Library Office Notes

Present:  Paula Kaufman, Chair; Bob Burger, Bill Brockman, Tina Chrzastowski, Bart Clark, Alan Conrad, Barbara Henigman, Deloris Holiman, Janis Johnston, Barbara Jones, Lyn Jones, Al Kagan, Betsy Kruger, Nancy O’Brien, Diane Schmidt, Karen Schmidt, Paula Watson, Joyce Wright

Absent: Marianna Choldin, Cindy Kelly, Sara Randall

1.  Minutes from October Meeting

Item 7, near the end:  In referring to GEO, it’s not only GAs, but it also includes TAs and RAs.

Addendum:  There was a discussion about plans in case there is some kind of work action.  Paula needs to know if the divisions have a plan.  She doesn’t need to see the plan, but needs to know the plan exists.

2.  Unit Head Job Description (Bob Burger)

Some of the suggestions made at an earlier time indicated that the Unit Head Job Description needed to be made more philosophical, and the skill inventory should be relegated to an appendix.  Bob has received three written responses from divisions (Social Sciences and Education, Special Collections, and Arts and Humanities).   Several concerns were raised.  One response indicated that the description is lacking in any reference to the need for faculty leadership by unit heads.  Bob explained that this is a unit head description and not all units are led by faculty, and that is why it was omitted.  Another suggested that it might be good to add some strong statements about service to departments.  It was suggested that the language be altered to say that instead of unit head’s "presence" in units is important, it should say that "involvement" is important.  Another comment that came from a division was that the description was more targeted at the orientation process than an actual job description.  It was suggested that it might be helpful to divide it into two areas:  (1) a list of competencies and (2) the actual job description including responsibilities.  Also suggested was a category for services in the list of competencies or skills areas.  There was concern that the reason for having the unit head job description is not outlined clearly enough.  Another concern was that the document might be used for evaluation purposes by FRC.  Guidelines for the responsibilities of a unit head are desirable, but the parallelism between this and the division coordinator job description was not seen.  In the philosophical section, there needs to be more mention of communicating with the staff; it was agreed that staff has had an opportunity over the past few months to offer input (e.g. the Staff Retreat).   It should be made clear that not every unit head is expected to do everything listed.  It was suggest that a meeting of unit heads to discuss this document further might be helpful.

It was decided to come back to this at the next meeting and talk about its purpose before going any further with it.

3.  Intellectual Freedom Guidelines (Barbara Jones)

"Draft of Guidelines for Internet Use in the University of Illinois Libraries," Nov. 13, 2000 edition, was distributed.  Barbara Jones, Marianna Choldin, Nancy O’Brien, and Barb Henigman drafted a document to incorporate questions that came up at the last AC meeting.  AC agreed that consolidating all the guidelines into one document was preferable to having a separate document for the guards.   References included were ALA web sites and the Illinois Code.  Legal Counsel hasn’t been contacted yet.

The definition of pornography was discussed, along with other definitions.  AC members suggested that the "definitions" section of the document be revised so that all definitions are comparable in style and content.  The "hate speech code" section was discussed, and AC members suggested that the document’s language be changed to state something like because hate speech codes have been struck down in court, universities are using a different approach.  Barbara Jones cited First Amendment law and ALA policy that there should be no discrimination about use of library materials on the basis of content.  This applies to Internet content, too, so there is no legal reason that a library employee or guard should stop an  Internet library user from viewing any kind of content.  If the library is having a problem with certain researchers monopolizing the terminals, the library can set time limits.   However, limiting research time on the Internet should be based on demand and not on content of what is being viewed.  It is not up to librarians to define what is "obscene;" that is the job of the legal system.

It was decided that Legal Counsel needs to check this draft before proceeding, and then an invitation should be extended to Steve Veazie to attend a meeting and answer questions.

4.  Security Issues (Paula Kaufman and Bart Clark)

In the last couple of months, security issues have increased.  Paula has asked Bart Clark to be the point person on security.  Bart attended the Preserve and Protect Conference at the Library of Congress at the end of October.  His attendance at the conference made him aware of the importance of coordinating activities and covering all areas.

There is a need to coordinate security activities in general.  In some areas, there seems to be a very high theft rate of materials and personal property.   Security guards are here for security, but they are not authorized to take police action.  They can’t detain or arrest anyone.  It is important to get a clear message out throughout the libraries about what our security guards can and cannot do and what areas we need to address with security that are not addressed at  this point.  Bart is not convinced that, just because security gates have been installed and security guards are available, that all of the issues have been addressed.  It is also important that everyone understand the campus policies about moving books and materials off campus, and that these policies are being followed.

If there is an incident, the guards provide an incident report that goes to Bart and Deloris.  All reports, although they may seem trivial at the time, can be very important.  The reports are not a management device; they are a way of making sure there is a record of what is occurring.  Systematic and regular reports need to be provided.  It is important to report when materials are stolen; a pattern may be discovered. 

There is also a need for the implementation of an effective reporting scheme.  The first thing to do when a crime is committed is to call 911 and then contact the security guards.  Currently, we are down to three security guards; there has not been a security guard supervisor for about a year.

Bart believes the library is doing a good job, but it has become fragmented.  It is important to have security information available for everyone.  Paula encourages any unit that has a pattern of thefts to invite the police to come in and give an informational talk to the staff.

5.  Tangible Electronic Items (Karen Schmidt)

Karen Schmidt distributed UIUC Library Policy on Tangible Electronic Publications.   David Griffiths continues to be the lead person.  The document was approved and will be put on the web.

Karen also discussed the Task Force on Journal and E-Journal Use.  The task force was created as a result of discussions that have occurred within the last year or more.   This is a way of demonstrating what it will take to get journal use studies incorporated into our regular collections.  Karen is appointing a task force, chaired by Tina Chrzastowski, to look at this issue.  Karen is interested in getting feedback on the draft charge that she distributed.

6.  LibStaff Listserve (Cindy Kelly via Paula Kaufman)

Cindy Kelly’s office reported (through Paula Kaufman) that there are some staff who are unhappy that there is a LibFaculty Listserve, but not a listserve for LibStaff.   If this will help with communication, it was agreed that the suggestion be implemented.  There have also been complaints that there is a communication backlash, i.e., there is too much on LibNews, LibFac, inundating the airwaves.

7.  Budget Discussion (Bart Clark)

Budget information packets were distributed at the meeting.  Annual Reports were not included; they are available on the web.  Requests of the divisions and the individual unit requests from the divisions were included, as well as explanatory letters for academic personnel requests.  The total request for operations is over $2 million.  Each unit will be given up to five minutes at the upcoming budget hearings to present key highlights about their budget requests.  All questions will be held until the end.  It may be necessary to have a second meeting to complete the process.   After the presentations are made, the Executive Committee will meet separately, as will the Administrative Council.  The process is open, and it is encouraged that the information be shared.

8.  Announcements/Updates

There is concern that DRA will be down all day on Thanksgiving.

It was requested that the minutes of the meetings go out earlier.

There was a brief discussion about remote storage and the possibility of assigning a task force.

Bart Clark’s office is working on a cell phone policy.

The meeting adjourned at 3:30 p.m.

Present:  Paula Kaufman, Chair; Bob Burger, Bill Brockman, Bart Clark, Alan Conrad, Barbara Henigman, Lyn Jones, Janis Johnston, Al Kagan, Cindy Kelly, Betsy Kruger, Bill Mischo (for Tina Chrzastowski), Sara Randall, Diane Schmidt, Susan Schnuer (for Marianna Tax Choldin), Paula Watson, Joyce Wright

Absent:  Barbara Jones, Deloris Holiman, Karen Schmidt

1.  Serials Retrospective Conversion Report (Ann Copeland)

Ann Copeland distributed the report of the Serials Retrospective Conversion Task Force. Ann will send out a final version of the report after changes have been made.  The report included a history/background of automation at UIUC as it relates to serials, serials reconversion attempts/projects, and the impact of serials cataloging rule changes.   The task force made three recommendations and offered a recommended action plan.   They estimated that about 200,000 serial titles would need to be either recataloged, enhanced, or cataloged at a cost of about $150/title.  The report suggests looking at currently received journals first.  In the future, faculty and collections people should be consulted regarding some of the key collections hidden in the stacks; grant money will be necessary.

Action Plan:  Take approximately 500 titles of the 143,000 short UC records to analyze more specifically.

Ann suggested that a GA would be able to start work on the project with current resources anytime.

There were no objections to proceeding.  Paula asked about the follow up; continuation of the project will be discussed later.

2.  Faculty Positions Requested in Budget Process (Bart Clark)

Bart Clark handed out two charts:  Priority Academic Requests and Thematic Academic Requests.  He explained the charts and the priorities.  The charts are to help understand the new academic positions and keep with a thematic approach.  The charts are the first step that we are taking as a Library to tie the requests together with the budget.  Bart would like to hear any concerns as the budget develops.   He stated that the budget request will be set at $4 million recurring.  Paula e-mailed the Provost to see if we can lobby IBHE for a higher percentage increase for inflation, since this won’t cover inflationary costs.  Without the extra money, we would have to cancel serials.  Bart will have an update on the Web by next week.

It was stated that the themes are a good idea; however, the divisions should be considered.  Both the thematic and priorities should be looked at together.   Bart stated that it would definitely happen jointly.

3.  Changes Suggested by EC to Division Coordinator Job Description (Barb Henigman, Betsy Kruger, Bob Burger)

Bob Burger went over the changes to the Division Coordinator job description.  It was agreed that non-unit heads should not be considered for the position.  The minor word changes will be as follows:  change "extensive" to "ongoing," keep "improving," change "responsibilities" to "carrying out," and replace all "faculty, staff and student" statements with "all division members."  All changes were approved, and Bob Burger will send out a revised version of the description.

4.  Policy for Local Food Reimbursement (Bart Clark)

Bart Clark went over the Campus Policy on local food reimbursement.  He stated that meals should be limited.  The policy does not allow for reimbursement for staff get-togethers, snacks in the Library, or after the fact reimbursements (without authorization).  Interview meals are authorized.  It was suggested that box lunches are a possibility and that dining services is available for such meetings.   Betsy Kruger asked about the possibility of obtaining a P-Card for the search committees.  Bart thought it was a good idea and will check into  the possibility.

5.  Updates, Announcements

Betsy Kruger announced that CPS adopted a project, Services for Remote Library Users, to work on within their division.  They will examine issues that are hampering consistent access of off-campus patrons for research, etc., to library collections.   Betsy will send out an email to share the particulars.

It was suggested that everyone send task force reports to the Systems Office for posting on the Web.

Bob Burger announced that the final ARL Seminar is scheduled for February 8 and 9, 2001.  The purpose of the seminar is to develop mutual goals.  Bob is urging everyone to take advantage of the seminar.

Paula Kaufman announced that she is serving on a panel that is looking at ways to improve the National Agriculture Library.  Paula would like any comments or suggestions.

Paula Kaufman announced that once again the students have complained to the Provost that there are not enough study areas on campus.  The Provost asked Paula for her comments.  Security is a concern when students are using the Library.  Paula will keep everyone updated on the issue.

The meeting adjourned at 2:45 p.m.

Present:  Paula Kaufman, Chair; Bob Burger, Bill Brockman, Marianna Tax Choldin, Tina Chrzastowski, Bart Clark, Alan Conrad, Lisa German for Barbara Henigman, Deloris Holiman, Lyn Jones, Cindy Kelly, Larry Miller, Nancy O’Brien, Diane Schmidt, Karen Schmidt, Paula Watson, Joyce Wright

Absent:  Janis Johnston, Barbara Jones, Betsy Kruger, Sara Randall

1.  FY2002 Budget (Clark)

Bart Clark distributed two handouts for the budget discussion.  Both were dated 1/10/01.

At the end of the shorter handout, the Campus request to include AITG in the Library budget is indicated; however, the budget total on the shorter handout does not include AITG.

In the longer handout, priorities included were from one through seven.  Items that were not acted on are identified, so everyone will know how requests were handled.   Items shown without a priority number came from the Budget Group.  Notes on the longer handout mean that they made it onto the short list.  No requests were deleted from the longer list, and only items that are being requested on the official budget are listed on the shorter list.  It wasn’t possible to address any requests above priority seven.  Requests at seven or below may or may not have been addressed.

The requests from the Art and Architecture Library will be dealt with through internal reallocations.  "Internal reallocation" means that, if a request is approved through regular procedures, money will be found to support it after the normal request process is completed.

User Ed Library requests have been deferred until the User Ed Coordinator is in place.

Supplies and most service items were requested last year and are re-requested this year.  On page 8 of the long set, services that will be included are indicated.   Other services will be addressed through internal reallocation.

The blank spaces under "Notes" are covered by the notes above them.

The lines for requests for grad assistants and student hours were left in.  The amounts will be determined after we know what the final budget allocations are.

Two positions were requested in ACES.  One is being funded initially, and the need for the second position will be determined after the new library opens.

These are internal documents that will become one external document.  The first external review will be next week at the Senate Committee on the Library meeting.  A rough draft and narrative will be on the web today; all edits are welcome and will be addressed one at a time.  There will be a notice on LibNews whenever there is a new version of the budget up on the web.  To avoid confusion, the longer document will be pulled on January 24.  After Wednesday’s SLC meeting, changes will be made considering their input and suggestions.

Paula will be away the week of January 22.  All substantive changes will be made by January 19, editing will be completed by January 23, and the budget will be turned into Campus by the January 25 deadline.  The Library Budget Hearing is scheduled for February 19.

Everyone was reminded that all of the figures are requests.  There is no cash available at this time, and indications are that the budget will not be filled at the level it was last year.  Bart noted that price increases on the shorter list are based on 5%; realistically, this may be reduced to 3%.

When we are notified how much money is being allocated to the Library, the Budget Group will meet to decide how the money will be allocated internally.

The meeting adjourned at 9:35 a.m.

Attending:  Chrzastowski (Chair), K. Schmidt (visitor), B. Kruger, L. Wiley, L. German, C. Quinn, D. Ward, P. Watson

The first meeting of this Task Force resulted in a list of tasks to accomplish and questions to answer.

There are three main areas we plan to concentrate on to meet the charges given to the Task Force.

1.  Design and test a methodology to conduct a simple print journal-use study for UIUC Libraries.  Consider that libraries may have materials in locations other than the departmental library.

- Use of barcode scanners and the "NC" charge option in DRA.  (Betsy will send out an example from the latest STX report and consult with Brenda Breezel about reports from DRA using this feature).

- Time frame for study/studies (3 months?  6 months?  if "NC" methodology works well, continuous studies?)

- Multi-site collection issues (simultaneous studies in identified departmental library and STX?  How do we set up DRA reports for multi-site studies?)

- Review circulation policies and use (can we combine regular journal circ stats with NC charges?)

- One use study is good, but longitudinal data really begin to tell the story.   What timeframe do we recommend for follow-ups?  Or will continuous data collection be feasible?

- Explore the option of using portable bar code scanners and the DRA NC charge.   (How many portable scanners would we need?  How much are they?)

2.  Collecting and posting electronic journal use statistics

- Publisher-generated use data (Paula W will gather info about database and journal use we presently get.  We also need to query fund managers for data they might be getting.  See for example:  http//www.library.uiuc.edu/chx/acsstats-jul2000.htm where CHX posts our ACS e-journal use stats.  What other librarians are receiving this information directly?).

- Locally generated e-journal use data (John Weible will attend the February 14 meeting).

- Collect and post e-journal use data (Once we get these data, what do we propose to do with them?  How do we get them to a comparable state?  How should they be collated:  by month, 6-months, annually?)

- Can we use the 856 field links in DRA to count local  journal use going through the catalog?

3.  Collective Collection Assessment Reporting.  We envision a web page with multiple links to use and use-related data.  These data would help to answer the question, "how do patrons use our collections?"  The collected data could include, for example:

- Journal use study statistics
- E-Journal use statistics
- Database use statistics
- Copier statistics
- Turnstile counts
- Printing services statistics
- DRA circulation statistics
- Gateway hits
- Others?

OTHER:

A forum is envisioned to discuss the Task Force's findings and recommendations.   One of our main goals is to remind people that there is not necessarily a correlation between high use and "good."  The purpose of doing a variety of measuring is to simply find out how users use our libraries and our collections, and how that use might change over time.

The Task Force will look at sponsoring speakers or a symposium on collection assessment.

Our next meeting will be January 31 at 11:15 in Room 428.

(Tina E. Chrzastowski)

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

JOB, TITLE, LOCATION, CLOSING DATE

Librarian, Digital Resources Coordinator, Princeton University Library, Princeton, NJ; applications accepted until position is filled.

Director of Public Services, University of Oklahoma, Norman, OK; open until position is filled.

Rare Book Coordinator, Special Collections Department, University of Chicago, Chicago, IL; applications accepted until position is filled.

Assistant Director for Projects and Services, Digital Library Program, Indiana University, Bloomington, IN; applications accepted until position is filled.

Reference Librarian, Electronic Reference Services, University of California, Irvine, CA; applications accepted until position is filled.

Science Librarian, State University of New York, Stony Brook, NY; applications accepted until position is filled (two positions are available).

University Archivist, Department of Special Collections and Archives, University of California, Irvine, CA; applications accepted until position is filled.

Science Librarian, University of California, Irvine, CA; applications accepted until filled.

Librarian, School of Information and Library Science Library, The University of North Carolina at Chapel Hill, Chapel Hill, NC; February 12, 2001.

University Office for Academic Policy Analysis, University of Illinois, Champaign, IL;   February 12, 2001.

Development and Public Relation Librarian, University of Nebraska, Lincoln, NE; February 15, 2001.

Librarian for Educational Technologies, North Carolina State University, Raleigh, NC; open until filled.

Assistant Head, Cataloging Department, North Carolina State University, Raleigh, NC; open until filled.

Head, Design Library, North Carolina State University, Raleigh, NC; open until filled.

Director, Oral History Program, University of California, Los Angeles, CA;.February 15, 2001.

Coordinator for Human Resources and Diversity Programs, University of Iowa, Iowa City, IA; February 16, 2001.

Director, Geospatial and Statistical Data Center, University of Virginia, Charlottesville, VA; open until filled.

Assistant Life Sciences Librarian, Purdue University Libraries, Lafayette, IN; February 15, 2001.

Reference and Instruction Librarian, Undergraduate Library, Purdue University, Lafayette, IN; February 15, 2001.

Mathematical Sciences and General Sciences Librarian, Purdue University Libraries, Lafayette, IN, February 15, 2001.

Media Archives Archivist, University of Georgia, Athens, GA; February 16, 2001.

Director of Libraries, Washington State University, Pullman, WA, February; 16, 2001.

Director of Libraries, Florida State University, Tallahassee, FL; February 19, 2001.

Coordinator for Bibliographic Control and Electronic Resource Service, Colorado State University Libraries, Fort Collins, CO; February 19, 2001.

Social Sciences/Education Librarian, Rutgers, the State University of New Jersey, New Brunswick, NJ; February 28, 2001.

Digital Initiatives Librarian, Rutgers, the State University of New Jersey, New Brunswick, NJ;  February 28, 2001.

Instructional Services Librarian (two positions) Rutgers, the State University of New Jersey, New Brunswick, NJ; February 28, 2001.

Head, Information Services Department, University of Alabama Libraries, Tuscaloosa, AL; February 28, 2001.

General Reference & Information Service Librarian, Indiana University-Purdue University, Fort Wayne, IN; March 1, 2001.

Two Electronic Access Reference positions, University of Delaware Library, Newark, DE; March 5, 2001.

Spanish/Portuguese Cataloger, University of Kansas Libraries, Lawrence, KS 60045; March 5, 2001.

Map/GIS Librarian, University of Oregon, Eugene, OR; March 16, 2001.

Associate University Librarian for Digital Library Systems, Rutgers, The State University of New Jersey, New Brunswick, NJ; review of applications begins immediately.

Data Services Specialist, Princeton University Library, Princeton, NJ; review of applications begins immediately.

Librarian, Population Research Library, Princeton University Library, Princeton, NJ; April 1, 2001.

(Joyce Lowder)