February 18, 2008 Meeting of Administrative Council

1. Update on Gateway Web Site Conversion and CMS Implementation
   (Mischo, Slater, J. Weible)
   Outcome: Update & discussion
   40 minutes
   1. Introduce and welcome Robert Slater as Web Technologies and Content Development Librarian
   2. Web Content Group’s role in making decisions and developing policy and guidelines for the content and the systems that enable the Library to present content virtually.
   3. Gateway conversion and work with Divisional web content liaisons;
   4. Update on Faculty/AP web pages
2. Announcements and Updates
   15 minutes

Scott Walter, chair, Tina Chrzastowski, Tony Hynes, Bill Maher, Sue Searing, Mary Stuart, Tom Teper, , David Ward, Karen Wei, Lynn Wiley, Greg Youngen; Visitors: Bill Mischo, Robert Slater, John Weible; Recording: Kim Matherly

1. Update on Gateway Web Site Conversion and CMS Implementation (Mischo, Slater, J.Weible)

Robert Slater introduced himself as the new Web Technologies and Content Coordinator. Robert will be making appointments to meet with each Division to find out their technical competencies and work with them on getting transferring content to the CMS. Camilla Fulton has been expanding on the CMS help documentation that was started by IT/ISD and the WCWG SWOT team, as well as preparing training modules. Within the next few weeks the documentation and training modules will be completed. Robert and Camilla are also continuing individual training sessions as requested and will begin division/unit level training as soon as the training modules are completed.

The Web Content Working Group has hired its first student to help units with the transfer of content to the CMS.

Several unit and department Web sites make use of templates designed by Erik Kraft. Fulton is working on CMS templates that will allow users to employ the CMS to create Web pages with a look and feel similar to the “Kraft” pages.”

There are some new features coming like RSS feeds and the ability to link to the library hours automatically. They are also working on mounting faculty and APs bios into the CMS. They are one to two weeks away from finishing populating those pages. Then the users will be able to make changes to the pages themselves. If you have not submitted your bio you can send it to Barry Bailey <bbailey@uiuc.edu>.

Robert’s web page is at http://www.library.uiuc.edu/administration/services/wtcc/. You can check there for updates and announcements.

Bill Mischo handed out a spreadsheet (seehttp://www.library.uiuc.edu/committee/admin/meeting2007_2008.html) that showed how often a user clicked on certain choices from the main Gateway page during Fall 2007. This information may be used to guide future development of the Gateway.

The “Subject Resource Guides” link on the Gateway now points to the “Webguides” listing available through the LEARN site (http://www.library.uiuc.edu/learn/instruction/webguides.html). Anyone wishing to add resources to this list should contact Merinda Hensley <mhensle1@uiuc.edu>.

2. Update on GSLIS Early GA Review Process (Walter)

There is a group currently interviewing GAs by phone-Kathleen Kern, Amy Killoran, Chris Quinn, Mary Schlembach and David Ward. They received approximately 30 names from GSLIS and five have dropped out. They started the process by sending some basic questions to all the students by email. They also requested permission to look at the admissions essays. The group will meet next week to make recommendations to GSLIS. Specific librarians will then be able to make follow-up contact with any of the GAs that look promising for their area. The names the Library gives to GSLIS are guaranteed an assistantship with the Library. The students have until April 15 to commit to coming to UIUC. There is info about each of the students through the Library HR website.

3. Selecting Materials for Remote Storage (T. Teper)

   (See handout at http://www.library.uiuc.edu/committee/admin/meeting2007_2008.html ).

The guidelines were passed by CDC in January. There was discussion about the line “In the model chosen, cost effective operations require that items in the facility circulate an average of fewer that three times in a given year of operational time.” Some of the members felt this line was unclear and should be removed. Tom will edit the guidelines accordingly.

4. GA allotments/assignments and the philosophy behind them (Walter)

   Some members felt it would be beneficial to know the thought process that went into the assignments.

Walter referred to the original e-mail on GA allocations sent to Library faculty in August, and again in October, which articulated the following “rationale for allocation”:

• what identifiable projects will be conducted or completed by GAs;
  how will GAs contribute to direct services to users;
  what operational goals of the Library unit will be met through the work of the GAs;
  what strategic goals of the University Library will be advanced through the work of the GAs; and
  how will the responsibilities to be assigned to the GA help to provide a high-quality, pre-professional experience?

Walter further identified the following as questions asked of each proposal by Budget Group members:

• Is the work identified for the Pre-professional GA at the appropriate GA level?
• Are there opportunities to centralize efforts?

5. Announcements/Updates

   Wiley-people in her division request that Scott send out information about emergency procedures.