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Library Managers • Minutes

Library Managers, June 24, 2004
10:00 a.m. DC 1568

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

Regrets: Linda Teather

  1. Business Arising from May 18 meeting

    There was no business arising.

  2. Updates, Recognition & Commendation

    1. Spousal Opportunity Plan

      To assist with the recruitment of new faculty members, the University has a program to encourage recruitment that provides opportunities for temporary placement for spouses (providing they have appropriate skills and there is a need) elsewhere on campus. The costs for the placement are shared by the Provost’s office, the recruiting Faculty/department, and the Faculty/department hiring the second recruit. The placement is a temporary assignment (contract) for up to two years (maximum), with no commitment past that point. The Library has already been approached about two possible opportunities.

    2. 8Rs Canadian Library Human Resource Survey

      The survey originated at the University of Alberta, and is funded by a variety of groups including Canadian Association of Research Libraries (CARL). The Canada wide survey aimed to determine if there really is a looming retention problem in the Library and Archives sector as is currently being experienced in the U.S. The survey results show that there is not. A second survey targeting individuals and individual institutions across the country is being sent. Anyone who received a request to participate in the survey may do so, and can be assured that this is a legitimate survey and that all information will be kept confidential. Survey organizers may also send it to Library Directors to forward to people who haven’t been selected but would like to participate.

    3. “Annual reports”: stats/highlights/trends

      Mark expects that the Provost will be sending the campus community a memo in September about starting the planning process for the 6th decade report. Managers were asked to put together reports by the beginning of September including significant stats (outside of what Linda Teather maintains on the web), highlights, and interesting trends.

    4. Staff Anniversaries

      Joanne Cummer celebrated five years with the Library on May 31.

      On June 14th Amy Townsend celebrated five years and Heather Schaaf celebrated 25 years.

    5. OCUL SFX, TUG ERM, …

      There have been discussions for the past two years about the use of CSA’s RefWorks, a web bibliographic management tool. An arrangement has been made through OCUL for a site licence. Costs will initially be covered by OCUL OII funds.

      SFX – a new linking software project that Doug Morton and Charles Woods are involved with. The details are being worked out and training is being organized province wide.

      TUG ERM – Electronic Resources Management is a maintenance service that makes it easier to maintain databases.

    6. Other

      The University of Guelph Library has invited Scott Bennett (former University Librarian at Yale) to visit Guelph (likely August 25 or 26) to consult about their evolving building plans and to give a talk based on his report
      Libraries Designed for Learning       http://www.clir.org/pubs/abstract/
      pub122abst.html      . When more details are known Mark will issue the invitation to Managers, people in their areas who might be interested, and Liaison Librarians.

      UG is undergoing a program similar to SERP. A significant number of people have opted to take the package.

  3. Archive Copies of Graduate Student Theses

    The Graduate Studies Office is undergoing some changes to theses binding services, and working on a proposal for mandatory electronic thesis submission for the future. The GSO has recommended that they discontinue their binding service and that Graphics take it over effective August 1, 2004.

    The Library was asked to consider if it would be willing to facilitate a reduction in the number of bound copies that students are required to submit by using microfilm for archiving and public access. There would be an annual expense of approximately $20,000 to the Library to film the theses.

    Susan B and Susan R will review the grad handbook and other documentation to determine:

    • what UW’s obligations are
    • what the Library’s obligations are
    • the differences in practice between Doctoral and Masters theses, and
    • what the preferred option is. The Library wants to facilitate access to theses. If we are obliged to keep a copy, does an electronic copy meet access and archival needs?

  4. Update on Discussion re: ILL/DD

    Sharon and Christine had been asked to investigate how best to integrate ILL/DD and TUGbars activities, and to make recommendations. They met with a number of groups and individuals:

    • TUGbars, ILL Borrowing, and ILL Lending staff (three meetings)
    • Two meetings with User Services Managers
    • Two meetings with Carol Stephenson (Wish Leonard attended the 2nd meeting)
    • Two meetings with Library Executive Committee.

    At the second LibExec meeting it was recommended that:

    • ILL and TUGbars integrate and be called Resource Sharing
    • the change would become effective July 5th, with Wish Leonard as the Manager
    • issues related to end user document delivery services (e.g. CISTI Source) become the responsibility of ISR
    • User Services be renamed (name to be determined).

    Next steps: Sharon, Christine, LibExec and Wish will meet with the staff affected by the integration. Mark will inform the ILL/DD Review Group. User Services Managers will work to reorganize duties. Library staff will be informed.

  5. Information Package and Participation in Orientation Day for New Faculty Members

    Frances Hannigan was hired by the University last fall to help newly hired faculty at UW settle into the university and the community at large. Susan R, Mark, and Mary met with Frances last week to determine how the Library could best be involved. An informal luncheon to bring them all together and to make some initial contact with the library has been proposed.

    New faculty receive a binder of information and currently the only Library page is a list of liaison librarians. Other additions could include: a copy of the Library’s top page; a copy of the faculty dropdown web pages; a description of UW@UW and Reserves services; a recent issue of news@yourlibrary; and useful links. Susan R will invite liaison librarians to suggest ideas for additional material.

  6. Waterloo Unlimited

    A new enrichment program is starting on campus led by Ed Jernigan (who also does the Shad Valley program). The program is for students in grade 10 who will live on campus for one week in November. Students enrolled in the program would need Library cards as they would likely use the Library at some point during the week. Susan is looking to recruit a liaison librarian to serve on the advisory board and to be involved in providing some form of introduction to the Library, for participating students.

  7. Architecture Library Update

    Richard provided a brief update:

    • on track and on schedule
    • permission has been granted to begin moving the collection effective August 16; this work will likely not begin until at least August 20
    • approximately 20,000-25,000 books will be moved
    • Betty will begin processing materials in preparation for the move
    • the three support positions will likely be posted next week
    • Michele Laing will be the Head of the branch, known as the Musagetes Architecture Library
    • hours of operation will be similar to UMD
    • the internal walls are up, windows are in place, power has been installed, and the painting is being done
    • carpeting and installation of shelving are yet to be completed
    • the issue of shuttle van service is still not resolved
    • an issue of some concern is computing support for the Library; support will likely be provided by the Faculty of Environmental Studies. Computing equipment still hasn’t been ordered.

  8. Next Meetings

    The July 27 meeting may be rescheduled to another date that week.

    There will likely be no meeting in August.

  9. Library Blocks

    When people have more than $50 in unpaid fines for over 30 days the Registrar’s Office is informed. The RO then blocks marks, diplomas, and tuition refunds. Currently this does not block students from enrolling in classes but at some point it could. It was agreed that this is not something the Library wants to do.

    Sharon will advise the Registrar’s Office. She will also suggest that they need to communicate more clearly how the service indicators are administered; academic sanctions block, but library fines do not. Currently there is no written documentation about this. Sharon will outline her current understanding of “blocks” for Mark, and will update this group after further discussion with the Registrar’s Office.

    There was further discussion about fines in general and it was suggested that there should be a UW policy about additional sanctions imposed for unpaid fines (parking, library etc). Mark may raise the issue at a future meeting with Bruce Mitchell.

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August 2, 2005