December 9, 2020 Meeting of Library Faculty Meeting

Time and Location of Meeting

December 9, 20203:00 pm - 4:30 pm Zoom Meeting

Agenda Details



University of Illinois at Urbana-Champaign
Library Faculty Meeting Agenda
December 9, 2020 meeting
3:00-4:30 pm
Zoom meeting only


  1. Call to Order
  2. Standing Items

2.1   Adoption of the agenda
2.2   Approval of the minutes of the October 2020 Faculty Meeting
2.3   Introduction of New Employees (John Wilkin)
2.4   Executive Committee Report and Discussion (15 minutes – Bill Maher)
2.5   Report of the University Librarian (15 minutes – John Wilkin)

  1. Discussion Items
  2. Lightning Talks
  3. New Business
  4. Announcements
  5. Adjournment



Minutes Details



Minutes- DRAFT

University of Illinois at Urbana-Champaign

Library Faculty Meeting Agenda

December 9, 2020 meeting

3:00-4:30 pm

Zoom meeting only



1.Call to Order

Meeting called to order at 3:01 pm (77 participants).


2.Standing Items


2.1   Adoption of the agenda

Adopted as is.

2.2   Approval of the minutes of the October 2020 Faculty Meeting


The minutes were approved.


2.3   Introduction of New Employees (John Wilkin)


David Ward introduced Alex Deeke as the new Undergraduate Teaching and Learning Librarian (UGL).


2.4   Executive Committee Report and Discussion (15 minutes – Bill Maher)


Similar to last month, the work of the university during the pandemic is as busy as it is at other times.

1) EC appointed new members and/or replacements for Peer Review Committees.


2) EC approved position descriptions for the positions of Visiting Conservator; Library Assessment Specialist; Associated Director for Diversity, Equity, Inclusion, and Access; Visiting Design and Materials Research Librarian; and agreed on a review process needed for appointment of an Interim Head of the Mathematics Library.


3) EC reviewed and accepted the report on the Library Residency Program. EC members were supportive of having further residents in the future although specific plans would be deferred at least until after the pending report on pre-tenure faculty.


4) EC discussed an inquiry relating to emerita/emeritus status and appointment as Research Professor. They confirmed with the campus that a zero-percent time Research Professor appointment could be offered in conjunction with emerita/emeritus status for retirees. The information we received from the campus indicated that the Research Professor appointment was a matter of title only, with no additional benefits.


5) Ongoing EC meetings with Dean Wilkin have provided a means for updates on general campus matters that may affect the Library, especially based on information coming from his regular meetings with the Provost and deans’ council. Topics have included outlines for the return of students following fall break, the rising instance of COVID cases, and the continuation of testing after fall break and through the winter break. Another thread has related to campus guidelines for the FY 2022 budget, and establishment of a general schedule for the preparation of the Library budget. We anticipate that we will need to model some reductions and that a draft budget document will be prepared and reviewed in the third to fourth week of January.


6) Following feedback from the LSSC and LCAP, the EC reviewed the draft charge for the Task Force on Diversity, Equity, Inclusion, and Access, and adjusted membership to equalize representation among faculty, AP, and Civil Service, as well as adding a graduate student member. We then approved the revised charge and completed the nomination process for this two-year task force.


7) We discussed a process for the annual review of the Directors. It would parallel the schedule and the general pattern of the annual review of Associate University Librarians but with some adjustment in the format of the reports the Directors would be asked to provide.


8) EC had their monthly session with representatives of LSSC and LCAP to hear concerns and obtain perspectives from Civil Service and Academic Professional staff. The discussions continued to address how communications, especially the tone and context of their delivery, should be handled sensitively to ensure greater inclusiveness and avoid sending mixed signals. The session also highlighted the need for continuing awareness of the anxieties present in the ongoing environment of the pandemic and general societal and political tensions.


9) We had one monthly updates from the AULs and the Directors on issues related to the UGL/Main Library integration working group; the FY21 and 22 materials budget as well as vendor contracts and licenses; the Library building project; large-scale collection management projects; the search for an Assistant Dean for Business and Human Resources; print delivery in the Marshall Gallery; and upcoming changes to Provost Communication 9.


10) Following up on a recent question from a faculty member relating to the Annual Review and comments in the Subject Specialist Task Force report of a few years ago resulted in EC discussing whether the use of numerical scores provided by FRC in annual reviews of 0Y to 1Y faculty would benefit by having some qualitative comments to provide more context of the evaluation. We referred it to FRC for further discussion.


11) This week, we recently returned to an agenda item from mid-September, relating to the request for a survey of persons in all three employment categories to assess the goals and effectiveness of meetings. Rather than launching a stand-alone survey, EC concluded that the matter would be better handled if it were folded into the work of the Task Force on Diversity, Equity, Inclusion, and Access.



2.5   Report of the University Librarian (15 minutes – John Wilkin)


Wilkin commented on the University budget situation in terms of the additional costs and revenue that is affecting the University. Next year we expect a decline in state revenue due to the failure of the tax initiative and the growing costs of the state. There is good news on the enrollment front with applications at all levels strong in all categories, and that bodes well for that form of revenue.


With regards to budget planning in the Library, the annual review of budget and report are due to the Provost on February 1 and will be roughly in the same format as previous years. The Library is being asked to model a 5% reduction, as are all central units. The basis of calculation excludes the Library IT fees and the collection budget, with the reduction calculated as being approximately $1 million from operations. The administration team and AULs are working on the text of the budget and are coordinating the timetable with EC. Susan Edwards, Skye Arseneau, and Wilkin are working on strategies for these numbers and are confident that they will meet the target by adjusting current and future hiring.


As Bill said in the EC report, we are close to having and moving forward with the Task Force for DEIA. They are waiting to hear back from the list of those nominated and then will have a kick-off meeting. The position description for the Director of the DEIA initiatives will be approved soon.


Updates on the Building Project: The LCWG report has been accepted and a response is being formulated by Provost, VCRI, and Wilkin. The architecture and engineering firm selection process is moving forward with finalists being reviewed imminently.


Active searches for the Assistant Dean of BHSRC, the E-Resources Librarian, and Scholarly Commons Librarian are being wrapped up right now. The Dean expressed his appreciation for all the hard work done by the committees and those who have attended presentations.




Tom Teper provides link to the report on the Library Consultation Working Group:


Lisa Hincliffe provides link to a report on The Impacts of COVID-19 on Academic Library Budgets: Fall 2020:


Bill Maher asks about the budget and as to whether and why the IT budget remains the same, especially if student enrollment is going on? Wilkin: It would be natural that the amount of funding would go down or up with enrollment, but we have been buffered when the amount went down and the amount hasn’t gone up when enrollment has increased; the amount remains relatively constant.


Bill Mischo asks about the 20 week separations regarding the new campus staff voluntary retirement drive. Wilkin answers that funds are being set aside for people who may wish to take advantage. Skye Arseneau comments that people will have until March to revoke their agreement. Mischo asks if they will do an equivalent program for faculty retirements, and Wilkin says no program is planned.


Joe Lenkart asks regarding the Main Library portion of the Library Building Project, and Wilkin responded that it has been postponed with the state budget situation and the evaporation of funding.


3.Discussion Items


Kyle Rimkus asks about remote work continuing after the pandemic ends and the need for ongoing policy on the matter. Wilkin defers the question to Arseneau, but states that there haven’t been any plans for permanent policy, though it is something that is becoming a new normal for industries and it is something to be taken into account. Arseneau agrees that there’s nothing on the table to make tele-working permanent, but it’s something that has been tailored heavily to the pandemic response.


JJ Pionke: Does it make financial sense to continue with the UGL change over when the main building project is on a who knows how long, hold? Wilkin argues that it does matter for the RBML, Archives, and IHLC, and it’s important to be moving forward with that to do right by special collections’ needs for more vault spaces and exhibit spaces.


Chris Bailey: Having some stay work from home longer-term could help alleviate space concerns in the main building when the undergrad folks move in…just a thought.


Emilee MAtthews: Anything about future vaccine requirements or possible dissemination from campus, either for students or employees? Wilkin: Things are in flux and they are being worked out. The University is collaborating with local officials on this and we’ll see more on that soon.


4.Lightning Talks


5.New Business




Mara Thacker has two events to share, both on Dec. 10: An LIS Research Roundtable Discussion from 12-1 and the Online De-Stress Therapy Pets will be from 1-4pm.


Lisa Hinchcliffe shares the schedule of events for the AI Infodemic: Interrogating Algorithms of Information Seeking series:


Hinchcliffe also asks regarding any rules for accessing buildings over the winter break. Wilkin responds that there will likely be communication updates on that.



Meeting was adjourned at 3:41pm.