Library Office Notes

University of Illinois Library
at Urbana-Champaign

No. 33, August 31, 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

SEPTEMBER LIBRARY EXHIBITS

US Immigration
Government Documents Library, Main Hall Wall Cases

The Falkland Islands
Latin American Library Display

ACES New Library
Main Display Cases, Main Hall, First Floor

Jorge Amado (1912-2001): Romancista brasileiro -- Consummate storyteller
Modern Languages and Linguistics Library

Mortenson Distinguished Lecture (9/20)
Mueller Case, East Foyer

Library Treasures in Honor of the Association of the Colombianists
Rare Book and Special Collections Library (August-September, 2001)

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

University of Illinois Library Office of Development and Public Affairs

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Cataloging Policy Committee Meeting Minutes
July 31, 2001

Present: B. Henigman (chair), J. Johnson, M. Laskowski, K. Medows, T. Schnell, S. Smith, D. DeBrock (GA)

Implementation

Review of CPC and ISCC’s responsibilities for the implementation

CPC Charge/Structure of Implementation Within Cataloging Units

CPC will be responsible for training the catalogers in the UIUC library system. Will need to have a designated representative from each cataloging site for training and contact between them and the CPC. CPC will train the contact person, who in turn will go back to their site and train their fellow staff members. Discussion arose concerning previous training issues that developed with the DRA implementation. B. Henigman does not see this change requiring as extensive training as the previous time.

Since we are early on in the implementation process, it is not entirely clear how training will be provided by Endeavor and what CPC’s involvement with this process will be. Current ILCSO implementation plan is for UIC to be done first (Dec. 2001), all other libraries brought over next summer, so all will be converted in time for Fall 2002 semester. Successful negotiations with Endeavor should mean that UIUC will have their own database. This should result in more access/security control (need clarity on what we can control). We will also need to have a clear understanding of just what the new system is capable of and what it cannot do (the reality of current functionality, not envisioned future upgrades). Take a look at Cornell site, or Wisconsin to get a good idea of capabilities (using Endeavor now). Top priorities now appear to be getting a manual for the new system, preferably a couple copies so we would not need to expend time on making photocopies, and to get the list of UIUC cataloging unit representatives set.

Discussion then moved on to developing a list of desired qualities/expectations of the representatives. They include the following:

Attendance at meetings for new system training group
Will be a coordinator/facilitator for their site, as well as being their trainer; all communication with the CPC will go through the representative
Have an awareness of what they are doing as a trainer, as well as their cataloging expertise – "demonstrated exceptional teaching/training skills"

Suggested possible designates to represent the cataloging units. B. Henigman will be contacting the heads of the cataloging sites to develop the list of representatives. It was also suggested that team training could be used within the sites, or have an assistant to each unit representative (to help with training and coordination). Further discussion regarding how involved other library staff may become with the training; potentially others could be interested in the new system; question of Acquisitions cataloging functions, and of access for Central Circulation maintenance functions.

Related Policy Issues

Work on "To Do" list for policy
III
Serials issues – need to conform to CONSER; Tammy and Jessica will research this and report back to the CPC at the next meeting on current CONSER definitions (what is out there, and what does it mean)
Analytics – Need to look at the current process of analyzing monographic series both from the point of view of what access users need and how the new system (both III and Voyager) can help provide access and record keeping. Need to reevaluate policies for what we will/will not analyze. Question of access – get to the items individually, or as part of the uniform title entry for the series; should they be classes together or separate; need to be shelved together? Discussion will continue at next meeting as to how to get this topic into a more "library wide" forum.

Announcements

Updates

offers extended, and have a description for the Serials position
III implementation seems to be going well; firm orders going through (sent on Friday)
CatMe – hope to finish by September 1^st.
Backlog – have finished several libraries in the past year, still making progress

Next Meeting will be held on August 20.

Meeting adjourned at 11:10 a.m.

Respectfully submitted,
Denise DeBrock, CPC GA

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Executive Committee Meeting Minutes
August 13, 2001

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

Approve minutes of the Executive Committee meeting of July 2 and July 16.

Minutes were approved as submitted.

Question time.

2.A. Status of Trinkley report? (follow-up on discussion at last EC meeting)

Karen distributed the report at the last AC meeting with a sheet summarizing Trinkely’s recommendations. Copies of the report were distributed to the AC and 2001-02 EC members only, as there are currently not enough copies, but others will be available in the future. O&M was given a copy of the report, also. Preservation Committee has started working their way through the recommendations.

2.B. Status of reorganization of conservation/preservation activities? (re: PTK e-mail, 7/19, 2:49 p.m.)

Reorganization and two new positions have been approved. We have been invited to submit a proposal to the Mellon Foundation for equipment, $700,000 for a 2-to-1 match.

2.C. Status of search for Acting Sousa Archivist? (re: PTK e-mail, 7/25, 3:03 p.m.)

Received three applications. Bill Maher is heading the search committee and would like to have someone in place by August 21.

2.D. What is the campus policy regarding charges to the Library for use of space and what is the Library's policy regarding how to budget for these charges? (re: new assessment for Observatory space and this issue generally)

We get charged for all space we use by the campus. One charge that showed up in this year’s bill that we weren’t aware of was a $28,000 charge for the space used by IRIS in the Observatory. IRIS is revenue generating and will pay the space charge. The question was raised as to whether this is the best use of money and if there is other space that would be more cost effective for IRIS.

Paula suggested that, for next year, a policy be developed that states how ICR funds are to be used, since there is not a policy in effect at this time. One question is whether a percentage of the ICR funds should go back to the PI for other kinds of investments or not.

2.E. Other

Paula apologized for not submitting to the committee the request to nominate someone for the Campus Budget Oversight Committee (CBOC). The turnaround time was such that a decision needed to be made before the next committee meeting. Paula, therefore, nominated Beth Woodard. Our nominee will not necessarily be chosen to serve on CBOC, but we are asked periodically to nominate a member of the library faculty to represent our area, Professional Programs and the Library. These are three-year terms.

Old Business: Complete committee assignments for 2001-02.

Assignments were completed and Paula will officially ask each individual to serve.

The committee raised concerns about the configuration of the cataloging team and asked for clarification on which group would be making policy decisions related to security, report generation, and profiling.

New Business.

4.A. Emerita status for B. Loomis was recommended.

4.B. Make visiting committee appointments:

One member of an existing visiting committee was replaced and one new visiting committee was recommended.

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Cataloging Policy Committee Meeting Minutes
August 20, 2001

Present: B. Henigman (chair), J. Johnson, K. Medows, T. Schnell, S. Smith, D. DeBrock (GA)

Agenda:

Review of CSB #93
Review of New Call Number for Bosnian Literature
Short Continuation of Voyager Implementation
CONSER Report from Tammy Schnell

Review of New Call Number for Bosnian Literature

The Committee reviewed a request from the Slavic Library to establish a new call number for Bosnian Literature. The suggested number is 891.835. S. Smith will check to make sure there are no other conflicts in the existing literature schedule. [New call number approved and added to the Literature schedule – 891.835]

Review of CSB #93

The committee discussed the newest CSB from Library of Congress. The main topic of this issue is LC’s reiteration of determining when an item should be cataloged as a serial vs. a monograph. The essential point is to not make any assumptions in determining which category a piece would fall into. B. Henigman will post a LIBNews message summarizing this information. UIUC is currently following these guidelines. Newest practice is to include Travel Guides done as serials. UIUC will adopt this policy for these materials.

Music cataloging may be impacted by some of the Music Cataloging changes. K. Medows will discuss this further with the Music catalogers, then contact B. Henigman regarding this.

Also discussed was the choice of qualifying terms for generic series titles. The corporate body should be regularly used. If there is any content information provided in the title (i.e. the M.I.T. Mathematical Journal), then implicitly one would need to use the location as a qualifier.

CONSER Report

As assigned at the July meeting, Tammy Schnell and Jessica Gibson looked into the CONSER definitions of serials and monographs and how we can make sure that we are in line with National guidelines as we implement III. A draft handout was developed to explain the definitions of serials vs. monographs; the definitions were pulled directly from the CONSER guidelines (where applicable and available), and examples are shown as well. Some things to keep in mind are that serials are printed for an indefinite period of time, and will inevitably be changed over time. Being able to define serials will, in general, make things run smoother. Special types of publications need to be looked at; CONSER lays out recommendations, but it is actually left up to the institution to decide how they will be processed (i.e. loose leafs).

The main focus of decision making is on economy (how much ongoing maintenance of the collection and online catalog will be required over time) and access (what needs to users have when they access this material). When in doubt, material treatment as a serial is recommended.

It was also noted that material selectors often get more information, after the fact from vendors, regarding their intended publications. It would be good to have a communications mechanism, possibly a note in the record, where this information received from the vendors could be added to the piece.

What is the next step? People need to be aware of the policies in place. For the next meeting, Tammy and Jessica will develop workflow and process documentation for the Committee to review.

Short Continuation of Voyager Implementation

B. Henigman has sent an email message to all unit heads to assign a liaison to coordinate training with the CPC for the new system. CPC will continue to fulfill its charge related to implementation.

Meeting fully adjourned by 10:30 a.m.

Respectfully submitted,

Denise DeBrock
CPC Graduate Assistant

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Academic Search Position Update

New Hires

English Librarian: Kathleen Kluegel
Assistant Architecture & Art Librarian: Jing Liao
Cataloger, Original Cataloging Team: K.C. Elhard
Chew Chiat Naun

Title	Search Opened	Search Extended	Search Closes	Search Cancelled	Interviews Scheduled
Asst Undergrad Lib for Multicultural Services	09-11-00	04-01-01			Search Closed Will be reopened
South Asian & Middle Eastern Studies Librarian	01-09-01	03-16-01	03-01-01		July 3, 6, 2001
Assistant Engineering Librarian	03-12-01		05-01-01
Associate University Librarian for Information Technology Planning & Policy	06-20-01		08-31-01
Women & Gender Resources Librarian	06-20-01		08-02-01		Scheduling Interviews
Chinese Studies Librarian/Cataloging Coordinator	07-06-01		08-17-01
Slavic and East European Library Head	07-06-01		08-17-01
Head, Library Systems Office	07-23-01		08-31-01
Visiting Project Coordinator (Librarian)	07-23-01		08-07-01		08-23 & 08-24

Support Staff Positions Open

Account II, 100%, Business Office
Library Clerk III, 100%, Communications Library
Library Technical Assistant, 100%, Education Library
Supervisor, Security Guard, 100%, Business Office
Security Guard, 100%, Business Office, 3 positions

Support Staff Positions Filled

Library Clerk II, 50%, Circulation Library, Victoria Prussing
Library Clerk II, 50%, Circulation Library, Kimberly Galbreath
Library Clerk II, 50%, Circulation Library, Holly Mansfield
Secretary IV, 100%, Law Library, Talisa Webber
Library Technical Specialist, 100%, Law Library, Roger Dee Shonkwiler

(J. Lowder)

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