Library Office Notes

Present:  Paula Kaufman, Chair; Bob Burger, Marianna Tax Choldin, Tina Chrzastowski, Alan Conrad, Richard Griscom, Deloris Holiman, Barbara Jones, Lyn Jones, Betsy Kruger, Nancy O’Brien, Diane Schmidt, Karen Schmidt, Paula Watson, Karen Wei, John Weible,

Absent:  Bart Clark, Barb Henigman, Janis Johnston, Cindy Kelly, Joyce Wright

1.  Approve Minutes

The minutes of the March 5, 2001, meeting were approved as corrected.

2.  Budget Update (Kaufman)

Paula Kaufman reported that the Governor’s budget has been stripped of the 3% inflationary increase for library materials and utilities.  The Library may still receive the same or all of the inflationary increases; however, we won’t know until the final budget is available in late May or early June.  The Budget Subcommittee will be able to make firm plans at that time; in the meantime, their two priorities remain (1) not to cancel subscriptions, and (2) to add more electronic resources.

3.  Systems (Kaufman)

Paula reported that she wants to discuss the organizational location of the Systems Office and the level and person to look for to fill the position of Director.  She has already met with EC, and will meet with the people from the Systems Office tomorrow to get their input.  She would like input from AC and LITC members as well.

AC discussed the position in detail and considered three possibilities:  (1) one high level person who would oversee both digital/research and service issues, (2) two centralized efforts, one for digital/research and one for day-to-day service, or (3) a central office for services with the other activities diffused into the units as it is now.  AC agreed that they would like a "guru" at the head with a large staff to cover research and the day-to-day problems.  They would also like flexibility to work on their own as they are capable.  Regarding faculty vs. academic professional, AC agreed that they want the best person available.

4.  Proposed Task Force on Access to Collections (Burger, Schmidt)

Bob Burger and Karen Schmidt led a discussion on a proposed task force, referring to the document, "Task Force on Access to Collections," which was distributed before the meeting.  After discussing the document and offering suggestions for improving it, AC approved establishing the task force.  In the next week, AC members will forward names for the task force to Bob and Karen, and they will propose a task force for approval at the next meeting. Staff and faculty will be considered for a total of no more than ten members.

5.  Faculty Assessments (Burger)

Bob reported that we have been talking about faculty assessments for decades.   Last fall, Paula and FRC met with Tina Gunsalus who urged them to come up with something other than self reporting and said that self reporting is not really a means of evaluation.  The meeting with her focussed on the Promotion and Tenure process and the importance of specifying criteria for promotion.  If criteria are not specified, those considering the promotion and tenure papers have no way to compare a candidate against criteria.  Campus is waiting for Communication 21, which will address faculty reviews.  In the Library, determining who would evaluate how well goals were being met would be difficult, but could entail supervisors, users, and people in the department.   Training in faculty assessments would be necessary.  Paula will get in touch with Beth Woodard, Chair of FRC, to clarify the issues and to encourage FRC to keep working toward a better assessment process.

6.  Change of Unit Names (Kaufman)

Paula reported that the Library needs a process that is appropriate for changing unit names.  It was suggested that a unit name change should start in the division with the practical issues going to AC and with the collection, faculty assignment, and unit overlap issues going to EC.  Name changes have budget, personnel, title, and location implications.  Constituents involved should also be consulted in the discussions.

7.  Announcements and Updates

Betsy Kruger presented four policy statements at the February 5, 2001, meeting.   Having heard no objections from divisions, AC approved them.  Betsy will send out a final version incorporating suggested minor changes. 

Paula Watson reported on the status of the contract with Elsevier, which is nearly complete.  We will have a term two-year agreement through December 31, 2002.

Lyn Jones asked AC to send her some specifics as to how faculty activities or positions would be enhanced or changed with endowment funds; foundation staff would like examples.   Tickets will be available soon for the Shana Alexander event which will be at 3:30 p.m. on April 17 in Foellinger Auditorium; she and Barbara Jones are working on the event.

The meeting adjourned at 2:55 p.m.

Present:  Paula Kaufman (chair), Margaret Chaplan, Tim Cole, Richard Griscom, Beth Sandore, Sue Searing, Mary Stuart, Leslie Troutman, Beth Woodard

Guests:  Betsy Kruger and Peggy Steele

Kruger and Steele were present to provide EC with an update on the online integrated system software selection process.  They distributed the following handouts:

· "Toward Selecting a New Integrated Library System," article by Betsy Kruger for the current issue of The Navigator

· Proposed Timetable for ILCSO Integrated Library System RFP Process

· Copy of letter to Finalist Vendors for RFP Q202 from Kristine Hammerstrand with follow-up questions on proposed configurations

· Copy of letter to SATF from Betsy Kruger regarding autonomy issues

· UIUC Library Comment Form for ILCSO Vendor Demos

The overriding concern for UIUC relates to issues of local control and ensuring that whatever system chosen works for us.  Functionality, rather than the speed of implementation, will be a major deciding factor in choosing a vendor.  The discussion ranged over the following topics:

· local control
· resource-sharing ability of the various systems
· methods of gathering information from vendor customer libraries and the and users of vendors' systems
· the structure of the upcoming demonstration sessions and the attendance of non-library persons and groups who are interested
· soliciting input from campus groups concerned with the library, such as the SLC, deans and department chairs, Paula's student advisory group
· the length of the testing period (ideally 5-6 months) and the importance of being able to use our own database in the test
· the benefits of running DRA parallel with the new system for a period of time after implementation
· the importance of spelling out an implementation agreement before the contract for the new system is finalized

Since there may be severe space limitations at the demos in 190 Engineering Sciences Building, EC suggested that the SATF investigate the possibility of streaming video or taping the demos and making them available via a web site for the staff at other ILCSO libraries and for interested individuals who may not be able to attend.

I.  Approval of the Past Meeting Minutes

The minutes of the March 7, 2001, meeting were approved with two minor corrections.

II.  Announcements

Paula announced that a spousal hire for a cataloging position has been made and the person will begin in September.

The Oak Street remote storage facility schedule is slipping.  A power line that is in the way of construction needs to be moved, and it is estimated that it could take six months to do all the necessary preparation and work.

Paula provided an update on Phyllis Danner's condition and said she is doing some work at home.

Because time ran out, EC will try to schedule another meeting to discuss the remaining agenda items.

The meeting adjourned at 3:00 p.m.

Present:  A. Conrad, L. Engels, R. Jahr, H. J. Kim, P. Lindell, T. McCoy, S. McFarland, E. Schroeder, J. Somera, G. Witte

I.  Minutes of the March 14, 2001, meeting were revised and approved.

Corrections to the Minutes of March 14, 2001:

B.  New CSE hires -- New security guards:  Michael LaMont and Melinda Bush.

The security guards, Michael LaMont and Melinda Bush, are extra-help, not CSE.

II.  Reports

A. Admin. Council -- Minutes posted, highlights are:

- The supplemental budget increase was axed by the Governor.  The Library won't know the full impact until the actual budget comes out.

- Systems Office.  Before opening the search for the director of the Systems Office, the Library will be looking at the structure of the Office and the scope of work the director will have.  The matter has gone back to EC for review.

- Bob Burger announced the Task Force on Access to Collections.  This seems to be focused primarily on access to the Library's e-collection.  Bob asked for names of volunteers to serve on the task force, including CSE staff.

- Bob Burger brought up faculty assessments/reviews.  While the campus is mandating annual reviews of CSE staff, it is anticipated that annual faculty assessments will begin next year (Provost #21).

- Discussion continues regarding name changes for units.  There is concern about this issue and the fact that there is no formal process for name changes at this time.

- Betsy Kruger presented the Claim Return document and Appeals Board document for approval.

B.  Faculty meeting -- Minutes posted, highlights are:

Shana Alexander event to celebrate the gift of her papers will be held on April 17 in the Foellinger Auditorium.  Admission is free, but tickets are required.   Tickets are available upon request from the Library Development Office.

User Education Committee Report (Bob Burger and Sue Searing)

- Discussion of a User-Education Coordinator position

- Report of the Library's progress in user education

- Handout of four documents:

Committee Handbook Description of the User Education Committee
User Education Committee Accomplishments List (Jan. 2000-Mar. 2001)
Mission Statement for the University Library Instruction Program
"Thoughts" on User Education Coordinator Position dated 3/23/01

- User Education Coordinator position has been in the Library's Strategic Plan since 1998.  This position should be responsible for the development of new user-education programs as well as developing relationships throughout campus to facilitate the provision of user education in various library units.  Among her/his roles:  instructor, consultant, coordinator, central contact person, promoter

Proposal to Open the Main Bookstacks to Undergraduates (Betsy Kruger)

Open forum held that morning.  Discussion focused on:

1.  Concerns for the security and preservation of library materials and user safety

2.  Obligation to provide access to the collections

- Plans must be coordinated with the Oak Street remote storage facility, identification of materials to be relocated to the facility, the migration to a new online catalog

- Betsy reviewed one-time and recurring costs involved

- Projected date is 2003.  Consensus voiced that we be ready before this becomes a reality.   Much preparation anticipated

Commencement Weekend

Roxanne Frey announced that the  first floor of the Library building will be open Commencement Weekend to allow graduates and their guests an opportunity to view the Bronze Tablets.  The building will be open May 12 and May 13 from 1:00-5:00 p.m. each day.   The Welcome Desk group will have volunteers to man the Welcome Desk to answer questions and Central Circulation will have staff present to accept Library materials being returned.  Security guards will be in place to keep activity on the first floor.

Library Staff Retreat May 14

All permanent staff are encouraged to attend.  Coverage should not be an issue or prevent any library staff member from attending.  Major units will be staffed with GA and students.  Smaller units will be closed, if there are insufficient GAs in the unit or division to provide coverage.  Announcements will be made to the campus to this effect.

III.  Updates/Discussions

A.  Election guidelines sub-committee.  Reviewed progress to date and distributed forms and ideas for full LSSC input, primarily the form/format of ballots and how they are to be returned.

B.  Forum regarding Opening the Bookstacks.  Gil Witte summarized input received at the forum.

IV.  New Business

A.  Oak Street facility.  Gil Witte reviewed discussion of the selection committee.  Since the facility will not be 'browse-able', we will need to look carefully at what materials are sent.  This is an ideal opportunity for the Library to really look at our collections and how they are organized, especially in light of the possibility of opening the Bookstacks.

B.  Gil Witte asked committee members to poll their divisions as to whether CSE staff would like to have input into the annual evaluation process of Library administrators.  Although it is too late for this year, if CSE staff would like to provide input, then LSSC needs to forward a formal request to Paula Kaufman to present to EC.

C.  Jane Somera brought the announcement of this year's Reaching Forward South Conference to be held in Springfield in September.  Agenda items look interesting and informative this year, including a program on book mending.  Pam Lindell is pursuing Conference sponsorship from the Library with Cindy Kelly.  Announcements will be forthcoming once the actual number of sponsored attendees is decided.

D.  Copies of the Morale Document and the minutes of last years CSE retreat were distributed so that committee members can discuss progress at the next meeting.

Tonya McCoy
Secretary

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

Assistant Librarian for the Marquand Library of Art and Archaeology, Princeton University, Princeton, NJ, applications accepted until the position is filled.

Cataloger, University of Oklahoma, Norman, OK, applications accepted until filled.

Part-Time Children’s Services Library Assistant, Kenosha Public Library, Kenosha, WI, April 18, 2001.

Director of Blind and Physically Handicapped Services, DuPage College, Geneva, IL, April 20, 2001.

Resource Sharing Specialist, DuPage College, Geneva, IL, April 20, 2001.

Head, Catalog-Bindery Division, University of California, Los Angeles, CA, April 20, 2001.

Director, Hardin library for the Health Sciences, University of Iowa, Iowa City, IA, April 27, 2001.

GIS Services Librarian, University of North Carolina at Chapel Hill, Chapel Hill, NC, April 30, 2001.

Library Director, Kaneville Public Library, Kaneville, IL, applications accepted until filled.

Assistant Head of Access Services, University of Georgia, Athens, GA, May 7, 2001.

Science Reference/Electronic Services Librarian, University of Oregon, Eugene, OR, May 11, 2001.

English Literature Bibliographer, University of Texas, Austin, TX, May 15, 2001.

Catalog librarian, Law Library, University of California at Los Angeles, Los Angeles, CA, May 15, 2001.

Head, Technical Services and Digital Access, University of Tennessee, Knoxville, TN, May 15, 2001.

Digital Initiatives Librarian, University of Nebraska, Lincoln, NE, May 15, 2001.

Head of Library Information Technology, Indiana University, South Bend, IN, May 15, 2001.

Head, Database and Catalog Portal Management Section, Rutgers University, New Brunswick, NJ, May 31, 2001.

Assistant Reference Librarian, University of Illinois at Chicago, Chicago, IL, May 31, 2001.

Head, Monographic Cataloging and Authority Sections, University of California at Los Angeles, Los Angeles, CA, June 22, 2001.

(Joyce Lowder)