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Library Managers • Minutes

Library Managers, June 21, 2005
9:15 a.m., LIB 407

Present: Susan Saunders Bellingham, Betty Graf, Mark Haslett (Chair), Wish Leonard, Jim Parrott, Richard Pinnell, Shabiran Rahman, Susan Routliffe, Linda Teather, Debbie Tytko, Annette Dandyk (Recorder)

Regrets: Eric Boyd, Michele Laing, Sharon Lamont, Wish Leonard, Mary Stanley

Guests: Alex McCulloch

  1. Update on UW ACE and eReserves

    Alex McCulloch gave an update on work that allows instructors to integrate eReserves with UW ACE course offerings. Chris Gray and Lorne Connell (from UW ACE) are currently working on ways to prevent double authentication (i.e. a user logging in once to UW ACE and then a second time to the Library proxy server for journal articles, or to the Library’s eReserves authentication for protected course notes) by “passing a ticket” through the UW ACE server. Chris is also still working out a method for how statistics will be gathered

    Alex and Laura Briggs have been discussing usability issues of the service.

    Action: Alex

  2. Email addresses in TRELLIS Files to be Obtained from UWdir

    Alex McCulloch provided an update on the Library’s intent to begin using email as the official means of communication with students. The objective is to get an automatic email feed from UWdir. There are still two issues: 1) missing addresses - D. Kibble and R. Quinton of IST are investigating, and 2) the education of students who need to know that they will be required to check the UWdir addresses. It is believed that the email addresses we have in TRELLIS could often be different from those in UWdir. Mark proposed that an analysis be done to compare the email addresses in TRELLIS with those in UWdir.

    Mark will ask Ken Lavigne if the Official Student Email Address statement is being implemented and how the faculties are addressing it. Mark will draft a note to the Deans of Computing to inform them about the Library’s plans to use email as the official means of contacting students.

    Action: Mark

  3. Proposal for Changing the Library’s top level Voicemail greeting

    Porter ISR staff are investigating how to cut down on the number of messages being left in voicemail on the phone at the Information Desk, and how to get callers connected with a real person sooner. This led to discussions about the Library’s top level voicemail greeting. The current menu is thought to be too lengthy and somewhat outdated. After some discussion it was agreed that Susan R would convene a small group in August.

    Action: Susan R

  4. Chair’s Remarks
    • Recognition and Commendation
      UW has exceeded its goal of $260 million two years early and has set a new goal of $350 million by the end of 2007. Mark highlighted and recognized Mary Stanley’s excellent work on behalf of the Library in Campaign Waterloo. A large number of Library staff have also contributed their energies to the Campaign.
    • Updates
      Mark is pulling together some of the highlights of recent OCUL, ARL and CARL meetings.
      Action: Mark

    Jackie Stapleton returns from Parental Leave on June 22. Morag Coyne’s last day is July 6.

    Laura Briggs, James Skidmore (Germanic and Slavic) and Pia Marks (LT3) have received a $9,500 grant from UW’s Learning Initiatives Fund. Their project is titled “Transferable Skills Acquisition and Retention in Blended and Wholly Online Course Environments”.

    On June 20 the Government of Canada tabled a bill to amend the Canadian Copyright Act. The bill can be viewed online at http://www.parl.gc.ca/PDF/38/1/parlbus/chambus/
    house/bills/government/C-60_1.PDF      

    The Provost distributed seven priorities for 2005/06 at the June 20 Senate meeting:

    • Co-op review and implementation
    • Graduate Expansion
    • Resource Issues
    • Research Intensity
    • Space Issues
    • Benchmarking
    • Internationalization

    Reminder: the staff BBQ is on Thursday, June 23.

  5. Business Arising from June 7

    There was no business arising.

  6. Acquisitions Departmental Update

    With Moiya Jalsevac’s retirement at the end of May, Gabrielle Huber has returned to work full-time from reduced work load and has assumed responsibility for all Acquisitions invoicing. The new arrangement is working out well.

    Jo Heimpel and Baiba Turner have reported to Debbie Tytko for the past several years. Jo will move to LAU from Davis ISR in September when renovations on the 3rd floor have been completed. Baiba moved to Porter ISR from Davis several months ago.

    Laurie Kaufman’s position is part-time, with fewer hours in the summer than the rest of the year. She will work four hours per day in July and August.

    Because of concerns about air quality and noise during renovations on the third floor, all LAU staff have relocated and will remain in their temporary locations until construction has finished.

    Porter Approval books are temporarily located in Porter ISR, and Davis Approvals are temporarily located on the 1st floor of Porter during the renovation.

    Effective June 17 we started ordering electronic books from NetLibrary.  The process is quite different from the way paper monographs are ordered. Debbie has drafted procedures that were passed on to the Librarians.

  7. Public Printing

    The Library received revenue of $60,594.33 in 2004/05, as calculated by the Library server stats. A total of 762,585 pages were printed. Public printing continues to increase and daily printing volume in the Library now exceeds total campus photocopying supported by Graphics. Linda outlined the costs of supporting public printing and Systems’ plans to upgrade the printing infrastructure.

    Plans for the fall term include:

    • Providing two high speed printers in Davis and on the 2nd floor of Porter. Two new printers have been purchased and these will be installed as the primary printer in each location. The current ones will become the secondary printer to share the load at peak times
    • Upgrading the server hardware and software
    • Upgrading software at all of the release stations. It is hoped that the new ITC software will be able to reroute printing jobs to the secondary printer if the primary printer is out-of-order
    • Setting up public printing on the Porter 3rd floor in the new Sims reading room.

    The Watcard interface was removed from UML because of very low use and public printing is now being directed to a printer behind the UML Circulation desk.

    IST is investigating the technical issues involved in supporting printing from student laptops. Systems is monitoring this, hoping to find a way to add this service to our public printing environment.

  8. UW’s Performance Indicators

    Deferred to next meeting

  9. Checklist for New, Moving, and Terminating Staff A checklist outlining who Managers should contact about computers, phones, and furniture when hiring or moving staff and what information they need to provide has been drafted. Managers were asked to review the checklist and suggest changes. The accompanying text will be discussed at the August meeting.

Next meeting: July 19

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August 2, 2005