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Library Managers • Minutes

Managers/LBPC July 15, 2003
9:00 a.m. LIB 428

Present: Janet Wason (Guest), Debbie, Jane, Richard, Betty, Sharon, Susan B, Linda, Mark (Chair), Eric, Susan R, Annette (Recorder)

Regrets: Lorraine , Mary, Christine

  1. Update on Steps to Developing the Library’s Accessibility Plan
    Janet Wason distributed a document titled “Planning to Plan” and updated the group on steps to developing the library’s accessibility plan. The Office for Persons with Disabilities is working with Plant Operations on a campus-wide accessibility audit. Janet would like to hold a similar audit specifically for the Library. The Ministry of Citizenship currently has no regulations in place.

    • Activities to date:
      • Janet met with a variety of committees and departments between May 7 and June 11, 2003
      • the June 4 “Disabilities Issues Awareness” presentation by the Office for Persons with Disabilities staff and student ambassadors
    • Barriers that have been identified:
      • a variety of barriers have been identified under the categories of: Building Access; Physical Facilities; Student Access to Technology; Services; Web Accessibility; Collections in Alternate Formats; Staff Awareness; and Wayfinding Measures
    • The need for patron feedback and a Library accessibility audit to further identify barriers:
      • consult with students registered with Office for Persons with Disabilities (and other users) to measure our success, identify barriers, and indicate future directions
      • a Library Accessibility Audit following the checklist of items suggested in the National Library’s The Accessible Canadian Library II. (Since the Ontarians with Disabilities Act is a provincial act, it was suggested that the results of the audit be forwarded to OCUL)
      Action: Mark

    • Suggestions to be included in the plan:
      • include a policy statement in the public area of the Library website, the Accessibility Plan, and terms of reference for committees and task groups
      • develop patron feedback mechanism
      • carry out an accessibility audit
      • other suggestions fall under the categories of Electronic Access, Physical Environment, and Communications and Awareness. Janet and Eric will discuss the feasibility of carrying out a library audit this summer, and determine how many of the questions fall under the Facilities domain. If the audit cannot be carried out within the next six weeks, then it should be included in the Accessibility Plan.

        Next Steps

        • Continue meeting with groups and departments;
        • The audit and subsequent report. It was agreed that the draft report be completed by the end of August. If further discussion is necessary prior to the September 16 meeting, a special meeting will be scheduled. It would be the responsibility of Managers/LBPC to ensure that the Plan, once agreed upon, is carried out.

  2. Business Arising from June 17, 2003
    None.

  3. Windows XP staff workstation upgrades
    Systems staff is ready to begin upgrading staff workstations to Windows XP and Office XP. The upgrades will likely be completed in 1 1/2 to 2 hours for most workstations (previously it was expected that it could take half a day). The upgrades will begin in ISR, Davis.

    Two issues still need to be resolved: 1) XP users cannot access local cd rom databases. Staff who require access to cd rom databases will be converted to XP later. Resolving the problem will be a priority for Chris Gray; and 2) accessing Virtual Reference using IE6 may be a problem. [Testing by Doug Morton subsequently confirmed that there is no problem.]

    Two documents were distributed:

    • a list of standard supported software (does not include specialty software that some require);
    • a handout that people will receive during their brief one-on-one training sessions. If necessary, group-training sessions for additional training would be scheduled after workstation upgrade project has been completed.

  4. TUG Lending Policy – Outstanding Issues
    The proposed changes were approved by the TUG Executive Committee at the June 18 meeting with the TUG Lending Policy Group (Vera Fesnak, Sharon Lanont, Donna Sartori) and will become effective September 1, 2003.

    • It was agreed that reviewing the proposed changes extensively among groups at all TUG sites before being presented as recommendations to the TUG Executive committee for approval was a positive thing, and that future changes should be handled in a similar manner;
    • The guiding principle of “harmony not conformity” continues to be a good one;
    • In this context, it was agreed that any proposed changes to the TUG lending policy which would involve moving away from common policies and procedures across all three sites would require careful review and consultation.
    There are two outstanding issues:
    • WLU is investigating the possibility of introducing limits on the number of loans and/or limits on the number of renewals. A small group from WLU will review the matter and prepare a report;
    • UG also discussed changes regarding privileges to other campus student groups at UG (e.g. Continuing Education). UG will proceed on a one-year prototype basis. UW and WLU will investigate the possibility of adopting a similar practice. At a recent UW Senate Undergrad committee meeting, discussion occurred about the need to start identifying programs that are not degree programs and bringing them to Senate for approval. There are concerns about identifying the people in these courses and what their status is (in the UW Library they are treated as community borrowers).

  5. Lutherwood CODA Wider Horizons Program
    This is a program where youth from Ireland aged 18-25 come to Canada for seven to eight weeks for employment experience. The next group will be here from August 5th - September 19th. There is no charge to the employer. Managers who think they could provide a placement should inform Sharon Lamont, who will put them in touch with the contact person. The program organizers have received resumes from the youth arriving in August and can match the job to the ability. The program operates year round.

  6. Inventory
    User Services staff will be conducting a trial inventory, and proposed that it begin with the Porter Architecture collection. A methodology has been developed, two portable scanners have been ordered, and two co-op students will be hired to assist (one position has already been filled). Ann Naese, who is leading the project, will attend an upcoming IRMC meeting to discuss the project and develop procedures.

  7. Other Agenda
    Recognition and Commendation

    • A campus wide retirement reception for Murray has been scheduled for July 24, 3:00 - 5:30 p.m., University Club
    • Erin Murphy celebrates 15 years in the Library on July 25th
    • The University’s Access Copyright license expires at the end of August. Susan B as the University’s license administrator has been providing input into the AUCC licensing renewal

Next meeting: August 19, 9:00 – 10:30 a.m.

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July 29, 2005