Library Office Notes

University of Illinois Library
at Urbana-Champaign
No. 40, October 29, 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
LTA Position in Media Center

Martha Beneze has accepted the position of LTA in the Media Center, Undergraduate Library.  Martha formerly worked as  Library Clerk III in Periodicals.  We congratulate Martha and welcome her to the Media Center.  Her phone number is 244-3773.

(Joyce Wright)

Rescheduled Staff Brown Bag

The Reaching Forward South Conference Brown Bag will be held on Monday, November 1, 12:00-1:00 p.m., Room 428 Library.  Please join the UIUC staff delegates in an informal gathering to share the experience.  Handouts from many of the sessions are available.  Come for the hour or just for a few minutes, as your schedule permits.   Hope to see you there. 

(Pam Lindell and Peggy Ramert)

Library Phone Directory

Please note in your directory that Roxanne Frey is an Associate Director of Development and Public Affairs.

(Misty Thompson)

Please make the following corrections for the Undergraduate Library:  Martha Beneze (Media Center) 4-3773; Jerome Billingsley (Reserves) 3-3479, jbilling@uiuc.edu; Wade Palmer, 3-3479, wpalmer@uiuc.edu.

(Joyce Wright)

Marianna Tax Choldin's name is not hyphenated.  Her last name is Choldin.

(Kay Norman)

 Please add Willa Harper to the Acquisitions section of the phone directory; she is the approval plan backup and processing person.  Her phone number is 3-4164.

Karen Coleman should be added to Binding; she does binding prep.   Phone number:  3-1997

(Lisa German)

In the back section of the phone directory, Sharon Murray's phone number should be listed as 3-3411.  Karen Schmidt's phone number should be listed as 4-2070.

(Cindy Nakea)

Joanne Kaczmarek's first name is wrong (Joounne).  Sue Searing is an Associate Professor, not a Visiting Professor.

(Sue Searing)

Tim Cole and May Chang should not be listed as members of the Library Systems Office in the front of the directory. 

(Tim Cole)

In the back of the directory, the following people should be listed as Professor:   Tina Chrzastowski, Tom Kilton, Priscilla Yu.  Diane Schmidt, Leslie Troutman, and Tim Cole should be listed as Associate Professors. 

(Tom Kilton)

Commerce Librarian

A search committee has been appointed by the University Librarian to fill the position of Commerce Librarian.  The committee members are:  Margaret Chaplan, chair; Lisa Romero; Beth Woodard; Larry Neal, Professor of Economics; George Pennacchi, Professor of Finance.

(Margaret Chaplan)

NOVEMBER LIBRARY EXHIBITS

The Mexican Revolution
Latin American Library

James B. Reston of the New York Times
Main Corridor

Geography Then, Geography Now: 
Celebrating 50 Years
Mueller Exhibit Case, East Foyer

Joining the Figure for Survival:  The United Nations
and Indigenous Rights
Government Documents Library
Main Corridor, South End, Wall Display

1999 Nobel Prize in Literature:  Gunther Grass
Modern Languages and Linguistics Library

J. M. Coetzee, South African Writer
Modern Languages and Linguistics Library

Learning About Lincoln at the University of Illinois
Rare Book Room

(Library Office of Development and Public Affairs)

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ADMINISTRATIVE COUNCIL MINUTES
Meeting of Monday, October 4, 1999

Present:  Paula Kaufman, Chair; Alvan Bregman, Bill Brockman, Bob Burger, Tina Chrzastowski, Bart Clark, Alan Conrad, Barbara Henigman, Deloris Holiman, Janis Johnston, Barbara Jones, Jo Kibbee, Nancy O’Brien, Sara Randall, Diane Schmidt, Karen Schmidt, Susan Schnuer (for Marianna Choldin), Paula Watson, Joyce Wright

1.  Fine Waiving Guidelines

Lynn Wiley was present to review the Fine Waving Guidelines that she has drawn up for consistency in dealing with borrowers throughout the Library.  These guidelines are necessary because of new policies resulting from DRA.  She recommended using the Fine Waving Guidelines until the end of this semester.  Next semester, she recommended establishing an appeals board because of the number of graduate students being fined and because some of the fines are large--up to $500.

The Fine Waving Guidelines will go out electronically to all divisions to forward to their staff members.  There are workshops regarding fines for those who need to know more.  ILCSO also has guidelines, and there has been an effort to alert borrowers to different policies in other libraries.  Policies are uniform for DRA libraries, and any DRA terminal library can discharge books.  Lynn will come back at a later time to discuss hand written vs. electronic interlibrary loan requests.

2.  Netcat5 Issues

Barbara Henigman presented some guidelines for Netcat5 security.  There are many limitations of the system and a need for intensive training.  She recommends that people who work with Netcat5 should be qualified, trained, have it in their job description, and use the system a specified amount of time in order to be proficient. It’s a complicated process, is not user friendly, and is very difficult to do unless the person works on the system regularly to keep abreast of the process.

Barbara recommended a case-by-case evaluation/clearance of those who work on the system.  Paula Kaufman established that all agreed that we will adopt the guidelines with negotiations, where necessary, and revisit the issue in six months.  Barbara will get an application form out and will put it on LIBNews.

3.  Retreat Planning

The Admin Council retreat at Allerton Conference Center will begin at 9:00 a.m. and close at 3:30 p.m.  Barbara Jones, Barbara Henigman, Alvan Bregman, and Paula Kaufman (ex officio) will meet to draw up an agenda for the day.  Some issues they will consider are:

· how the group is going to work together;

· history of how the group functioned and what has worked in the past;

· delegating authority;

· working toward a common Library goal;

· an evaluation and incentive system that works;

· a statement on why the AC exists;

· Deputy University Librarian and Executive Committee and duplication of effort;

· role of Division Coordinators;

· how do we look at the Library as a whole as opposed to units; how do we    develop a concept of libraries vs. library units.

4.  Awards Program

There was agreement that an awards program has to be handled very carefully to become a positive event.  After discussing several ideas, it was decided to have a committee look around at other departments on campus, investigate what other ARL libraries are doing, and present ideas to the group.  The committee will consist of Paula Watson, Joyce Wright, and three more members (two staff and one faculty).  The committee will report back to the group in a couple of months.

5.  Use of library list serves for personal agendas

While there was concern about appropriate use of the list serve, it was agreed that no one has seriously abused its use.  Most people follow university guidelines for employee behavior:  no sexual harassment, political statements, or church-related messages.  While personal use of e-mail is similar to personal use of University telephones, there are policy statements for the use of phones but not for e-mail.   Paula will be looking at general policies for e-mail at the University level.

6.  Announcements

Sara Randall explained that ILCSO has formed a group (on which she is serving) to look at possible alternatives to DRA.  If a new system is to be implemented, it will not be before Summer 2001.

Deloris Holiman answered questions about the handouts from the last meeting.    While summer salaries are unfunded by Campus, they are funded by the Library.

Alvan Bregman will send out a memo on sabbatical leaves to go in LON.  The new deadline for getting materials in at the divisional level is November 1 and, for getting materials in at the Campus level, December 1.

Paula Kaufman said there was not yet an agenda for this week’s Council of Deans meeting.  Highest priority of Campus is to restore faculty positions.  The Library is second on the list, and improving faculty salaries is also very high.

The Senate Committee on the Library met September 29.  Budget allocations, the budget for next year, and service profiles were discussed.  SCL agreed to co-sponsor a series of Campus discussions about scholarly communications issues.

Paula has met with the individual members of the Admin. Council and Executive Committee.  She will summarize the themes that surfaced, as well as those that did not, to present to the group for discussion at a later meeting.

The meeting adjourned at 3:20 p.m.

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Minutes of the Library Staff Steering Committee Meeting
October 13, 1999

Present:  A. Bendel, A. Conrad, J. Gammon, F. Huang, P. Lindell, L. Roberts,
B. Trumpinski-Roberts, E. Schroeder, G. Witte

I.     Minutes of the September 22, 1999 meeting were revised and approved.

II.     Correction to the minutes of September 22, 1999.

        II.  Reports A. Admin Council -

            - Alvan Bregman is working on new processing macro for blanket orders.

            Should read:

            - Technical Services staff are working on a new processing macro for              blanket order.   Alvan Bregman is working on a macro to generate
           call-numbers.

III.     Reports

        A.  Admin. Council - Report from A. Conrad

        - Lynn Wiley gave a report on book fine guidelines.  A recommendation for              creating an appeals board was forwarded as well.

        - applications for NetCat5 clearance levels will be on LibNews.

        - a sub-committee will be formed to investigate faculty/staff awards.

        - the non-Library use of LibNews was discussed.

        - Sara Randall announced the creation of an ILCSO committee to evaluate              the DRA system.   Remaining with DRA Classic, waiting for DRA Taos, or              moving to a new system entirely are some options being considered.

        - planning for the Admin Council retreat on November 10.

         B.  Faculty meeting - Next meeting to be held October 15 in the Illini Union,                  with refreshments.

         C.  Library reconfig. - Nothing new to report.

         D.  Divisional meetings -

 IV.  Updates/Announcements

        A.  Gil Witte was elected as the staff representative to the Strategic Planning                 Committee.   First meeting date is not yet known.

V.   Discussions

        A.  Briefly discussed the staffing inventory as found on the web.  Awaiting a                 revised document with updated information which should more accurately                 reflect the Library.

        B.  Examined the election cycle for the LSSC.  Was tabled for later                 discussion.                

VI.  New Business

        A.  Members will return to next meeting with proposed questions for our                 meeting with Paula Kaufman on November 2.

        B.  Discussed a proposal for special uses for the smaller breakroom.  Was                recommended to pursue other options.

        C.  Awards committee - Paula Watson and Joyce Wright are heading the                 sub-committee on faculty/staff awards.  They will be sending out a call for                 volunteers in the near future.

        D.  Al Dries will be at the next meeting to review personnel procedures for                 staff vacancies and appointments.

Respectfully submitted,

Jane Gammon, Transcriber

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