Information Services Management Committee

Minutes of the Meeting of April 9, 2002
1:30 – 3:30 pm
Davis Conference Room

Regrets: Jim Parrott

Guest: Michele Laing

1. Minutes of Previous Meeting
   The minutes of the meeting of March 26, 2002 were approved with changes.

2. Update on April 2 Virtual Reference Meeting with Librarians
   Susan provided an update on the meeting ISMC held with the librarians, which was felt to be a positive one. At the end of that meeting Susan requested those present to send her an email message indicating how much time they could commit to virtual reference, whether they would be willing to participate in the first phase and to join an implementation task group.  Based on the responses she received, Susan is confident that there is a sufficient pool of staff who can commit enough hours to enable us to introduce virtual reference. 

3. Final Review of the Feasibility Study Report
   Susan distributed draft #5 of the report prior to the meeting for the Committee’s review.   ISMC discussed the report and was satisfied that it was accurate. 

4. Distributing the Report
   Susan suggested that Cheryl prepare a Web version of the final report for ISMC’s Web site, and that these library groups be notified as soon as it is available:
   • Library Budgets and Planning Committee
   • Library managers
   • information desk staff
   • all Library staff

   Susan will prepare and send a message to the first three groups; the notification to all staff will be sent some time after that.

5. Advance Notice to Library Assistants, and Staff From Cataloguing and ILL
   The Committee felt that it was important that the Library assistants know about plans involving them in virtual reference before the report is distributed.  Their enthusiasm and interest is very much appreciated. However, training issues combined with the probability that virtual reference will likely start with only one seat compel the Committee to involve the assistants at a later phase in the implementation of the service.  Richard, Helena, Michele, Doug and Sue will convey this to the assistants in their departments.  Susan will speak with Jim Winterbottom with respect to the Library assistants at Optometry.

6. Terms of Reference for the Virtual Reference Task Group
   Directly following the meeting on April 2 ISMC held with the librarians, Committee members stayed behind to discuss the need for a task force, and what it will be asked to do.  Several librarians indicated their interest in forming the task group, several of whom come from ISMC.  Doug agreed to be the Library’s contact for LSSI.  Jim compiled a first draft of the group’s terms of reference, which Susan revised and provided prior to today’s meeting for discussion.  The Committee recommended that:
   • the task force report to ISMC.
   • the group be called the Virtual Reference Task Group –  Implementation Phase.
   • that an additional task be added to the terms of reference with respect to developing and implementing assessment and feedback mechanisms.

   Susan will modify the terms of reference document to include these, and other suggestions. 

7. Other Business
   1. satellite teleconference on virtual reference:  Carl has been investigating whether UW has the equipment and resources necessary to receive an upcoming teleconference; it turns out that this is not currently possible.
   2. National Library forum on virtual reference:  Susan will be attending this forum, which will take place at the start of May 2002.