Library Office Notes

Paula Kaufman, University Librarian, presiding

1.  Paula Kaufman made opening remarks relating to her first nine days as University Librarian and her schedule for the next month.  There has been much speculation about whether there will be a search for a new Deputy University Librarian, and Paula is in the process of examining the options.  She has spent her first nine days meeting with various individuals and groups from the library and campus and is in a listening and learning mode.  There are several major meetings in the near future, including the University Foundation annual meeting, a "critical issues" meeting with state educators and officials, the NCA accreditation visit, and the ARL board and membership meeting October 12-14.  She is attempting to limit her out-of-town travel, so will be gone only during the ARL meeting.  Paula also introduced new faculty members:  Lori DuBois (not present) and Mary Laskowski (both from Undergrad), Ellen Swain (Assistant Archivist for Student Life), Lisa Romero (Communications), and Janis L. Johnston (Law).  Finally, Paula provided an update on faculty searches in progress or approved but not begun.  The Documents Head and Newspaper Project searches are at the interview stage; the visiting Assistant Law search is underway; the Mortenson Center Coordinator job description is under review; positions for an Assistant Cataloger for Original Cataloging and Research Programmers for Systems and Tech Services are at the job posting stage; and the visiting Assistant Reference search is at the job offer stage.   In addition, searches for a Research Programmer for Administration, four Assistant Law Librarians, and an Assistant Librarian for Slavic have been approved but not begun.

2.  Minutes of the July 16 faculty meeting were approved as submitted.

3.  Committee Reports

Executive Committee (Bill Maher, reporting): 

The Executive Committee had met once since the last faculty meeting in July.  Bill Maher was re-elected vice-Chair and Tina Chrzastowski was elected secretary.  Other items brought up at the meeting included the future of the Strategic Plan, faculty recruitment, the formation of an ad hoc committee on online reserves (see below), and the resolution of a salary grievance.

4.  Informational Reports

Update on Staffing Inventory (Bart Clark, reporting):

The Staffing Inventory was presented by Bart Clark, who emphasized that the results given in Table 1 represent the best fit of the data in the model and not a recommendation for staffing reallocation.  The main conclusions are as follows:

The Indicator Model can provide a general overview of staffing requirements.
The Indicator Model can be used to allocate staff in some situations.
The Hayes’ Library Cost Model can be used to make comparisons between institutions.
The Hayes’ Library Cost Model has great difficulty in serving as a staffing model to allocate staff within the complexities of the UIUC library.
The Library should develop a cost-based staff model of its own if it wants to be able to determine staffing allocations that address the activities of all units.
Any model used must be applied within the context of the Library’s Strategic Plan. The inventory will be re-run using three years worth of data in the near future. Further consideration of staffing levels will be based on this data.

Report on the Ad hoc Committee on Online Reserves (presented by Tina Chrzastowski):

Several librarians active in the area of online reserves have formed an ad hoc committee to consider the issues involved in providing online reserves, including copyright and other legal issues.  Members of the committee include Tina Chrzastowski, Sue Searing, Jenny Johnson, Karen Schmidt, and Lynn Wiley.  A draft policy will be prepared and presented to the Executive Committee and Administrative Council.

IDAL (Illinois Digital Academic Library) report (Paula Watson):

The IDAL is an initiative to obtain a basic collection of full-text resources (not abstracts and indexes) for the use of primarily undergraduates and distance learners at 150 Illinois academic libraries.  It is currently an ILCSO initiative, but other institutions will be added.  At present, there are two parts:  an initial fund of $800,000 for acquiring general interest periodicals (RFPs due 10/15, product to be up January 2000) and $300,000 for one-time purchases of full-text materials.  The initial $800,000 came from money initially earmarked for DRA equipment.  A proposal has been made to IBHE for $2.1K for FY 01.  By FY 02, a cost-sharing segment is expected to be added with a cap of $1,500 for the largest institutions.

DRA Web2 issues (Sara Randall):

The PAC subcommittee is planning a usability study for the Web2 interface.  They will prepare a script for about 10 faculty, graduate, and undergraduate volunteers to follow.  The volunteers will be videotaped in an attempt to study their interaction with the interface.  ILCSO would like to replicate the study at about two smaller institutions elsewhere in the state.  A similar usability study is planned to examine the Gateway.

5.  By-laws amendment to include CDC as a Standing Committee (Richard Burbank):

The amendment was passed.

Subject:  Collection Development Committee Amendment to Bylaws

Rationale:  The Collection Development Committee (CDC) would be included in the Bylaws as a Standing Committee as an indication of its stature as one of the most important committees of the Faculty of library administration.  This amendment will add 2) Collection Development Committee to Article VII, Section 1.  Standing Committees, paragraph B.  Appointed Committees

2) Collection Development Committee

    a.  Purpose.  As the primary group for deliberation on Library collection policies, the Collection Development Committee shall advise the Director of Collections and Assessment. All issues pertaining to the collection, including the materials budget and funding, purchasing and withdrawal procedures, preservation, and matters pertaining to the acquisition of and access to all forms of information are considered by the Collection Development Committee.  As needed, CDC may form subcommittees to review and to advise on specific matters.

    b.  Membership.  The membership of the Collection Development Committee shall be comprised of:

[1]  one tenured/tenure-track faculty representative chosen by and from within each of the following eight divisions Arts & Humanities, Social Sciences, Life Sciences, Physical Sciences, Area Studies, Special Collections, Law, and Central Public Services;

[2]  a representative from the Technical Services division, who shall be the Acquisitions Team Leader;

[3]  the following persons serving ex officio (voting):  Director of Electronic Information Services, Preservation Librarian, Deputy University Librarian, Chairperson of the Electronic Information Resources Committee, and Head of IRRC; and ex officio (non-voting) Library Business Manager.

[4]  two interns chosen from among the faculty for the purpose of broadening the knowledge base about the work of collection development.  These interns shall be non-voting members.  Intern positions shall be advertised annually and appointed by the Chairperson of the Committee in consultation with the Committee.

    c.  Term of Office.  Members chosen by and from divisions shall serve for two-year staggered terms.  Intern members shall serve a one-year term.

    d.  Meetings.  The Collection Development Committee shall meet monthly or at the call of the Director of Collections and Assessment.

    e.  Chairperson.  The Director of Collections and Assessment shall be the chairperson of the Collection Development Committee.

    f.  Reporting.  Minutes of the Collection Development Committee shall appear in Library Office Notes.  The Committee shall communicate and consult at any time and in ways deemed appropriate.

NOTA BENE:  Present subparagraph 2) Other Appointed Committees shall become subparagraph 3).

6.  Faculty request for emeritus status for Robert Wedgeworth (Tom Kilton):

Tom Kilton presented the resolution, which was seconded by Tim Cole.  It passed by acclamation.

RESOLVED that the faculty of the University Library recognizes and expresses appreciation to Robert Wedgeworth for his outstanding contributions to the Library, campus and civic programs during his tenure as University Librarian, 1992-1999, and for his distinguished leadership in the areas of international  librarianship and technology development.  Accordingly, this faculty endorses granting Robert Wedgeworth emeritus status and urges the Provost to recommend this action to the University President in accordance with the procedures outlined in Provost Communication Number 12.