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Information Services and Resources, Dana Porter Library
Departmental Meeting
August 20 , 2010
Dana Porter Library Room 428
10:00am -12:00pm
Minutes

Present: Annie Bélanger, Helena Calogeridis, Nancy Collins (recorder), Jane Forgay,  Tim Ireland,  Sandra Keys, Judy McTaggart, Carol Steele, Alison Hitchens, Margaret Yuen, Rebecca Hutchinson

  1. Approval of the previous minutes from June 25
    Approved.

  2. Business Arising from the minutes
    No business arising.

  3. LibQuest and desk service (Annie, Judy)
    Prior to the meeting, Annie distributed two documents (“LibQuest Statistics” and “Davis’ Proposal for a Pilot Project to Change the Davis Information Desk Scheduling for the Fall 2010 / Winter 2010 Terms”).

    • Proposed changes to the Davis information desk scheduling - Annie summarized Davis ISR’s proposal to change Davis information desk scheduling this fall. Major changes include no Sunday hours and on-call librarians during the 4:00-7:00 pm evening hours.


      The group discussed how these changes could affect Porter’s reference service. Everyone agreed not to offer coverage for Sunday Davis reference questions at present. Suggestions were made for Davis librarians to create a handout for students on finding journal articles and for Davis circulation staff to receive training about resources developed by librarians that they can redirect students to; this could be offered by Melanie/Sam.

    • Evening reference hours pilot - Everyone agreed to continue the evening reference hours pilot into the fall term, with desk shifts ending at 7:00 pm instead of 8:00 pm. Action item:  Annie and Judy will meet to determine the back-up schedule for the start of term and Annie will send out an update.

    • Special Sundays – There will be no Sunday reference service on:

      • Thanksgiving Sunday
      • the Sunday before reading week
      • the last Sunday during the exam period

    The last date for Sunday service in the fall term will be December 12.

    Action: Desk schedulers will update the scheduling guidelines to reflect this change.

  4. Outreach
    Nancy described the Outreach committee’s upcoming buttons campaign. Buttons have been designed to replicate the visual identity of each of the Library’s locations (Dana Porter, Davis Centre, Map, Musagetes, and WLRC). The purpose of this campaign is to cultivate library pride across campus, raise awareness of the Library’s locations, and celebrate the unique presence of all locations.

Other brief items:

  • Nancy circulated a list of liaison librarians that Esther created and asked if people thought it would be useful to have at the information desk. Everyone agreed that this list could be useful, but that minor changes are required to reflect changes and additions to liaison/department assignments.
  • The Library will be participating in Jumpstart Friday, Arts Academic Day, and Don’s orientation this year.
  • The LINC brochures are ready. They have been printed in black and white on coloured paper this year. Nancy will be contacting liaison librarians to see about the quantities required for class visits.
  1. Annex transfers
    Annie consulted with librarians regarding proposed protocols for tranferring zero-use serials and books with zero-use since 1999 to the Annex:

    • Zero-use serials (includes multi-volume sets, ceased serials or serials where a title change occurred and all records linked to title fit criteria; titles added before May 1998; no-circulation items) – Jane and Helena indicated that they would like to be consulted before zero-use serials are transferred to the Annex. Other librarians were fine with the transfers being made without their consultation, but indicated that they would appreciate a list ordered by call number to review if desired.

      Action: Annie will post the list on SharePoint. If no feedback has been provided within 2 months of posting the list, Ann Naese will proceed.

    • Books with zero-use since 1999 – Librarians agreed to review and provide transfer/withdrawl feedback on a list of books with zero-use since 1999 by the end of the fall term

    Action: Annie will post the list to SharePoint and indicate the feedback deadline.

    Action: Librarians will review the list and indicate the action needed on the list.

  2. Administrative matters
    Annie provided information and updates on the following administrative matters:

    • International students job proposal - Anyone interested in hiring an international student should contact Annie with a job description that includes skill requirements.
    • Project proposals for a MLIS student – Annie encouraged everyone to continue to add project ideas to the project list for future MLIS students. 
    • LibGuides support – When creating links in LibGuides, librarians should be moving away from testtube and instead using the checkboxes to add proxy URLs to the front of the links.
    • Instructional support – Let Annie know if you require help with instruction. CTE will have co-op students again. Our ISR technical support student will also be available to help out.

  3. Around the table

    • Margaret:
      • She will not be working on the Map Library’s reference desk this fall.
      • The ISR Training committee will be meeting shortly to discuss plans for the upcoming year. She encouraged everyone submit comments to her. Annie will be joining the committee.

    • Alison:
      • She updated the group on the Primo 3 upgrade, including what support the Primo team will be providing. They will have screenshots of Primo 3 with and without annotations for librarians to use in instruction. Kathy Szigeti will be providing training sessions at Waterloo. Randy will record one of the Guelph training sessions.
      • Alison asked the group about the Primo handout developed for last fall. Since the information is outdated, she recommended that people recycle this publication.
      • Cataloguing has a new co-op student starting next week.
      • Susan Lancsak will be away for three weeks in September.
      • Alison is teaching at Western again this fall.

    • Tim:
      • RefWorks 2.0 is now available. You can access it via a link in the classic RefWorks interface.
      • The University of Waterloo will not be switching over to RefWorks 2.0 until it is fully functional.
      • LINC will be teaching the classic RefWorks this fall, but Tim encouraged LINC instructors to become familiar with RefWorks 2.0 in advance in case students have questions.

  4. Next meeting:  September 3.
    Recorder: Marian

February 3, 2012