Library Office Notes

JANUARY LIBRARY EXHIBITS

Government Information:  A Family Resource
Government Documents Library, Main Corridor, South End, Wall Display

The Japanese Emigration to Peru, 1899-1999
Latin American Library Display

Past, Present, and Future Leaders in Library and Information Science
Main Corridor

Hugo von Hofmannsthal:  Austrian Lyric Poet Inspired by Tradition
Modern Languages and Linguistics Library

Detecting European Style ... Mystery Fiction from the Continent
Modern Languages and Linguistics Library

The Young and the Restless:  A Week in the Life of ...
Rare Book Room

The Advertising Council:  Six Decades of Public Service Advertising
University Archives, Outside Room 19

(Library Office of Development and Public Affairs)

**********************************

Task Force on User Education Meeting Minutes
October 11, 1999

 **********************************

**********************************

LOEX:

**********************************

Electronic Information Resources Committee Meeting Minutes
December 16, 1999

PRESENT:  P. Watson (Chair), K. Schmidt, G. Youngen, E. Clarage,
K. Sakaguchi, A. Trehub, J. Johnson, B. Swann, D. Ward, M. Porta, C. Penka

ABSENT:  L. German

Announcements:

Temporary transfer to fund 2001:  P. Watson reported that the Budget Subcommittee approved transferring $50,000 to 2001.

Newspaper Access Task Group:  P. Watson reported that the Newspaper Access Task Group had their first meeting.  The group will decide which full-text newspaper database to recommend by December 31, 1999.

Committee on Committees (Evaluation of Library committee structure):  Diane Schmidt, Bob Burger and Paula Watson are evaluating the Library committee structure on behalf of the Administrative Council.  Members should send any comments they wish concerning the EIRC.

Discussion of Guiding Principles and Procedures – Draft Documents:

A. Trehub presented a draft statement of guiding principles and procedures for discussion.  The committee agreed that the EIRC’s mission is to achieve a comprehensive and well-balanced collection of electronic resources to support teaching, as well as research, in all the disciplines represented at the University.

P. Watson will edit the Guiding Principles and Procedures, with input from the committee members.

Budget and Proposed Expenditures for E-Resources, December, 1999:

Watson presented an overview of the budget and reviewed pre-commitments, purchases with imminent deadlines, and the charges against fund 2001.  These included:

The Global Access Datastream package.
The renewal of the 3-year contract with ISI for Web of Science.
Grove’s Dictionaries package (deadline: December 31, 1999).
Project MUSE extension.

Now that the budget situation has been clarified, Watson will distribute the various other proposals that she has received to the Committee.

**********************************

Faculty Meeting Minutes
December 17, 1999

The meeting was called to order at 3:02 p.m., Paula Kaufman presiding.

Announcements:

Paula Kaufman formally announced the appointment of Mary Mallory to Head, Government Documents Unit.

Paula also announced the January 4 retirement of Al Dries.  Bart Clark will be acting Director of the Personnel Office, and a search for an Academic Professional will begin immediately.

Approval of Minutes, 11/19/99 meeting:

The minutes of the November 19 faculty meeting were approved as posted to LibNews 11/26/99.

Committee Reports:

Executive Committee:
Bill Maher, VC of the EC, gave the Executive Committee report.  EC met twice since the last faculty meeting, on November 22 and December 13.  Items on the agendas included increased travel support for untenured faculty (to $700.00), the appointment of Alvan Bregman to the RBR, a spousal hire opportunity, and campus opportunities and honors available to Library Faculty.  The EC also completed the charge to the User Education committee, and recommended a course of action to the Promotion and Tenure Committee following the last faculty meeting, and made visiting committee assignments and reassignments.

Strategic Planning:
Bob Burger gave the report for the Strategic Planning Committee.  The deadline is early January to have a copy of the plan submitted with the Library Budget to campus.   A request was made to distribute a final copy of the plan to the Campus Library Policy Committee.  Burger agreed.

Discussion ensued relating to proposed language changes.  Burger said there would be continued "tweaking" and the Strategic Planning Committee will bring it back again to the next faculty meeting.  However, the document will be sent forward for planning and budgeting.

L. Troutman moved that the document be accepted with today's changes and discussion.   M. Porta seconded.  The vote to accept the document was unanimous.

Karen Schmidt, CLPC Report:
Karen asked for comments on the "Principles and Assumptions" document.  The need for the primary focus to match the Mission Statement was raised.  Next, the need for the two sentences that deal with fund manager evaluation was questioned. After discussion, it was decided to delete these two sentences.  Karen was also asked if there is a formula the committee will follow.  She has no idea, at this point. Paula Kaufman noted that we are doing "groundbreaking" budget work at this point and important work for our profession.  K. Schmidt noted that it may turn out that our allocations are all "correct" - and it may not.  The question that needs to be answered is:  Are we serving our constituents in the best way with our dollars?   And K. Schmidt reminded us that this is not a purely quantitative exercise.

K. Schmidt also reported for the Budget Subcommittee.  She noted that the committee has completed the Budget Calendar, and it will be distributed to all fund managers.   The calendar calls for a budget contingency plan of 5-10% both up and down in funds.  The Budget Subcommittee will also be posting any serial cancellations on the web in the coming years for better communication with our
patrons.

The Budget Subcommittee has also added 50k in temporary funding to the 2001 fund, electronic resources.  Although temporary in FY00, the committee has agreed to find a way to make the money permanent, from some source, in FY01.

Finally, the committee cut the 40% form from about 20 questions to around 5 for the coming budget cycle.

New Business:

Paula Kaufman called for any new business.

The budget news recently reported in the News Gazette was brought up.  The IBHE recommendation is for a total increase of 1.7 million for the UIUC library.  A separate 1.2 million is requested for main library renovation.

In response to another question, Bart Clark noted that the 1 million in temporary dollars promised by campus administration from last year is "still out there" (but not received).

Have ARL numbers from last year have been released?  B. Clark said they would most likely be released in March.  He expects UIUC will drop in circ and reference, to about 8th or 9th on the total index.

The status of the stack addition was also brought up.  Paula Kaufman answered, "we just don't know" but added that there may be a better solution, such as campus remote storage, and it is under discussion.

The meeting ended at 3:45 p.m., with Paula Kaufman wishing everyone very very Happy Holidays.

Submitted by substitute secretary,

Tina Chrzastowski.

**********************************

User Education Committee Minutes
January 10, 2000

Present:  Lori DuBois, Ruby Jahr, Chris Quinn, Mary Schlembach, Sue Searing (chair), Dee Shonkwiler, Helen Sullivan, Sarah Reisinger, Beth Woodard

Absent:  Jim Cotter, Lynne Rudasill, Jane Wiles

Housekeeping:

Minutes of 12/16/99 were approved.

Announcements:

Sue Searing reminded division representatives to gather the names of people who are involved in (or interested in) user education.  "We are defining the audience for continuing education and training related to instruction and user education, and will direct our needs assessment toward these people."  So far, lists from three divisions have been received.

Paula Kaufman has asked Sue Searing to meet with the University Librarian’s Student Advisory Group on January 27 to talk about what User Ed does. Sue is also hoping to get ideas about what students need and how to get the word out about the programs we do offer.  She will bring workshop brochures with her.

Review of the Action List:

Recall Working Group:  Helen Sullivan is working with a group on recall procedures and other options for obtaining materials.  The group has prepared two handouts (one for users and one for staff) with information about other options beside recall (using WorldCat, CICVEL), how long it takes to get materials from the other sources and through recall.  The group has given drafts to Lynn Wiley for review, then they will have another meeting to finalize.  It will go to ISCC for final approval. User Ed would also like to see a draft of the documents before final approval.

GEN Documents:  Lori DuBois has compiled a list of GEN documents on file at Graphic Services.  The list contains many duplicates and out-dated documents.   At the last meeting, we tried to figure out what way would be the easiest way to figure out who produced or are using these documents.  Lori will contact Mike Cinker.

Sending representatives to LOEX:  Three people expressed interest in going to LOEX; one person graciously bowed out to allow Sarah Reisinger and Lori DuBois to go.

Sue Searing is still working on a recommendation that all libraries put a logo or identifier on their user education materials.

Training subcommittee:  Beth Woodard has contacted Deb Gilchrist about doing a workshop on assessment in the summer.  Deb is interested, but wants more information about what we want her to cover.  Beth and Sue will get together to talk about specifics.

Helen Sullivan continues to work on a database of instructional materials.

WIG:  Helen Sullivan has taken over working on the visitors pages.

Preparing handouts for the web interface:  Ruby Jahr is incorporating changes into the Quick Guide.

Graduate Assistant:  Sue Searing has interviewed three people for the position and will interview another person today.  She hopes to make an offer by 1/11/00.

New FirstSearch Interface:  Still much confusion about when we are switching over to the new interface to FirstSearch. Sue Searing will e-mail Paula Watson.  [After the meeting:  Sue got e-mail from Paula indicating that we will NOT be switching over until June.]

Clean up of Notes in PAC:  Mary Schlembach brought up the problem of confusing information in serials notes (e.g., for later volumes enter dsc/…, b=). Beth Woodard indicated that there used to be a "wish list" of problems to be fixed, but didn’t know if it still exists, if this problem is on the list, and what its priority is. Sue Searing will send a note to PAC, Barb Henigman, and ISCC about this problem.   How can this problem be fixed (retrospective conversion of the serial record, global change of dsc to search by call number)?  We want to know where this problem falls on Technical Services’ priority list.

Review of Committee Charge:

Composition:  Sue Searing will remain the chair of the committee, but in the future, the chair will be elected from the members.  Members will have staggered, two-year terms with possibility of one successive term.  Questions raised:  Will the chair of the committee be the Central User Education Coordinator when this person is hired?  Will there be permanent members of the committee (i.e., Undergrad and Reference’s instruction coordinators, or other units as they develop their instruction programs, for example, ACES) to provide consistency?

Staff Training:  The new charge includes designing and coordinating "Library-wide instructional programs and workshops for both end users and library faculty/staff." Questions raised:  How does the staff development person, who is supposed to be hired, fit into this charge?  We agree that the committee needs to provide professional development in instruction-related issues so that faculty/staff can participate in our user education goals, but we do not have the resources to do training on every new database that comes along—there should be a staff training plan for each new database EIRC recommends.  There needs to be more coordination with other committees (e.g., EIRC) and library services (e.g., Interlibrary Loan).  We can create scripts with general information on searching, but to be applicable to departmental libraries’ needs, we need to have examples that are subject specific.  GA training shows general searching techniques, but during the practice time, the GAs can work on examples specific to their library or division. Maybe User Ed can use the GA training as a model for staff training.

What’s missing from the charge:  No mention of the committee serving as advocates to promote awareness at the university level of librarians as teachers. We need to start doing some groundwork for the Central User Education Coordinator. Also no mention of facilities planning—even if we don’t currently have space for a classroom, we should investigate ways of using existing spaces more effectively for instruction purposes—need a mounted projector and workstation for Undergrad, 428, and Slavic Conference room.  Slavic and 428 need a mounted screen, too.  This equipment could be used not only for instruction, but for the many meetings held in these rooms.   Sarah Reisinger will look into equipment costs.

Recap of Action List and Adjourned at 10:30.

Respectfully Submitted,

Lori DuBois

 **********************************

Executive Committee Minutes
Meeting of Monday, January 10, 2000

The meeting adjourned at 3:35 p.m.

**********************************

Library Staff Steering Committee Meeting Minutes
January 12, 2000

Present:  A. Bendel, A. Conrad, J. Gammon, P. Lindell, E. Schroeder, L. Roberts, B. Trumpinski-Roberts, D. Walter, & G. Witte

Minutes of the 22 December 1999 meeting were revised and approved.

Reports:

Admin. Council:

Electronic reserves were discussed.

B. Clark gave a Budget report. Additional monies are being requested from Campus.

B. Burger and B. Henigman will head a five-person task force to investigate cataloging (de-centralized/centralized).

Library administrative organization was discussed.

Faculty meeting - no meetings.

Library reconfig. - nothing new to report yet

Strategic Planning Committee - the external version of the Plan has been finalized. The Committee will now be working on the internal Plan and mapping goals from the old Plan to the new Plan.

Updates/Announcements:

LSSC Elections:

Tech Services:  No election as only one person was willing to serve.

Central Public Services: Ballots are due by Friday, Jan. 14, 2000.

Elections for Committee officers will be held during the first meeting in February when the new rep(s) will be present.

New Business:

Andy Bendel and Bob Burger met with representatives from University Personnel regarding staff training. Discussed existing courses and options for tailored courses.

Copies of the University Librarian's Student Advisory Group were distributed to Committee members.

Copies of the draft document re the Administrative Council "Structure Sub-Committee" report was distributed.

Meet with Bob B:

Presented information on the Library Budget process.

A $50,000 per year increase is being requested for student wages to make the Library competitive with the Campus.

Discussed the new Preservation Librarian/Administrator position. The salary has been established and the search will be opened soon.

$50,000 from the Mellon Foundation for preservation planning was announced.

The new Human Resources Officer position will be filled by April 1, 2000, and Al Dries' position will hopefully be filled later. The HRO will be responsible for policy and training.

P. Kaufman has gotten a commitment from the Provost to hire an architectural firm to investigate library space use.

Diana Walter volunteered to serve as a rep to the new task force on cataloging issues.

Respectfully submitted,

Jane Gammon
Transcriber

**********************************

PROFESSIONAL VACANCY LIST

Copies of job announcement are available from the Library Personnel Office.

JOB TITLE, LOCATION, CLOSING DATE:

Head, Collection Management, North Carolina State University Libraries, Raleigh, NC (Applications accepted until appointment is made)

Assistant Head, Acquisitions Department, University of Massachusetts, Amherst, MA (February 12, 2000)

Head, Architecture and Environmental Design Library, Arizona State University Libraries, Tempe, AZ (February 15, 2000)

Collections Conservator, Michigan State University, East Lansing, MI (February 15, 2000)

Dean of Libraries and Media Services, Kent State University, Kent, OH (February 22, 2000)

Director, Digital Library of Georgia, The University of Georgia, Athens, GA (February 25, 2000)

Head, Young Research Library Bibliographers Group, University of California, Los Angeles, (February 28, 2000)

Dean and Director of Libraries, Georgia Institute of Technology, Atlanta, GA (March 1, 2000)

Head of Health, Physical Education, and Recreation Library, Indiana University Libraries, Bloomington, IN (March 7, 2000)

Arizona Local Government Documents Librarian/Documents Reference Librarian, Arizona State University, Tempe, AZ March 15, 2000

Public Services Librarian, Lilly Library (This is a two-year visiting appointment) Indiana University Libraries, Bloomington, IN (March 31, 2000)

 (Joyce Lowder)

**********************************