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Information Services and Resources, Dana Porter Library
Departmental Meeting
April 8, 2011
Dana Porter Library Room 428
10:00am – 11:45am
Minutes


Present: Annie Bélanger, Nancy Collins, Marian Davies(recorder), Alison Hitchens, Tim Ireland, Christine Jewell, Jae Min Jin, Judy McTaggart, Leeanne Romane, Carol Steele, Janet Wason, Margaret Yuen, Agnes Zientarska-Kayko

Regrets: Helena Calogeridis, Jane Forgay, Sandra Keys, Ben Robinson

  1. Minutes from February 11, 2011 meeting approved with minor edits.

  2. Business Arising from the Minutes
    1. 4.c. Alison will consider an alternate wording for the last part of the sentence, focussing of what Primo Central does explore.
    2. 6.b. Fob Door Issues
      Plant Operations staff use the corridor between Circulation and ISR to store items to be removed from the main floor, which can be awkward for staff moving between these two areas.
      ACTION: Annie will follow up to remind that a path to the door must be left. One of the main issues is to address the noise made by the door (between ISR and Circulation) upon closing.
      ACTION: Annie will speak to Sharon about this concern.
    3. 6.e. i. and ii.
      ACTION: Annie will follow up on the request for a colour printer in Porter ISR, and also consult on any furniture needs associated with the EDS printer’s placement in the Meeting Room.

  3. Call for Additional Agenda Items
    No addition agenda items.

  4. Maternity Leave Plan
    1. Annie sketched out the three main areas of Porter ISR that is part of her core profile, and how the day-to-day operations will function during her maternity leave, which is for a 6 month period.
      Any strategic long-term projects will be placed on hold.
      Both Christine and Jane will alternate being the primary and secondary point persons for a variety of department head responsibilities.
      Day-to-day critical tasks will be handled together.

    2. Collections, Environment, and Staffing are the three main areas to allocate staff and resources. Services, which is also an important part, does not play a central role in the current timeline planning for the duration of her leave.
      1. Collections
        Jane will be the point person for most queries regarding collections, for example, any interdisciplinary new purchases. Jane is Ben’s contact for the Collection Retention Policy project
      2. Jane and Christine will monitor OCUL-IR
      3. Jennifer is the primary contact for YBP. Jane is the primary contact for questions for COUTTS. Licences will need to be reviewed by Susan
      4. Environment
        Christine will handle any requests regarding the environment, for example, office space. In addition, any purchase request over $50.00 will need Christine’s approval
      5. Staffing
        Both Christine and Jane will handle any day-to-day issues. Susan will be involved in any long-terms/funding issues, including leave and travel requests. This is especially important given the impending Fall term, and the increased demand loads. Susan will handle Funding and Support, and Professional Development Planning. (Although this years’ requests for Professional Development have been submitted.)
        Jennifer Haas will look after the next MLIS student

      3. Additional points
      • Back-up Pilot for the Desk will continue in the Fall term if decision is not completed before Annie’s maternity leave
      • Principles for an alternative desk schedule pilot for the Fall term are being worked out by Annie, Betty, Alison, Zsuzsanna, and Judy
      • Annie will be requesting 10 hours of desk support for early Fall
      • Any software requests will go to Jennifer

    3. Ongoing Committee and Project Work
      1. TUG-IR will be handled by Jennifer. Jane, along with Porter Ref&Gen, will handle requests regarding Porter material
      2. ISR Training Committee will contact Jennifer, if needed
      3. The MINES survey is drawing to a close, Alex will be the contact person

  5. Portfolio Change
    Annie announced a change to the way portfolios will be handled within the Faculty of Environment. After reviewing the impact of SEED, we have decided to pull the School of Environment, Enterprise and Development (SEED), out of Margaret’s portfolio. Since it has close links to the Government portfolio, Agnes will take it on. She will conduct a collection evaluation, determine collection needs, and then put together a budget proposal. This portfolio change will be announced to the faculty for fiscal year.

  6. Departmental & Staff Goals
    Annie is involved in several committee goals, and library wide goals. She reported that one of the current main goals for Porte ISR is the Retention Collection Development Project. Concurrent is the emphasis on Collection Evaluation, or Re-evaluation.

    After her leave, Annie plans to begin a thorough, in-depth staff needs analysis to determine where are the needs, what are the needs, and how we can address them. This work will be part of a service review.

    Some of this work has already started, for example, identifying and implementing a virtual presence position. Another large project on the horizon is Accessibility. Annie will initiate a project to ensure the standards in the Final Proposed Standard: Accessible Information and Communications Standards Development Committee are implemented.

    Tim reported on his involvement with Screencasting and the need to create new instructional screencasts. He also reported on the need to rework the existing screencasts, for example, RefWorks, as the new interface replaces the old. Tim also reported on the Library Minute video pilot.

    Nancy reported on her goals with the Library Communications Plan, her work on the Library’s Web Redesign Project (library jargon creating a social media strategy for the Library), and her research on what students need to know about Library, for example, pursue opportunities and for the Library to connect with student success activities on campus.

    Marian reported on screencasting and the maintenance needs for the current screencasts. She will provide a maintenance and storage schedule to assist with any project planning. She encouraged all those embarking on screencasting projects to contact her. She also reported on the progress thus far with the usability testing for the Library Web Redesign project, noting that the newly created prptocols and procedures will be used in future testing.

    Christine is working on two screenscasts: ARTstor Part II and an ERIC screencast to be included in the CUT Workshop Libguide. She is also assisting the Office for Academic Integrity on a bibliography. Her main focus recently has been her goal to develop ebooks expertise. She is working on an ebooks LibGuide for staff, to be presented at the ISR Training Retreat.

    Alison spoke about the following goals and projects:

    • Alison is a member of the AdHoc Discovery and Access Committee and has many responsibilities related to the projects of the committee; she is also a member of the sub-committee on ERM replacement and automatic proxying
      Alison is helping Jennifer set-up and coordinate the Primo Central Trial
      Alison is leading testing on a Primo enhancement known as “OPAC via Primo” which would bring improvements to the Requests and Locations tabs and the My Account area in Primo. If the bugs have been worked out we hope to implement for Summer or Fall
    • Alison is taking part in the Voyager 8 field testing which runs April-May. The important new feature is a global data change module
    • The cataloguing department should know by the ALA Annual whether Library of Congress is implementing the new cataloguing rules, RDA

    Leeanne’s goals are a continuation of Poetry assessment project, LINC: beginning to work on screen casting LINC sessions, evaluation of 2 terms of assessment results, and reworking of Terms of Reference.

    Agnes will continue working on the library website user needs assessment project. She will be involved in report writing, which includes the methodology, protocols, and data analysis. At the beginning of May, SEED (School of Environment, Enterprise and Development) will become part of her portfolio.

    Carol plans to get more training in Cognos so that she can create more complex reports. She will be revising the SharePoint Administrator’s Guide so that it reflects all the changes that have occurred with the recent migration to SP Foundation. She will be documenting the processes surrounding the acquisition of alternative format texts.

    Janet’s main goal is to assist the library with developing and implementing practices related to the Accessibility for Ontarians with Disabilities Act Standards.

    Margaret would like to explore if some of the social media tools might be used to reach students in my discipline areas. She plans to contact CTE staff to see if curriculum mapping could eliminate some duplication when new undergraduate courses are to be introduced in 2012. Last year a number of students were receiving several similar basic library instruction if they were registered in for their specific major (e.g. Geog 102) and also taking a Faculty wide course such as ENV 195.

    Jae reported on the progress of the Noise Assessment Survey and Report. The draft will be available April 21st.

  7. Admin Matters
    1. SharePoint and Naming Conventions
      Annie asked staff to adhere to the naming conventions when uploading, or saving file to SharePoint:
      (https://sharepoint.uwaterloo.ca/sites/LibraryISR/committees/
      sharepoint/General%20Info/UW-Lib-Naming-Convention-v2.doc      )

  8. Around the Table
    1. None

Meeting Adjourned.
11:45am.


October 7, 2011