Library Office Notes

University of Illinois Library
at Urbana-Champaign
No. 35, September 1, 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

SEPTEMBER LIBRARY EXHIBITS

Find Your Facts Here:  Government Documents is your Statistical Resource
Government Documents Library, Main Corridor, South End, Wall Display

Mexico is Celebrating 190 Years of Independence (1810-2000)
Latin American Library Display

The Olympic Games
Main Hall and Mueller Case

A History of Giving
Rare Book Room (September-October)

Lost University of Illinois - "What Once Was - What Might Have Been"
University Archives, Outside Room 19

University of Illinois Library Office of Development and Public Affairs

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Executive Committee Meeting Minutes
July 11, 2000

Present:  Paula Kaufman (chair), Margaret Chaplan, Tim Cole, Bill Maher, Mary Stuart, Leslie Troutman, Mitzi Williams.

Absent:  Tina Chrzastowski

I.  Meeting Minutes Approved

The minutes of the Monday, June 26, meeting were approved, as corrected.

II.  New Business

A.  Faculty Appointments

Applications for the interim history librarian were considered.  Stuart recused herself from the discussion.  A recommendation for the appointment was made to the University Librarian.  The search committee for the foreign and comparative law librarian has made its recommendation to fill that position.  A memo from Janis Johnston was distributed seeking approval to convert an anticipated vacancy to a reference position and make two hires from the candidate pool for the reference position search currently underway.  EC approved this proposal.  Law will still do a search for a technical services position.

B.  Visiting Committee Assignments

The following Visiting Committee assignments were made:

Chris Prom:  Bill Brockman, Sue Searing
David Ward:  Janis Johnston, Bill Mischo
Nina Davis:  Karen Schmidt, Mary Beth Allen
Lynne Rudasill:  John Hoffmann, Karen Wei
Stephen Smith:  Gail Hueting, Nancy O'Brien
Greg Youngen:  Mary Stuart, Jim Williams

Visiting Committee Substitute Assignments:

Bob Burger for Karen Wei
Richard Burbank for Al Kagan

C.  TOP (Targets of Opportunity Program) Candidate

A potential TOP candidate has been identified.  The Library has not been able to proceed with recruitment because the Provost has been on vacation and has not yet approved our request.  If the Library receives permission to proceed, the candidate will go through a regular interview process.  The candidate would be recruited for a position in the Reference Library.  The money for TOP hires comes from the Provost's office.   If hired, the money for that person stays in the library as long as she or he remains on the library faculty.  However, this policy could change, and the Library might be asked in the future to share the cost.  After approval to recruit the candidate is received from the Provost, a search committee will be formed.  Names of search committee members and the chair were suggested.

D.  Map and Geography Library positions

A request from Jenny Johnson to reconfigure map library staffing was considered.   It was agreed that the library should be more involved in digitizing maps.   Some questions were raised in connection to the proposal to create a new position for geospatial digital data, e.g., is it a full-time job; what plans are there for clearing up the cataloging backlog if the half-time cataloging position is converted to geospatial digital data; what are competing staffing priorities in the division?   Further input will be sought before a recommendation is made.

E.  Emeritus Status for John Littlewood

The letter of nomination for Emeritus status for John Littlewood from Mary Mallory was considered.  EC enthusiastically recommended that this go forward to campus.

III.  Old Business

A.  Position Justification Guidelines (Stuart, final revision)

The title will be changed to "Guidelines for Requests to Fill New or Vacant Academic Positions." The guidelines were revised and approved; they will be distributed at the next Faculty Meeting.  It was agreed that the Guidelines should also be put on the Executive Committee web page.  The document will be sent out on Libfac-L.

B.  Visiting Academic Appointments (Cole draft finalized)

Current copies of the visiting academic appointments guidelines were distributed.   Revisions have been made.  An exception to the three-year rule is that if you have a particular grant project that is for five years (for example), that person can be appointed for the life of that project.  That person cannot be moved to anything else on a temporary basis.  The "Guidelines for Creating and Renewing Visiting Academic Appointments Within the University Library" were approved.  The Guidelines will be sent out on Libfac-L and will be put on the EC website.

C.  Guidelines for Non-reappointment of Assistant Professors in Years 2-5 of the Probationary Period

EC decided to place this document on the EC website rather than the PTA website.   This document was also posted to LIBFAC-L and was distributed at the July faculty meeting.

Meeting adjourned at 3:25 p.m.

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CPAC Meeting Minutes
July 17, 2000

Attending:  R. Burbank, B. Henigman, G. Hueting, J. M. Johnson, J. Lee, L.   Romero, T. Schnell, F. Simpson, P. Smiley, M. Sroka

I.  Announcements

1.  The Administrative Council passed the revised Cataloging Task Force   recommendations at its July 3 meeting.  Barb Henigman will send a message   to LIBNEWS explaining the changes and transition that will occur with the   Original Cataloging Team.  As of July 1, the Original Cataloging Team had begun using the OCLC Microenhancer and "Not Founds" are no longer being sent to departmental libraries.  During this transition time, Henigman will  meet with departmental libraries to discuss how they will be affected.  Also, any materials remaining in the departmental libraries as  of July 1 still to be cataloged are considered backlog and will be handled  as such.  Henigman will present a plan for processing the backlog by  September 1.  In the meantime, all departmental libraries are asked not to catalog or send slips to Technical Services for processing unless the item  is of priority.

2.  This meeting is not likely to be the last meeting of CPAC as it  stands.   Henigman asked the group to review CPAC's charge and to make  suggestions to strengthen the charge of the new Cataloging Policy Committee  (CPC).  It was suggested that CPC's role of communication be strengthened  to ensure that communication is a two-way process with a review/comment period before making policy decisions.  The mechanism for reviewing draft  policy was discussed. Suggestions included posting drafts to the CPC web page, in addition to sending messages to LIBNEWS, and placing the response date prominently at the top of the message.  Also, the idea of open cataloging forums was suggested for all interested faculty and staff members modeling after the DRA Stuff sessions.  Each forum will concentrate on a specific topic and the forums will occur regularly.

II./III.  Documentation Subcommittee/CPAC and CPC Webpage

This subcommittee was discharged with great thanks.  The indexed policies on the web page will act as CPC's foundation, and CPC will clean the policies up further by taking personal names out and revising wording to reflect a general policy tone.   Placing past CPAC and future CPC meeting minutes on this page was praised.   Henigman will inquire about officially archiving meeting minutes either in paper form with University Archives or by this web page.  Other suggestions or comments should be e-mailed to Henigman.

IV.  Other Business

1.  A new location code will be assigned to the Main Stacks to accommodate materials larger than the miniature size yet smaller than paperback size.  This is in response to Gil Witte's proposal of adding a new prefix for such materials.  Betsy Krueger is already moving forward with this decision.

2.  The document concerning treatment of tdp's was determined by Karen Schmidt and Administrative Council to apply to all accompanying materials (digital and analog) with the exception of floppy disks.  There will be no retrospective activity based on this document.  David Griffiths will meet with Henigman to discuss wording.  This document is a collection policy, so the final draft will be disseminated through the Collection Development Committee.  There will be no CPAC meeting in August, in accordance with the library-wide moratorium.  Committee members will be notified of the date of the next meeting.

Submitted by,

Tammy Schnell

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