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Information Services and Resources, Dana Porter Library
Departmental Meeting
January 14, 2011
Dana Porter Library Room 428
10:00am –12:00pm
Minutes


Present: Annie Bélanger (chair), Helena Calogeridis, Nancy Collins, Marian Davies, Jane Forgay, Tim Ireland, Christine Jewell, Judy McTaggart, Jae Min Jin, Ben Robinson, Leeanne Romane (recorder), Carol Steele, Janet Wason, Margaret Yuen, Agnes Zientarska-Kayko

Regrets: Sandra Keys

  1. Minutes from November 26, 2010 approved with minor edit.

  2. Business Arising from the Minutes
    1. a. Information Desk schedule guidelines – closed Easter Sunday.
    2. b. Express Computer station has been made official
    3. c. Annie and Alex have identified available space for additional chairs and tables; exploring adding 'stools' and shared a proposal with Sharon Lamont.
      i. Concern was voiced over placing seating near the Emergency exit.

  3. Student Introductions
    1. Jae Min Jin is the new tech co-op student. Jae is a Mechatronics Engineering student, and his strengths are math, science, problem solving, AutoCAD, and Excel. He took this position to gain valuable experience.
      b. Ben Robinson is the FIMS co-op student. He has an MA in History and has completed his first term at UWO. His participation here at ISR will focus around User Services, which will include Reference experience, teaching through LINC, and working on a new Retention Policy Project. Ben took this position in order to gain a wide range of experience and exposure to librarianship.
    2. Ben Robinson is the FIMS co-op student. He has an MA in History and has completed his first term at UWO. His participation here at ISR will focus around User Services, which will include Reference experience, teaching through LINC, and working on a new Retention Policy Project. Ben took this position in order to gain a wide range of experience and exposure to librarianship.

  4. Library Buttons
    Nancy updated the group on the success of the library button campaign (we are working our way through the second batch of buttons).
    1. A special edition Valentine's Day button will be offered, starting the week Feb 9th, 2011.
    2. Nancy polled the group regarding providing buttons to librarians for instruction sessions. There was some interest from members of the group.
    3. Nancy also provided an update on Library Bookmarks, which would be available soon.

  5. Ad Hoc Discovery and Access
    Annie provided details on the Ad Hoc Discovery and Access group and their progress.
    Scholar's Portal "Search" is being eliminated and a search in ongoing for its replacement. Various Web-Scale Indices were discussed (Summon, Ebsco Discovery and Primo Central). Primo Central will be trialed at the uWaterloo library, likely from February to May. If this product is selected it will go live for September 2011. Some of the issues/concerns were:
    1. What is the impact on Instruction and Services?
    2. Does a web-scale index impact critical thinking skills?
    3. What are the content gaps?
    4. What is the impact on ILL?
    5. Staff training before public release.
    6. Usability testing on specific aspects.

    Site map was also mentioned:
    i. This would allow search engines to crawl deeper into the library's content.
    ii. It would have to be a TUG-wide decision.


  6. Admin Matters
    1. Collection Review of zero-use serials and sets
      2. Reports will be loaded into SharePoint and individual librarians can review the report relevant call number ranges.
      ACTION: Annie will send out link to selectors
      ACTION: Selectors will note decisions before April 30th
    2. Calendar Sharing in the new Outlook Calendar
      3. The decision was made for sharing individual calendars with the department members.
    3. SharePoint
      4. Reminder to make use of alerts and notice expiry dates, where relevant.
      There will be an upgrade of visuals, which will alleviate known issues.
    4. Davis Desk Pilot
      5. Davis ISR will continue with the pilot to have librarians work on-call in the evenings.
      Previous history shows that Circulation desk staff have been calling the WLU Reference Desk on weekends
      Proposal to have Circ staff call the Porter Info Desk on Sundays,
      Request was made that Sunday Porter Desk take enhanced stats when it is a phone question, and report whether the interaction was redirected by Davis staff.
    5. Stats Recording
      6. Reminder to record stats (instruction and consultation) and to include duration of interaction, if possible.
      Sugg>ested that librarians keep a record of estimated prep time for teaching.
    6. Performance Appraisal Season
      7. Same prep form as last year is to be used this year.
      Meetings with Annie need to be scheduled between Jan 24 – Feb 18, for one to two hours, as needed.
      Forms should be submitted to Annie one day before the meeting.
      ACTION: Annie will send out relevant information in an Announcement
    7. Keys need to be returned to Facilities
      8. Circulation will keep 3 keys for Room 512.
      Carol and Jane, as back-ups, keep their keys, for access to Janet's office.
      Leeanne and Tim complained about the disruptive noise caused by the fobbed back door.
    8. Technical Moment: Microsoft OneNote
      9. Jae provided a basic introduction to Microsoft OneNote, which is a new organization tool.
      It is an electronic version of a paper notebook, with enhancements.

  7. Around the Table
    1. If needed, Annie can assist in enlarging fonts on desktops.
    2. Whether to continue using paper "Permission to Circulate" forms was discussed. Will be revisited at a later date.
    3. Leeanne announced the trial of the Ebsco Academic Complete database, running until end of February 2011.

October 7, 2011