Library Office Notes

University of Illinois Library
at Urbana-Champaign
No. 09, March 12, 1999
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

Frances O'Brien Resignation

Frances O'Brien, Deputy University Librarian, has been appointed Dean of University Libraries at West Virginia University.  Her resignation from her UIUC position will be effective May 28, 1999.

Frances has been a major stabilizing force in the UIUC Library since her arrival in 1994.  With the responsibility for managing the day-to-day operation, she has brought a new level of consistency to the operation of our many departmental libraries.  Personnel policies and procedures have been improved and technical services reorganized under her leadership and guidance.

We will miss her quiet, but firm guiding hand, but wish her well as she assumes her new duties in West Virginia.

(Robert Wedgeworth)

 Travel Scholars' Awards


Tina Chrzastowski has received travel support to Anaheim, CA, to present the paper, Academic Chemistry Serial Trends:  Core Collections, Content and Cost.

Mark Sroka has received travel support to New York, NY, to present the paper, Evaluating U.S. Business Web Sites in Eastern European Emerging Markets.

(Frances O'Brien)

MARCH LIBRARY EXHIBITS

Cupid's Corner
Undergraduate Library Media Center

Mexican Muralists:  Orozco, Rivera and Siqueiros
Latin American Library Services

New Years Around the World
Newspaper Library Exhibit Case

Women's History Month and the UIUC Women's Studies
Program's 20th Anniversary
Women's Studies and Women in International Development Library

Voyage of the Beagle
Natural History Survey Library, 196 Natural Resources Building

Barbie ... 40 Years and Still a Doll
Communications Library

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Collection Development Committee
Meeting Minutes
January 26, 1999

Present:   Schmidt, German, Wiley, Chrzastowski (for Pausch), Holiman, F. O'Brien, P. Allen, J. Williams, Kluegel, Stevenson, S. Clark, Chaplan, Friedman, Bopp

1. Announcements

a. The Newspaper Policy Statement will be discussed at the next faculty meeting.

b. There will be a forum on 2/25/99 from 1-230.  A variety of selectors will discuss their approach to collection development.  So far, those talking will be Jenny Johnson, Tom Kilton, and Greg Youngen.  Schmidt will ask a couple more people if they would like to share their experiences.

c. There seem to be a lot of conflicts on the approval plan in the environmental studies area.  Schmidt will set up a meeting of the environmental studies group and German to discuss these conflicts and the approval plan as it relates to environmental studies.

d. S. Clark had made a request to Schmidt to begin to purchase the Times of London microfilm.  It turns out, we didn't own large time periods of this very important title. We have since purchased the unowned years.

2. Budget update

a. Ebsco additional charges are coming in.  There are about $5,000 in invoices still being processed in Acquisitions.  Holiman will run another price comparison report at the end of January.  This $5,000 probably will not be included.

b. There is $115,800 in reserve and $226,000 in collection support that may be able to be released for purchase of additional materials.  We will know more after the price comparison reports are run at the end of January and as we get further into the fiscal year.  Begin thinking about how we might spend the money.

c. The budget subcommittee is looking at both qualitative and  quantitative methods of allocation.  They are looking at a matrix, but, of course, not all funds will fit in the matrix and they are looking at qualitative measures as well.  It is possible that the budget subcommittee may pre-preempt the February forum.

3. North American Title Count

Schmidt passed out the count totals for 1997.  We have some  unusual peaks and valleys in some areas.  Schmidt is going to examine these anomalies more carefully.

4. Collection Development Statements

Schmidt distributed examples of collection development statements from UT Austin, Cornell, and State University of Victoria.  Allen passed out one from the University of Wyoming.  There was a discussion of who our audience might be for a revised collection development statement, and how we could use the existing AICA statements to develop something current.  A suggestion was made that perhaps they might have two parts one for internal use and one with extracts for the public.  CD members were asked to discuss this in their divisions and we'll visit this topic at a subsequent meeting.

5. Committee Reports

a. The Executive Committee is going to revisit the status of the Preservation Committee, at the request of the Preservation Committee.  The CDC had recommended that it be a subcommittee of the CDC since preservation is in the CDC charge.  The Preservation Committee members believe that it should be a free standing committee because it has historically been that way and it gives preservation a more important standing.

b. German reported that due to the holidays and a busy schedule, the approval plan subcommittee hadn't met.  However, they are gathering information on two things:   a wish list of publishers for both the UPBO and the PBAP and trying to refine the existing plan so that it is easier to tell what we will get on approval.  Friedman noted that when the cuts were made on the UPBO in 1997, it was with the understanding that cuts would also be made to PBAP.  Since then, we haven't needed to make cuts so we need to really revisit the UPBO publishers.  German and Schmidt agreed.

c. Wiley asked for guidance on how libraries could have access to the $35,000 earmarked for document delivery from services besides Inside Web.  It was agreed that the Document Delivery Task Force should survey departmental libraries to determine in which services and at what levels the libraries would like access to other document delivery vendors.  Wiley will get back to Schmidt.

Meeting adjourned.

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ADMINISTRATIVE COUNCIL MINUTES: 02-15-99

Members Present:  M. B. Allen, T. Chrzastowski, B. Clark, A. Conrad, A. Dries, R. Griscom, B. Henigman, D. Holiman, S. Kitzmiller, B. Kruger, F. O’Brien, N. O’Brien, A. Olsen, N. Romero, M. Sroka, P. Watson, J. Williams, S. Wolf and Joyce Wright.

  1. DRA AND RESERVES

1. January 1st deadline: Betsy Kruger reported that a few units have not met the January 1 deadline for placing reserve items on DRA.  Mary Beth Allen commented that the labor intensive efforts of entering journal articles precluded some units from meeting the deadline.  It was also noted that entering especially large collections was also time-consuming.

  1. DRA problems: a few problems were identified with the DRA reserve module.
  1. "Permanent Reserve" items from one collection cannot be charged to another reserve collection.
  1. DRA does not produce a report of all items on reserve.
  2. DRA does not easily handle "permanent semester reserve" items (i.e., items on reserve every fall semester but not spring). 

3. CD-ROM materials: Few units have the support equipment to handle CD-ROM reserve items (such as class notes) because they lack the support equipment.  Two possible solutions are to identify types of special items that can be placed on reserve and to limit CD-ROM materials to Undergrad reserves, where support equipment is available in the Media Center.

II. LASER PRINTING: Report from Paula Watson

  1. Patron printing errors:  Patrons are not receiving their print requests

    2. because they fail to click the "OK" button on the dialogue box "Your job was received at ...."   To check for this error, look at the task bar on the bottom of the screen.  If there is an application labeled "Print Job," have the patron click on it and press the "OK" button.

  1. Department accounts :  Graphic Services is working with IBM to

    2. arrange training to set up departmental accounts for units.

  1. Weekly printing logs:  Weekly printing logs should be sent to Jodi in

    2. the Systems Office.  Send logs even though no problems or patron comments have been recorded.

  1. Graphic Services hours:  Graphic Services closes to the public at

    2. 12:45 a.m. to allow 15 minutes to clear their registers.  Please encourage patrons to retrieve their copies by this time.  Staff is available for emergencies.

  1. TRAINING

Paula Watson reported that the Ad Hoc Training Committee recently has not offered specialized workshops (e-mail, Word, Basic Windows, the internet, etc.) because of the focus on DRA training. She suggested the Library reexamine training to determine how it wants to proceed. If specialized training is still desired, the Library needs to develop a realistic approach to providing an adequate staff of volunteers and experts. Bart Clark mentioned that some office positions require a high level of computer competency and that the University needs to mandate new specifications. Nancy O’Brien suggested that the Library consider a needs assessment of required skills.

  1. USER SURVEY

Betsy Kruger distributed copies of the spring 1998 UIUC Library Survey and Needs Assessment questionnaire and the summary report of findings. The survey was developed by Karen Schmidt and Sue Searing. Copies of the documents also are available on the web at the following address: www.library.uiuc.edu/collections/a-survey.htm. Comments are encouraged.

  1. FINALS WEEK HOURS

Frances O’Brien led a discussion regarding Library hours during finals week.

The following schedule was agreed upon:

  1. Undergrad and Grainger:  Open 24 hours.
  1. Large units of the main Library building (Circulation, Commerce, Education, and Reference):  Open until 12 midnight.
  1. Other units:  Open their regular hours with the option to extend, if they choose.
  1. Saturday, May 8:  Large units close at 6 p.m.
  1. Friday, May 14, (last day of finals):  Units close at 6 p.m.

Frances O’Brien will verify the University’s final exam schedule.

Meeting adjourned at 3 P.M.

Submitted by Sharon Kitzmiller

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Minutes for the Library Staff Steering Committee
24 February 1999

Present:   A. Conrad, J. Gammon, H. J. Kim, P. Lindell, L. Roberts, B. Trumpinski-Roberts, D. Walters, and G. Witte.

1. The minutes were approved.

2. Reports

A. Administrative Council - A. Conrad reported.

B. Faculty Meeting - P. Lindell gave an extensive report.

C. Library Reconfiguration Committee Meeting - it was reported that no major decisions on relocation have been made.

D. ALA scholarship - G. Witte will remind staff to submit entries.

3. Updates

A. Crash doors for emergency exits - the Library cannot change doors to this kind of door because of need for security of materials.

B. Bus shelter - a south-door bus shelter on Gregory Drive might be set up if bushes are removed.

C. Parking lot lighting - G. Witte talked to Ken Franz about this.  Bart Clark has submitted a work order for new lights on the west wall of the Library near the parking lot.

D. Directories - G. Witte is working on plans for updating the information in the first floor directories (to be presented to Administration).

E. The staffing survey is not complete.

F. University Librarian Search Committee has recommended to the University that each Librarian candidate meet with LSSC.

Respectfully submitted,

Jane Gammon
Transcriber

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Academic Search Position Update

Archivist for Student Life and Culture
        Search Opened:  03/01/99

Director of Library Systems
        Search Opened:  09/24/98; Search Closed:   12/15/98;
        Interviews Scheduled:  February 8, 9, 10, 11, 15, 16, 17, 18, 1999

Director of the Law Library
        Search Opened:  10/02/98; Search Closed:   12/15/98;
        Interviews Scheduled:  March 9, 10, 11, 12, 1999

Project Coordinator, Illinois Digital Cultural Heritage Community Project
        Search Opened:  03/05/099

Research Information Specialist, Illinois Digital Cultural Heritage Community Project
        Search Opened:  03/05/99

Support Staff Positions Opened

Library Clerk II, 100%, Law Library, $9.137 per hour
Library Clerk III, 100%, Undergraduate Library, $9.584 per hour

Support Staff Positions Filled

Renee Benson, Library Clerk II, 50%, Central Circulation, 03/04/99
Robert Cagle, Library Clerk II, 50%, Chemistry Library, 03/22/99
Lynda Curl, Library Clerk II, 50%, Central Circulation, 03/03/99
Donna Keleher, Secretary III, 100%, Electronic Information Services/
    Collections & Assessment, 02/21/99
Dixie Trinkle, Secretary IV, 100%, University Librarian's Office, 03/08/99

(Al Dries)

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