Library Office Notes

Paula Kaufman, University Librarian, presiding.

1.  Announcements (Paula Kaufman)

There were no formal announcements, though in response to a question, Paula said that the library has no budget information yet and would probably not get final budget figures until early June.  There was also no further information on remote storage for the library.

2.  The minutes from the March faculty meeting were approved as read.

3.  Executive Committee Report (Tina Chrzastowski)

The EC has met twice since the last faculty meeting.  During the first meeting, they discussed Provost Communication #10, which covers minimal standards for nonreappointment of nontenured faculty.  Mary Stuart and Marty Friedman will develop guidelines for the library, based on this communication.  Paula Kaufman pointed out that the Dean’s Council had talked about Provost Communication #9.  The letters sent by some departments requesting external reviewers were not specific enough on the promotion and tenure requirements.  A sample letter would be developed.  The EC also reviewed the revised search committee guidelines, which will be sent out soon.   They also reviewed the FY02 New and Improved Programs portion of the budget request and discussed a confidential personnel issue.  In their next meeting, the EC discussed a request for a combined Acquisitions/Collections faculty position, which was generally felt would be a high priority after budget information was available.  The EC also discussed the fact that a third of the Library faculty removed themselves from the ballot for NEVP, Faculty Secretary, and Bylaws Committee.  Two programs, the campus faculty excellence program (money provided by the Provost for recruiting and hiring faculty we target) and the campus landmarks program (recognizing primarily research, with a plaque placed on the appropriate building) were also discussed.

4.  Scholarly Communications Seminar (Paula Watson)

The first campus discussion of the crisis in scholarly communications was held April 18 and was well attended by both library faculty and faculty representing library advisory committees.  There were four speakers:  Provost Richard Herman, Paula Kaufman, Ward Henson, and Alex Scheeline.  Notes on the meeting will appear on libnews.   Paula W. briefly described the panel discussion and mentioned an excellent article in Educause Review for Jan/Feb 2000, "Scholarship and Scholarly Communication in the Electronic Age" by Stanley Chodorow, which is available at http//www.educause.edu/pub/er/erm00/pp086093.pdf.  During the ensuing discussion, the point was made that this first session focused on the crisis in scientific communications, while the situation was just as bad in the humanities, where massive digitization projects are draining library budgets.  The attempts by publishers and vendors to move from copyright law to contract law in determining the parameters of acceptable use of electronic materials were also highlighted, and the fact that authors (including librarians) need to take control of the copyright for their own works.  There will be more meetings to discuss scholarly communications, with the emphasis on what non-librarians can do to affect the situation.  Adding more humanities or social science speakers and perhaps tape recording the programs were additional suggestions.

5.  Faculty Committee Responsibilities (Paula Kaufman)

As mentioned in the EC report, a third of the faculty removed their names from the ballots for upcoming elections to faculty committees.  The NEVP was concerned at the low level of civic responsiveness and asked for a discussion of the issue.   Discussion issues included the ease of removing names from the ballot and the possibility of making it more difficult, perhaps by requiring a written rather than e-mailed response.  Decreasing the size of the committees was also suggested, which is not possible for some faculty committees.  The work of the NEVP might be performed by a secretary, however.  Several reasons for not serving on the committees were discussed, including the press of other committee duties, sabbaticals, and the assumption by individuals that they would not be elected anyway.  It was pointed out that we have had a number of retirements lately and that many of these retirees had been active in committee work.  It was time for the rest of us to take up the torch.  This brought up the point that many of the committees had been created when there were more library faculty than there are today; as our numbers decreased, the percentage of us needed to serve on the committees increased.  As a final reminder, the "Library Committee Volunteer Form" needs to be returned to the University Librarian’s Office by May 1.

6.  New Business

A flyer dealing with the Faculty-Academic Professionals Retreat was distributed at the faculty meeting.  The retreat will be held May 22 in 407 Levis Faculty Center, from 9:00-1:00.  Registration forms will be sent soon. 

Sue Searing presented an anti-Chief Illiniwek petition and asked for signatures.   Al Kagan pointed out that a similar petition had been drafted and sent about three years ago and that he had reminded the panel about this petition recently.  It was felt that a second petition was appropriate.  The petition will be in Sue Searing's office until May 26 for interested faculty and staff to sign.

The text of the petition is as follows:

"We, the undersigned members of the University Library faculty and staff, call upon the Board of Trustees of the University of Illinois to retire Chief Illiniwek.

"As information professionals, we are committed to preserving the record of this controversy and to representing all points of view within our collections.  We value intellectual freedom; we value diversity; and above all, we value truth.  The truth is that the Chief

* is an inaccurate representation of American Indian culture
* is disrespectful of Native religious traditions
* undercuts the University's efforts to achieve greater diversity in its workforce and student body
* is a source of mounting discord and shame within the University community.

"We are proud to work in the University of Illinois's world renowned library.   We are not proud to be employed by an institution that is infamous for its official support of a racist symbol.  For the sake of truth, justice, and community, we believe the Chief must be retired."

7.  The meeting was adjourned at 4:20.

Respectfully submitted,

Diane Schmidt
Faculty Secretary

Present:  Paula Kaufman, Chair; Bill Brockman, Bob Burger, Margaret Chaplan, Marianna Choldin, Tina Chrzastowski, Bart Clark, Alan Conrad, Barbara Henigman, Deloris Holiman, Janis Johnston, Barbara Jones, Jo Kibbee, Sara Randall, Diane Schmidt, Karen Schmidt, Paula Watson, Karen Wei, Joyce Wright

Absent:  Lyn Jones

1.  E-reserves Committee Report (Chrzastowski et al.)

The E-reserves Committee--Tina Chrzastowski, Sue Searing, Lynn Wiley, Mary Laskowski, Karen Schmidt, and Joyce Wright--were present to discuss the e-reserves report.   (Additional committee members not present are Jenny Johnson, Aart Olsen, and Jan Predmore.)  From their study, the committee concluded that the benefits of e-reserves are phenomenal and that this library is behind many other institutions in implementation.   A list of university libraries with electronic reserves was handed out.  The task force presented the advantages of e-reserves and proposed beginning a pilot system in the Undergrad Library in Fall 2000.  After discussion, AC endorsed the plan in principle, with the intent of eventually implementing the system Library-wide.   However, because next year’s budget is unknown and the work involved required by the Systems Office could not be scheduled soon, it was decided that an implementation goal of Spring 2001 would be more realistic.  Paula asked the task force to consult with other large libraries and come up with a proposal by this summer for Library-wide implementation.

2.  Calendar Review (Clark)

Bart Clark discussed the new Library calendar for 2000-2001.  It includes the new Fall Break, which will be a full week at Thanksgiving beginning November 18 at 1:00 p.m.   A tentative schedule was modeled after Spring Break with regular hours resuming Sunday, Nov. 26.  It also follows the previous closing practices for vacations and holidays when the Library is closed Nov. 23, 24, and 25.  Bart asked AC to take the tentative calendar back to the divisions and ask if they foresee a problem with being closed three days in a row, considering that exams are fairly soon after the break.   If there is significant feedback (to Bart through Donna Hoffman), it will go back on the agenda for the next meeting.

In response to an earlier request for a calendar that has all the key regular meetings and events on it, Bart presented a basic calendar that will be added to as new meetings and events are scheduled.  It is on the web and accessible to Library personnel.   He asked AC to look it over and provide him feedback through Donna Hoffman.

3.  Catalog Policy Task Force (Burger and Henigman)

Bob Burger and Barbara Henigman discussed the previously distributed document "Report of the Cataloging Process Task Force."  They are suggesting reappointment of the Cataloging Policy Advisory Committee as the Cataloging Policy Committee.  A committee policy will be formulated soon for reading, discussion, and adjustments.  They are asking for feedback from divisions.  It is their vision that cataloging will become more centralized and take place for the most part in the Tech Services area, so materials won’t have to be shipped away from the area.  They will need a resource person to assist the committee.  On July 1, the backlog will be frozen so departments can keep up with ongoing original cataloging.  Barbara will present a plan to AC by September 21 to deal with the large backlog issue.  Bob or Barbara will visit division meetings, if they are invited, for discussions of the document.  This will be on the agenda again in two weeks.

4.  E-mail from Public Machines (Randall)

Sara Randall reported that Systems turned off the e-mail option in Netscape from public stations, added a program that keeps track of who is using it, and turned it back on.   The University has upgraded their Kerberos software, and the Systems Office will need to upgrade the logon feature on the public machines.  It is unclear if this functionality is still needed, and she asked that we consider discontinuing e-mail from the public machines.  This would mean that students could no longer e-mail materials to themselves from databases that don’t provide this service; they would have to print and pay or use the database from home or a computer lab.  They would still have telnet capability for e-mail.  She asked AC to take it back to their divisions for discussion.  It will go back on the agenda after the divisions have their meetings.

5.  Equipment Replacement Plan (Randall)

With money left in the equipment budget, Systems plans to buy approximately 90 staff PCs to replace old ones outside the Main Library or UGL.  Replacing outlying PCs will lessen the Systems Office workload.  After replacing the outlying PCs, they will begin replacing some machines on the first and third floors in the Main Library.   Other machines will be replaced during the next budget year; the machines in CIRC and public machines will be replaced in 2002.  In addition, their goal is to make sure all staff have access to a shared laser printer, primarily by next year.  An equipment survey will go out June 1.  The Systems’ web page lists all standard packages they support.  If there are needs not being met, you should e-mail Aart and cc Sara.

6.  Announcements and Updates

Paula Kaufman announced that Ann Copeland’s proposal for a serials recon undertaking will be on the agenda for the next meeting. 

GAs have been helping Bob Burger with a survey on core services.  The GAs will contact unit heads and administer the survey. 

Bart reported that he and Deloris are preparing to visit divisions for budget sessions.   Meeting with two divisions at a time is acceptable, if their concerns/needs are related.  All unit heads must attend a budget session.

Jo Kibbee commented on the News Gazette article about library security.  Bart, Deloris, and Harold have met with Undergrad and Grainger and are working on a Library-wide security plan.

Margaret Chaplan reported that Social Science would like a review of the student wage policy.  Bart reported that this is one of the budget considerations.  The goal is to have a minimum wage in the Library that is above campus minimum and competitive with the community.

Jo Kibbee asked about the Director of Services search.  A member of the search committee is leaving (L. Smarr) and has to be replaced.  The description has been sent out for committee review and should be ready to forward in a week.  Paula asked people to send names to Bart to assist the committee in getting the best possible candidate pool.

The meeting adjourned at 3:30 p.m.

Present:  Paula Kaufman, Margaret Chaplan, Tina Chrzastowski, Tim Cole, Marty Friedman, Bill Maher, Leslie Troutman

Absent:  Mary Stuart, Mitzi Williams

I.  Approval of the Past Meeting Minutes

The minutes of the April 24, 2000, meeting were approved as corrected.

II.  New Business

A.  Emeritus Status

Two retirees were considered for recommendation to Emeritus Status.  EC voted unanimously to approve the recommendations.  Paula Kaufman will follow up on the necessary papers.

B.  Request to fill EDX position

EC agreed that another person is needed to fill the vacating EDX position.  A search will begin after Nancy O’Brien returns from sabbatical.  In the interim, an additional GA will be assigned to the department.

C.  Committee assignments for promotion and tenure

Paula congratulated Leslie Troutman for assuming the duties of Chair of the Promotion and Tenure Committee.  Several promotion and tenure assignments for paper preparers and visiting committees were discussed.  Paula will contact the people involved.

D.  Brockman memo recommending RPC be reduced to five members

Bill Brockman has recommended that RPC be reduced from seven to five members.  EC voted unanimously in favor of the proposal.  The downsizing will be done by attrition.  Two of the five committee members will be continuing members, and a balance of tenured and untenured faculty will be maintained.

III.  Old Business

A. Assistant Engineering Librarian position

B.  Visiting Assistant Librarian guidelines

Tim Cole presented guidelines for the position of Visiting Assistant Librarian that he drew up at EC’s request.  The guidelines are based on Campus guidelines, as they apply to the Library.  EC made several suggestions for revisions.  Tim will make the revisions and forward the document to Bart Clark and Susan Edwards for review.   After Mary Stuart’s document on position justification guidelines is presented, EC will give Tim’s document final consideration for approval.  EC will review Campus guidelines for adjunct and affiliate positions for possible future reference.

A.  Research Programmer for Planning and Budgeting

Bart Clark’s office has been allocated a temporary/visiting position that he is planning to fill.  This will be a one-year Visiting Assistant Librarian who will serve as a research programmer for management of data.  EC agreed that a search committee should conduct a regional search.

The figures for the new budget should be available by June 5.

The meeting adjourned at 3:20 p.m.

Present:  A. Conrad, J. Gammon, T. Hooker, H. J. Kim, C. Kopp, P. Lindell, L. Roberts,
E. Schroeder, A. Schoenberg, D. Walter, J. Wiles, G. Witte

I.  Election of new Vice-chair Tony Hooker of Education and Social Science Library

II.  Minutes of the April 26, 2000, meeting were revised and approved.

III.  Reports

A.  Administrative Council

--E-mail from public terminals will be evaluated.
--90 new PCs have arrived and will replace older staff units in the outer libraries.
--The Library wants to have a comprehensive electronic review policy to work things out; a plan to have e-reserves in the Undergraduate Library is being worked on.
--Bob Burger is sending a survey on services to grad assistants.
--Security issues raised, following a News Gazette article, were discussed.
--Alan Conrad brought up student wage problems in comparison to private business wages.       We agree that the Library needs higher student wages to retain more students, without         reducing the total number of students.  Tony Hooker reported the wages of several local business.

B.  Faculty Meeting--No meeting

C.  Library Reconfig.--Nothing new to report yet

D.  Strategic Planning Committee--No meeting until June

E.  Divisional Meeting Items

--The web interface will have a new model on June 24 for the Gateway Committee.   Training will probably begin in July.

IV.  Updates/Announcements

A.  Staff training survey update--Pam Lindell reported on the survey of the effectiveness of courses taken by staff in the past.  She gave a summation of the 73 responses received.   Discussion followed on the new questionnaire to establish the parameters of Library specific computer training.  Once the questionnaires are collected and compiled, the information will be used to prepare a test class in June.   Final evaluation will be forwarded to the Head of Human Resources for future computer training programs for the Library.

B.  Parking lot lighting--Three new fixtures are up with the rest  to be replaced next week (at this point in time, they are all changed and are very effective at illuminating the west door).

C.  Library Staff Steering Committee now has an e-mail address which is lssc@library.illinois.edu .  Feel free to write us; we want to hear from you!

V.  New Business

A.  We discussed our interviews with the Human Resources Officer candidates and, following a vote, chose to endorse two candidates as equally viable.  Jane Wiles will write our recommendation to be forwarded to the search committee.

B.  Thanksgiving/Fall Break--Holiday hours issue was discussed.  The LSSC supports Bart Clark's limited hours schedule for the break.  Alan Conrad will relay our comments at the next Admin Council meeting.

C.  Bob Burger presented ideas for a model Library orientation program and asked for input of other issues/ideas.  The new Human Resources Officer will be in charge of implementation.

D.  After conferring with Library Systems Office, Gil Witte announced that he would pass on what he knows about Pine e-mail in sessions to be held in the 289 Undergrad CCSO site.

E.  Library morale issues were mentioned briefly and will be discussed further at the next meeting.  We will be looking at issues and answers.

Respectfully submitted,

Jane Gammon
Transcriber