Library Office Notes

Task Force on User Education
February 8, 1999 Meeting Minutes

Present: Sue Searing (chair), Lori Dubois, Ruby Jahr, Beth Woodard, Diane Schmidt, Marlys Scarbrough, Raeann Dossett, Chris Quinn, Lynne Rudasill, Linda Defendeifer, Beth Sandore

1. Ruby Jahr reviewed the action list items that carried over from the last meeting.   Some discussion arose in particular about two items:  the problems remote users encounter with different requirements for authentication and the issue of who is responsible for updating the CD-ROM database list.
   
2. ALA and Other Instruction-related Professional Group Reports:

• CIC Instruction Librarians (Susan S. ):  Meeting focused on problems associated with too many users for consortially licensed databases during peak training times.
• CIC Heads of Public Services:  The discussion topic focused on developing a collaborative tutorial for the VEL; this was viewed as problematic since the VEL is customized at each institution.  Some work is going forward on basic tutorial templates.
• ACRL Instruction Section:  Beth W., Lori D., Lynne R. and Wei M. attended various IS committee meetings and forae that concentrated on electronic instruction delivery.   One session featured instructional evaluation.  Think Tank III’s theme will be educational technology.
• The UIUC Faculty retreat on Active Learning theme will be "assessment"—several User Education TF members will attend and report in a future meeting.

     3.  Expert Searching Handout (Raeann Dossett):  The handout was reviewed and suggestions for             revisions made.

     4.  Web2 Interface:  Susan reported that a prototype Web2 interface upgrade exists for viewing,             and she provided the URL.  She reported that exact phrase and keyword searching, and the             limit screens are up.   The goal is to add functionality on an incremental schedule.  The
          potential concerns for the User Education TF involve our having enough advance screening to             notify and prepare users.

     5.  Progress on Staffing:  Susan reported that Frances O’Brien has agreed to identify support for             staffing.  Susan is still working on the level of staffing, and other details.  The need for a             graphic artist was again expressed.

    6.  Advanced Workshop:  Brainstorming session for ideas, topics

• Searching catalogs worldwide
• Critical thinking skills & using Internet resources
• Dissertation Abstracts
• Choosing a database—scholarly vs. general interest
• Interlibrary loan
• Visual/media resources (non-bibliographic collections)
• Getting around UIUC Libraries (for term paper writers, research assistants, and other targeted audiences)
• Search engines (Web vs. others)—realistic expectations
• Basic searching skills (e.g., Boolean logic)
• Statistical resources
• Designing assignments (targeted toward faculty & Teaching Assistants)

    7.  The Action List was reviewed.

    8.   The meeting was adjourned at 10:37 a.m.

Respectfully submitted,

Present:  Tina Chrzastowski, Tim Cole, Marty Friedman, William Maher, Frances O'Brien, Karen Schmidt, Robert Wedgeworth, Mitzi Williams

Guest:  Bart Clark

Absent:  Barbara Jones, Tom Kilton

I.  Minutes of the 2/22/99 EC meeting were approved as submitted.

II.  Information Reports

A.  Wedgeworth reported that billing for overdue books has not yet been implemented under the new online catalog system due to technical problems.   (Presently the DRA system shows overdue fines as originating from the library where the book was returned, rather than from the owning library.)  It is anticipated that AISS and DRA will correct the technical problems soon.  In the meantime, the decision has been made that the UIUC Library will not retroactively bill, i.e., overdue fines on materials that have already been returned or that are returned between now and the date when the technical problems are resolved will be waived.  Overdue fines on materials returned after the technical problems are fixed will be levied.

B.  Wedgeworth reported on the recent University of Illinois Libraries

Council meeting.  At that meeting, Dave Stewart reported on status of the new online catalog implementation, and Alex Scheeline reported on the passage, by the UIUC Faculty Senate, of the SCL's resolution supporting increases in the UIUC Library's budget.

C.  Wedgeworth reported that the Provost has given campus units an opportunity to submit supplemental budget request materials (maximum three pages in length).  He asked that EC members submit any ideas to him via e-mail.

III.  Old Business

A.  Finalize Search Committee membership recommendations (Communication, Government Documents, Library & Information Science)

The membership recommendations, as drafted at last EC meeting, refined by Maher (after discussion with CPS and SS division coordinators), and circulated to elected members of EC the previous week were submitted to Wedgeworth without further change.

B.  Progress report on Staffing Survey

Clark reported that the aggregate (entire Library as a whole) cost model analysis has been completed, and that preliminary, per-Library-unit regression analyses have been completed.  The aggregate cost model analysis shows that the UIUC Library is down by about 50 or more positions total as compared to peer institutions.  Before reporting in full on per-unit analyses, Clark indicated he needed additional time to complete per-unit cost model analyses to use in conjunction with the regression model analyses already done.

In response to a question from Wedgeworth, Clark indicated that he should have a final report by mid-April.

In response to questions from the Committee, Clark indicated that the most severe shortfalls in permanent staff already have been confirmed by the analyses completed so far (e.g., UGL and Technical Services).  Wedgeworth indicated that the Library Administration may be able to move to correct (at least in part) some of these problems even before all analyses for all units are complete.

In response to a question from the Committee, Wedgeworth and O'Brien confirmed that written letters to non-permanent academic staff regarding continuing uncertainty of staffing for FY 2000 have yet to be sent.  Wedgeworth promised the Committee that those letters would be sent by the end of the week.

C.  Finalize list of management information measures (to facilitate future staffing surveys and similar management analyses)

Schmidt passed out draft 3 of the management collection data table which incorporated suggestions from the Special Collections Division. 

The Committee discussed the list in general terms.  Some concern was expressed that the usefulness of some of the suggested measures wasn't clear.  A consensus was reached that, while it was important to keep this initial effort from getting too diffuse, it was reasonable to consider collecting some measures for which exact use was uncertain.   Other questions were raised about applicability of some measures to some units (e.g., applicability of turnstyle counts to units having bulk of their collections in the stacks), about indiscriminate mix of process and product measures in the current draft list, and about need still to establish Library-wide standards of service (which also are desirable for use in future staffing and management analyses).

Wedgeworth then asked Clark to report back to the EC regarding his assessment of latest draft list of measures.  Specifically, he asked Clark to categorize the measures in the list as to which we are already taking, which will be easy to generate and which will require additional time and/or resources to generate.

D.  Proposal of by-law amendments

Cole presented proposals for three Library Bylaw amendments (previously presented to EC in November).  While there was general consensus favoring the proposal to explicitly include CDC in the Bylaws, the general consensus was that the Committee needed additional time to consider whether to recommend any or all of these changes to the Library Faculty as a whole.  Further discussion was deferred until March 22 meeting.

IV.  New Business

A.  Addition of Government Documents Rep to CPAC

Wedgeworth indicated he would approve CPAC's request to add a representative from Government Documents Library, and no member of the Committee objected.

B.  Proposal for Library-wide moratorium on faculty committee meetings during July 1999

The Committee discussed the proposal from CDC (via Schmidt) that the EC request all Library Faculty committees to honor a moratorium on committee meetings during July 1999.   After discussion, a consensus was reached that the EC should recommend to the faculty at its March 26 meeting that it ask all committees to observe a moratorium on committee meetings between July 21 and August 20, 1999.  Wedgeworth will present this proposal to the Library faculty on March 26.

C.  Promotion & Tenure Calendars

Detailed discussion of the master and EC P & T calendars was postponed until March 22.

Respectfully Submitted,

Tim Cole
Secretary, Library Executive Committee

Minutes of the March 22, 1999
Library Executive Committee Meeting

Present:  Tim Cole, Marty Friedman, Barbara Jones, William Maher, Frances O'Brien, Karen Schmidt, Bob Wedgeworth, Mitzi Williams

Absent:  Tina Chrzastowski, Tom Kilton

I.  Past Meeting Minutes

The minutes of the March 8, 1999, meeting were approved as submitted.

II.  Information Reports

A.  Wedgeworth reported on his most recent meeting with Provost Herman.   Wedgeworth discussed with the Provost several personnel matters, including a pending spousal faculty appointment and the appointment of Sara Randall as the new Director of Library Systems (effective May 10, 1999). Wedgeworth also restated to the Provost his opinions regarding the relationship of the Library to ILCSO, AISS, and DRA. (In an aside, Schmidt then commented that the Provost's task force looking into this matter was already drafting a final report after only a single, relatively brief meeting.   She expressed concern that not all the issues had been addressed.  She indicated that she had spoken individually to Mengler about this concern.)  Finally, Wedgeworth reported that he also discussed with the Provost possible ways the Library might involve the State more directly in the accomplishment of the goals laid out in the Library's Strategic Plan.

B.  Wedgeworth informed the EC that the three faculty search committees discussed at the last EC meeting (Communications, Government Documents, and Library and Information Science) had been appointed.  Maher brought to Wedgeworth's attention a concern about the composition of one of the committees that had been raised by that committee's chair.   Wedgeworth indicated that since he had not previously been made aware of this issue, he could not immediately respond.  He indicated that he would discuss the matter directly with the committee chair and then advise the EC of any changes needed as appropriate.

C.  Wedgeworth reported on separate upcoming visits to the Library from representatives of the American Chemical Society (April 6) and Apple Computer (April 1).   The Apple Computer visit would include demonstrations (open to Library faculty and staff) of the QuickTime client and associated A/V streaming server software.  This demonstration is to be followed by a reception to which members of the EC had been invited.

D.  Wedgeworth then recommended that the EC hold an extra meeting prior to their next scheduled meeting, in order to begin the process of recommending Library committee appointments for AY 1999-2000.  The UL's office will schedule this meeting after consulting EC members about possible dates.

III.  Old Business

A.  Review of P & T Calendars

The EC had no major concerns with the P & T calendars as forwarded to the EC by Leslie Troutman.  Maher indicate that he would forward directly to Troutman and Frances Jacobson a few suggested minor wording and typographical changes.  Cole indicated that the calendars would be available on the web shortly.

B.  Review of draft statement on P & T as provided by the P & T Advisory Committee

The consensus of the EC was that, overall, the redraft of the 1994 statement of P & T within the Library was an improvement; however, several EC members expressed the opinion that the changes were so substantial and the document of such importance that an additional opportunity for faculty input was needed before the document is brought to a regular Library faculty meeting for approval.   Wedgeworth accepted the action to inform Jacobson that the EC would like the P & T Advisory Committee to hold an open forum to solicit further input on this draft from the Library faculty as a whole before bringing it to the faculty for final approval.

C.  Proposal for Bylaws Amendments

Cole presented three proposals for changes in the Library bylaws

        1.  Provide the EC with the authority (on behalf of the Library Faculty) to create, modify, and                appoint Library committees.

        2.  Include the Collection Development Committee in the Bylaws as a permanent standing                committee of the Library Faculty.

        3.  Better describe the evaluation procedures for Staff Directors, AULs, and the DUL.

The EC discussed each proposal in turn.  In regard to proposal 1, Wedgeworth expressed the opinion that the proposed change would be counterproductive.  He suggested that the change would not obviate the need for the EC and the UL to fully discuss matters of committee appointments.   Instead, he suggested it might hamper that communication process by allowing the EC to try and end-run the normal committee appointment process, rather than openly and fully discuss such matters in the course of regular EC business.  Specific cases from the past semester were discussed and the majority consensus of the EC was that this change to our bylaws would not have avoided these particular difficulties.  Friedman expressed the opinion that this proposal was in response to a valid sense of frustration and powerlessness that the EC felt last fall when it had to meet several times without the UL, but agreed with Wedgeworth that it would not solve the problem.  Cole moved that the EC recommend to the Library Faculty at its March 26, 1999, meeting that it ask the Bylaws Committee to propose a formal amendment to accomplish this change.  Maher seconded the motion.   It was defeated on a voice vote. 

After brief discussion, the consensus of the EC regarding proposal 2 was that such a change would strengthen the Library's Bylaws.  The EC recognizes that the CDC is one of the Library's most important committees and, as such, the EC feels that it should be explicitly mentioned in the Library's Bylaws.  Cole moved that the EC report this opinion to the Library Faculty at its March 26, 1999, meeting and recommend to the Library Faculty that it ask the Library Bylaws Committee to draft a formal amendment to accomplish this change.  Friedman seconded, and the motion was carried on a voice vote.

In regard to the 3rd proposal, the consensus of the EC, after discussion, was that the language of the Library Bylaws did need to be improved as regards the frequency and nature of the evaluation process of senior Library administrators.  While the EC does not want to over specify the process, it was felt that the "in a matter to be determined" language, presently in the Bylaws, should be replaced with language that explicitly requires annual evaluations of Library administrators by the UL with some sort of written documentation or annual report from each administrator provided to the Library faculty.  Cole moved that the EC recommend to the Library Faculty at its March 26, 1999, meeting that it ask the Library Bylaws Committee to draft a formal amendment to accomplish this change.   Jones seconded, and the motion was carried on a voice vote.  This recommendation will be presented separately and independent of the recommendation regarding CDC.

D.  Create subcommittee to draft white paper documenting how librarian research benefits service to patrons:

After discussion the EC recommended three names for this subcommittee [Names will not appear in the minutes since none had accepted at end of the meeting Chrzastowski, Stuart, Brockman]

E.  Create subcommittee to develop orientation program for the new University Librarian

After discussion, the EC recommended four names for this subcommittee.  This subcommittee will be chaired by Marty Friedman and will include as a member Bill Maher.   [Kilton and Chaplan not mentioned in minutes since they weren't present to accept appointment.]

IV.  New business

A.  Agenda Items for March 26 Faculty Meeting

In addition to the two proposals for bylaws amendments discussed above, the EC will also be recommending to the Library Faculty that it ask committee chairs not to hold meetings between July 21 and August 20.  No additional agenda items were proposed.

B.  Update & recommendations regarding Staff Intranet

Cole presented an update on progress toward improving content and visibility of Library staff information maintained on the Library's website.  He noted that additional central resources (equivalent to one half-time GA) would be required to assist Library committees in maintaining an appropriate web presence.  The EC agreed to recommend this additional resource to the Library Administration.  Wedgeworth also raised concerns about archiving of the Library's staff website, particularly as we can expect that the primary, authoritative copy of more and more Library procedures and policies will be maintained on the web rather than in paper.  Wedgeworth asked Maher, Cole, and May Chang to meet to discuss ways in which we can insure appropriate archiving of the Library's staff website.

C.  LITG Proposal

Wedgeworth passed out a draft proposal from Bill Mischo for the formal creation of a Library Information Technology Group.  This proposal will be discussed at the April 12, 1999, EC meeting.

Respectfully Submitted,

Tim Cole
Secretary, Library Executive Committee

Present:  R. Wedgeworth, B. Clark, Searing, Holiman, Olsen, Conrad, Kitzmiller, Burger, Brockman, M. B. Allen, Jane Williams, Wright, B. Kruger, Bregman, German, Pausch, Watson

1.  Announcements

Karen Schmidt has been appointed Acting Head of Preservation to provide general oversight of Preservation & Conservation.

2.  Draft User Survey

Sue Searing distributed a draft of the user survey that she and Karen Schmidt have been working on.  They hope to have the survey ready for users in a couple of weeks.   Last year, the web was used as the primary method for receiving input, supplemented by in-person surveys done at the Illini Union.  This year, just the web method will be used for gathering data.  All units are encouraged to link to the survey from their websites.

The content of the survey is also similar to that of last year.  Some questions were simplified, others were reconstructed to make answering easier.  Searing and Schmidt welcome suggestions for improvement.  In particular, the group discussed ways to improve question 2.1.  Section 3 of the survey compares users' satisfaction with their rating of the importance of a service, facility, or online catalog function.   Concern was expressed about the overall length of the survey, especially section 3.5.  The group also discussed the new printing system, but decided to wait until next year to evaluate this service component.  There was some discussion of questions at the end that rate users' overall satisfaction.  Parts 3 and 4 of the survey were adapted from a University of Washington survey effort.

3.  OCLC CORC Project

Alvan Bregman distributed a description of OCLC's Cooperative Online Resource Catalog (CORC) project.  The Technical Services Division is proposing that the UIUC Library participate in this project to develop and use Dublin Core and MARC records for (primarily) web-based electronic resources.  Several other CIC institutions have indicated interest in joining.  While the focus of CORC is on electronic resources, institutions are free to experiment with the toolkit to create metadata for any appropriate resources.  Divisions are encouraged to read the project description and identify potential applications.

4.  Update on Rapid Cataloging

Lisa German and Alvan Bregman distributed a summary of current workflow, written by Stephen Smith, Team Leader for Rapid Cataloging.  The major features of this new processing strategy are (1) to use March 1 as a cutoff date, (2) to process all materials received after that date on a first in-first out basis, and (3) to gradually feed "backlogged" materials into the workflow as Team members adjust to their new functions.  Administrative Council is interested in seeing how the unit can use the next month to establish benchmarks in workflow and determine the appropriate staffing arrangement necessary to eliminate the current backlog.  A progress report is expected at the first Administrative Council meeting in May.

5.  Fines Update

Betsy Kruger reported on the significant roadblocks that we've run into with billing in DRA.  Regular overdue fines are unlikely to be billed until fall semester.   Because of the fine agency problem, we won't be billing for any fines that are currently accruing.  Sue Searing, Jo Kibbee, and Kruger will meet soon to discuss the public relations aspect of this.  Fines do show up on a borrower's online record/account, but they aren't actually being billed.  We also do not anticipate being able to process recall fines.  The ILCSO spring forum may provide an opportunity to discuss issues further and come to some reconciliation within ILCSO.   All problems/questions should be referred to Library Billing or the Telephone Center.

6.  Policies and Procedures

Bart Clark reported that, with the advent of the web, our policies and procedures coordination function has slipped through the cracks.  Clark is interested in proposing a simple main web page as a coordinating mechanism.  Links would be provided to appropriate decision-making bodies, established procedures, etc.  Clark will consult with the Systems Office to design a model page and bring it back to Administrative Council for discussion.  Searing noted that this new page might be developed in coordination with the Gateway Committee's new staff page.

Respectfully submitted,

Present:  A. Bendel, A. Conrad, J. Gammon, F. Huang, C. Kopp (Admin. Rep.), P. Lindell,
L. Roberts, D. Walters, and G. Witte

The Committee welcomed new member Fang Huang, representing Technical Services Division.

1.  The minutes of the March 24, 1999, meeting were approved as revised.

2.  Reports

A.  Admin. Council - the meeting was canceled.

B.  Faculty Meeting - rescheduled.

C.  Library Reconfiguration - L. Roberts distributed copies of the current (2-24-99) proposed basement floor plan.  Committee members examined and discussed it. 

3.  Updates

A.  Directories - G. Witte wrote to Bart Clark recommending that the brown directories on the first floor be removed as they contradict the correct black & white directories adjacent to them.  Bart Clark replied that he is getting approval from Bob Wedgeworth and Frances O'Brien for the removal.

On April 27, Bart Clark informed LSSC that the brown directories would be removed!

 B.  Parking lot lighting--the suggested changes must be presented to a campus committee (meeting date unknown), and we must wait for their approval.

C.  Fire Extinguishers--the question of fire extinguisher maintenance responsibility was asked, due to the reorganization of the fire service.  Ken Frantz checks and maintains the extinguishers in the Main Library.  The Fire Marshall maintains those in other campus buildings.

4.  Discussion

A.  The University Librarian candidate whom the LSSC interviewed was discussed.   The Committee members were reminded of the schedule of the other candidates.

 B.  G. Witte e-mailed Frances O'Brien regarding concerns about availability of LON.  The request was for consideration of either a paper copy to be distributed to each department for circulation or having a limited number of paper copies in the Librarian's Office for interested parties to pick up. Frances' recommendation was that this is something that each department/unit should address.

C.  A new member for the Preservation Committee was discussed.

5.  New Business

UIUC Smoking Policy - P. Lindell distributed copies of the new UIUC Smoking Policy, from the Office of the Vice Chancellor for Administration & Human Resources.  The published policy states:

"Smoking of any material is prohibited in all facilities of the UIUC campus, including campus-owned or leased vehicles, with the exception of designated smoking permitted overnight guest rooms."

This includes a prohibition against smoking immediately adjacent to entrances and exits of buildings. Some questions have been sent to Chancellor per the policy including a question about the smoking lounge on the fourth floor.

Respectfully submitted, 

Jane Gammon
Transcriber

 LIBRARY AND INFORMATION SCIENCE LIBRARIAN and ASSOCIATE PROFESSOR OF LIBRARY ADMINISTRATION

Position Available:  August 21, 1999.  A full-time tenured position as Associate Professor of Library Administration.

Date Posted:  April 29, 1999

Responsibilities:  Reporting through the Social Sciences Division Coordinator to the Deputy University Librarian, the Library and Information Science Librarian is responsible for the staff, services, and collections of the Library and Information Science (LIS) Library.  With primary responsibility for the LIS  Library's public service, bibliographic instruction, collection development, and original cataloging activities, the librarian hires and supervises staff, manages the budget, interprets general Library policies, and, along with other staff members, provides reference services and research assistance to the Library's clientele.  Coordinates all aspects of collection development in the LIS Library, and works closely with Graduate School of Library and Information Science faculty to assure that the Library's programs, services, and collections meet the needs of faculty and students.  Develops electronic resources and services, both local and remote, and fosters the incorporation of these resources into the ongoing scholarly activities of library users.  Serves as liaison with other University Library units, librarians, and with faculty, visiting scholars, and students. The LIS Librarian also represents the LIS Library in local, national, and international activities and also participates in system-wide committees.  Encourages the planning and implementation of programs of resource sharing and cooperative collection development with other regional and national library programs. 

Library and College:  As a member of a decentralized library system, which includes 45 departmental and college libraries, the LIS Library is part of the Social Sciences Division.  In addition to the Librarian, LIS Library personnel include 3 staff members and 1.3 FTE student assistants.  Located in the Main Library building, the LIS Library holds over 20,000 volumes, receives over 1,200 serials, includes a strong collection on censorship, and is complemented by holdings in the Main Library Central Bookstacks and other library locations.  The LIS Library serves the Graduate School of Library and Information Science (<http//www.lis.uiuc.edu/>www.lis.uiuc.edu), its Center for Children's Books and the faculty and staff of the UIUC Library.  The School includes 22 faculty, and nearly 400 graduate students, 95 of whom participate in the distance learning program.  Also served are the 110 faculty in the UIUC Library.   More information about the LIS Library is available at <http//www.library.uiuc.edu/lsx>http//www.library.uiuc.edu/lsx/

Qualifications Required:  ALA accredited MLS or equivalent.  Minimum of five years relevant experience in an academic research library, including collection development.  Knowledge of the information needs of scholars in library and information science, as demonstrated by academic course work or library experience in these areas.  Knowledge of new technologies and their applications to enhancing information services.  Understanding of current trends and issues in publishing.   Demonstrated leadership ability in planning  and implementing new programs and services.  Superior oral and written communications skills.  Ability to work cooperatively with colleagues, students, and academic faculty in a complex, changing, and multicultural environment.  A minimum of one year supervisory experience.   Evidence of research orientation and ability to meet university standards for tenure.  Preferred Experience in original cataloging.

Salary and Rank:  Salary commensurate with credentials and experience.   Librarians have faculty rank and must demonstrate excellence in librarianship, research, publication, and university/professional/ community service in order to meet university standards for promotion and tenure.

Terms of Appointment:  Twelve month appointment; 24 work days vacation per year; 11 paid holidays; 12 days annual sick leave (cumulative up to a maximum 240 days) plus an additional 13 days (non-cumulative) per year if necessary; health insurance, requiring a small co-payment, is provided to employees (coverage for dependents may be purchased); participation in the State Universities Retirement System, which includes several private options, is compulsory upon appointment (8% of staff member's salary is withheld and is tax exempt until retirement); newly hired university employees are covered by the Medicare portion of Social Security, and are subject to its deduction.

Campus & Community:  Urbana-Champaign, located about 135 miles south of Chicago, is a university community of over 100,000 inhabitants, plus a student population of over 35,000.  The University of Illinois at Urbana-Champaign has an administrative, academic and support staff of over 12,000.  Many of the academic units of the university are recognized for national leadership in instruction and research.  The Library ranks first in size among state university libraries and third among all universities in the country.

Apply:  Send letter of application and complete resume with the names, addresses, and telephone numbers of five references to Allen G. Dries, Library Personnel Manager, University of Illinois Library at Urbana-Champaign, 1408 West Gregory Drive, Urbana, Illinois, 61801.  Phone (217) 333-5494.  The University Library welcomes applications from minority group members, women, and others whose background may contribute to further diversification of ideas and attitudes.

Deadline:  In order to ensure full consideration, applications and nominations must be received by June 10, 1999.

THE UNIVERSITY OF ILLINOIS IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER