Library Office Notes |
University of Illinois Library at Urbana-Champaign |
No. 6, February 11, 2000 Edited by: Dixie L. Trinkle |
| The deadline for submitting items for publication is Wednesday at 5:00 p.m. Send items to L.O.N., 230 Library, MC-522 E-mail: trinkle@uiuc.edu FAX: 217-244-4358 |
| Phone Directory Change Chris Anderson's phone number has changed to 333-0169. (Chris Anderson) IRRC Hires New Assistant IRRC Librarian Cherie Weible has joined the IRRC Office as the new Visiting Assistant IRRC Librarian. Cherie is a recent graduate of the GSLIS program here and worked for a year and a half in the IRRC as a Graduate Assistant. Cherie also has five years of extensive supervisory experience as a Production Manager for a business in Kansas. Cherie brings a host of skills and experience to the IRRC. Ask her about her juggling and unicycle riding; these are excellent prerequisites for the job she now holds! (Lynn Wiley) |
Desk Top Delivery Service With help from the Systems Office and, in particular, from John Weible, the IRRC was able to install and implement a new program to speed access to articles sent from a library or supplier for our users. The program is called Prospero; it converts incoming electronic files sent over the Internet to a more user friendly format, transfers that file to the library server, and then automatically sends an email alert to the requester giving instructions on how to retrieve the document. The IRRC tested this successfully and will begin routinely converting most documents received electronically so that users may obtain their articles quickly and at their own convenience. There are two issues that may be of some concern: Suppliers may scan in items sideways or upside down which is what the user sees when they open the file. Printing and reorienting the pages solve this. The second concern is access to laser printers. The library has facilities for this, as do the CCSO sites. Users may be referred to these areas, if they do not have a good printer available. If you would like to receive a test document to see what this looks like, please email Lynn Wiley at l-wiley@staff.uiuc.edu. (Lynn Wiley) |
FEBRUARY LIBRARY EXHIBITS
Contemporary Mexican Music Groups
Latin American Library Display
Blacks in Films, tryin' to make it real ... compared to
what?
Main Corridor
Detecting European Style ... Mystery Fiction from the
Continent
Modern Languages and Linguistics Library
The Young and the Restless: Scripts in the
Rare Book and Special Collections
Rare Book Room
The Advertising Council: Six Decades of Public Service
Advertising
University Archives, Outside Room 19
(Library Office of Development and Public Affairs)
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Administrative Council Minutes
Meeting of Tuesday, January 11, 2000
Present: Paula Kaufman, Chair; Bill Brockman, Bob Burger, Margaret Chaplan,
Marianna Choldin, Tina Chrzastowski, Bart Clark, Alan Conrad, Barbara Henigman, Janis
Johnston, Lyn Jones, Jo Kibbee, Sara Randall, Diane Schmidt, Karen Schmidt, Paula Watson,
Karen Wei, Joyce Wright
E-reserves Report (Chrzastowski, et al.):
Tina Chrzastowski, Sue Searing, Karen Schmidt, and Lyn Wiley gave a committee
report on electronic reserves; Mary Laskowski and Jenny Johnson are also on the committee
but were not present. The committee met with Marcia Rotunda, Legal
Council Office and drafted a report for her review. Her review was very positive,
and they’ve submitted their report to AC. Faculty are happy to have a policy
for their classes. The interpretation of copyright law fair use has been changing
even though the laws haven’t changed that much. Means for copying are also
changing with people copying from the Internet and using personal scanners. Paula
Kaufman asked the committee to work on what needs to be done next on a library-wide scale.
The committee will add someone from the Systems Office for more expertise. AC
unanimously approved the policy and moved to add it to the Policy Manual.
Budget Report (Clark):
The Executive Committee was invited to join AC for the Budget portion of the meeting. Bart Clark discussed two documents: University Library Budget Request FY2000, and Unit Strategic Goals and Associated Programs 2001. The Library is requesting a total of $2.7 million from campus plus the temporary $1 million be made permanent. Campus (the Provost) modified the guidelines for budget requests: This year, the requests are tied to the Strategic Plan. Most of our goals are interdependent and will probably be cross referenced on the final request. The budget time line is as follows: January 18, joint meeting with CLPC and SCL; January 19, meeting with SCL; January 20, Paula Kaufman and the Provost preliminary budget meeting; January 25, budget document due; February 17, meeting to present the Budget to the Provost and the Campus Budget Oversight Committee.
The documents handed out at the meeting are for discussion and suggestions. They
will be on the web for comments and revisions.
CPAC Report (Henigman):
Barbara Henigman distributed a CPAC Report prior to the meeting. She led a discussion on the report and asked for a task force or a charge to CPAC to look at the cataloging process and make recommendations for improvement soon. At Barbara’s suggestion, AC approved a motion to charge a small task force to review the report and make recommendations by the middle of April. Barbara and Bob Burger will co-chair. They will recommend to Paula four or five people to serve, including one support staff person.
Structure Task Force Recommendations (Burger, et al.):
Bob Burger distributed the Report of the Administrative Council’s "Structure Subcommittee" before the meeting. There was a discussion about division coordinators, unit heads, and the new position of Director of Services. The Director of Services and the new Human Resources administrator would become resource people for the coordinators and would relieve some of their responsibilities. The coordinators would work with the unit heads for stronger units and also work together for common Library goals. The document attempts to push responsibility from senior management to lower levels and to focus on services. They believe this will be a working and evolving situation rather than one that can be clearly defined up front.
AC recommended that a Director of Services will be in place for the next academic year. This person will focus on and provide leadership for the services the Library offers and market those services. Once this person is in place, it could then be determined how a User Ed Coordinator would fit into the new structure.
Since more discussion was necessary to conclude this part of the meeting, Paula Kaufman asked AC to meet before the next scheduled meeting to continue the discussion on this subject only. She will want to know whether to move ahead in some way with the recommendations here or, if not, what alternatives should be taken.
Meeting adjourned at 10:00 a.m.
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Electronic Information Resources Committee Minutes
Meeting of January 20, 2000
Present: P. Watson (Chair), L. German, G. Youngen, L. Miller, A. Trehub,
J. Johnston, B. Swann, D. Ward, M. Porta, L. German
Absent: E. Clarage, C. Penka, K. Schmidt
Action Items before Next Meeting:
Committee members send priorities by January 27, 2000, to Watson via e-mail for consideration of current proposals.
Swann lead discussion by Humanities Division of Chadwyck-Healey proposal. Watson to attend, if desired by Division.
Watson to continue work on policy documents. Next priority: Coordination of Documents on Electronic Information Priorities.
Announcements:
L. Miller has replaced K. Sakaguchi on the committee for Area Studies.
Discussion of Electronic Resource Commitments and Proposals:
Global Access/Datastream Package: P. Watson, E. Clarage, and B. Woodard met with Dean Thomas of the College of Commerce to request funding for Datastream. He has taken the request under consideration and also proposed a more comprehensive initiative. The College currently subscribes to a number of electronic resources. Dean Thomas has proposed that the College and the Library cooperate to identify what resources are currently being purchased by the various departments of the College and what is available to faculty and students at peer institutions. A collection plan will be developed to serve as the basis for a targeted fund-raising campaign with alumni to be managed by the development officers for the College and the Library. Watson, Woodard and Clarage are working together to develop a survey of commerce faculty as the first step in this program.
Priorities: Watson provided an updated list of current and anticipated proposals. (see attached list) In a first cut, the Committee put Library Literature Full Text, Art Index Retrospective, Political Science Abstracts, Women Writers Online and the Chicano Database on an initial list of priorities. The members of the Committee will forward individual lists of priorities to P. Watson within the next week. She will create a master list for discussion at the next EIRC meeting. Watson asked Swann to work with the Humanities Division to develop priorities for the CIC Chadwyck-Healey proposal we now have in hand. The Committee will take into account past expenditures, as it considers this year’s proposals in an effort to maintain balance within the electronic collection.
Discussion of Policy Documents:
Watson briefly described the policy documents she is drafting. She has a good working draft for "Funding Electronic Resources" and has made a start on:
Role of the Director of Electronic Information Services and the EIRC (a short general statement)
Electronic Information Resources Selection: Process and Principles (an expansion of the initial draft by Trehub and Ward)
Electronic Information Resource Purchase Recommendation Form (Rev.)
Acquisitions and Implementation Procedures Checklist (takes each resource step-by-step from recommendation to implementation)
Coordination of Documentation on Electronic Information Purchases
Updates:
Elsevier is now offering free web editions of the most recent nine months of its journals. Institutions may gain online access to the journals they subscribe to in print at no cost. Watson has set the process in motion to gain access. Elsevier has also made a commitment to archive their e-journals.
JSTOR will be expanding its coverage to include some of the major general science journals, including, for example, Proceedings of the Royal Society.
(P. Watson/D. Keleher)
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Collection Development Committee Minutes
Meeting of January 25, 2000
Present: L. German, J. Block (for M. Friedman), M. Stuart, D. Holiman, L. Pausch,
G. Youngen, M.B. Allen, N. Davis, S. Clark, J. Williams, L. Wiley, L. Miller,
K. Schmidt; M. Laskowski, J. Wright, guests
Budget Information:
Deloris, Lisa and Karen met on January 24 to review price increases and look at the possibility of distributing available one-time reserve dollars held for price increase. All the necessary price increase information is not yet available, and we will look at this again in February. Karen distributed the latest price increase report by fund, showing an overall 4% price increase. Since this report was tabulated, the increase has already risen to 5.7%. Despite the delay in having price increase information, Karen asked that divisions begin thinking about possible ways to spend extra money, to avoid late disbursement as occurred last fiscal year. Lisa has reported that an additional $40,000-50,000 will probably be needed this fiscal year to pay for the costs of the publisher-based approval plan.
Karen gave a brief report on the activities of the Budget Subcommittee. The 40% increase request form will be distributed after BSC members have commented on the recommended changes.
Karen also distributed narrative information from the annual report on collections in large ARL libraries. The statistical portion will be available in a few weeks and she will post the URL.
Approval Plans:
Lisa reported that the Undergraduate approval plan is working and includes popular topics. This plan can give us an opportunity to look at PromptCat and other innovations, if we are interested. She is waiting for additional input from one division on the list of new publishers they would like to see added. She has asked the Approval Plan Subcommittee to begin thinking of ways in which the approval plans can become more beneficial to departmental libraries. The Acquisitions graduate assistant is updating the Acquisitions web page, including profiles of our approval and blanket order plans, links to the collections calendar and other items of interest.
Media Center Discussion:
Mary Laskowski and Joyce Wright joined the CDC to discuss the collections and use policies of the Undergraduate Library Media Center. The Media Center was originally established to house all the videos the Library receives, but we have moved away from this model in recent years. This is not a negative development, but there are policy issues, such as circulation and cataloging, that need to be developed to assure that we have some uniformity of access and care. Karen will ask her graduate assistant to send out a very short survey on videos collections and will then ask the CDC NonPrint Subcommittee to develop some recommendations on policies for this material throughout the Library. We also discussed the need for preservation of videos, and the possibilities of digitization.
Joyce Wright noted that Carol Penka has become the Access Services Librarian in the Undergraduate Library and is in charge of periodicals and reserves.
Announcements:
Karen announced that two task forces are being established. Mary Stuart will head a task force to produce a cost-benefit analysis of our CRL membership. The outcome will be a report on how effectively we use CRL, how we might increase access, and potentially some suggestions on how CRL might better help its member libraries. Sharon Clark will head a task force to look at the gifts acquisition and selection process. The outcome will be recommendations on ways to sort incoming books more effectively, allow better review of gifts, and set standards for accepting and adding gift items to the collections.
Karen also reminded people that January 31 is the deadline for submitting grant requests to the ICCMP. Grant requests need to go through Bart Clark’s office.
Lynn Wiley encouraged librarians to ask for additional document delivery money, if their accounts are depleted. It is expected that this money will be available throughout the rest of the year.
(Karen Schmidt)
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Library Staff Steering Committee Minutes
Meeting of January 26, 2000
Present: A. Conrad, J. Gammon, H. J. Kim, P. Lindell, L. Roberts, D. Walter, and G. Witte
Minutes of the January 12, 2000, meeting were revised and approved.
Reports:
Admin. Council - no report was given.
Faculty meeting - no report
Library reconfig. - nothing new to report yet
Strategic Planning Committee - work has begun on the Internal Plan with mapping of tasks from the old Plan to the new Plan. Members are now updating and prioritizing the tasks under each objective.
Updates/Announcements:
Cataloging task force - Diana Walter reported that Rich Palmer from ACES Library is another staff member on the task force.
New Business:
Hyon Joo Kim related an incident regarding a "challenging" patron. A discussion regarding day security guards and security issues followed. The matter has been forwarded to Administration and was mentioned to generate awareness among the Committee.
Respectfully submitted,
Jane Gammon, Transcriber
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Electronic Information Resources Committee Minutes
Meeting of February 3, 2000
Present: P. Watson (Chair), G. Youngen, L. Miller, A. Trehub, D. Ward, M. Porta,
B. Swann, E. Clarage
Absent: K. Schmidt, L. German, C. Penka, S. Randall
Announcements:
Watson announced J. Johnston has resigned from the Committee and is arranging for a replacement.
Discussion of Requests and Proposals:
The Committee reviewed a number of proposals. The general plan is to reach decisions on how to spend the remaining funds in 2001 by April 1, 2000.
The Committee discussed individual and divisional priorities and aspects of the databases under consideration.
Full text presentation in WilsonWeb version of Library Literature Full Text is not impressive: pdf is not page image and lacks graphics. HTML lacks formatting, but does contain tables at the end of articles. However, the subscription to Library Literature Full Text is cheaper than current IBIS subscription to the index only.
Art Index Retrospective has strong support from the Humanities Division and both Humanities and Social Sciences Division are interested in the NY Times Index.
CIAO and Chadwyck Healey Policy File were discussed together and in the context of the cancellation of Oxweek, which has not provided sufficiently up-to-date information.
Watson will request trials of Policy File (for comparison with CIAO) and the New York Times Historical Index
(P. Watson/D. Keleher)
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