AskAway Emerging Technologies Working Group

Formed January 2025

Background

The AskAway Advisory Committee agreed to form an Emerging Technologies Working Group to meet AskAway’s priority to “leverage technology to enhance the service.” Since AskAway migrated to LibraryH3lp software in 2019, there have been changes in technology, reference service delivery, and AskAway usage that affect the service and merit investigation.

Purpose

The purpose of the Emerging Technologies Working Group is to: 

• Investigate and make recommendations for emerging technologies that impact the service.  
  • Emerging technologies might include but are not limited to Generative AI, a queuing or load-balancing system to manage traffic, and screen-sharing.
• In cooperation with the AskAway Administrative Centre and other AskAway groups such as local coordinators, the Working Group may also be asked to help implement new technologies for the service.

Membership

The following criteria will guide membership: 

• There will be a maximum of six members, including a representative from the Admin Centre. 
• Membership can include AskAway service providers and local coordinators as well as participating library employees who have technology expertise and familiarity with AskAway.
• Membership should include a mix of institution types, constituency groups, roles, and geographic locations.
• The Working Group will have a Chair.
• Members will commit to one year on the Working Group, with the option to renew for an additional year; the Chair role will be held on a rotating basis. 
• Members will be available for regular meetings (e.g., monthly).
• If a member cannot attend a meeting, they may send an alternate. An alternate may be sent no more than twice during the course of the year. All alternates are expected to be well-versed in the work being discussed.
• A call for members will go out to the AskAway lists to recruit new members as needed.

Roles and Responsibilities

The Chair is responsible for gathering agenda items and setting the agenda, chairing the meetings, ensuring the purpose of the Working Group is met, and communicating progress and outcomes to the Advisory Committee and AskAway community.

Working Group members are responsible for attending meetings and contributing to the group’s work.

The Admin Centre is responsible for working with the Chair and members to schedule meetings, take and distribute meeting notes, and provide tools and technology to complete the work.

Communication

Communication among members will take place primarily via listserv or Mattermost.

Meetings

Meetings will be held virtually (e.g., via Zoom). Frequency will be determined by members. The AskAway Admin Centre will schedule meetings, taking into consideration the availability of each member.

Decision Making

Meetings will be used as a tool for building consensus and decision-making. If consensus cannot be reached, or is not appropriate to the question, Robert’s Rules of Order will apply.

Deliverables

The Emerging Technologies Working Group will explore emerging technologies that impact AskAway and will deliver recommendations to the Advisory Committee to enhance the service. 

To define the scope of this work, the Working Group will consider using project management tools such as scope and stakeholder analysis templates.

Members

Patricia Foster, University of British Columbia
Jen Goerzen, Capilano University
Connie Goetz, Trinity Western University
Shannon Moist, Douglas College (Chair)
Monica Mun, North Island College
Cristen Polley, AskAway Admin Centre, BC ELN

Past Members

Caroline Ahn, Trinity Western University (January to October 2025)
Cathy Mount, Capilano University (January to April 2025)

Suggested Timeline

This timeline is subject to change and will be more fully articulated in a separate project plan.