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Information Services and Resources, Dana Porter Library
Departmental Meeting
January 13, 2012
Dana Porter Library Room 428
10:00am - 12:00pm
Minutes

Present: Annie Bélanger (Chair), Helena Calogeridis, Jane Forgay, Tim Ireland, Christine Jewell, Sandra Keys, Judy McTaggart, Leeanne Romane (recorder), Carol Steele, Janet Wason, Margaret Yuen, Agnes Zientarska-Kayko

Regrets: Marian Davies, Nancy Collins

  1. Approval of the previous minutes.
    Minutes of October 21, 2011 were approved with edits.

  2. Business Arising from the minutes
    None.

  3. Additional Agenda
    a. Arts Faculty Council (Jane)
    b. Admin Matters – travel (Annie)
    c. Marian's role (Annie)

  4. Introduction of Ramsay Khader, new tech support co-op student
    Ramsay is a first year student, studying Electrical Engineering at uW. Marian Davies is his supervisor. His hours at the technology support desk at the Circulation Desk are Tuesday to Thursday, 1-4pm. Outside of these hours he will be available in his office (ext. 37132) for assistance. In addition to providing tech support, Ramsay is working with Marian on maintaining screencasts and is researching a quantitative analysis software called Atlas.ti
  1. New Library Associate position (1 year secondment)
    a. Tim Ireland is hiring supervisor, and hiring team consists of Tim, Margaret Yuen, Carol Steele, and Ann Naese.
    b. Position title is Library Associate, Collection Management. Position is full 100% role.
    c. Responsibilities include:
    i. Space crisis and collection – 40%
    1. Weeding reports, withdrawal processes, etc.
    ii. Reference and chat reference (ISR) – 20%
    iii. Special projects related to ISR – 40%
    iv. Reference collection and reference desk housekeeping

  2. Screencasting Working Group update (Tim and Laura)
    a. Demonstrated uW's youtube site and Library playlist
    i. www.youtube.com/user/uwaterloo
    b. To embed video: grab URL from desired video
    i. Use "old code" for embedding in PowerPoint and other Microsoft products
    c. Respository for videos and tutorials is being created on S Drive
    i. Will include MP4 files and video transcripts
    d. To include screencasts and videos in respository:
    i. Make screencast or video
    ii. Send to Marian, and include the MP4, SRT and transcripts
    e. The Working Group's mandate was to aid librarians in uploading videos onto youtube site
    i. The group has met their mandate and they will review their Terms of Reference and identify next steps
    f. Accessibility and Captioning
    i. Youtube doesn't import our captions properly

  3. Arts Faculty Council report (Jane)
    a. Doug Peers, Dean of Arts, presented an Arts Strategic Plan to the faculty council.
    i. 5 year plan, with a May 2012 deadline for input
    b. Jane reported that librarians were included as an academic unit for consultation, and brought a number of questions and discussion points to the group for consideration:
    i. How can we provide input to this report?
    ii. Need to meet with UL for direction
    iii. Formal Terms of Reference are needed
    iv. Librarians should meet to identify common touchstones
    c. Jane proposed a librarians meeting to address these points; meeting will be scheduled for a later date but librarians should begin to prepare.

  4. Admin Matters (Annie)
    a. Time Away form
    i. New procedure required for 3 or more days away from work
    ii. Related to Business only (not vacation as was first indicated)
    iii. Manager retains form for 1 term after absence
    iv. Recommended that the form be filled out whenever flying (to accommodate unexpected delays)
    Update: uWaterloo Administration revoked new procedure.
    b. Travel Expense policy
    i. Reimbursement rates have changed
    1. KM rates increase
    ii. Receipts are now required for meal reimbursement
    1. Per diem amounts apply, but cannot submit per diem expenses

  5. Marian's new role (Annie)
    a. 50% librarian, 50% associate – 1 year secondment
    b. Marian retains her virtual resource responsibilities
    i. Screencasting, usability, WebOps

  6. Around the Table
    a. Leeanne is attending Northern Exposure Leadership in February, and she is also teaching this term at UWO (Monday mornings).
    b. Judy gave advance warning that the new library associate (seconded to fill Marian's spot) will need training for the desk.
    c. Sandra requested that a new option be added to LibQuest: "contacted through subject guide", as well as a "duration" option for office hours.
    Action: Sandra will gather LibQuest requests/issues by next meeting and will submit them to Laura Bredahl and Jonathan Sutherland.
    d. Annie gave a gentle reminder to fill in stats in LibQuest and LINC data form. Annie also mentioned that ISR should expect a "call for work" for systems, as there are 2 new systems personnel. Annie and Ben will be presenting at OLA. Annie, Agnes and Marian are presenting at OLA.
    Action: Annie will ask Pascal to send email introducing new hires (Graham and Steve).
    e. Helena requested that LibGuides include a form to book appointments with librarian. She also requested clarification around LibQuest's ability to record a 'time spent' option for reference stats.
    Action: Helena will contact Kathy Szigeti about the LibGuide request
    f. Tim is also presenting at OLA this year.

  7. Next meeting is scheduled for January 27, 2012, and the recorder is Carol Steele

February 14, 2012