Library Office Notes

Paula Kaufman, University Librarian, presiding

1.  Announcements (Paula Kaufman)

Paula Kaufman announced that Richard Bopp has recently retired, and that Barbara Loomis will be retiring in May.  She also read a letter of thanks from a student who wrote that he/she was very favorably impressed by the quality of service provided by several library units.  Several other items were also announced.  Plans for a storage facility have hit a snag, but the issue is continuing to be pursued.  Paula also reminded everyone of the exhibit of chemistry books at the Rare Books Room and the recent opening of the News Lounge in the Communications Library.  Finally, the Proust symposium was prominently mentioned in the March 24 News Gazette, including a feature in the weekend magazine.

2.  The minutes of the February 18, 2000, meeting were approved as read.

3.  Reports

NCA Accreditation Report (Paula Kaufman):
The library related issues raised by the accreditation report were generally no surprise to anyone in the library, and action is already being taken on most of the points.   While no formal response is required, it is important for us to stay focused on the recommendations and to incorporate information about our progress through a variety of reporting mechanisms to the broader campus community.  The major library-related issues in the report include the following:  creating shared values and a service orientation; developing a structure which fosters change and provides clear lines of authority and improved communications (this is seen as part of our administrative restructuring plans and needs further library faculty input); addressing space needs and physical conditions, especially the lack of heating and air conditioning in the Main Stacks; and gaining control of the online catalog.  It is expected that there will be little campus attention given to library-related issues raised by the accreditation report, since the campus administration will need to focus on the Chief Illiniwek issue.

ILCSO Systems Assessment Task Force (Paula Kaufman):
The task force assessed the market to see if there were any systems which would appear to meet our needs.  Four vendors were invited to demonstrate their products:   Endeavour, Ex Libris, III, and Sirsi.  It was felt that, since the implementation of DRA's TAOS system was very dubious and several systems exist which would fill our needs, ILCSO should pursue obtaining another system.  They will be exploring a number of different system architectures.  The ILCSO Policy Council has discussed the report and concurs.  The Systems Assessment Task Force will continue to function and will write an RFP, due late summer 2000.  It is anticipated that the vendor would be selected in 2001 and the new system implemented in summer 2002.  Several faculty then raised issues relating to conversion to a new system, which should be easier this time around.  It was also urged that we establish as few committees as possible.

4.  Committee Reports

Executive Committee (Bill Maher):
The EC met twice since the last faculty meeting.  They discussed the future of the Strategic Plan and the Administrative Council's restructuring report (which needs to be discussed more fully by the faculty as a whole).  A search for a full time cataloger was discussed and approved, while a recent request to change an existing visiting appointment to a tenure-track appointment was denied.  The EC also discussed changes in Communication 10, which covers non-reappointment of untenured faculty.  The main change was in giving earlier notice of non-reappointment.  Reports by the FRC and P&T committees were also reviewed, along with changes in the visiting and search committee guidelines.

Faculty Review Committee (Beth Sandore):
The FRC has made almost all of the changes to the visiting committee guidelines that were proposed in the February faculty meeting or by individuals after the faculty meeting.   Only changes relating to the charge were postponed for further discussion.   Beth also reminded faculty that Personal Annual Reports are due April 3 by 5:00 P.M.  The merit evaluation process is a lengthy one, and reports not turned in on time will not be considered for review.  Nine FRC members must read 90 reports and rank the librarianship, research, and service aspects.  They will meet almost daily for two weeks starting April 17 to review and rank the
reports.  The guidelines will be more widely publicized.  Research guidelines are fairly easy to establish, but service is more difficult to quantify.  The service category for tenured faculty can include library and campus committee work, but for untenured faculty the emphasis should be on service to professional societies.  There is little agreement on guidelines or quantification for librarianship, so this area will need to be discussed more widely.  Campus guidelines for evaluation will have to be followed.

5.  Other Business

Lisa German reported for the Nominations Committee that the Promotion and Tenure ballot would be coming soon.  Ballots for the Faculty Secretary and Nominations Committee will also be sent soon.

Paula Kaufman reported that a large number of searches are underway.  The sheer number of searches will cause stress, but we should focus on the benefits for the library.   Interviews for the Human Resources position will begin soon, and then that person will be available to help out. She hopes that a secure web site with information relating to each search will be available soon.

The meeting was adjourned at 4:50.

Respectfully submitted,

Diane Schmidt
Faculty Secretary

Present:  Paula Kaufman, Margaret Chaplan, Tina Chrzastowski, Tim Cole, Bill Maher, Mary Stuart, Leslie Troutman, and Mitzi Williams

Absent:  Marty Friedman

I.  Approval of the Past Meeting Minutes

The minutes of the March 27, 2000, meeting were approved as corrected.

II.  New Business

A.  Request for Assistant Acquisitions/Collection Development Librarian (letter from L. German and K. Schmidt)

The request for permanent funding for an Assistant Acquisitions/Collection Development Librarian, outlined in a letter from Lisa German and Karen Schmidt, was considered.   Several members of EC agreed that the request would likely merit a high priority when brought up for fuller discussion after the final figures of the 2001 Budget are known.

During the discussion, the situation of vacant positions in the Library was discussed.   Whenever a position becomes vacant, a statement about the current status of the position with a justification for keeping it should be prepared by the unit head, or other responsible person, and presented to EC.  EC will then review the statement in the context of the needs of the Library as a whole and make a recommendation about filling the position.

B.  Unwillingness on the part of library faculty to serve on elected committees (PTK)

During the current round of elections, 31 people asked to be left off all three ballots.  Since many retirements are occurring, a burden is placed on the few who are willing to serve.  During the discussion, many valid reasons surfaced for requesting to be left off a ballot.  In the coming year, more people will be tenured, and it is hoped that they will then have more time and be willing to serve.  Clerical support to ease the work of committees was suggested, and making requests to have one’s name removed from the ballot in writing rather than by e-mail reply will be considered.   The subject will be addressed at a Faculty meeting.

C.  Budget Planning (Maher)

Bart Clark is working on a new Library procedures document for developing the annual budget request.  After the budget for the current year is in place, the divisions will get together and develop requests for next year’s budget.  The divisions will be asked to identify priorities and then submit a report on them.  The reports will be circulated and then presented to an AC meeting that EC is invited to attend.   After that, an overall budget plan will be drafted and presented in September or October.  In the near future, Paula Kaufman would like to see budget presentations that anyone in the Library who is interested could attend.

D.  Faculty Excellence Hires

The possibility of hiring someone through the Provost’s Faculty Excellence Hires program was discussed.  If a department identifies an excellent person that would be a tremendous asset to the University, they can ask the Provost to hire the person through this program.  If the proposal is accepted, the department pursues the identified person, and the Provost pays the salary for the person who becomes a permanent employee of the University.  Those hired through this program are usually senior professional people.  Paula asked EC to begin articulating their aspirations and thinking about possible nominees.  This will be on a future agenda.

E.  Campus Historical Landmarks (Maher)

Bill Maher reported that he is on the Campus Historical Landmarks Committee.   About fifty landmarks to recognize accomplishments of University employees will be put up on campus by mid-fall of next year.  There has been a call for colleges and departments to make nominations, and there will soon be a second call.  They will be looking primarily for research accomplishments.  A plaque will be placed on the outside of the building where the honoree worked with something inside the building as well.  He asked EC to help bring library names forward for recognition.

Present:  A. Bendel, A. Conrad, J. Gammon, H. J. Kim, P. Lindell, L. Roberts, E. Schroeder, A. Schoenberg, D. Walter, and G. Witte

Guests:  Bob Burger, Lynnell Lacy, and Bryan Thalhammer

I.  Minutes of the March 22, 2000, meeting were revised and approved.

II.  Reports

A.  Admin. Council

- announcement of new user ed survey
- discussion of awards program
- proposal to post a list of committee meeting date/times
- discussion of disability policy
- discussion of committee reorganization--number of members, and reporting structure
- discussion of what is public information

B.  Faculty meeting - minutes have been posted.

C.  Library Reconfig. - no meeting.  Waiting on start of Phase One before meeting again.

D.  Strategic Planning Committee - no meeting until June.

E.  Cataloging Task Force - Diana Walter reported that a draft report is in progress.

III.  Updates/Announcements

A.  Parking lot lighting is to be changed but dates are not known at this time.

B.  Representatives

- Social Sciences Division Andy Bendel polled his division and announced that Tony Hooker will be completing his term on the committee.
- Life Sciences Division Barb Trumpinski-Roberts announced that she had to step down and was polling her division regarding having Jane Wiles take her place for the remainder of her term.

C.  Training Sub-committee

- Diana Walter distributed a draft of a survey to all staff.  After the talk with Lynnell and Bryan, changes will be made and the survey will be sent to staff.  A deadline for responses was set for April 28.
- Eileen Schroeder will contact Library Systems Office regarding e-mail training.

D.  The question was raised regarding creating an e-mail account for LSSC.   Bob Burger will find out.

IV.  New Business

LSSC invited Lynnell Lacy and Bryan Thalhammer from CCSO User Training and Education to speak to the committee regarding computer training courses, costs, materials, and options.   Discussion followed on the number of people to be trained and the best means to do so.  Bob Burger reminded everyone that, at this point, we are only assessing the best training programs and methods with the limited funds available.  In addition to the staff survey, we are investigating on-line tutorials.  A detailed report on that will be given in May.

Respectfully submitted,

Jane Gammon
Transcriber