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Information Services & Resources

Email Reference Group
Notes of Meeting (draft)
June 22, 2007
Rm. 407 Porter


Present: Richard Bower (recorder), Christy Branston, Helena Calogeridis (facilitator), Marian Davies, Judy McTaggart, Barbara Menich

Regrets: Rachel Caldwell, Jonathan Morgan, Sara Perkins, Carol Steele

1) Approval of the minutes from May 15th.
Minutes approved.

2) Business Arising:
None.

3) Reintroduction of PINE

Marian indicated that the E-Mail Reference Form needs to be reviewed for possible updating or correction.
Helena asked that all members of the committee verify that they have a valid e-mail password to access PINE. If you cannot access PINE speak to Charles Woods in systems and he will issue you a new password.
Helena asked whether any members of the group will need training in the use of PINE.
Marian felt that some will require at least a refresher. She also indicated that there were several automated messages prepared by Rachel that can be used in PINE.
Marian suggested that one person in the group should have responsibility for maintenance of the mailbox. They would be required to do regular housekeeping cleaning up the directory. They would also submit the monthly usage statistics to Christy Branston.
Marian also indicated that going back into PINE the group will need to address the issue of Spam.
Action: Helena volunteered to be the maintenance person for the group. She will contact Charles Woods in systems regarding the level of Spam filtering that is set for the PINE directory.
Helena inquired whether we should approach systems about providing an overview of PINE functions for the group.
Action: Helena will contact Charles Woods regarding a PINE overview session. She will aim to set something up in the next month preferably on a Friday morning when there is no ISR meeting.
Helena mentioned that Jonathon Morgan will likely have to step down from the committee once he starts working full time in the Map Library. The e-mail reference schedule will be advanced to take account of changes to the membership.
Christy wanted to know if we had done a comparison of the features and functionality of PINE versus Microsoft Outlook. Marian mentioned that there is a comparison document on the committee’s web page.
http://www.lib.uwaterloo.ca/staff/isr/eref/table.html

4) Promotion of E-mail Reference

Helena suggested that we need to consider how we might promote the e-mail reference service.
Richard asked whether it is not the entire “Ask a Librarian” service that we want to promote. There was agreement on this point.
Marian indicated that the tripod that is used to advertise LINC sessions in the main foyer during September is often available on days when there are no LINC sessions being conducted. This would provide the opportunity to mount our own promotional posters.
Christy offered that CROG had developed a number of catchy slogans that could be integrated into the Ask a Librarian promotions.
Helena proposed that we approach Mary Stanley and Esther Millar regarding promotion on the library web site. Marian suggested that we include a piece in the “Current News” section for a week each month through the fall to reinforce our message. Proposed scheduling of these promotions is the week after Labour Day, the week before Thanksgiving and the first week of November. We would likely have top billing for the better part of each week.
Marian added that it would be useful to scatter the CROG posters around various locations within the library at various at the beginning of the fall term. She stressed that we need to keep track of all poster locations in order that we show proper responsibility in removing them at the end of their run.
Christy suggested that we might consider having the Ask a Librarian e-mail address (asklib@library.uwaterloo.ca) spelled out in full on the e-mail reference form to help to promote the service.
Marian proposed that we consider using the “Quick Poll,” to be launched in July, to post questions that would help create awareness of our service.

5) Other business

Helena initiated discussion on having Maria Reinhard, from cataloguing, join the e-mail reference committee.
Action: Helena will pursue this idea with Shabiran.
Christy asked whether Davis librarians will continue providing e-mail reference service evenings and weekends in the fall and winter terms. Helena will consult with Jennifer Haas about the interest of Davis librarians in continuing this practice.

Meeting adjourned at 11:00 am.

Email Reference Group
libRefEmail@library.uwaterloo.ca
October 1, 2008