Library Office Notes

Absent:  Bob Burger, Lyn Jones, Karen Schmidt

Paula Kaufman welcomed Larry Miller to the group and said farewell to Sara Randall.

1.  Proposal to Open Main Bookstacks to Undergraduates (Kruger)

Betsy Kruger led a discussion on the proposal to open the main bookstacks to undergraduates.  The proposal lists people who currently have access; Betsy pointed out that undergrads from other universities and the general public would not have access.   Most courtesy card users do not have bookstacks access.  Occasionally, some of these users request access for particular research needs and generally it is granted.

The pros and cons of opening the bookstacks to undergrads are outlined in the report.   Some of the pros include better access, ability to browse what’s there, more extensive use of a great collection, and a new and visible initiative to benefit undergrads.  Some of the cons include not enough space to use materials, security issues, and preservation issues.

Published studies suggest that with open bookstacks, we are likely to see a lower rate of circulation, building use would tend to increase, and there would be increased costs relating to collection maintenance.

January 2003 is the preferred opening date to allow time for remodeling the entrance desks, for sorting out medium rare items that need more protection, and for remote storage transfers.  Costs will include remodeling of the back circulation desk, telephones on all decks, improved signage, additional workstations, advertising for opening, improved public address system, fire and building inspections, additional photocopy machines, additional security guards, and increases in student wage budget.

AC supported the proposal and suggested special education and orientation for the opening, a journal section, and consideration to locate all microfilm readers in one area.   There was concern about budget issues and congestion in popular areas.

Betsy will post the report on LIBNews and discuss it with the Executive Committee.   An Open Forum will be planned.  There will also be discussions with the Senate Committee on the Library and the University Librarian’s Student Advisory Committee.

2.  Cataloging E-Serials and Monographs at UIUC (Henigman)

Barb Henigman led the discussion of cataloging e-serials and monographs at UIUC.   Since we are acquiring more and more, we need Library wide discussions on policy and the role of the on-line catalog.  The pros and cons of different approaches are listed on the handout she presented.

There are many issues involved that need to be addressed such as (1) What is the role of the library catalog as we move toward the future?  (2) Do we need a framing document?  (3) What is the role of the on-line catalog at UIUC?  (4) What are our peer institutions doing?

The LIT Committee has been working on a proposal for an E-Resources Task Force that should be ready soon.  CPC will work on interim guidelines for getting things in the system right away so important materials can be accessed.

3.  Proposals from DRA Circ/ILL Team (Kruger)

Betsy presented four proposed policy statements from the DRA Circ team, "Quick Synopsis of Claim Return Policy," "UIUC Library Claim Return Policy," "UIUC Library Claim Return Policy and Procedure (draft)," and "Proposal to Administrative Council for Appeals Board (draft)."  When the Library converted to DRA, many records converted to a missing status.  A problem with the missing status continues.  These statements will help address those problems and should be taken back to the divisions for discussion.  They will be put back on the AC agenda when they are ready for new discussion.

4.  Gifts Processing (Schmidt)

Karen Schmidt was unable to attend the meeting.  Gifts Processing will be on the agenda again at a later date.

5.  Posting Signs (Clark)

Bart Clark distributed a statement, "Sign Posting Policy."  Signs posted on the Library doors can only be related to the Library.  All other signs should be pulled off and sent immediately to Cindy or Bart, if they are malicious.  Within units, posting of signs is left to the discretion of the unit head; they may educationally relate to library users.  Bart will rewrite the policy statement to include AC suggestions and distribute it again.

6.  Announcements and Updates

Joyce Wright distributed "Results of the Undergraduate Library Electronic Reserves Survey, Fall 2000."  The e-reserve group will present more information and a report in June.

Marianna Tax Choldin announced the Dowling/Gordon (ALA) visit for February 6 and invited everyone to attend the presentation and reception.

Bart Clark gave an update on the coffee service in Undergrad.  There should be something in place in about seven weeks between the tunnel and the Undergrad Library.   Bart will rewrite the food and beverage policy relating to library users for the next meeting.

Bart gave an update on the Library reconfiguration project.  There is a meeting in a week that will be followed by a new schedule.  Construction is likely to start this summer.

Paula Watson reported that there should be a final agreement with Elsevier soon.

Betsy Kruger reported that an 800 line is being set up for remote users of the Library.

Paula Kaufman announced that there will be a meeting next week about updating the network wiring in the Main Library and the Undergrad Library.  Technology solutions for wireless networks are getting close, and a pilot project is forthcoming.

Paula Kaufman reported that Lyn Jones was in Florida at UI Foundation events.   There is a green light on a three-year Library campaign with help promised from the Foundation.  Lyn will serve as the Campaign Director; she and her staff will visit every unit head this semester to talk about the campaign.  It is anticipated that campaign funds will go to collections, preservation, facilities, and endowed positions.   Bart will generate a list of named opportunities.

Tina Chrzastowski reported that the task force on journal and e-journal use is progressing.  Their minutes will be posted in LON.

The Executive Committee will meet next Monday and advise Paula on the Acting Head of Systems.

Betsy Kruger led AC in wishing Sara Randall well and thanking her for her help and support.

The meeting adjourned at 2:55 p.m.

Administrative Council Meeting Minutes
February 19, 2001

Present:  Paula Kaufman, Chair; Bill Brockman, Bob Burger, Marianna Tax Choldin, Tina Chrzastowski, Bart Clark, Alan Conrad, Barbara Henigman, Deloris Holiman, Janis Johnston, Barbara Jones, Roxanne Frey for Lyn Jones, Cindy Kelly, Mary Mallory for Betsy Kruger, Larry Miller, Nancy O’Brien, Diane Schmidt, Karen Schmidt, Paula Watson, John Weible, Joyce Wright

Absent:  Marianna Tax Choldin

Paula Kaufman welcomed John Weible who is replacing Sara Randall; Mary Mallory, proxy for Betsy Kruger; and Roxanne Frey, proxy for Lyn Jones.  She congratulated Bob Burger on his new position as Associate University Librarian for Services.

1.  Performance Evaluation (Cindy Kelly)

Cindy Kelly presented three documents:  Performance Evaluation for Non-Probationary Employees, Performance Review for Civil Service Employees, and Open Range Performance Evaluation Program.  Vice Chancellor for Administration and Human Resources Charles Colbert has mandated that all Civil Service employees, including Open Range employees, will have a performance evaluation once a year (the first year begins April 1, 2001, and ends March 30, 2002).

The Performance Evaluation for Non-Probationary Employees is a recommended form from PSO; the Library can create a form specifically for Library employees and their needs.   AC suggested a form with a more positive name to include goal setting and improvement opportunities that could lead to classification upgrades and salary increases.   One suggestion was to review the document used for Academic Professional evaluations; it is a good tool that includes goals and conversation.

Cindy has presented the mandate to LSSC.  She will put the form on LIBStaff, ask for comments and recommendations from Library staff, and hold information sessions.   Supervisor training sessions were recommended as well. 

Bart Clark reminded AC that bargaining units represent staff and LSSC is an advisory group only.  The bargaining units are the official representing units, and the stewards are the official contacts.

2.  Gift Processing (Karen Schmidt)

Karen Schmidt led a discussion on Gift Processing.  Sharon Clark is leading a task force on gift processes; she was present for this portion of the meeting.   Karen’s staff is handling gifts, but more accountability is needed and statistics need to be kept.  A form was presented with a flowchart to follow and a copy of a transmittal form that should be filled out for gifts received.  The Business Office ultimately has to have inventory information and share information with the UI Foundation.  The Library Development Office needs to be informed of any gift, regardless of size; thank yous have to be sent.

The flowchart is designed to account for mainstream and special gifts.  A database will be developed to show where we are in the process.  This will also be discussed at CDC.

3.  Unit Head Description (Bob Burger)

Bob Burger led a discussion of the Unit Head Description.  AC last looked at the document on November 27.  Bob has incorporated suggestions received since then which were basically added to the skills inventory in the appendix.  The document states what a unit head does and gives guidance for what it is that Unit Heads are supposed to be doing; it is moving toward goal setting.

Bob will incorporate new suggestions and send it out for e-mail responses.  AC tentatively accepted the document pending the new revisions.

4.  Women and Gender Resources (Paula Kaufman)

Because of Beth Stafford’s retirement, there have been suggestions that this would be a good time to evaluate the placement of the Women and Gender Resources Library in the Library organization.

Nancy O’Brien reported that the Social Sciences Division has discussed the issue.   There was agreement in the division that the unit needs better access, better hours, and needs to be merged with another unit.  There was a lot of support to move it into the Education and Social Science Library because they purchase some of the same titles; share interests; provide services to some of the same graduate, undergraduate and community users; and are open many more hours.

Larry Miller reported that the Area Studies Division agreed about the need for better access and hours, and that the planned merging of the Africana, Afro-Americana, Latin American, and Women's Studies units in one space with a central service point would facilitate the desired expanded hours and better access.

It was pointed out that the present unit has an international reputation and is a stand alone unit.  Merging might present problems in recruiting a new librarian.   Because of ethnic and racial diversity considerations, it might be premature to move the unit out of Area Studies.  There also may be political issues involved in keeping the unit separate because of faculty and student interest in wanting it to remain in Area Studies.

Space issues will be easier to deal with within two or possibly three years.  This time frame would make recruiting easier.

Paula will discuss the issue with EC at their next meeting and discuss it again with AC.

5.  Posting Signs (Bart Clark)

Bart Clark presented a revised Sign Posting Policy which reflected the suggestions made at the last AC meeting.  It was approved with no objections.

6.  Change of Unit Names (O’Brien)

Nancy O’Brien raised some issues about the two recent library unit name changes.   She suggested that a process be put in place whereby discussions would be held to consider all the implications of a unit name change before it is approved.  The Latin American and Caribbean name change wasn’t controversial; however, the change of Women’s Studies to Women and Gender Resources has major implications.  Nancy suggested that a proposal for a unit name change should come to AC first to air implications to the collection.  She would like to see EC address the issues, too, and possibly hold an Open Forum to provide an opportunity for all of the issues to surface and to be discussed.

7.  Announcements and Updates

Joyce Wright encouraged everyone to try the library real-time reference pilot.

Paula Kaufman announced that wiring upgrades will begin this summer for Undergrad and follow in the Main Library.

The meeting adjourned at 2:54 p.m.