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Library Faculty Meeting Agenda Committee

Library Faculty Meeting

Library Faculty Meeting
Tuesday, February 17, 2004
3:00-4:30 pm
Illini Union, Room 314A


Paula Kaufman, presiding, called the meeting to order at 3:00 pm after it was determined that a quorum was present.


1.    Approval of faculty meeting minutes of January 20, 2004

       The minutes were approved by a motion from Barbara Ford, seconded by Lisa Janicke Hinchliffe.


2.    University Librarian’s report-Kaufman

       Paula Kaufman started the meeting by congratulating Chris Prom who successfully defended his dissertation.


       She clarified from the last faculty meeting that Jane Block has been named to an International Jury to help determine the winner of a prize in Belgium that is for Young Humanistic Scholars and Scientists. This is an award equivalent to a Nobel in that field open to Belgian citizens.  Jane has been selected as one of ten jurors.


       Lastly, she congratulated Wei Ma and Phill Johnson as the winners of the Bill Gates lecture tickets.


       Paula reported that there is no new news on the budget.  The Governor's budget message will come out at noon, tomorrow.  After he delivers the message, the Library will know whether or not we can release the monies that have been held in reserve.  The expectation is that we will be able to spend it.


       There is a proposal being developed with the directors of other large research libraries  through the Association for Research Libraries (ARL) for senior leadership development in large research libraries, including UIUC.  More information on this proposal will be forthcoming.


       Paula also reported that she and Lyn Jones have been traveling to promote the Capital Campaign. Recently Lyn was in Arizona and then they both met with several donors and potential donors in Naples, Florida.


       Additionally, the Division of Intercollegiate Athletics has designated a non-conference game as a Library game for the next three years. This year’s game is September 11, 2004 and half-time will focus on the Library.


       Scott Schwartz added that they are also dedicating the football game on November 6 th to celebrate the Sousa sesquicentennial. Events will also include a performance by the Smithsonian Jazz Masterworks Orchestra. The following week Alan Jabbour, former director of the Library of Congress' American Folklife Center at the Library of Congress, will be the keynote speaker on preserving American Music.


       Jo Kibbee inquired about what was happening with the Council on Library and Information Resources (CLIR) Humanities Fellowships.  Paula responded that there are 50 applicants. On March 1 st the Library will have access to the applications to make our selections. There are ten participating universities. The fellowships start in the fall; with the digital information literacy position running for one year and the Slavic digital library post-doc fellowship for two years.


3.    Committee reports

       Executive Committee -Beth Woodard

       Since the last library faculty meeting on January 20th, the Library Executive Committee has met four times—on Wednesday, January 21, without Paula Kaufman to work on editing the faculty and staff surveys for the upcoming 5 year evaluation, on Monday, January 26 and Monday, February 9, as well as on Tuesday, February 3 with the Administrative Council to
discuss the future of the library.

The Executive Committee invited Lisa Hinchliffe and the librarians from the Undergraduate Library to discuss the future role of the Undergraduate Library instruction coordinator, the program goals, and a possible job description for the vacant position.  Search committee members were recommended.  The Provost has since given approval for the screening committees to proceed.

Two full professors will be asked to evaluate a possible promotion case.

Sue Searing and Becky Smith attended an Executive Committee meeting to discuss strategies for filling the future labor library vacancy.

Two Target of Opportunity faculty requests were presented, discussed, approved and forwarded to the Provost.  Screening committees were appointed.

A possible search committee composition change was discussed and was postponed for further discussion.

Possible appointments for intake officers for harassment cases were suggested.

A replacement for Jing Liao on the User Education Committee was appointed.


       Promotion and Tenure Committee-Lynn Wiley

       This stands as the final report for the Promotion and Tenure Advisory Committee (P&T) for its work in 2003.  It complements the report in June covering the first half of the year.

Members of the committee were:  Lynn Wiley, Greg Youngen, Mary Stuart, Dick Griscom, Diane Schmidt, and Betsy Kruger.

The Promotion and Tenure Advisory Committee conducted its primary promotion and tenure advisory business in November, 2003.

P&T worked with the Faculty Review Committee (FRC) to revise the Promotion and Tenure Calendar.  This calendar now reflects the need for biographical information about all external reviewers at the very earliest stages of the process. It also highlights the need for the "promotion packet" to include copies of EVERYTHING the candidate has published or currently out for review. Selections are made from the total oeuvre to be sent to external reviewers but FRC and P&T both need the complete package for their deliberations.

P&T will be working with FRC on conducting Peer Review Committee workshops this spring.

The Chair of the Promotion & Tenure Advisory Committee, the Chair of the Faculty Review Committee, Paula Kaufman and other members of the Library administration were to have met in January to discuss possible alternative procedures for Peer Review Committee Reports.  That meeting was postponed and the new P&T committee will be taking up the issue in the near future.


4.    Other reports

       Institutional Repositories and Developing Plans at the University of Illinois - Beth Sandore and Bill Mischo


       A Powerpoint presentation on the subject was presented buy Beth and Bill.  The slideshow is attached to the minutes as a supplement to the minutes.


       Miranda Remnek asked if the presenters had come up with the categories of institutional repository models or if they were taking them from standard experience.  Bill answered that they are taken from standard experience.  Miranda then asked if this plan is broad enough to include different, new kinds of project materials like e-text collections in the humanities not included in the overview.  Beth answered that while those materials are the ones most people feel are most at risk, the Library is looking at what we know first and not taking the leadership in these other areas.  Bill added that the categories they had laid out can over-lap, they are not black and white.   Lastly, Miranda pointed out that the categories seem too restrictive; and added that other important things are being left out.


       Paula Watson added that the Library had talked about possible content areas for such a repository. If you, the faculty, know of other faculty with a large research agenda that will be really important and shouldn’t be lost, we can start thinking about what we can do to preserve these things.


       Lisa Hinchliffe asked why the National Digital Information Infrastructure and Preservation Program (NDIIPP) was testing open-source systems only.  There are commercial products out there (DAM's) — why are they only in the testing phase for open-source?  Beth answered that it’s a philosophical stance and there’s also a technical issue. Most DAMs are not manufactured to serve as institutional repositories. They help you manage your digital assets in the present tense but they do not enable you to archive them and preserve them. There are probably one or two that she is aware of.  The pricing structure for these is astronomical, especially for an institution of this size. The Library felt it was important to look at the open-source systems first and get a good sense of whether they actually met institutional needs or whether we needed to look at something commercial.


       Scott Schwartz expressed his concern by the use of the term 'archiving' for storage. This plan has created an institutional repository that has all the flavor of a data warehouse. If the Library is creating a digital repository or digital archive based on the philosophy of a paper archive you would first ask two questions.  1) What is the mission or purpose of the repository and 2) what is your appraisal criteria for accepting materials.  This second questions is absolutely essential because without evidentials intrinsic in informational values clearly aligned to a mission you end up collecting based on what you can handle. Will this project address a criteria for appraisal?  Beth answered that he had raised a really important issue, which is how to develop policies for appraisal and how will they be different than the policies in archives. That is an area the group has identified as critical in moving forward.  Bill added that they do have that written into the NDIIPP proposal and have been working with Joanne Kaczmarek and John Unsworth to look at this issue.  Beth finished by adding that the Library may need to involve campus in the criteria for selection. The project helps get the campus engaged with the Library and we need to figure out what to do with IRIS and how this fits in.  Becky Smith affirmed that this is a positive step, as the campus will be engaged with the Library.


       Sue Searing asked when the Library will hear about the NDIIPP proposal.  Beth answered that we should hear in 6 to 8 weeks.


       Paula Kaufman added that the Provost is very interested in developing an institutional repository. She is meeting with the Provost, Jesse Delia, John Unsworth and Pete Siegel to discuss a proposal for additional funding.


       Central Public Services (CPS) Division Report – Betsy Kruger

For those of you who are relatively new to the Library faculty (and for those of you who could use a refresher) let me start by sharing a few demographics about Central Public Services.  With over 80 faculty and staff, we are the largest division in the University Library, being comprised of the following units: Central Circulation and Bookstacks (of which the Library Telephone Center, the Library Billing Office, and Oak Street are all parts); Government Documents Library, IRRC, the Newspaper Library, the Reference Library, the Undergraduate Library, and University High School Library. We are also pleased to provide a divisional home to the Coordinator for Information Literacy Services and Instruction.  We have the most untenured librarians of any other division (which gives us our youthful spunk and charm), no full professors (which gives us some gray hairs and a certain amount of anxiety), and while we house the majority of the Library’s print collections, we have the smallest collection budget of all the divisions.  Our focus in Central Public Services is on providing a range of access and instructional services to a broad base of users.  None of us serves a single subject-based constituency; with the exception of University High School library, all of us serve multiple constituencies.  So our report will be somewhat different from those of other divisions; rather than telling you about new initiatives, issues, and concerns in campus units that we serve, I’ll be describing library, campus, state, and other initiatives in which our division members are actively participating, as well as new initiatives within CPS units.


CPS Involvement in Campus Initiatives

At the December faculty meeting, Joe Straw and Lisa Hinchliffe reported on the proactive participation of many CPS librarians in the cross-campus initiative called The Ethnography of the University. The only cross-campus initiative which incorporates a distinct Library component, the EOTU initiative sponsors undergraduate research on the University itself, and archives it in web-accessible form for the UIUC community. CPS members have been involved with this initiative since its beginning; Lisa Hinchliffe serves on the initiative’s steering committee, and Stephanie Atkins, Lisa Hinchliffe, Cindy Shirkey, and Joe Straw (as coordinator) all serve on the Library’s website development group for the Ethnography of the University initiative. This excellent website, which links off the Reference Library’s homepage, provides the undergraduate researcher with information on basic library usage, library collections pertaining to the University of Illinois, performing ethnographic research, and with lists of relevant resources.


Division members also take an active role each summer in the Office of Minority Student Affairs Summer Orientation Program.  The Office of Minority Student Affairs develops, implements, and coordinates support services and activities designed to assist minority students' personal development and academic achievement at UIUC. During OMSA’s summer orientation program, students receive information on important University timelines, deadlines, University housing, campus issues, enroll for classes and participate in other activities aimed at helping with the transition to student life on the UIUC campus.  One of these activities is an introduction to the University Library and tours of the Undergraduate and Main Library. Dana Wright coordinates this project. Last summer 950 entering freshmen attended the orientation.


Three other brief mentions: Two CPS faculty members, Lisa Hinchliffe and I, have taken the lead in coordinating the Library’s Brown Jubilee Commemoration Grant; and Jo Kibbee is currently serving on the campus MillerCom committee.  Jo would be happy to talk with any Library faculty members who might be interested in proposing events for consideration by the MillerCom Committee. As an elected member of the Senate Executive Committee, Mary Mallory has most recently been involved with preparing resolutions in support of Chancellor Cantor’s leadership and to retire the Chief, nominations for the presidential search consultative committee, and new bylaws for the Senate Committee on Continuing Education and Public Service (to be renamed Senate Committee Public Engagement), which she chairs.


ILCSO involvement

CPS members are also heavily represented in ILCSO activities.  Wei Ma currently serves on Digital Library Product Committee, which is charged with investigating, evaluating, and selecting digital management software, Federated Search software, and Link Resolver software. The Committee has been very active in investigating and evaluating various digital library products, and in writing and revising an RFP, which will be distributed to digital product vendors for bidding.  Wei is also UIUC’s representative on the IUAG OPAC Customization Task Force.  Lynn Wiley, Peggy Glatthaar, and Betsy Kruger are all members of ILCSO’s Circulation and Universal Borrowing Functionality Task Force.  Kathleen Kern is part of the ILCSO IUAG OPAC Re-Indexing Task Force.


CPS Participation in Library-Wide Initiatives

Four CPS librarians serve as members of the implementation group for the Library’s TDNet Implementation, which is enhancing the ability of our patrons to find and use the full-text access for many of our serials through a seamless connection between the OPAC and the Online Research Resources webpage. Beth Woodard, David Ward, Kathleen Kern, and Lisa Hinchliffe are contributing significantly to the public services end of this Library initiative.


The Library Courseware Integration Project is aimed at integrating library resources and services in the learning management system environment, also known as “courseware,” so that students and faculty can better integrate library use into the campus curriculum. The project specifically targets chat reference and electronic reserves at this point but is expected to expand to incorporate information literacy content in the next year. Lisa Hinchliffe will give a more detailed update on this project at the March faculty meeting.


Of course, along with all the other divisions, CPS units will be contributing significantly to the Oak Street Project.  In addition to the 8 FTE in Central Circulation and Bookstacks who are already working on the project, CPS will be contributing over 1,650 hours to the Oak Street Project in 2004.


CPS Division Initiatives

CPS is particularly proud of the many initiatives we have undertaken as a division, something we are uniquely prepared to do given our common broad user constituency.  For the last four years, CPS has coordinated the Welcome Desk on the first floor of the Main Library to serve each semester’s first time library users who invariably ask “where are the books?” Through its referrals and its provision of general campus and library information, the Welcome Desk has become a popular service during the first two weeks of each semester. In fall 2003, approximately 1,100 questions were answered; in Spring 2004 approximately 660. Jo Kibbee and Lynn Wiley spearheaded the Take Us With You Project, which provides a webpage, an email contact, and an 800 number to assist UIUC affiliated users with access to library resources when they are away from Champaign-Urbana. Some of the remote users being targeted with this service are faculty members on sabbatical, faculty and staff temporarily living and working away from CU, and distance ed students.  The centerpiece of this service is the Take Us With You website, which provides information about electronic resources, virtual reference services, document delivery, how to gain library access at CIC institutions and libraries participating in the OCLC Reciprocal Faculty Borrowing Program, and information on technical issues involved in remote access to the library. 


A very recent initiative is the CPS Learning Spaces Study Group headed by Lisa Hinchliffe and Beth Woodard.  In the spirit of the 2003 CLIR publication, Libraries Designed for Learning, this group was started with the belief that the Library should have appropriate spaces for instructional activities and informal learning that accommodate a variety of learning styles, instructional situations, and teaching preferences. Such teaching and learning spaces thus need to be varied, flexible, and conveniently co-located with library services and collections as well as designed specifically for learning, instead of being re-purposed on an ad hoc basis. As an outgrowth of our learning spaces discussions in CPS, we also recently formed the Card Catalog Space Working Group to explore options for moving the card catalog and reclaiming this central area for small group study space. We hope to have a report with recommendations to forward to our new facilities director in March.


CPS Unit Initiatives

Highlights of major activities within individual CPS units include the following:


·       In Central Circulation and Bookstacks, we live and breathe Oak Street planning and preparation.  Having shared information on this project in way many different forums lately, I won’t repeat myself here.  But I will tell you that I have an amazing and remarkable staff that has been immersed in this task for well over a year, dare I say even bonding over it! In what I think is a very notable achievement, in the past year, they have processed and accessioned our first 100,000 volumes into the “Faux Oak” operation at the Hort Field Lab.  And they have done this work in addition to their regular work answer hundreds of phone calls and emails each week in the Library Telephone Center, filling between 200 and 300 callslip requests on most days, and in the case of the Library Billing Office, suffering the slings and arrows of the new Banner system.


·       The Government Documents Library passed its US Government Printing Office inspection recently with flying colors.  Its commitment to free and unrestricted access to Federal information resources is notable.  Rated a “very well-run depository,” the USGPO inspector highlighted its proactive approach to collection development, its selection rate, which is significantly higher than the national average, and its extremely rich collection of current and historic resources.  Its only area of noncompliance was in physical facilities.  Staff has begun work on a digital grant proposal with CIC depository colleagues.  To advance its user services to the campus and the community-at-large, its LSTA grant award was used to acquire a fax machine, mandatory computer hardware and data management and analysis software.  Rebuilding the library’s user education in the e-environment continues to be a priority.  New, significant efforts include David Griffith’s instruction for Political Science 280, part of the Global Crossroads program, and Political Science 250.  Karen Hogenboom coordinated the very well received Lewis and Clark exhibit earlier this year.


·       IRRC is working on a project to scan and deliver articles to public libraries.  Working with Grainger to use their “scan and send” software to send articles to requesting libraries  the unit has saved labor cost previously required to rescan in the IRRC copies made at Grainger. The Intra campus document delivery service called UIUC Doc Express was migrated to the ILLIAD platform in December which has meant a full integration of IRRC services on ILLIAD and, ultimately, better service for users. IRRC has been a leader in ILLIAD implementation, and has hosted numerous information and training sessions for librarians around Illinois.  IRRC recently sent over 75,000 serial holdings records to OCLC to help scholars worldwide accurately confirm what we have available for them to request. IRRC continues to work with CIC ILL Departments to enhance resource sharing and is looking at plans for the next generation CIC VEL. A recent survey on ILL restrictions in license for EJournals helped to highlight best practices for resolving these barriers to resource sharing.


·       The Newspaper Library opened in its new location in Room 246 last April 14 and the space was dedicated on April 30, 2003.  The new location has brought visibility to the collection and has served as a model of what can be accomplished in terms of remodeling in the Main Library.  This fall, members of the UI Board of Trustees had dinner in the new Newspaper Library prior to their meeting on campus and the new space was received very well by them. Sharon Clark received $542,775 from NEH to continue the Illinois Newspaper Project. The unit is participating in the International Coalition of Newspapers, working closely with the British Newspaper Library, the National Library of Canada, Library of Congress, University of Washington and CRL on cooperative NEH grant projects to provide distributed access to collections as well as preservation of international newspapers through filming.


·       For the last three years, the Reference Library has been the leader in the Library’s virtual reference services.  This service started initially in Reference and the Undergraduate Library and has now expended to the Library Telephone Center, Government Documents, Music, and Funk ACES, with History and Education thinking of coming up this spring.  UIUC is unique among academic libraries is providing virtual chat with a circulation department and in doing virtual chat at the reference desk.  Most libraries schedule virtual reference away from their in-person reference desks.  Last year the Chat reference service (UGL and Ref) answered over 6500 questions from patrons.  Ref handled another 2300 by email. The Information Desk is soon to be replaced; the new desk—in the shape of two question marks—has been funding through money from the Donnelley Foundation.


·       This past summer and fall, the Undergraduate Library Media Center and Reserve Unit combined physically and procedurally into the Media and Reserve Center.  As of fall 2003, the new center is processing electronic reserves for 16 departmental libraries, in addition to Undergrad; over 7,000 items for 402 courses in 73 departments, an increase of over 400% from Fall 2002.


·       At Uni High Library, Frances Harris teaches Computer Literacy 1 and 2 with a team of Uni High Teachers. To date, this is the only credit information literacy instruction the library conducts and it is highly collaborative with the unit served.  The Computer Literacy course sequence lasts two semesters and is required of all Uni students. The curriculum has a big focus on ethical and responsible uses of information and communication technologies.  For all our information, Frances also passes along these factoids about the Library’s youngest constituency:  25 out of a class of 59 seniors last year were National Merit Semifinalists; the average ACT score is 31-42, average verbal SAT is 711, and average math SAT is 706!


5.    Old Business

       Becky Smith brought up that at the last meeting there was a discussion about meetings. She asked if there was any decision on how often we will have faculty meetings.  Paula answered that the faculty was asked for input about how often we should meet and there was no agreement that faculty meetings would be reduced.  Jennifer Hain Teper was asked to query the faculty to see if there should be further discussion on this topic.


6.        New Business

       Paula Watson announced that the Association of Research Libraries and the Association of American University Presses have designated 2004 "The Year of the University Press."  For more information see the Web site at  She is working with Denise Peeler, Director the University of Illinois Press to plan events and exhibits to celebrate the contributions university presses make to scholarship, the university community and society. 


       In March there will be a presentation on the Cooperative IUP/Library Project: The Digital Imaging & Technology Initiatives Historical Maps Online (Northwest Maps), with a panel including Paul Arroyo, Electronic Publisher, University of Illinois Press, Nuala Bennett, Digital Imaging and Media Technolgies Initiative Coordination, and Beth Sandore, Associate University Librarian for Information Technology

In April there are two events:

  1. William Maxwell on Claude McKay (first edition of the complete works of this important Harlem Renaissance poet).  
  2. Life Cycle of the Book . Panel discussion with University of Illinois Press representatives (all confirmed) Laurie Matheson, Acquisitions Editor, Rebecca Crist, Managing Editor, Kris Ding, Production Manager, Marketing Director, Pat Hoefling)   location: GSLIS auditorium

Paula asked that faculty please help with targeted publicity.

The meeting was adjourned with a motion by Becky Smith, seconded by Bill Mischo at 4:17 pm.