February 18, 2002 Meeting of Administrative Council

Agenda not yet available.

Paula Kaufman, chair, Bob Burger, Deloris Holiman, Barb Jones, Barb Henigman, Janis Johnston, Cindy Kelly, Betsy Kruger, Bill Mischo, Nancy O’Brien, Beth Sandore, Diane Schmidt, Karen Schmidt, Jane Somera, Paula Watson, Karen Wei, John Weible, Joyce Wright, Visitor-Kathleen Kluegel, Tom Teper

1.   Report on subbasement leak and other environmental problems – Tom TeperTom asks that no one leave materials on the floor and to please use plastic boxes instead of cardboard.  A lot of empty cardboard boxes and trash are being left around the library and they attract insects.  Please dispose of trash and boxes properly.

   The subbasement leak was not reported to Tom for two days.  Tom asks that all disasters be reported to the Office of Planning and Budgeting right away.

   There is now a Task Force on emergency response and security led by Bart Clark.  Some of the issues they are looking at establishing include a key policy, a plan for the building, safety and security training, and a quick reference section that gives instructions as to what to do in each circumstance and who to call.

   Check with Bart’s office for pallets and plastic boxes.

2. Update on GA Data Base and Recruiting – Cindy KellyGSLIS admits everyone all at the same time.  The numbers are down this year.  Changes that the faculty recommended will be made.  If you have any other changes you would like made, in addition to the ones already submitted, please let Cindy’s office know.  You can now do searches by name, degree, etc.  Résumés will be available in PDF format from the web.  Cindy’s office will also post for the GAs where the assistantships are located, the job description and the contact person.  The database will be updated as the positions are filled.
3. Moratorium on Transfers to stacks in Preparation for Oak St. Facility– Bob Burger and Betsy Kruger18-24 months remain before we start filling the Oak Street Facility.  At present everyone should be updating Marcette materials, barcodes, and doing preservation work, including binding and re-binding, etc.

   Because some Stacks staff will be assigned to work on preparations for the Oak Street Facility, Stacks cannot handle all transfers.  The AC agreed that monograph transfers would still be accepted, but serial supercedes and serial transfers would cease effective immediately, and would only resume once Oak Street is open.  The division coordinators agreed to consult their divisions on the proposal that most of the funds allocated to department libraries to help with the selections process will be diverted to the Stacks so that transfers of monographs into the Stacks from the department libraries can continue.

   Paula will send a statement to E-Week and a feature in the Compendium and Inside Illinois on a regular basis letting the faculty/staff/students know that until the Oak Street Facility opens material may accumulate in the department libraries.

4. Voyager Planning – Betsy KrugerISSC recommends standardization of loan periods to reduce patron confusion.  These can be used for serials and monographs.  The standardization will give a shorter loan period for, say, new books, but it will limit the number of different loan periods in general.

   Betsy also handed out a graph of different item types that are being used in Voyager.

5. International Strategy Task Force Report-Bob BurgerThe group reviewed the Task Force’s draft report, which recommends strategies for the entire library.  The next step is discussion by Divisions.
6. Secretarial Support for Faculty CommitteesCommittees that need secretarial support for their activities should contact Kim Reynolds.
7. Announcements and updatesThe orientation program for new graduate assistants is February 22 from 1:00-5:00pm in 66 Library.  This is a shortened version of the orientation offered in the Fall.

   On February 26 from 2:00-3:00pm there will be a book donation ceremony in the Asian Library to recognize a gift of 1400 books by the Taipei Economic and Cultural office in Chicago.

   The Chancellor toured the library earlier this month.  She was appropriately dismayed by the physical conditions but very enthusiastic about the people she met and the collections she saw.

   Corporate Time is up and running and the Systems office is available if anyone has problems with it.  Everyone is encouraged to use it.  FAST TRACK has training courses available.  If there is a widespread desire for training in the Library, let Systems know and they will set up training.  There will be a brief demo at the next faculty meeting.

   The new Japanese Studies Librarian will begin February 27.