July 15, 2013 Meeting of Administrative Council

1. Discussion of new policies for rehiring of retirees (Kelly)
2. Overview of current software development activities in the Library (Tom Habing)
3. Update on IT production activities (Jim Dohle)
4. Discussion of the CIC Shared Print Repository (Teper)

   CIC SPR Presentation (pdf)

5. Review and Discussion of the Unit Annual Report Process (Searing)

   Unit Annual Report Assignments (pdf)
   Unit Annual Report Instructions (pdf)
   Unit Annual Report Presentation (pdf)

6. AC Agenda Committee for next year’s AC meetings- volunteers? (Jacoby)

Paula Kaufman (chair), Pat Allen, MJ Han (sub for Laskowski), Cindy Ingold (sub for Romero), JoAnn Jacoby, Bill Maher (sub for Johnson), Chris Quinn, Lynne Rudasill, Mary Schlembach, Sue Searing, Tom Teper, Sandy Wolf, Cindy Kelly, Tom Habing

1. Discussion of new policies for rehiring of retirees (Kelly)

   Policy from SURS, if anyone classed as an annuitant on state funds who comes back more than 18 weeks (across the whole state university system), and earns more than an amount equal to 40% of the pre-retirement highest annual earnings during an academic year, the employer will be obligated to pay a contribution to SURS equal to the annuitant’s monthly annuity times twelve.

   Library Policy: No retirees will be rehired ON STATE FUNDS, but can be rehired (on other funds with prior approval!), as per the Library SURS Annuitant/Retiree Rehire Guidelines. Must be on endowment earnings, gift or grant funds (we’re checking on contract-generated funds). There is a strict 50% FTE limitation. Rehired retirees cannot begin until Aug 16 and their employment will end by June 30. The campus process is cumbersome and details are still being added. The campus requires pre-approval. Units must work with Library HR, which will be our only point of contact with AHR and SHR on the rehiring process.

   Campus is still preparing its documentation. Library HR will have relevant documents posted no later than August 1. In the meantime, talk to HR if you are considering rehiring a retiree.

2. Overview of current software development activities in the Library (Tom Habing)

   The group has begun to use project management tools. Started by managing portfolio of projects. Projects classified into: New, Approved but not started, and in process (the later are classified into areas like search and discovery or digitization and preservation)”

   Some key projects:
   • Medusa (preservation) being done incrementally.
   • IDEALS DSpace upgrade, which leapfrogs a couple of versions (challenge here is that we customized as early adopters).
   • Veridian Newspaper System. We’ll be installing this commercial software locally; it will replace the OLIVE newspaper system.
   • BibLeaves – common platform for bibliographic databases to bring them under one roof (ACDC collection from ACES Library was the first to be rolled out, next up includes CPLA Archive, Music performance archive, field guides); the system can search across or scope to a particular collection.

   What to do if we can’t support a project? Looking at contracting work out (e.g. Archon); evaluating and choosing hosted solutions when we can (Ereserves, Aeon for RBML). Revisiting the idea of the IT Prioritization Working Group – maybe a few subgroups in different areas.

3. Update on IT production activities (Jim Dohle)

   Unable to attend.

4. Discussion of the CIC Shared Print Repository (Teper)

   Recap of faculty meeting discussion. SPR is located at Indiana University. The project started with Elsevier journals and will then move on to Springer and Wiley. We have identified more than 29,000 volumes that can be withdrawn, since we co-own the printed volumes at IU (now numbering more than 65,000 volumes), we have the electronic versions, and the digital versions are archived in trusted repositories. Building on complete set of each run hosted at Indiana University, owned by the cooperative (and counted in each library’s ARL stats). Looking ahead, the SPR steering group will focus on major scholarly societies’ journals and other journals with many copies across CIC. We have more than 29,000 volumes here that are now in CIC archive (equals one floor of stacks) that CDC has recommended that we de-accession. Will withdraw from Stacks and Oak St. and provide logistical support for withdrawing holdings (limited) in units who chose to withdraw.

5. Review and Discussion of the Unit Annual Report Process (Searing)

   Surprised by the number of units that didn’t submit annual reports last year. With Dean Wilkin coming, these may be especially important. Slimmed down what was required.

   Fewer stats that need to be reported to ARL (cataloging, preservation work, etc.) and therefore not required, but certainly welcome to report them if you collect them.

6. AC Agenda Committee for next year’s AC meetings- volunteers? (Jacoby)

   Lynne Rudasill will do this next year. Mary Schlembach has one more year on the Budget Group (2 year term).