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Executive Committee Minutes

Monday, September 10, 2001
1:30 p.m., 428 Library

Present: Paula Kaufman, chair, Dick Griscom, Janis Johnston, Bill Maher, Beth Sandore, Sue Searing, Leslie Troutman, Beth Woodard, Greg Youngen

1. Approve minutes of the 17 August and 27 August meetings.  Minutes from 17 August were approved. Other changes have been submitted for the 27 August minutes. They will be distributed then approved at the next meeting.

2. Question Time.
Are there ways to distribute the minutes that will make them easier to access, read, and revise? Currently, they are prepared and edited as MS-Word documents. Last year, they were distributed as both MS-Word and text documents. MS-Word documents present difficulties for members who either use text-based mail clients or want to work with their mail from home. 

One solution would be to set up a shared folder on the library server that could be accessed only by EC members. Dick volunteered to convert the file to an ASCII format and handle editorial changes beyond the initial draft. Kim will talk to Systems about setting up a shared folder.

There was also discussion about additional services faculty might want from the Systems Office. Beth S. will gather information from
individuals and compile a list to be discussed at the next meeting and then presented to John Weible.

3. Appoint a representative to the GSLIS admissions committee.

The workload for this position is fairly heavy. GSLIS receives approximately 300 applications each year to fill 120 slots, and each
file includes transcripts, three letters of reference, and two essays.

The committee recommended that Mary Schlembach be asked to serve on the committee.

4. Update on search for serials team leader.
Tina Chrzastowski will be appointed as the sixth person on the search committee and serve as chair.

5. Action on proposed position in Biology.
This has been deferred to the next meeting so new members will have a chance to look at the position information.

Also, the President's Office has provided funding for an additional position in the University Archives. Once a position description has
been drawn up, a search committee will be appointed.

6. Appoint search committee for Mortenson professorship.
The committee recommended members for the search committee.

7. Update on Mortensen Center internship.
The committee discussed the application process. Applicants will be asked to submit a letter of interest that outlines the applicant's
qualifications as related to the position. The screening committee will consist of two members of the Mortenson Center staff and Bill Maher and Dick Griscom, representing EC. The deadline for applications will be mid-October with a November 15 deadline for the screening committee to make a decision.

8. Report on discussion with ISSC about Voyager implementation committees.
One of the concerns discussed was the broadening of the charge for the Public Interface Team (PIT). The charge will be reworded to indicate that PIT is making recommendations rather than actually making final decisions.

The cataloging team will be treated like the rest of the teams, and it will include broader representation of cataloging units throughout the Library.

A statement will be added to the charge of each committee to make it clear that the committees are responsible for making policy
recommendations for security profiling and for reporting. These recommendations then go to ISCC for approval, and the Systems Office will be responsibile for implementing the decisions.

All three III teams have been collapsed into a single III team.  The training team will be adding additional members.

9. Make plans to accommodate Communication #21
The Library needs to begin planning to incorporate the requirements of Communication #21 into our unit bylaws and FRC procedures. The faculty should be involved in this process.

Communication #21 refers to a Unit Executive Officer, and in our case the University Librarian serves as this officer.

FRC will look at the elements required by the communication, the consequences for a series of negative reviews, confidentiality issues, and grievance procedures.

Once Communication #21 is made public, it will be announced to the faculty and discussed at future faculty meetings.

The meeting adjourned at approximately 3 pm.

dg 18 Sep 01