Library Office Notes

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

Absent:  Sue Searing

1.  Approval of the Minutes of the Executive Committee Meeting of April 23, 2001

The minutes were approved as distributed.

2.  Question Time

A.  Library Procedures for Licensing Electronic Resources

A question was raised about the issue of the structure of the library and the position of the Director of Electronic Resources in the process of licensing electronic resources.   It's still unclear who is to be responsible for the activity and what the work flow should be.  There  should be a way to streamline the procedures and integrate them into regular acquisitions processes.

3.  Old Business

A.  Charge for the Advisory Committee to the AUL for Services

The EC reviewed the draft prepared by Chaplan of the charge for this committee and made several editorial changes.  A revised version will be distributed to the EC and to Bob Burger.

B.  Division Coordinator Job Description and Unit Head Job Description

The revised drafts of both of these documents prepared by the EC/AC conference committee were approved with amendments.  A paragraph concerning the unit head's responsibility for mentoring and continuing education of division members was added to the unit head document, and wording was added to item #2, under Purpose in the coordinator document, that the document could be used in the evaluation process for coordinators.

C.  Process for Changing Faculty Assignments

There is currently no established process for changing faculty administrative assignments in cases where an individual is not performing effectively.  The EC considers it appropriate that the University Librarian bring such issues to its attention.   Any process should have the goal of  helping the individual to succeed, but the impact on the library in terms of human resource allocation and budgetary impacts must also be considered.  Paula will draft a set of principles to be used as guidelines in such situations for review by the EC.

4.  New Business

A.  Visiting Committee Assignments

Visiting committee members were assigned for new faculty.

B.  Oral Committee Reports to Faculty

All library committees are supposed to submit an annual written report of their activity.  In order to facilitate such reporting, Sandore will draft a report template for committee chairs' use.  The EC agreed that, in addition, certain important committees should be asked to make oral reports at a faculty meeting, but that all committees should present a report at a faculty meeting sometime during the year.   The Secretary of the Faculty will issue a call for oral reports at faculty meetings, and the University Librarian's office will issue the call for written annual reports.  The chairs of the RPC, CDC, EIRC, and EEOC will be asked to make oral reports at the June faculty meeting.

C.  Group Religious Activities on University Property

Bart Clark will be asked to investigate what the policy of the University is in respect to group religious activities on University property.

The meeting adjourned at 2:55 p.m.