October 9, 2019 Meeting of Life Sciences

Susan Braxton, Prairie Research Institute Librarian

Peg Burnette, Medical and Biomedicine Librarian; PSED Liaison

Erik Chapman, Staff Liaison

Erin Kerby, Veterinary Medicine Librarian

Lucy Moynihan, Staff Liaison

Ryan Rafferty, Regional Health Sciences Librarian, UIC LHS

Janis Shearer, Public Services & Engagement Librarian

Mara Thacker, Global Popular Culture Librarian; South Asian Studies Librarian; ASD Liaison

Kelli Trei, Biosciences Librarian

Sarah Williams, Head, Funk Library

1. Approval of September minutes (taken by Sarah)
2. Update on hiring:
   • Planning, Landscape Architecture, and Agriculture Librarian (Erin)
   • Night Staff (Lucy)
3. Update on office building project (Sarah)
4. Committee assignments and reports – AC, CDC, others
5. Round Table
6. Adjourn

Susan Braxton, Prairie Research Institute Librarian

Peg Burnette, Medical and Biomedicine Librarian; PSED Liaison

Erin Kerby, Veterinary Medicine Librarian

Janis Shearer, Public Services & Engagement Librarian

Kelli Trei, Biosciences Librarian

Sarah Williams, Head, Funk Librarian

1. Approval of September minutes (taken by Sarah)

• Minutes approved

2. Update on hiring:
   • Planning, Landscape Architecture, and Agriculture Librarian (Erin): recruiting continues, more applications have been received; application access has been left open indefinitely, but review of submissions received thus far is in progress.
     Committee will decide what to do next week.
   • Night Staff (Sarah): Position closed before the discrepancy between %time and total hours was corrected on the campus HR portal.  The hours will have to be clarified to applicants when contacting them to schedule interviews.  Sarah expects to receive the list of people who met the criteria for the position soon. Per Civil Service hiring procedures, all who meet the criteria will be interviewed.

3. Update on office building project (Sarah):
   “95%” project documents were received and shared, including a 350 page project manual.
   Sarah received no questions from Funk staff, but sent a few questions to Tim Newman, who responded with clarifications on design: walls will go to top of ceiling (past ceiling tiles); offices will have solid ceilings, not tiles; there will be electrical outlets on every wall, data port in each office; 2 can lights in each;  occupancy sensors will turn off lights.Work should be substantially completed by Mar 16 2020, and the current plan is for 3 additional offices.  We don’t have the quote yet for cost, but the Library has committed to covering what Endowments can’t cover.  No response to question about moving wall on third office to make the space outside the office a little less tight, but the 95% drawing showed wall in same location, so it is assumed that was not an option. Work will be done between 7am-4pm (ish), starting in November.

   -Temporary dust control sheeting will take a much larger footprint than the offices, so Ref Desk will likely be moved to the front area by the Circ Stations.
   -We don’t expect the noise to be as disruptive as in Main because there should be less drilling into existing floors/walls, but the space is very open so sound may really travel.
   -Construction and accompanying furniture rearrangement will likely limit space available for finals activity tables.  We may be able to keep coloring supplies at the desk and let people ask for them there.
   -There were structural limitations on where offices could be placed.  An overall consideration was minimizing lost patron space, but patrons weren’t consulted about the new office project.
   -Not sure where existing computers and furniture will go; has been discussed, and Sarah will meet with Leslie and Tim to discuss options.  May be able to remove old CPLA ref shelving to make more space in that area for it, if data and power outlets are available in the area.  May be able to swap out bulky furniture for more compact options without loss of seats.  Sarah will update LSD about options and plans for the seating when she has more info.
   -An important issue is what happens during construction re: perceived or actual loss of space and seating and our communication to patrons.
   -Need to communicate with patrons about the disruption; communication with students will be key during construction phase.
   -May want to consult with Paula Carns about how they communicated construction info in the Main Library to patrons.
   -Will use white board with notice and explanation of when the quiet hours will begin.
   -Can also use social media, , table tents, and handouts to communicate the construction news; and can use these venues to share designated quiet hours, and present other space options in the building (e.g., ACF) or elsewhere that students can use when construction is active.
   -Need to be sure all desk staff have the information they need to respond to patrons who have  questions or concerns, including how having all Funk librarians on the main floor will benefit library patrons.

4. Committee assignments and reports
   • AC (Kelli) no meeting since last LSD meeting
   • Reference Mgmt Team (Kelli) – will create and manage a separate list of subject specializations (between 100 and 200 specializations) that will include primary and secondary contacts for each. Consensus that we should add aceslib email for any subject that doesn’t have a secondary person named.  RMT will be the contact point for the list, and will be responsible for updates (updates will be standing item on their agendas).  Will be linked from the main menu on the Library webpage, and will be a static page that displays as a table; they are considering add a box to search the page (for people who don’t think to use Control-F).
     RMT also is working on codifying Divisional representation
   • CDC (Sarah) September meeting cancelled.
     Erin: LAC sweeps week possible changes for spring sweeps, move to week after Spring Break, and may pilot with some libraries to test how data would change.  Looking for a time that gets more typical data.  Spring sweeps numbers always lower than fall.  New submission form for LAC funding requests coming soon.
     Peg: RPC – Reviewing funding apps.  Talking about panel discussions or presentations by award winners, because Dan isn’t doing that any more.
   • Staff Development and Training (Susan): currently working on reviewing and updating committee mission.

5. Round Table
   • Susan: Requested permission to edit Natural History and CPLA Collection statements via OTRS, and was granted permissions for the entire directory.  Can other selectors also edit their Collection statements now, or will each person have to request access?   (When logged in to WP, can tell if you have access if one of the options for the Collections Directory is “Dashboard”–if no access, you will just see “Visit Site”).
   • Peg: CoM is getting really busy, twice as many students now.
   • Janis: will be setting up another round of one on one meetings with us soon. Center for Digital Agriculture is a collaboration between ACES, IGB, NCSA, Engineering, to explore optimizing agricultural technology.  Formally launched this week
   • Kelli: Copyright study with students (Sara B. and Merinda) will get gift cards for interviews.  Study centers on images.  Looking for STEM students in particular.
   • Adjourn: 11:59am