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Information Services and Resources, Dana Porter Library
Departmental Meeting
October 5, 2012
Dana Porter Library Room 428
10:00am - 12:15pm
Minutes

Present: Aziz Aboueleinin, Annie Bélanger (chair), Helena Calogeridis, Marian Davies, Tim Ireland, Christine Jewell, Sandra Keys, Judy McTaggart, Leeanne Romane, Carol Steele (recorder), Janet Wason, Margaret Yuen

Guest: Aziz Aboueleinin, Ben Robinson

Regrets: Jane Forgay, Agnes Zientarska-Kayko

  1. Approval of the previous minutes
    Minutes of June 15, 2012--approved with minor revision.
    Minutes of July 27, 2012—approved.

  2. Business Arising from the minutes
    June 15, 2012:
    pt. 4. Extension of technical support did not proceed since it could not be supported for the entire week.
    July 27, 2012:
    pt.1. Janet and Sandra contacted Doug regarding rewording of the “Legacy PQ host” link. As an aside, Tim noted that we can now import from PsycNET to RefWorks. Also, Annie pointed out that we have ProQuest access to PsycNET until May 2013, and only APA access thereafter.
    pt. 2. Once we move to Nexus, students should be able to access their Nexus-related files, etc. from public workstations. Annie will check with Carl about where the email archive will be sitting. File cleanup on staff machines is complete. Really big files can be stored on S, including dropboxes.
    pt. 4. It is important to submit order requests regularly to Acquisitions in order to assist with an ongoing steady workflow. Carol is posting the weekly firm budget statement on SharePoint.

  3. Admin matters (Annie)
    a) Health and Safety Reminder
    If staff members notice anything dangerous, it should be reported. In future, managers (Annie in the case of Porter ISR) will need to do a monthly inspection using a checklist. Annie will start with once a term inspection, looking for unsafe use of extension cords, tripping hazards, etc.

    Discussion followed about an instance where Plant Ops had not advised us of work they are doing that affects accessibility i.e. blocking the ramp at the front of the building. Circulation has procedures for facilitating patrons’ use of the first floor exit in such instances.

    Nancy’s secondment has been extended to May 2013, which means in turn that secondments of Marian, Aziz and various Circulation staff members have also been extended. It is expected that a permanent plan will be developed by January. However, the need for secondments will continue due to others taking leave. Carl will be the head of the new department Library Technology and Facility Services, starting in January 2013.

    b) Process for setting of departmental goals (All)
    Porter ISR currently does not have a process for setting departmental goals. Annie asked the group to consider how we could develop such a process. A discussion ensued, focusing in particular on library instruction. Some librarians reflected on their recent experiences teaching. Other comments included the following:
    * There is a need for ISR to hear from committees; some inter-committee connections are unclear
    * Students find subject guides more helpful than the database list but need more customized help
    * Drupal may allow for a customized portal
    * There is a need to gather instruction sessions together under one umbrella, e.g. LINC & subject specific, in a way similar to Student Success Office’s gathering together of services
    * May need a “get started on the site” for new users
    ACTION: Annie will ask Nancy to report if Outreach is doing something more in relation to the Student Success Office.

  4. Around the Table (All)
    Tim reported that the Sociology Dept. is revamping the curriculum, adding learning objectives. Tim and Aziz are very busy with instruction.

    Christine noted that Academic Integrity tutorials will be migrated to Learn to make them accessible. Christine is working on Open Access Week.

    Marian is on the Porter Study Space Committee, which has an upcoming survey for students to complete. She is a board member of Women’s Studies. The department is going through a visioning exercise and wants a library resources report. Marian has already done such a report for Speech Communications. She has given workshops for Rec & Leisure plus she will be part of the Writing Centre committee in that department.

    Aziz has been assisting Tim with workshops. The Conestoga/Mohawk intern is helping 10 hours per week with the weeding project. Aziz created bookmarks to put in the stacks of Porter and Musagetes to promote ebooks.

    Margaret reported that she and Agnes are trying to reduce duplication in library instruction. They used to see the same people several times. Now they are doing fewer sessions but have created guides and online quizzes instead.

    Sandra is doing a poster for Data Management Day. She is also busy with the weeding project and with instruction. Sandra is currently OCUL Data chair, and will continue as a DLI trainer once the new chair begins.

    Helena reports that one of her staple grad sessions has gone online. For this group, she created a quiz for Learn and then graded it. This different approach took more time than a traditional library session but students have found it beneficial. Helena is creating libguides to close gaps in undergrads’ and grads’ knowledge, e.g. how to do a literature review. These guides are accessible through the subject guides alpha list.

    Carol is the United Way rep again this year. A number of events are being planned for the Library, including a 50/50 draw, “stone soup” as well as dress up/down Fridays.

    Janet is busy handling alternative format requests. She has contributed to the accessibility component of the ebooks@uWaterloo libguide and has worked with Christine on assessing the accessibility of the undergrad academic integrity tutorial.

    Judy is busy with desk-related activities. She has been training Patrick and is his desk buddy. Judy has deliberately been covering lots of desk hours in order to get an idea of desk activity.

    Leeanne reported that LINC is busy. There have been registration issues and lesson plans are being reevaluated. Plus, she has been doing more teaching in her departments. Leeanne noted that to cancel a registration, the student can visit the registration page.

    Annie attended the CRKN meeting in Halifax, and will be attending Charleston Conference in November. As part of her role as the OCUL IR Government Information Working Group, she attended meetings with Ontario Government Library Council and presented as part of a panel at APLIC on the future of government work. She has been busy with collections work at the TUG-IR and OCUL levels. She is sponsoring/leading numerous committees and initiatives. She is continuing to chair WebOps.

  1. Collections Updates & Discussion (Selectors)
    Annie noted that she, along with Jennifer and Ann Naese, presented a report Sept. 27 on the space situation. Davis is at 91%, allowing for 6 years growth if we were to fill up the shelves, or zero years for “proper management”. Porter is at 78%, so we are no longer in crisis mode. However, 80% is the maximum that we want to go – giving us about 10.5 months of growth. Gage St. is at 70% capacity, complicating the withdrawal process.

    Christine reviewed the document “Weeding Update: Next Steps” which outlines the next phase of the weeding project. That phase consists of a review of items already in the Annex and Annex-bound items as well as a review of low use items in Porter stacks. Strategies will vary and selectors could meet to share what is working for them. If people need more support, it can be arranged. Selectors should aim for 1 hour/week for the Porter tasks and this part should be done ahead of the Annex tasks.
    Annie reported that TUG-IR is looking at Sustainable Collection Services. This is a company that can compare holdings to OCUL institutions as well as North America-wide, then identify a preservation list for monographs and aid in de-duping.
    The call number list (aka binding list), which is on SharePoint, includes secondary persons who are often actually the primary person for a particular call number range. This chart could be revised so that it is more detailed.
    Annie reported that there is a Canadian University Presses ebooks offer. We have to decide if we want to participate. She will send out information about it.
    We are waiting to load the marc records for items from UPSO (University Press Scholarship Online). We have 30% of Oxford University Press titles.
    Sandra asked for an update on the policy regarding material loaned to other TUG locations for Reserves. Selectors are asked to purchase the ebook if the copyright clearance for a chapter costs more than the ebook would cost to buy. This policy does not apply to books that students are expected to purchase.

  2. Next meeting is October 19, 2012; Annie is the facilitator and Leeanne is the recorder.


January 22, 2013