Library Office Notes
University of Illinois Library
at Urbana-Champaign
No. 16, April 27, 2001
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

APRIL 2001 EXHIBITS

Celebrating Latinas and Asian Women
Government Documents Library, Main Hall Wall Cases

Tax Information
Government Documents Library, Main Hall Wall Cases

Latino/a Presence in the University of Illinois Library
and
Highlights of the Latino/a in the United States
Latin American Library Display

African Women under American Slavery
Afro Americana Unit
Women and Gender Resources Library
Main Hall Cases

The View from Shana Alexander
Mueller Case, East Foyer

The View from Shana Alexander
Rare Book Room

Track and Field at the University of Illinois
University Archives, Outside Room 19

Third Annual Roger Ebert's Overlooked Film Festival--
Featuring the Films of Stanley Kubrick
UGL Media Center

University of Illinois Library Office of Development and Public Affairs

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CPC Meeting Minutes
February 19, 2001

Present: Richard Burbank, Music; Jenny Johnson, Map & Geography; Stephen Smith, Rapid Cataloging; Mary Laskowski, Media; Barb Henigman, CPC Chair, Original Cataloging; Denise DeBrock, GA to the Cataloging Policy Committee

Guests: Marek Sroka, Slavic & East European; Fung Simpson, Asian; Kevin Butterfield, Law; Martha Beneze, Undergrad

Meeting opened at 9:30 am

Brief introductions were made by all present

Barb Henigman introduced Kevin Butterfield, recently appointed Head of Technical Services at the Law Library, and Denise DeBrock, current GA to the Cataloging Policy Committee.

Agenda Part 1.

OCLC migration to web based cataloging workstation and new system implementation

  1. Barb shared information she gained from attending ALA conference, including the proposed timeframe in which the migration will occur. Passport will be gone early on, the committee will have 1 year in which to decide how to handle things. (handout illustrating the projected timeline given to all members present)
  2. Discussion followed regarding the decision not to continue using CORC after the trial period. It was previously decided by library administration not to go with CORC due to the lack of a mechanism to load records into the DRA system.
  3. We will be using Promptcat when we go III. When items are sent, holdings will automatically be set on the OCLC records, saving cataloging time.
  4. We have started using CatME to help with the backlog of materials – discussion of CatME use solving the issue of Passport – need to further investigate the prospect of this potential solution. Asian Library (CJK searches) already uses CatME and it is very convenient for them. The ability to enter a key series to perform batch searches was debated – time effectiveness and ability to generate search items were key issues.
  5. It was strongly suggested that an implementation plan be developed – question of cost changes accompanying the migration, no answers yet, will have to wait and see what happens as the migration occurs.
  6. Discussion arose about the use of Passport to perform searches at the departmental libraries. It was decided that steps should be taken to end this activity, due to cost and the eventual end of Passport. A memo should go out to the departmental libraries informing them of the proposed time when Passport will no longer be available for use. Also, an explanatory sheet of searching instructions will be developed and distributed (Denise will be working on this). The timeframe for this to occur will be June 30, 2001. Barb will be responsible for notifying libraries when that date gets closer.
  7. Near March 1st, Barb will set up a schedule for herself and Denise to meet with all of the libraries to discuss the change over and provide assistance with how to perform regular functions in the new environment. Asian will go last, as they already seem to be doing ok with the change over and using CatME.

    8. New System Implementation
  8. RFP bids are in – evaluation team is working to narrow the field – there should be a decision on the top 4 candidates by mid-march, with demonstrations to occur at the end of March/beginning of April – final decision should be reached by May, with implementation anticipated for Fall 2002. Peggy will be seeking feedback on the process of the last system change – looking at what were the positive and negative aspects of the switch to DRA, to better coordinate this system change.

The implementation is part of CPC’s function and will have to be explored soon to keep pace with the intended implementation schedule – the new system will affect cataloging and access to the records – it is important that CPC is involved in this change over. The option of UIUC having its own server is strongly encouraged, as this would provide best local access for the UIUC user community.

Agenda Part 2. CPC Business

  1. Cataloger’s Desktop Training – Denise is developing a quick reference guide to assist staff with basic functions of Cataloger’s Desktop – so far she has developed a draft page (handout given to all members present), and asked for suggestions from the committee members. Stephen Smith suggested a page about Shadow files, Mary Laskowski suggested a list of what resources are currently available through Cataloger’s Desktop. It may be helpful to have a canned search included to show users how the search process will actually work. Denise will be integrating these suggestions into the final version of the reference guide. After it has been completed, plan to have access to it from the TSD webpage.
  2. Cataloging tools inventory – Barb presented the committee with pricing information that had been gathered on paper documentation to assist with cataloging. (handout given to all members present) Questions arose regarding updates which are supposed to be a part of the Cataloger’s Desktop suite – do we have the most current updates of LCRI and of electronic Dewey, how are they uploaded – Denise will be looking into this matter further. Also discussed were updated documents not on the list and where to seek pricing for those materials. All members will need a copy of the Catme manual. Members will contact Barb via email with a list of what resources each of them would need to perform their work, so that a cost estimate for those materials can be generated. A list of useful online resources to consult for cataloging has also been in development (handout given to all members present) – some suggestions were made regarding other sites to add to the current list, Denise will be working on this quick sheet of sites to consult for answers to common cataloging questions.

    3.  

  3. Inputting bibs via netcat – discussion of some materials which are not feasible/necessary to be uploaded to OCLC – Barb used an audio tape collection of ALA meetings which Sue Searing of the LIS Library has – these collections would be very useful for users here at UIUC to have access to – could use Supcat to input these records at the local level. The issue of minimal level cataloging came up – "k level" is used for some materials – this provides a situation in which to establish a guideline for minimal level cataloging, a UIUC standard must be set, yet flexibility is needed as well. It was decided that by general application, everyone would need to apply to the CPC in regards to these specialized materials, and the CPC will make decisions on a case by case basis. Barb will be writing up a proposal based on Sue’s tapes.
  4. Other business
    1. Withdrawn policy – Procedures on how to handle withdrawals need to be formally established. This is especially important for serials. Need to check with Karen Schmidt on this, for now these materials maintain a withdrawn status for auditing purposes. It was also pointed out that it would be a good idea for a library to check with other units on campus before permanently withdrawing their items – materials which they would like to remove might be useful to complete a collection in another library. Also, it would be helpful to have a standard note added to the MFHD that UIUC did have the item at one time but it has since been withdrawn – especially helpful for over the phone requests, often made by patrons who know that we had it previously and would like to use it again.
    2. III – discussion about potential problem of records being auto-loaded – what should actually happen is that if there are duplicates, another MFHD should be attached to the previously existing record. Training will have to happen in acquisitions, Beth Trotter will be supervising this. Any concerns about III should be sent to Barb via email.
    3. CPC vacancy – Ann Copeland’s last day is March 2nd – the committee discussed options for filling her seat on the CPC – Barb proposed that Tammy Schnell be appointed to fill the seat due to her knowledge of serials’ interests – Barb will talk with Paula Kaufman about this matter.
    4. Note to LIBNEWS – Barb has drafted a note to LIBNEWS re: putting the date on all conference materials we are cataloging – the CPC gave unanimous approval to her post.
    5. Cataloging e resources – discussion continues on this matter, there are various ideas about how to resolve this dilemma, but there are also inhibiting factors, such as an agreement with DRA not to use certain fields – further investigation needs to be undertaken on this issue.
    6. Funding for 2nd LTS position – Mary pointed out the need to secure funding for a 2nd LTS in order to carry out the changed work performance in the Media Center.

No more business to address, Barb moved to adjourn the meeting, other members concurred.

Meeting adjourned at 11:00 am

Respectfully submitted,

Denise DeBrock

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Library Staff Steering Committee Meeting Minutes

April 11, 2001

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

I.  Minutes of the March 28, 2001, meeting were revised and approved.

II.  Reports

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

--Barbara Jones reported on the internet use policy draft.  It has now gone to campus legal counsel for review.

--Paula Kaufman spoke about an international strategy for the Library.

--Bart Clark reviewed a draft of a policy for equipment authorization.

--There was a discussion regarding the patron conduct policy, including enforcement of the non-smoking regulations for building entrances.  Revisions are being made.

B. Faculty meeting -- No meeting since last LSSC meeting.

III.  Updates/Discussions

A.  Election guidelines sub-committee -- Discussion was brief due to insufficient time, but the format to prevent reproduction of ballots was decided.  There will probably be one more review before release for staff review.

B.  May 14th Library Retreat -- The overall theme is to be "Embracing Change" with guest speaker Rick Rubin.  Registration forms should go out next week as well as flyers for posting.

C.  Oak Street Remote Storage Facility -- The Committee is currently reviewing materials stored in odd places/spaces.  Karen Schmidt is setting up meetings with all divisions to discuss transfer criteria.

D.  Staff input on administrator evaluation reviews (term) -- The general consensus from staff was their interactions with Library administrators was so limited that they did not feel that they could provide meaningful input.

C.  Reaching Forward South Conference (Sept. 28 in Springfield) -- Awaiting word on the number of attendees to be sponsored this year.  Some staff have commented that they would be willing to pay their own registration if the Library could provide transportation.

IV.  New Business

A.  Library Staff Awards Program -- Cindy Kelly will be sending out details soon.   Lorna Engels will serve as the CSE staff member on the selection committee this year.

B.  The Spring Reception for new hires and retirees is May 1, from 2:00 to 4:00 p.m.

C.  Began discussing the progress on the Morale Document.  We will continue at next meeting.

Tonya McCoy
Secretary

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Executive Committee Meeting Minutes
April 9, 2001

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

1.  Approval of the Minutes of the Executive Committee Meeting of March 26, 2001

The minutes were approved with two corrections.

2.  Question Time

A.  Verification of the Current Eligible Voting Faculty

Tim Cole summarized the consensus on the definition of the current eligible voting faculty.  The bylaws are interpreted to mean that, if a faculty member has a permanent appointment of 50% or more, then he/she is allowed to vote.  Therefore, voting lists should include all tenured, tenure track, and permanent 50% appointments.   The intent of the bylaws language is not to restrict people from voting, but to provide the faculty with a vehicle by which they can decide whether to permit other faculty to vote.  Tim will report to the faculty so that, if the faculty wants the bylaws amended, they can ask the Bylaws Committee to prepare language.

3.  Old Business

A.  Division Coordinator Job Description and Unit Head Job Description

One major point of disagreement between the EC and the Administrative Council has to do with who is eligible to be a division coordinator, i.e., whether it has to be a unit head or not.  The Administrative Council feels very strongly that the division coordinator be a unit head.  The EC feels that the bylaws language on coordinators should be the highest level authority and the coordinator job description cannot be in conflict with that.  If a coordinator must be a unit head, the bylaws may need to be amended.

The EC also recommended some stylistic changes to the two documents.  It was suggested that the coordinator document cite the appropriate sections of the bylaws and clarify the wording on committee assignments to refer to divisional representatives to committees.  It was further suggested that both documents be headed "guidelines" for "responsibilities" and that the title of the unit head document be "Guidelines for Unit Head Management Responsibilities".

Administrative Council has voted on and accepted the documents, and Bob Burger has already been using these as operating guidelines for new unit heads or temporary unit heads.  It was decided to appoint a conference committee of people from both the Administrative Council and the Executive Committee to resolve the differences.  Beth Sandore volunteered to be the representative from the Executive Committee, and Paula Kaufman will ask Bob Burger to participate.  Paula Kaufman will inform the Administrative Council.

B.  Women and Gender Resources Librarian Position

The EC has received an official request for filling the position.  Paula Kaufman provided background on her discussions with faculty served by the library.  The Center for Women's Studies and the Center for Women and Gender in Global Perspectives feel very strongly that this Library remain a part of the Area Studies Division.  They argue that the interdisciplinary nature of Women's Studies and the fact that, although there is some overlap with Social Sciences, there is also overlap with a variety of other disciplines, as well as the very strong emphasis in this university on women and global development should mean that the library continue to be placed where it is.

It was agreed that the position should be filled and that the WAGR Library remain an independent unit within the Area Studies Division.  There are some difficulties that could be addressed in the short run, such as the problems of the non-circulating nature of the collections, the lack of space, and the circumscribed opening hours.

Nominations for members of a Search Committee were made.

4.  New Business

A.  Membership of the Strategic Planning Committee

The Committee submitted a request that the EC fill the vacancies created by the resignation of Sara Randall and the administrative appointment of Bob Burger as well as changing to staggered two-year terms.  It was decided that, if Bob agrees, he should remain chair until the normal cycle for committee appointments in August.  It was also decided that the academic professional representative vacancy would not be filled, but that such persons could be  elected as divisional representatives.

B.  Ricker Library Position

Jane Block submitted a request to create a permanent full time faculty position in the Ricker Library, currently being filled on a 75% basis.  The Executive Committee has advised against this request in the past; however, in light of the possibility of building a new FAA Library that would consolidate City Planning and Ricker, the EC reversed its recommendation.  Nominations for members of a Search Committee were made.

C.  Paper Preparer(s) for a Q Contract

Names were suggested as preparers of promotion papers for a faculty member with a Q contract.

D. Advisory Committee for Services

The EC approved the creation of an Advisory Committee for Services.  Bob Burger will be asked to draft the charge.  After the charge has been completed, the EC will determine who should serve on the Committee.

Updates from Paula Kaufman:

Paula reported on the progress of the Faculty Excellence Appointment.  She said also that she had finished all but two of the administrator performance evaluations.

It was suggested that a discussion be held regarding having representatives from the Equal Employment Opportunity Committee sit in on interviews of candidates for faculty positions.  It is important to show candidates how serious the library is about trying to attract a diverse faculty.  It was agreed to put this topic on the agenda for the next meeting.

The meeting adjourned at 3:00 p.m.

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