Library Office Notes

Library Executive Committee

Minutes of the Meeting

Monday, January 26, 1998

Present: Cole, Barbara Jones, Kilton, Schmidt, Stuart, Wedgeworth, Williams, B. Clark, Holiman

I. The minutes of the December 22 Executive Committee meeting were approved.

II. University Librarian's Report

Wedgeworth noted that he would be meeting shortly with the full Task Force. He urged library faculty to visit the Undergraduate Library's new enhanced graphic services facility which offers photocopying of oversized materials. Not all of the clients for DRA are ready for its mounting next summer, and since the new TAOS system is not completed, a hybrid system will be offered temporarily. Records from non ILCSO institutions are not yet ready, but data from the ca. 40 ILCSO institutions will be available when DRA becomes operative. The Illinois State Library is in the process of developing a Web service. Wedgeworth announced that he will be away on alumni relations business from February 10-17. He noted that all of the core print serial subscriptions canceled last summer have now been reinstated, and that additional money for monographs will soon be allocated.

III. Old Business

A. Presentation of the FY99-03 budget submission (Wedgeworth)

Wedgeworth presented the University Library's Budge Request: Annual Report and Annual Proposal FY 1999 to the Committee. He and Deloris Holiman went through the narrative section and the new format for the budget tables with the Committee. Various aspects of the budget reform process were discussed. The overall objective of the new budget is to improve the University Library's technical infrastructure, and to protect the collections and essential operations. Maintenance of the stability of library faculty positions is also a goal, but an attempt will be made to reduce the number of temporary positions. A supplementary source of income will be that of indirect cost recovery money which, under the new Budget Reform, may be retained by colleges receiving outside grants. The budget is subject to review by the Campus Budget Advisory Committee which is advisory to the Provost. The hearing with the CBAC has been scheduled for February 26. Copies of the budget proposal will soon be made available for Library faculty and staff to read in the Library and Information Science Library.

IV. New Business

A. Electronic Information Resources Committee. At the Executive Committee's recommendation, Wedgeworth announced he would recommend that Aaron Trehub be made a member of the Electronic Information Resources Committee.

B. A confidential personnel matter was discussed.

Respectfully Submitted,

Tom Kilton, Secretary

CATALOGING POLICY ADVISORY COMMITTEE
Minutes of the February 2, 1998 Meeting

Present: Ballinger, Bregman, Burbank, Copeland (for Chan), Hueting (chair),
Lee, Penka, Romero, Simpson, Smiley, Smith, Thurston, Wang, Williams

1)Announcements:

--Next meeting: Monday, Feb. 16, 9-11:00 am, Room 428.

--Hueting reported on Cataloger's Desktop/Classification Plus installation. Hueting will provide a software demonstration upon request (2-4 people at a time). Documentation manuals for the software have arrived; we have a limited number so they will be distributed to CPAC members with the goal of having one per Division. One copy will be placed in the Library Science Library.

2) DRA Report:

--ILCSO has decided to implement a hybrid system in August 1998 on the DRA Classic Server. The Cataloging and PAC modules will run TAOS. The Circulation module will run DRA Classic. Training of the local trainers is planned for April; Cataloging training will most likely be at the end
after Circulation and PAC training.

--The request from the Transition Team concerning call number priorities was tabled for discussion at a later date.

3) Old Business:

--CPAC Goals and Objectives. The current focus is on documentation and lines of communication. Discussion followed on Goal 2.1. Bregman suggested that CPAC gather current data, utilizing the Automated Services earlier Cataloging Backlog Survey as a baseline for comparison of factors such as numbers of FTE doing cataloging, their ranks and duties, etc. For
purposes of gathering this data, the Training Survey Subcommittee was created with Bregman (chair), Hueting, Penka, and Smiley. Under Goal 2.2: Training documents detailing instructions for cataloging need to be identified and compiled. An institutionalized training program for cataloging staff would insure greater consistency within the Library catalog.

--Cataloger-on-call. The concept is to provide another communication mechanism by which cataloging staff anywhere in the Library may query a previously identified and available cataloger during the workweek with a cataloging related question. One aspect involves general cataloging
questions to the Technical Services Division. A second aspect involves subject specific questions to appropriate subject experts. Bregman will bring the issue forward following discussion with the Technical Services Division.

--UIUC Library Cataloging Discussion List. Hueting volunteered to be one of two listowners for the UIUC Library Cataloging Discussion List. Information on subscribing to the list will be posted in LIBNEWS once the list is approved.

--CPAC Web Page. The Subcommittee on Electronic Communications was created as an advisory body to CPAC to screen future inclusions and links on the CPAC Web Page and to monitor the discussion list. Hueting volunteered to be chair; Copeland and Simpson will be members.

--Committees in ALA and other professional organizations (Goal 4.2). Thurston volunteered to compile a list of CPAC members' state and national organizational affiliations.

--Cataloging Documentation Subcommittee. Williams reported that the subcommittee is in the process of identifying and compiling relevant policy documentation. The identified documentation is being entered as a Word document which could be put up on the CPAC Web Page.

--Policy concerning Biography Class Numbers. Prior to the adoption of Dewey 19, the UIUC Library used a variety of special numbers for both individual and collective biographies. In
accordance with the policy that was established at the adoption of Dewey 19, and continuing through the adoption of Dewey 21 (CPAC minutes, February 20, 1989; October 21, 1996), "B." is no longer used in establishing new biography numbers; under 920, only 920.001-920.09 and
920.7 are used for very general collective biographies. Categories of individual biography which retain a special scheme include architects and artists, philosophers, and literary authors. The memo marked "UIL Classif. Rev. 1971" contains further categories of special numbers which have been
retained. Most new (unestablished) individual biographies, as well as other, subject-specific collective biographies, are currently classed by subject, adding either standard subdivision -092 (for individual biography), or -0922 (for collective biography) as appropriate from Table 1. For purposes of establishing a consistent policy regarding the use of previously established biography numbers versus when to establish new biography numbers, CPAC unanimously voted in favor of a policy to continue to utilize a biography number if 1) the number has already been established
and 2) there are 4 or more items classed in it. Both conditions must be satisfied in order to continue to utilize a previously established special biography number. If 3 or fewer items have been classed, assign a new number. In case of a conflict, where two or more biography numbers have been used, apply the number most recently established (by Dewey version). This policy takes effect immediately.

As there was no new business, the meeting was adjourned at 10:52 am.

Respectfully submitted,
Stephen Smith