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Library Managers • Minutes

Managers/LBPC November 18, 2003
9:00 a.m. LIB 428


Present: Lorraine Beattie, Susan Bellingham, Eric Boyd, Jane Forgay, Betty Graf, Mark Haslett (Chair), Christine Jewell, Sharon Lamont, Richard Pinnell, Susan Routliffe, Mary Stanley, Linda Teather, Annette Dandyk (Recorder)

Regrets: Debbie Tytko

  1. Business Arising From October 21 meeting
    • #1 Business Arising from September 16: Talks between AUCC and Access Copyright - the license has been extended to the end of November. A session on Courseware is scheduled for January 23.
    • #4 Davis 24/7 During Exams: Davis will be open 24 x 6 during the pilot period, which begins at 8:00 a.m. Sunday, November 23rd. Four staff have been hired to work the overnight shift. An announcement will be sent campus wide.

  2. Updates, Recognition and Commendation
    • Mark expressed his appreciation for the support he has received since becoming the University Librarian and commended the Library staff for their hard work. He highlighted the significant number of initiatives, and staffing and organizational matters that have occurred or are in progress:
      • Campaign Waterloo work – we are starting to see results
      • Davis Information Commons and RBC announcement – these have raised the profile of the Library
      • School of Architecture move to Cambridge - the Library will be a key part
      • renovations will begin soon to the 4th floor conference rooms and offices. The team included Benny Colussi, Doug Morton, Janet Wason, Carl Nagel, Melanie Watkins, Cheryl Kieswetter (Recorder), and input from Gary Kosar (Plant Operations)
      • 24 x 6 – the results of the pilot will be interesting. Mark intends to meet with student leaders to discuss reports of high noise levels in Dana Porter and Davis
      • VDX/ILL – the project is ongoing, and has taken much ILL/DD and TUGbars’ staff time, as well as Christine Jewell’s. Carol Stephenson’s secondment has been extended to April 30, 2004
      • Christine has agreed to continue as Acting Head of ILL/DD to April 30, 2004. During Christine’s secondment, Christy Branston has looked after liaison librarian responsibilities for Anthropology, Classical Studies, Philosophy and Religious Studies. She will continue to do so until the end of April 2004
      • as well as responsibilities for ILL/DD and e-journals, Christine is working with Bill Oldfield on a national electronic thesis project
      • the OCUL scholars project is continuing. OCUL wants to do a province wide assessment of the service. Charles Woods and Doug Morton are part of a linking project
      • Susan R has taken on elements of information resources management since Joan’s retirement. She will continue to handle information services and elements of information resources for the time being
      • the ISR Management team (Margaret Aquan-Yuen, Jane Forgay, Shabiran Rahman) has agreed to continue until April 30, 2004
      • Mark Polger has agreed to stay until the end of the fiscal year
      • a new position, for an Economics/GP librarian, will be posted in the November 19 Gazette
      • interviews were conducted at UWO’s School of Library and Information Sciences yesterday for two co-op positions in January
      • Mark is meeting with the systems managers monthly and expressed his thanks for their support during this transition period
      • the profile of the Library is rising in a positive way on campus and in various UW committees. The Senate Long Range Planning committee is discussing plans for a 6th decade report and terms of reference for campus-wide planning have been drafted. Mark hopes to make use of it for the Library’s long range planning. It was noted that faculty comments were overall very positive during recent faculty focus groups
      • Mark has been asked to give a presentation to Senate in January, and urged Managers to give him any positive notes or “good news” stories that he could include
      • in a July “Survey of UW Graduating Students, 2003”, the Library received the highest service satisfaction rating (84%) of any unit on campus
      • significant discussion took place at senate about MacLeans stats and where UW stands. Mark plans to speak with Bob Truman (Institutional Analysis and Planning) about how statistics are collected.
    • Five staff celebrated anniversaries in the Library in November:
      • Eva Dodsworth (UMD) 5 years on November 2
      • Velma Smith (LAU) 15 years on November 1
      • Joe Szalai (User Services) 15 years on November 1
      • Helena Calogeridis (ISR, Porter) 25 years on November 6
      • Bethlyn Peters (Cataloguing) 35 years on November 18.

  3. Upcoming third floor carpeting project
    • As a result of a safety inspection, carpeting will be replaced on the 3rd floor in three phases. The 1st phase is scheduled to begin December 4th, with most of the work to be completed over the weekend.

  4. Campus Calendaring/Scheduling system
    • Oracle Calendar is being considered as the campus-wide calendaring/scheduling tool. A 60 day trial comprised mostly of IST staff and a few Library staff will likely begin within the next week. The Oracle Calendar desktop application integrates with Outlook and there is also a full-functioned web client.

  5. news@yourlibrary
    • The next issue is scheduled for December 4, and will include: a feature on the GIS metadata project, an update on the book retrieval and article delivery service trial for faculty, staff and grad students (UW@UW), notice about the Information Desk hours pilot, and a Librarian profile (Sandra Keys).
    • Mark commended the work of Esther Millar, Rose Koebel, and Cheryl Kieswetter on the publication.
    • Future issues may include: Access copyright; CFI/CNSLP renewals; OCUL OII assessment activity (scholars portal); 24 x 6 in Davis; and the electronic theses initiatives.

  6. Campaign Update
    • The RBC announcement was a tremendous event, creating a lot of interest in the Library’s projects. Mary stressed the importance of keeping the Library in the forefront and reminding people about our projects and the impact on all students, especially at a time when other units on campus are also promoting their great projects. The launch of the public phase of the campaign is scheduled for the end of March.

  7. Information Desk Hours – Proposed Pilot
    • ISR staff and subsequently ISR Managers have discussed, and are proposing, shifting Information Desk hours at both sites to 5:00 – 8:00 p.m. to allow for staffing during the very busy dinner hour. Currently service is offered from 6:00 – 9:00 p.m. Statistics show that few complex queries occur between 8:00 and 9:00 p.m., and it is believed that if would make better use of resources for the desk to be staffed over the dinner hour. It was agreed that the hours of service should be shifted next term and the pilot carried out.

  8. Training Offer from University of Guelph
    • Rita Vine is scheduled to give a one day workshop on Dealing with Difficult People in Customer Service at the UG Library on December 10th. Ten spots are still available and being offered to library staff at UW and WLU. Susan will forward the message to Managers to share with staff.

Next meeting: December 16, Davis Library

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August 2, 2005