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Library Managers • Minutes

Managers/LBPC January 20, 2004
9:15 a.m. LIB 428


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

Regrets: Richard Pinnell

  1. Business Arising from December 16, 2003
    Business Arising, Access Copyright – Susan B has received a copy of the recently signed license. Cheryl will mount a copy on the web. When this has been done Susan will prepare a notice for the Daily Bulletin.

    Business Arising, Content Management report – it was agreed to pursue recommendations 2-6 “Systems evaluation” in the November 24 content management report. http://www.lib.uwaterloo.ca/staff/dlcc/cmf/
    CMF_Final_Report.htm

    Systems Update - the first two components of Cognos training have been completed, with 65 people attending each session. UW’s members of the TUG Training Team, Susan Arruda and Baiba Turner have done an excellent job on the training. They are willing to repeat session 2 if there is enough interest.

    Renovations – 4th floor renovations are expected to begin in mid-February; some preparations, such as removing the photos from room 428 have begun. Notice about the availability of the conference rooms will be issued when renovation dates have been confirmed.

  2. Updating Web Pages Content
    Marina Wan, as Chair of the Web Ops Maintenance Group met with ISMC to discuss concerns about content of the Library’s public web pages. Web Ops is responsible for maintenance but since we have decentralized responsibility for content, Susan reminded Managers that it is important to periodically review web pages that their departments are responsible for to ensure that information is accurate, up to date, and effectively presented in the best way.

    Mark encouraged adherence to the UW “gold standard” for web design. Managers should contact Marina if they need more information about the standard.

  3. Scholars Portal Evaluation Project
    Susan spoke about an evaluation of Scholar’s Portal that is about to begin. Details include:

    • OCUL is beginning the evaluation, which will include a web-based survey, as well as focus groups and interviews with faculty, students and staff
    • At all OCUL institutions, the overall evaluation will begin with the web survey
    • The survey is being carried out jointly with ARL
    • Members of the OCUL evaluation team are Toni Olshen (York), Alan Darnel (OCUL), and Melody Burton (Queens)
    • The survey will be a pop-up form that users will see when they access an electronic journal through Scholar’s Portal
    • OCUL will mount the survey, collect and send data to ARL; ARL will compile survey results for all sites and report findings on a quarterly basis, and prepare a final report
    • The survey will be conducted 2 hours each month, February through December 2004
    • Wilfrid Laurier and York are conducting pilots in January
    • The survey will include 5 questions, plus an opportunity for comments
    • The survey is intended to:
      1. Capture in-library and remote web usage of the OII Scholars Portal
      2. Identify the demographic differences between in-house library users as compared to remote users by status of user
      3. Identify users’ purposes for accessing Scholars Portal electronic services (funded research, non-funded research, instruction/education use, patient care, student research papers and course work)
      4. Assist with the evaluation of the project as well as to broaden the scope to capture information from OCUL about indirect research costs
      5. Develop an OII infrastructure to make studies of patron usage of OCUL networked electronic resources routine, robust and integrated into the decision-making process

    Susan is preparing the ethics review application and Christine is working with other members of the TUG E-journals group to prepare publicity.

  4. Updates, Recognition and Commendation
    Janet Wason celebrates 15 years in the Library on January 23rd. January is also Library month for the Disabilities office.

    Congratulations to Sandra Keys, who has completed her probation and been granted continuing full-time status.

    Congratulations to Christy Branston who has accepted the full-time position of Librarian, Economics and Government Publications.

    A warm welcome to the co-op students working in the Library this term:
    UW Coop
    - Broderick Causley, Cataloguing
    - Alex Cheung, Systems
    - Danny Dakak, User Services
    - Trudy Gardner, Special Collections
    - Matthew Schmidt, User Services
    - David Smith, ISR/Web Ops

    UWO School of Library Science
    - Rachel Caldwell, ISR, Porter
    - Joan Faehrmann, ISR, Davis

    Mark thanked the Infrastructure Process Group for their work updating the Library Safety Manual last term. It has been put on the web with an introduction by Mark. Staff are encouraged to familiarize themselves with the manual.

    Mark reported on his attendance at three Senate meetings last week.
    Senate Undergrad Council – approval was given for five new “Professional Development” courses for Engineering students, all of which include information literacy in the course description. Mark will make the list of courses available to anyone interested.
    Senate Long Range Planning Committee – there have been preliminary discussions about introducing two new programs, a possible pharmacy program, and a Masters of Public Health. Both could have resource implications for the Library.
    Senate meets on the 3rd Monday of the month. Mark gave an oral presentation, stressing that service is primary, and that information technology is integral to what the Library does. He talked about the steady increase in e-journals, and will make his report and the accompanying graph (distributed prior to the meeting) available on his web site. http://www.lib.uwaterloo.ca/haslett/presentations/
    senate2004.ppt
    One of the student Senators commented that the Library provides excellent service and other areas on campus could look to the Library as a model.

    Lorraine distributed copies of the January 19 memo from Human Resources that addresses 2004 performance appraisals. She highlighted two changes:

    • “The Provost’s Advisory Committee on Staff Compensation (PACSC) recently reviewed the appraisal rating interpretations to ensure that they are still meaningful and are asking managers to re-acquaint themselves with the interpretations, especially at the 5 level and to remember that this rating is reserved for those employees with “exceptional performance in all areas of the job requirements which is recognized throughout the staff member’s unit or broadly throughout the University”.” A sentence has been added to the ‘Factor Rating Grid’ indicating that “Normally, an employee would not receive a rating of 5 in consecutive years.”
    • “New this year, the Provost’s Advisory Committee on Staff Compensation (PACSC) has implemented the addition of a .25 and .75 rating at 3.0 and above.”

    Performance appraisals are due on March 15. The committee was reminded that two signed copies of all performance appraisals must be received in Library Office no later than that date.

    Lorraine has received a list of Continuing Education courses from the UW Continuing Education office. The list is available on the web at: ce.uwaterloo.ca. A paper copy is available in Library Office - contact Annette (ext. 2661) for a photocopy.

  5. news@yourlibrary
    The next issue will include an update on Mark’s report to Senate, CARL stats, and the article on Access Copyright that Susan B will have prepared for the Daily Bulletin.

    The following issue is scheduled for publication in mid-February and will include articles on e-theses; e-reserves; and possibly the Scholars Portal survey.

  6. Campaign Update
    Mary continues to pursue in-kind donations.

  7. 2002/03 Key Stats
    Two documents were distributed: UW Library Statistics 2001/02 and 2002/03, and UW Library Key Statistics 2002/03. They update documents that were distributed at a previous meeting.

  8. Public Printing
    Three documents were distributed: Public Printing stats for 2002/03, year-to-date Public Printing stats for 2003/04, and a page depicting the data in graph form. Usage has increased significantly; in the first 8-months of this fiscal year printing has almost reached the total printing done last fiscal. Two new high speed printers (one for DC, one for DP) have been purchased. The Porter printer has been installed and is being heavily used – more than 1,000 print jobs in the first 5.5 days.

    Linda is planning to review expenses of this service, and develop an analysis of cost vs revenue. She will follow-up at the April 20 meeting.

Next meeting: February 17, Davis

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August 2, 2005