Lisa Hinchliffe, Chair
Emma Clausen (Information Literacy GA)
The committee reviewed the agenda and noted that items not addressed during this meeting will be deferred until the next meeting.
The committee approved the September 15, 2011 meeting minutes. The minutes will be made available on the task force web page.
The committee discussed the overall structure of open forum sessions and identified preparatory tasks to complete before the sessions begin.
The committee discussed various approaches to best facilitate the 90-minute open forum sessions. The committee noted the importance of creating a congenial environment that encourages an open discussion during which all ideas are welcome. The overall structure of each session will include an introduction, during which committee members will review the charge and timeline, an overview of previous organizational structures, and five prompting questions to guide discussion. Handouts will also be provided to further contextualize the items in the charge related to the University Statutes and the current organizational structure.
The committee discussed framing the open forum sessions around five questions that will facilitate conversation and allow all attendees to participate. The resulting discussions will allow the committee to evaluate the current structure as well as alternatives relative to a set of principles shaped by participants.
The committee discussed handouts that will inform the open forum sessions. There will be handouts available at each session that highlight key elements of the University Statutes and describe the current divisional structure in the Library.
The committee discussed logistical items that will be necessary at each open forum session.
A flip chart and markers will be used at each session.
A computer will be available at each session for projection purposes.
A sign-in sheet will be passed around at each session.
There has been a request for a speaker phone during two of the open forum sessions by a faculty member on sabbatical. Lisa is investigating the possibilities.
Open forum sessions will be led by two committee members. The following tentative session assignments were discussed at the meeting:
10/3/11 Untenured Faculty– Lisa and Carissa
10/3/11 Civil Service/Staff – Sheila and Lisa
10/5/11 Main/UGL Libraries – Carissa and Lisa
10/7/11 Academic Professionals– Tina and Carissa
10/10/11 Virtual and Embedded Librarians – Carissa and Lisa
10/13 Librarians outside of Main Library – Paula and Tina
10/25 Current/Past Division Coordinators – Tina and Lisa
The committee reviewed progress made on the review of the structure of CIC libraries and those at other institutions.
CIC Institutions – The committee discussed five CIC institutions (University of Michigan, University of Indiana, Ohio State University, The Pennsylvania State University, and University of Wisconsin-Madison, which most closely resemble UIUC in terms of ARL statistics as calculated on the basis of staffing, service points, reference transactions and circulation transactions). Not all institutions have information publically available and so the next step is to make contact to see if the library will share additional information.
Non-CIC Institutions – The committee reviewed the organizational charts of University of Texas and University of California-Berkley and discussed the currently underway reorganization at Harvard University. The committee also reviewed the organizational structure of the University of Illinois-Chicago. University of Toronto information is not available online and no one on the committee has a personal contact so Lisa will ask Paula Kaufman if she can assist in sending a query.
Other Single-Unit Campus Units – This agenda item will be addressed during a future meeting.
The committee reviewed the status of documents that the task force needs to carry out its charge.
University Statutes – Bill is in the process of reviewing the University Statutes for the portions relevant to the DSTF work.
Library Organizational Chart – An updated organizational chart will be requested from Library Administration.
Listing of Faculty by Division – Lisa has requested this list from Library Administration.
The following action items emerged from the meeting’s discussions:
Lisa will follow up on the request for a listing of faculty by division from Library Administration.
Lisa will include the agenda for the open forum sessions in LIBNEWS reminder emails.
Paula will post a summary with links to the Harvard University reorganization webpages in the DSTF space g:/ drive.
Lisa will create a WebTools survey to solicit feedback after the open forums and give those who were unable to attend a chance to respond online.
Lisa will continue to explore the option of setting up a conference call during the open forum sessions to accommodate library faculty who are on sabbatical.
Emma Clausen and Lisa Hinchliffe