Doc IG - CoFacilitators' Notes page

This page has notes from the Documentation IG’s CoFacilitators meetings, where we plan the DocIG’s meetings and activities.

2026 - (tentative) DocIG Monthly Plan

• January

  • facil: Sarah P. ; Morgan is out

  • mtg focus: Workflow review for tickets.

• February

  • facil: Morgan; notes: Sarah P.

  • mtg focus: 

• March

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: check in on issues related to Accessibility? (prep for Title II April 2026 deadline)

• April

  • facil: Morgan; notes: Sarah P.

  • mtg focus: Workflow review for tickets.

• May

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: prep for May 2026 Community Doc Sprint? 

    • This mtg might be during the Documentation sprint that is tentatively scheduled for week of May 18.

• June

  • facil: Morgan; notes: Sarah P.

  • mtg focus: 

• July

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: 

• August

  • facil: Morgan; notes: Sarah P.

  • mtg focus: maybe check in on progress on our theme for the year?

    • theme = Hyrax/Hyku connections/documentation consistency - find ways to integrate/build on/align Hyrax & Hyku docs.

• September

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: 

• October

  • facil: Morgan; notes: Sarah P.

  • mtg focus: 

• November

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: 

• December

  • facil: Morgan; notes: Sarah P.

  • mtg focus: yearly recap

June-dd, 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

• Anything we’d like to have for a “meeting focus” for this month?

• CoFacilitators roles for this month's DocIG mtg:

  • facil: Morgan; notes: Sarah P.

     

discussion notes:

discussion notes:

May-14, 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

• Scheduling Q

  • No more “Samvera Doc IG co-facilitator prep mtgs” scheduled after this one. Should I sched some more of these prep mtgs, ahead of our June, July, Aug DocIG monthly mtgs?

• Anything we’d like to have for a “meeting focus” for this month?

• CoFacilitators roles for this month's DocIG mtg:

  • facil: Sarah P. ; notes: Morgan M.

     

discussion notes:

May 7, 2026 CoFacilitators prep for Samvera VC

action items:

agenda:

• slides deck in progress: https://docs.google.com/presentation/d/1zwOY4itQHbaonKmcg5_3hV1-WvEZxanOQhTl39f2Li0/edit?slide=id.p1#slide=id.p1

• our talk is Wed. 05/13 at 11am PT

• points to cover:

  • SP: times we meet / logistics

  • SP: links to the DocTasks board, and some of our key pages

  • SP: How the DocIG group interacts with other groups

    • what types of things people can bring to the group: variety in the topics (give a couple examples of recent things we’ve discussed)

  • MM: What the DocIG is: we organize the issues, not solely responsible for writing docs

  • MM: co-facils has been good - Dev and Repository collaboration

  • MM: term limits - we are thru 2027

  •  

April 21 , 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg.

  • Morgan has action items to finish!

• any Items from slack thread?

  • Sarah P completed our sign up - for HGK email/Doc IG update at Virtual Connect

  • check in with RK’s Hyrax overview doc ticket?

  •  

• CoFacilitators roles for this month's DocIG mtg:

  • Sarah P - notetaker

  • Morgan M - facilitator

March 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

  • for 03/17 mtg:

    • have folks flag accessibility-related tickets?

    • for modules/overlap Q:

      • we have a default policy location/decisions

• CoFacilitators roles for this month's DocIG mtg:

  • Morgan M - notetaker

  • Sarah P - facilitator

     

     

discussion notes:

December 12, 2025 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg, and other updates:

  • Started this page, to start compiling Doc ideas from events. Added a couple things that came up in Connect Online. Doc IG - Events TakeawaysPreview

  • OK to remove from the gh Project the old “label” fields that were setup as text? (the fields have since been re-created as dropdown CV values, and all tickets that had text labels have been updated with the new fields.)

  • Yearly Recap - is in the regular Notes page for our Dec.12 meeting. 2025-12-16 Documentation Interest Group meeting notesPreview

  • reminder - for Jan 2026 mtg, will need to ask for volunteer notetaker - Morgan will be out.

• CoFacilitators roles for December DocIG mtg:

  • mtg. facilitator role: Morgan

  • notetaker:  Sarah P.

•  

discussion notes:

October 17, 2025 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

  • Mark B will propose the Hyku pilot / assessment of feasibility at September Tech call. Mark will join October DocIG call to discuss outcomes from those discussions/Hyku pilot.

• CoFacilitators roles for this month's DocIG mtg:

  • mtg. facilitator role: Morgan

  • notetaker : Sarah P.

discussion notes:

• agenda for 10/21 mtg

October Check In Notes

• Last meeting was mostly discussion around developer docs from Mark B and it may come back next meeting

• Didn’t have time to talk about taking any topics to the metadata interest group

• [Sarah] I did check my permissions in the Samvera GitHub and I have code access but not admin/settings/adding people access so updating permissions will need to come from Heather

September 12, 2025 CoFacilitators Mtg

action items:

agenda:

• check in about 1st IG mtg

• plan for 09/16 mtg

discussion notes:

• 1st mtg takeaways: IG seems good with plan for continuing schedule, half-hour mtgs focused on tagging tickets on board

• plan for 09/16:

  • anything from the IG? topics or Qs

  • Summer Doc Days - update from HGK: any takeaways/lessons learned that would be helpful to make its way to the Community? Also Doc Sprints - how often/when is next one?

  • ask DocIG if there’s anything for discussion at Metadata IG, time allowing

  • update on Permissions in Doc Tasks Board

  • rest of time: for tagging tickets/organizing board

August 8, 2025 CoFacilitators Mtg

• kickoff mtg for new co-facils

action items:

agenda:

• check in about planning for co-facilitating the Documentation Interest Group, and prep for our next DocIG meeting August 19.

discussion notes:

Our near-term goals for DocIG:

• Overall, make it as easy and clear as possible for community members to participate in DocIG, keep building on group’s momentum

  • share mtg agendas ahead of time, with timing-blocks for topics, so folks can drop-in as relevant

  • help with defining tickets more - review the labels we are assigning so far; update labels as needed based on revised Doc locations/organization frameworks that have been developed in Doc days this spring/summer.

Plan for Aug.19 DocIG mtg: 

• intro new co-facils

• discuss sched for next block of IG mtgs: Aug/Sept/Oct., then will plan for November to a have a check-in with group about how this is going, and revise anything we want to switch up 

  • ask if preference about 11 or 11:30 start time, and ask about planning to stick with same day 

• update from mtg with HGK - link to notes doc/brief recap of takeaways

• space for Qs or points to discuss

• rest of time - tagging tickets 

• Roles for Co-Facilitators

  mtg. facilitator role: Morgan ; notetaker role: Sarah P.

   

Planning for Roles/tasks for Co-Facilitators

• Responsibilities of the Doc IG Facilitator

  • sends reminders for monthly meetings to Documentation channel in Slack, Samvera community email list

    • Sarah P will set in slack

  • preps for monthly meetings: review past agenda, set new agenda

    • shared – we’ll do prep together

  • facilitates discussion in monthly meetings, takes notes during monthly meetings (or requests a notetaker), and link notes into Doc IG main page

    • alternating - We’ll alternate months, between 2 roles: mtg. facilitator, notetaker

    • Rest of 2025 mtgs:

      • Aug

        • mtg. facilitator role: Morgan

        • notetaker : Sarah P.

      • Sept

        • mtg. facilitator role: Sarah P.

        • notetaker: Morgan

      • Oct

        • mtg. facilitator role: Morgan

        • notetaker : Sarah P.

      • Nov

        • mtg. facilitator role: Sarah P.

        • notetaker: Morgan

      • Dec.

        • mtg. facilitator role: Morgan

        • notetaker:  Sarah P.

      • January 2026

        • mtg. facilitator role: Sarah P.

        • notetaker: [need notetaker - Morgan will be out]

      • Feb 2026

        • mtg. facilitator role: Morgan

        • notetaker:  Sarah P.

template - notes

Month-dd, 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

  •  

• CoFacilitators roles for this month's DocIG mtg:

  • [get from monthly list above]

     

discussion notes: