member status.  Suggestion that Andres check with Associate Members on list and Ann and Jeremy whether they want to be on the email listserv.

Online Orientation/ Monthly meeting signup (Melanie)

Members have been updated on the blog.  New members should now also have access to DAC blog (meeting agendas & notes, posting articles), DAC UT Box folders (collaborative and in-process documents), DAC SharePoint (finished guides and resources), and DAC email listserv (announcements, sharing articles & news, discussion).  Melanie provided a tour of each DAC online platform and what each is used for.

Andres pointed out the revised meeting leader signup document on DAC SharePoint page.  Each full member is expected to sign-up to serve as facilitator and blogger once for each role throughout the year.  Sign-up is first come, first served, though members can trade if scheduling conflicts.  There is Guide for Meeting Facilitators in SharePoint Documents for reference.

A Doodle Poll will be sent out shortly for members to vote on meeting time for recurring monthly meetings.  Branch members encouraged to consider scheduling meetings at their branches (Life Science and Benson).  Stacy still willing to offer Geology as a meeting location.  Carla suggested meeting at Benson either later fall or early spring for most pleasant walking weather.  Suggestion of exploring earlier meeting times for branch meetings.

Nominations: Co-chair /Communication Officer (Andres)

Melanie is completing her partial term as Co-Chair, and will be transitioning to Associate Member status.  Allyssa is completing her term as Communication Officer, and will be stepping down from DAC.  Therefore, nominations are open for both of these positions, with an online poll election to follow.

Andres reviewed duties for both Co-chair and Communications Officer, from current by-laws draft (available on SharePoint).  Melanie reflected on being Co-chair for members considering.  Suggestion that Alyssa also contribute reflection on being Communication Officer.

LSC/Admin meeting (Roxanne/ Jennifer)

Andres, Roxanne and Jennifer attended the June LSC/Admin meeting.  Roxanne reviewed possible membership in the ACRL Diversity Alliance, which was proposed at the meeting.  Lorraine has been interested, and was glad to be reminded about this program.  Lorraine said that UTL will be joining as a member, though cannot yet commit to creation of residency program fellowship due to budget concerns.  Jennifer added that the current proposal for creation of fellowship is scheduled for further conversation at end of June with VPC.

Roxanne discussed proposal draft recommendations. Should be more than one (staggered cohort), fellows should have mentors, have dedicated pot for professional development funding.  Added recommendations were matched to specific points in UT’s recent Diversity and Inclusion Action Plan:

A map of diversity residency programs shows a lack in this region of the U.S., and Texas A&M is the only other Texas member university.  For membership in Diversity Alliance, a university is not required to establish residency.  They will take your $500 membership fee.  Roxanne agreed to share the draft recommendations on UT Box after the meeting.

Jennifer clarified that identifying funding sources (“cash”) would be most helpful at this point. An endowment would be great, potentially reaching out to other partners.  Since there is a major Texas major gap for this kind of initiative, this may be a selling point for partners.  Development office – alumni endowment possibilities for 2 year period.

Melanie suggested inquiring with UT Faculty Staff Associations such as PEFSA about possible funding for   diversity in academic professions.  Melanie, Stacy and Roxanne are all members and can work together to develop a language to inquire with these campus groups.  Kristin shared Cornell’s Diversity Fellowship job posting through the listserv, which can help in drafting a job description.

Annual event planning (Andres)

With new membership year beginning, Andres has drafted a DAC Annual Schedule as a timeline for recurring business.  This includes trainings and workshops (BeVocal, LGBTQ ALLY), as well as special annual meetings (Lessons Learned assessment, Open recruitment meeting), and planning goal points (deadline for submitting event forms, Annual Report).  Andres mentioned he will be sharing first Annual Report for group feedback, as well as annual bylaws revision.  He highlighted upcoming trainings and events, and stressed many of these dates are flexible and training times are flexible.   Andres has submitted 3 event forms for Hearts of Texas fundraising event, possible Barrier-Free exhibit reception, and Spring Panel event.

Began discussion of possible Hearts of Texas fundraising.  First, decide which charity we might want to sponsor from the extensive HoT list.  Gilbert and Carla shared link to the list.  Stacy suggested donations of Austin’s Pizza to sell by the slice.  Kristin suggested the return of the Chili Cook off.  Melanie will create a UT BOX event planning document for ideas.

Meeting Notes 5/11/2017

Facilitator: Andres
Blogger: Melanie

Attending: Andres, Melanie, Gilbert, Kristin, Loretta, Roxanne, Jennifer

ACRL Diversity Alliance: conference report & UTL membership (Roxanne)

  • Panel presentation at ACRL, both Roxanne and Loretta attended, included 3 people from Diversity Alliance fellowships
  • Alliance FAQ online
  • Alliance is truly focused on librarians; by contrast, at DAC’s Open Meeting, we had conversations about how to promote diversity in other types of positions in the information profession. For example, residency programs are for people already in the librarianship pipeline. How can we recruit more diversity to that pipeline, e.g. high school recruitment?
  • Roxanne provided takeaways from an article on evaluations of academic library diversity residency programs, which she shared previously via DAC list
  • UTL conversations about Alliance membership are on hold due to reorganization, current budget constraints
    • Jennifer Heath is in conversations with current Alliance members to get lessons learned, etc.
    • Timing might be right for DAC to submit recommendations to UTL administration over the summer with pending budget decisions.
    • Ideal is to have two Librarian I fellows (so one person isn’t burdened as sole representative of diversity).
  • Discussion about funding fellowship positions:
    • Loretta recalls  hearing about creative strategies for funding fellowship positions at ACRL.
    • Jennifer mentions 1-time funds, but dependent on Provost office
    • What about endowment opportunities? This is on UTL Advancement’s radar, but there are challenges in seeking donations for this type of thing
    • Discussion around looking at UT Diversity and Inclusion Action Plan, how to tie in our effort, seek UT funding opps.
  • Action item for co-chairs: Revisit DAC support for residency program, and raise topic of DAC recommendations in upcoming LSC/Admin meeting early June
  • Action item for DAC team Roxanne and Kristin: draft recommendations

Annual membership changeover / co-chair election (Andres)

  • This month concludes our current membership cycle.
  • Stacy shifting to Associate Member status, with interest in continuing work on reflection space and social media communications.
  • Allyssa needs to step down.
  • Jessica Trelogan shifting to Associate Member.
  • Next steps & action items:
    • Next DAC meeting scheduled for Thursday June 8
    • Get meeting facilitator & blogger signups going
    • Next week, contacting Open Meeting guests and other interested parties to invite them to join
    • Co-chair nominations – Melanie and Andres put together a timetable, with goal of voting in July.
    • July meeting date/time tbd, avoid July 4th vicinity.
    • Meeting scheduling for summer semester pending.
  • Co-chair voting via Qualtrics poll agreed upon.

Open Meeting follow- up / bystander training

  • Many members thought it went well, noting that smaller discussion groups (enabled by the station rotation format) are a rare opportunity.
  • Bystander Intervention Training – targeted audiences/scheduling considerations?
    • Jennifer suggests having sessions bringing both students and staff together, maybe more frequent/options to make it more available.
    • Jennifer volunteers to coordinate it
    • Kristin suggests we investigate a train-the-trainer option from BeVocal
  • FYI Micro Agressions Training DVD available via HR
    • Andres recommends second half with case-study of establishing a program, and will share slides
  • Summary of post-it takeaways from Open Meeting – interest in Outreach/High school recruitment idea
    • Reminder of iSchool Diversity Group & sponsor faculty Diane Bailey
  • Preparing for DAC current response – how to have seasoned/trained facilitators on hand?
    • Jennifer Heath has contacts who could be on hand as guest expert facilitators
    • Suggestion to get DAC members trained up
    • Needs: promotion strategy, facilitation guidance, ground rules for discussion
    • Melanie volunteers to help organize around this

Beyond Barriers event recap (Melanie & Andres)

  • We attended the UTL-hosted a panel event with ALA and TLA presidents, UT DDCE Vice President, & Austin Mayor (recording available online)
  • Discussed highlight from the panel: differing views on value propositions of diversity
  • Suggestion to give feedback to UTL administration that more time allotted for this kind of event would be great – we observed that more time for speakers to warm up, engage with each other, and more time for audience Q/A would provide deeper engagement with the topic.
  • Action item: Melanie to send notes out and share city report on blog
  • Action item: Andres to follow up on Monarch program mentioned by Kristen Hogan in post-event chat.

Meeting Minutes 4/17/2017

Facilitator: Stacy Ogilvie

Blogger: Andres Ramirez

Attending: Stacy Ogilvie, Andres Ramirez, Melanie Cofield, Jennifer Heath, Kristin Walker, Loretta Wallace, Jessica Trelogan,

Absent: Gilbert Borrego, Roxanne Bogucka, Allyssa Guzman

Spring Panel Recap – (Jennifer / 15 minutes)

JH and GB learned a lot from the experience of organizing the panel event, though decided not to quit their day jobs.  Found it is very helpful that Thao does the behind-the-scenes planning and using Basecamp helps to organize the project.  Was very helpful for all the presenters to meet beforehand, and discuss.  Allowed them to learn about the other panelists first and see how they fit into the larger discussion.  Really worked well having two people planning the panel and sharing the work.  Jennifer & Gilbert plan to create a quick guide for planning future events.  JH and GB to also follow-up with brief recap blurb on blog.

Comments & Feedback: Were all panelists able to be heard?  Do AV staff fix sound recording levels?  Next time provide name tags for all panelists & moderator.  PG was great moderator.  In the future, perhaps allow time for thoughtful silence between questions and responses, allowing attendees to think of questions.  Panelists did refer to JH as timekeeper to stay on time.  One comment mentioned it seemed that the speakers were rushed (given the limited time).  Comment concerned about the interpreters leaving.  The interpreters monitor the room to see if audience is watching translation. After 30 minutes, they only stay if an interpreter is needed.  PG said that UTL Teaching and Learning Services is using boilerplate language that he & SSD helped to develop – we should contact Michele O. to see if it will be appropriate for DAC uses, and maybe suggest it for general UTL use

Good attendance, 33 attendees signed the roster.  There were some students who attended, and people from the Hogg Foundation, who found out through Facebook.  Potentially look into using FB and social media to get the word out, but there needs to be someone keeping up with it.  Other campus groups have FB pages and do get traffic and engagement.  Look into social media possibly as a Communications Officer responsibility.  UTL social media channels existing, Thao and Travis handle some social media.

Reflection Space Update – (Kristin & Stacy/ 10 minutes)

Kristin shared a PowerPoint with renderings of Reflection space, and went over the rendering and current design.  Aiming for minimal furniture that can be moved around within the space. The larger room may accommodate 10-15 people comfortably.  Wall paint colors were chosen from UT Libraries palate.  Florescent lights will be removed and replaced with low lumen, softer warm LED lighting.  Furniture will include ottomans and longer bench with storage.

Space will not be set up to encourage sleeping, though it will probably happen.  Signage will not be negative (no sleeping or studying), instead suggest use (reflection, quiet space).  Geoff is waiting on paint and furniture decisions, once ordered will take 6-8 weeks to arrive. Concern about the yoga mats being stolen?  Can try RFID or checkout. Can put out a few mats and try different strategies.

Open House Planning – (Melanie & Andres / 10 minutes)

Melanie: Open house scheduled is for Wed. May 10 from 1-2:30pm (with room reserved 30 additional minutes on either end for set up and clean up).  Will share another potluck signup sheet for snacks. Recruitment push: encourage our colleagues to come, and think of staff members to approach.  We could also review our departmental membership to try targeted recruitment in departments not yet represented.  Kristin, Stacy, and JH volunteered to help with event setup that day.

Andres: Previous Open House format: Co-chairs led round robin intros from members and guests followed by (DASIG) overview.  This was followed by breakout group activities.  Andres proposed activities and topics drawn from priorities list from Lessons Learned session.  Asked for discussion about preferred format and agenda.  Last year format was very structured.  Was open house more structured because of transition?

This discussion continued after meeting in extended 30 minute discussion

Mentioned that “Open House” is misleading name, can people just drop in at any time?  Suggestion for PowerPoint slideshow similar to holiday hailings. Travis was taking photos, contact him for photos from panel to include in slideshow.  Will need for members to contribute to creating PowerPoint slides.  Suggested name change chosen: Open Meeting

Opportunity to conduct our business, but open it up to others.  Revisit lessons learned – would be helpful to new members.  Members discussing various DAC projects at individual stations / tables like job fair/ speed dating stations.  Have to divvy up and each member, maybe top 5 ideas.  More comfortable, less under spotlight– natural way to ask folks to contribute ideas. Then come back to larger group for summary and discussion.  For new hires, context is important – how much do others know about DAC?

Additional UTL staff training ideas on diversity and inclusion topics – (Group discussion / 10 minutes)

Andres noticed that there are other diversity-related trainings listed in UT Learn.  JH pointed out that many of these classes are offered by Facilities and the material may be specific to that department.  We would need to see what the material is.  It is not indicated through UT Lean who is offering the training, so you need to know what training you are looking for. Talk to partners.  Get better idea about what we are seeking.  Lib-all survey to gauge interest.  There is a Microaggressions training coming up later this month.  Also considering BeVocal training.

Barrier-Free exhibit with Services for Students with Disabilities – (Melanie / 5 minutes)

The DAC co-chairs have been contacted by a SSD intern to collaborate in hosting Barrier-Free exhibit in UTL space.  The exhibit chronicles how UT Arlington became model barrier-free campus, largely in several display panels.  Exhibit organizers would like it to travel and be on display at other UT campuses.  After asking around, co-chairs responded there’s not enough time this spring to effectively help coordinate the exhibit, though extended the possibility for setting up the exhibit in the Fall 17’ semester. Will look into space availability at Architecture, Dell Medical School or Fine Arts and to confirm contact person at SSD through the summer.