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Library Managers • Minutes

Library Managers, April 19, 2005
9:15 a.m., Porter 428

Present: Susan Saunders Bellingham, Eric Boyd, Betty Graf, Mark Haslett (Chair), Michele Laing, Sharon Lamont, Wish Leonard, Alex McCulloch, Jim Parrott, Richard Pinnell, Linda Teather, Debbie Tytko, Annette Dandyk (Recorder)

Regrets: Shabiran Rahman, Susan Routliffe, Mary Stanley

  1. Chair’s Remarks

    • Recognition and Commendation
      Laura Briggs was promoted to Librarian III through professional advancement, effective February 1.

    • Updates
      At the April 18 Senate meeting it was announced that the Alberta budget is receiving a large increase for higher education from the federal government, giving hope that Ontario will fare equally well. The provincial government is also sending positive messages about funding.

      The Davis Library will be closed on Sunday, April 24 because of a utilities shutdown.

  2. Business Arising from April 5
    There was no business arising.

  3. Update Report on UW ACE and eReserves
    Alex gave an update on work that Chris Gray and Bill Oldfield have been doing and explained how eReserves processing has been streamlined. Once some issues have been ironed out there will be three main changes:

    1. Staff will no longer need to maintain the separate ereserves database, as Chris has developed a more comprehensive search of TRELLIS that accomplishes many of the reasons why the database was created.

    2. Patrons will be authenticated through class lists that are managed by UW-ACE, for those readings that publishers or professors want restricted to a class.

    3. Instructors will have an easy utility for obtaining links to ereserve items that they can paste into their UW-ACE courses.  Alex, Laura Briggs, and Andrea Chappell from UW-ACE will be discussing means of making this feature more visible.

    Mark asked Alex to write a paragraph describing how it works which he will share with the UW ACE Steering Committee (a sub committee of UCIST).
    Action: Alex

  4. E-mail Addresses in TRELLIS Files to be Obtained From UWdir
    For over two years Circulation Services has been reviewing with Library Systems and IST how best to automate the transfer of email addresses and patron barcodes.

    The Library would like to rely on UW’s Official Student Email Address statement, which states that it “provides an email account to all students for the receipt of official communications …” and “Students are responsible for monitoring the contents of the mailbox…”  The reality on campus contains problems, but these must be resolved before we can begin the barcode transfer otherwise we will no longer have a means of obtaining email addresses, since the addresses are currently obtained by compelling students to come in with the barcodes. Rather than wait any longer for other units to resolve them, Circulation Services would like to send email messages to all students in TRELLIS currently providing us with an email address, informing them of the Library’s intent to begin using email addresses in UWdirectory.  Circulation Services would find other means of informing new students of this, for example, through a webpage.

    Alex will draft a paragraph describing what we’re proposing to do, and why, and the implications for IST and the faculties. Mark will discuss the email proposal with Ken Levigne and Alan George.
    Action: Alex, Linda, Mark

  5. Using Remote Desktop Connection from Staff Home Computers – Security Requirements
    After last summer’s upgrade to Windows XP, Systems reviewed the security implications of letting staff access their workstations from home and a few staff who require access from home have had their home computers set up with Remote Desktop. In light of recent experiences with a hacker, IST’s security concerns related to the use of Remote Desktop and the potential need for some staff to work from home during the upcoming 3 rd floor renovations, Systems has re-examined and tightened the security requirements. The requirement to have Symantec Antivirus software installed and current on the home machine has been expanded to require updates and security monitoring delivered from the Library’s Symantec server.

    Staff who need to connect to their work computers from home using Remote Desktop are being asked to sign a document that outlines their obligations with respect to security.

    Linda will revise the document to incorporate Library Mangers’ suggestions for clearer wording. It was suggested that a copy of the document be sent to IST as a courtesy.
    Action: Linda

  6. Departmental Reports
    Departmental reports will resume with the May 17 meeting. The schedule will be revised and distributed.
    Action: Annette

  7. 6th Decade Report
    Comments from Bruce Mitchell about the 6 th decade draft and summary have been generally favourable and Library Executive members have made further revisions. The next-to-last draft will be submitted to Bruce on April 20. The document will be sent to Managers for one last review by the end of the week before the final version is submitted.

Additional Agenda:
This year’s EAP Wellness Fair will be held from April 25 to April 27. A recent memo from Catherine Scott encourages “all managers to allow employees to attend events of their choosing”. Staff attending events that occur during their normal working hours will be given the time off to attend; staff should record a ½ hour for lunch for events that occur over the noon hour.
Action: Sharon

Next meeting: May 3 ( Davis )

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August 2, 2005