Information Services Management Committee

Minutes of the Meeting of February 19, 2002
1:30 – 3:30 pm
Porter Conference Room

Regrets: Doug Morton, Jim Parrott, Melanie Watkins

Guest: Michele Laing

1. Minutes of Previous Meeting

   The minutes of the meeting of January 29, 2002 were approved with changes, by email and sent to staff prior to today’s meeting.

2. Virtual Reference Teleconference

   Susan has been working with Carl to find out whether the University has the equipment necessary for participation in teleconferences that require satellite connections.  If the University does have the necessary equipment and we can get access to it, ISMC and all staff who provide reference service will be invited to attend a conference on virtual reference on April 19 (this will be the 2^nd part of a 2 part conference; the first part was held on February 8).

3. Accessibility Issues

   Following word that she received from Janet Wason, Susan R. wanted ISMC to be aware of the issue of access for the visually and hearing impaired when considering virtual reference.  Linda commented that an adaptive technology compatible system is ranked as desirable–but supporting software may not yet be available.

4. NetAgent

   Faye Abrams is organizing a demo here of virtual reference software known as NetAgent.   The demo, scheduled for February 27, is intended primarily for librarians from Ryerson, Guelph, York, and Windsor (these libraries are already offering virtual reference service).  Because the demo will be here and because ISMC is investigating virtual reference, ISMC members have also been invited to attend.  Linda, Michele and Doug (the ISMC members who are investigating software options) will also sit in on a meeting immediately following the demo, about the possibility of OCUL collaboration on the purchase or licensing of virtual reference software and service delivery; they will join that meeting as “flies on the wall”, rather than as active participants.

5. Workgroup Reports:  Virtual Reference

   The following progress reports were submitted by the individuals and groups on their assigned tasks, and were discussed at today’s meeting:

   • Why we are considering virtual reference: Helena is in the process of gathering statistics to support statements included in her report and fleshing out some of these statements.

   • Potential impact of virtual reference on library services, patrons and staff, including the identification of staff and resource needs:  Sue M., Judy, Melanie, and Mary will continue to contact selected libraries with respect to the list of questions they have prepared.

   • Prepare cost estimates for hardware, software, furnishings and equipment: Michele, Doug and Linda have prepared a draft evaluation of virtual reference software, accompanied by a list of criteria definitions.

   • Identify stakeholders: Richard’s report prompted a discussion about the need for a definition of stakeholder (e.g., those who will be impacted, and who have a vested interest in virtual reference). Two categories were suggested:  1. primary players (frontline/support staff, clients) and 2. others who need to be made aware of the implementation of the service.

   • Risks and probabilities associated with the virtual reference desk project:  It was suggested that Doug’s list of risks be narrowed down to significant ones (e.g. software might crash) that may come into play when the service is up and running.  Susan R. will talk to Doug about combining the list into three broad categories (software, clients, and staff) and including a statement about how to manage each risk. 

6. Other Business

   Susan has been forwarding reference-type questions through AskLib to the Committee.  It was agreed to have ISMC added to the AskLib alias so that we could view all of the messages.  Susan R. will ask Marina to add ISMC until the end of term.