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Library Managers • Minutes

Managers/LBPC March 11, 2003
9:00 a.m., LIB 428

Present: Susan Bellingham, Lorraine Beattie, Eric Boyd, Jane Forgay, Mark Haslett, Christine Jewell, Sharon Lamont, Richard Pinnell, Susan Routliffe, Murray Shepherd, Linda Teather, Debbie Tytko, Annette Dandyk (recorder)

Regrets: Mary Stanley

  1. Review of Notes from February 11, 2003
    The notes were approved.

  2. Performance Appraisals
    Performance appraisals are due this week. None of the Managers anticipate problems handing them in on time.

    The modified one-page performance appraisal has proven to be popular with staff and managers. Lorraine will pass the comments along to HR.

  3. Possible Co-op Student Jobs
    Further to the suggestion that Managers consider how they could avail themselves of funding for Co-op students should the opportunity arise again, some potential jobs have been identified:

    • Library Communications and Development: one person to assist with communications activities for the Library’s online newsletter, as well as other promotional writing;
    • Special Collections: someone to work with paper finding aids and convert them to the database;
    • Cataloguing: one person to work in item prep (the matter of how appropriate this work is for a coop student is left to Cooperative Education);
    • ISR: there is a long list of projects in ISR. Susan will review the list with the ISR management team and develop a job description based on one of the projects;
    • Systems: someone to assist with web/database development work;
    • LAU: could use some help with e-journal work, but not on a full-time basis. Sharing a position with another unit would be a possibility. It was suggested that Debbie investigate hiring someone through student awards, since relevance to the student’s focus of study would not be an issue.

  4. Key Library Statistics
    Further to discussions about CARL and ARL stats at a previous meeting, Linda distributed documents of Key statistics extracted from the 2001/2002 fiscal year. It was decided that the Library’s Key Statistics would be located under Library Documents on the public web with a hyper-link from Murray’s home page. Linda will speak with Cheryl about this. E-journals figures may be added at a future date if reliable data can be provided. Managers should review the documents and let Linda know if anything needs to be addressed before the documents are placed on the web.

    Linda explained changes that had been made since the previous draft. Turnstile counts have been added; she described how figures were estimated for the period when the counter beam was broken; Library web page usage and WebVoyage searches have been included; and, casual staff is now shown in hours worked instead of fte positions.

    Also prepared for the information of Library Managers were comparisons of data from 2000/01 with 2001/02 and 1995/96 (pre-SERP and pre-TRELLIS) with 2001/02. Linda explained some of the anomalies (e.g. reserves loans show a decrease of 47.13%, but e-reserves has been introduced), and clarified that there are many empty spaces because the data is not available – data collected by CARL and ARL has changed over the years. These pages will not be posted on the web.
    Action: Linda, all

  5. TUG Reports Training Team
    The TUG Statistics and Reports Group (TSR) will be sending a memo to TUG staff in the near future about the creation of a training team for Cognos reports and statistics. They hope to create some local expertise by establishing a training team of approximately six people with a minimum of two from each institution, representing a range of functional areas. The goal is to spread the expertise and ongoing support across TUG. TSR will be looking for people who are interested in the statistics and reports area, have knowledge of at least one functional area, and have some background or skill in training. The workload is expected to be heaviest through the summer as they learn the interface, begin to understand the data, and create a training program. The staff training program would be presented in the fall.

    Linda encouraged committee members to think about taking on the role themselves and to encourage staff in their units to consider this when the call goes out. Quotes are being received from external trainers, who would train the trainers and possibly prepare the training materials.

  6. Staff Workstation Upgrade Planning
    Systems is preparing a plan for upgrading staff workstations to Windows XP and Office XP. A draft timeline has upgrades occurring over the summer with completion in early August. Considerable prototyping work must precede the staff upgrade. This includes determining the best fit with the campus Active Directory environment and ensuring that current functionality can be supported (e.g. providing access to locally networked CDROM databases at staff computers and finding an alternative to shared Outlook folders, which are available with Office 2000 but not with XP).

    Prototyping/testing is beginning. Plans and issues will be brought to future Managers meetings for discussion.

Additional Agenda
At a previous meeting, the group had been advised that Systems staff would assist anyone in the Library who might require help accessing myHRinfo. Systems is considering a week in early April (possibly week of April 7th) for this to occur. A user-friendly instruction will be created, Help Desk staff will be trained, and a consultation service will be offered to staff who need help.

The next meeting is scheduled for April 8, 2003.

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July 29, 2005