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Information Services and Resources, Dana Porter Library
Departmental Meeting
July 27, 2012
Dana Porter Library Room 428
10:15 am – 12:15 pm
Minutes

Present: Annie Bélanger (chair), Nancy Collins, Jane Forgay, Christine Jewell, Sandra Keys, Leeanne Romane, Carol Steele (recorder), Janet Wason, Margaret Yuen, Agnes Zientarska-Kayko

Regrets: Aziz Aboueleinin, Helena Calogeridis, Marian Davies, Alison Hitchens, Tim Ireland, Judy McTaggart

  1. Citation Manager RFP [Request for Proposal] (All)

    The department discussed how to gear up for a potential change in citation management system. The uptake for RefWorks is high at UW (30% of FTE are active accounts) and we have invested lots in training. The OCUL RFP group is working on a communications piece that we can share with our users. At this point in time we can simply tell people that RefWorks is under review.

    What are the implications for RefWorks sessions? LINC could refocus sessions so that they put citation management in the context of academic integrity and focus less on the tool itself. It would also be useful to provide users with a libguide/chart comparing different citation management systems to promote awareness of other software.

    Some other points to note:
    • We will have RefWorks until January 2014.
    • If people’s RefWorks accounts need to be moved to another citation management system, attachments would not be moved as well.
    • If a move becomes necessary, the plan would be for a centralized migration.

    In regard to the current problem with RefWorks and PsycNET, Janet pointed out that the link to the ProQuest platform needs to be relabeled since “Legacy PQ host” may be ambiguous.
    ACTION: Janet and Sandra will come up with rewording for this link and contact Doug

  2. Move to Nexus (Annie)

    The Library starts moving from ADS to Nexus at the end of August. Since Systems staff will require each of us to be at our workstations for up to an hour during the switch, ISR will be moved at the end in October. At the same time, we will move off C and onto a virtual drive.

    Currently, My Documents is the only area on individual machines that is backed up. Once the move to the virtual drive occurs, this back up will no longer be done. Therefore, once we are in the virtual drive environment, we should not use our C-drives for work-related documents at all. S-drive will continue to be available along with the virtual drive.

    To prepare for the change to a virtual drive, some staff will need to reduce the size of files that they currently have on their C-drive. In cases where people share documents, e.g. Janet and Carol, there will be some assistance from Systems to identify which files overlap.

    Eventually students will be able to access Nexus from the Library’s public workstations.
    ACTION: Annie will check with Carl about
    a. Implications that Nexus availability will have for public workstations
    b. Where the email archive will be sitting

    It is not clear how access to computer lab machines will change.
    The immediate need is for file cleanup.

  3. Around the Table

    Christine explained that if you see something on an inspection truck on Friday and you believe the item should be kept, please consult with the subject librarian. This will help determine if similar items should be exempted from being pulled.
    Chen has 10-15 minutes free at the end of his day during which he can do small tasks.

    Nancy reported on current and upcoming activities and events:
    • Library Review: an internal campus consultation document is coming soon for feedback.
    • The Open Access Planning Team has a large membership and is gearing up for Open Access Week (Oct.22-28)
    • Library Day will be held on October 31, 2012.
    • Student-designed buttons will be released in the fall.
    • Outreach is reviewing membership and will also be looking for new campaign ideas shortly.
    • Orientation: We have enough volunteers for Arts Academic Orientation. The Student Success Office is running a “First 6 Weeks Program” this year. The Library will offer four 20-minute sessions and two scheduled tours to be included and promoted as part of this program. Nancy will be looking for volunteers to help with these sessions soon.
    • Nancy is participating in two new campus groups: The Current Students Audience Panel Working Group and a campus-wide Social Media Committee.

    Leeanne reported that Patrick Miller is the next MLIS co-op student for Porter and Sarah Brown is the next Davis MLIS co-op student. Their projects will focus on Services and Resources respectively. Librarians should let both Leeanne and Jennifer know about potential projects for Patrick and Sarah.

    Janet reported on her participation Wednesday and Thursday in the ‘Open Doors’ transition program run by the Office for Persons with Disabilities for incoming students with learning disabilities. Fifteen students attended. Janet gave them a library orientation session which focused on the idea of ‘library as place’, a place for help, resources and study space. They took a look at the library website, zeroing in on the Subject Guides, and the ‘How Do I…?’ webpage as good places to start. The students met Sandra and Doug on the Porter and Davis Information Desks. They also toured Porter 10th floor as well as parts of the Davis Centre Library. On Thursday, the students had a session with 2 faculty members and a staff person from Career Services—they all emphasised the importance of academic integrity, so the message is getting out there.

  4. Collections Updates and Discussion (Annie, Selectors)

    The department discussed the Collections Needs Survey, in particular tips for filling it out. The focus should be on problem areas that you know about e.g. new online courses where the resources are mainly paper. In this phase, no study of comparators will be done. Areas that rely heavily on Approvals (as opposed to firm) should be noted on the form. Porter Ref/Gen is not included. Addition tips and comments included:
    • Notes that apply to every row should go in the grey header area marked “Overall”. Exceptions can be noted in the appropriate row(s).
    • Electronic Fund/Consortial Deals are combined because selectors won’t know which way a collection was received.
    • Is the current collection mapping to current needs? The answer will be no, if what is being taught has radically changed.
    • Selectors should not involve faculty when filling out the form.
    • It is useful for selectors to be able to compare the value of GOBI selections with firm budget balances.

    Susan and Sharon will attend the August 24 meeting to discuss space and budget realities.

    ACTION: Carol will commence posting the weekly firm budget statement on SharePoint and notify Porter selectors plus those people outside of Porter ISR who were already receiving the statement.
    ACTION: Annie will take Acquisitions concerns to Susan Routliffe.

    Phase 2 will involve coming up with examples of what we are lacking, e.g. specific journals, e-book collections. The wish list and past ILL requests will be useful tools.

    Annie will schedule one-on-one meetings with each selector. People going on vacation in August will have revised timelines for completion of the form.

  1. Next scheduled meeting is August 10, 2012; Annie is the facilitator and Sandra is the recorder.)


February 20, 2013