Information Services Management Committee

Minutes of the Meeting of September 17, 2002
1:30 – 2:30 pm
Porter Conference Room

Regrets: Jim Parrott

1. Welcome to New Members and Review How ISMC Works
   Susan welcomed two members to the Committee:  Christy Branston (Porter ISR), and Jackie Stapleton (Davis ISR), who are replacing Sue Moskal and Doug Morton, respectively.  She also explained various aspects of the way the Committee has operated as follows:
   1. Minutes: Rose Koebel is the permanent recorder for the Committee.  Members volunteer to take minutes if she is away.
   2. Web page: Cheryl Kieswetter maintains the Committee’s Web page.
   3. Agenda: Susan usually prepares the agenda and e-mails it to committee members on the Friday preceding the next meeting.  The agenda is frequently annotated with details such as the purpose and expected outcome of discussions.
   4. When ISMC meets: Meetings take place Tuesdays at 1:30 pm.  It usually does not meet if Susan is not here. If members expect to be absent or late, they should advise Susan in advance.
   5. Topics: The topics for discussion are usually relevant to the work of ISR, but are frequently directly related to the work of other departments as well.  Topics are frequently identified well in advance of meetings but some topics come up on short notice.  Susan keeps track of what needs to be discussed and adds them to the agenda as appropriate.  There is never a general call for agenda, but any member may contact Susan to discuss having something added. 
   6. Relationship to others: ISMC regularly invites other Library staff and others to its meetings when the topics for discussion require input from others (e.g. UW faculty, TUG librarians).
   7. Ad hoc task groups: Keeping in mind the workload of its members, the Committee establishes task groups when needed to address issues, and these groups may include staff who are not members of ISMC (e.g. modification of the Ask Us/Tell Us page).
   8. Amount of work: The amount of work Committee members undertake varies.  ISMC is sensitive to their workload outside of the committee.
   9. Communication in between meetings: ISMC prefers the opportunity to discuss issues face-to-face; therefore it does not communicate much by e-mail.  When members issue e-mail messages to others on behalf of ISMC, or because of their role on ISMC, they should be sure to copy ISMC.
   10. Review of meetings: ISMC has reviewed the way its meetings are conducted twice, and has made adjustments, if needed, at that time.

2. Upcoming Topics
   ISMC anticipates discussing the following topics in the near future:
   • Review of the terms of reference for the Library Instruction Committee:  This topic will be on the October 1 agenda. Margaret Aquan-Yuen, Chair of LINC, will join us for the discussion; we may involve a broader constituency as we move forward.

   • Review of Reference Services

   • Virtual Reference Desk Implementation Group:  The terms of reference for the VRD group indicate that the group will continue to December 2002; in December ISMC will consider what needs to happen next.  Since Doug is leaving ISMC, Helena agreed to provide updates on the group’s activities. 

   • Public Workstation Review Report

   • Review of EDS terms of reference: ISMC may get involved in a review of the terms of reference for the Electronic Data Service group.

3. Virtual Reference Update
   Doug reported on the progress of Virtual Reference Desk Implementation Group:
   • Members are posting minutes on the group’s web page.
   • Carole Steele is developing a staff schedule for the Virtual Reference Desk.
   • Paul is working on advertising.  Doug will ask him to contact Mary.

   • Doug and Carol plan to create paper versions of crib sheets and troubleshooting tips.
   • Links to the new service have not yet been firmed up, but will most likely appear as an option under “Ask a Librarian.”

   Virtual Reference is expected to go live on October 15, 2002, and operate 1:00 pm to 4:00 pm, Monday to Friday.  The service will begin with staff occupying one seat initially.  The hours of operation will be reviewed to ensure that staff are getting enough hours to develop their expertise on the Virtual Reference Desk. 

   A training refresher will be offered on the morning of October 4 in the IST training room. 

4. Farewell and Thanks to Exiting Members
   The Committee thanked Doug and Sue for their service on ISMC, having served three-year terms.