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Library Managers • Minutes

Library Managers, June 7, 2005

9:15 a.m., DC 1568

Present: Betty Graf, Michele Laing, Sharon Lamont, Wish Leonard, Jim Parrott, Richard Pinnell, Shabiran Rahman, Susan Routliffe (Chair), Mary Stanley, Linda Teather, Debbie Tytko, Marina Wan, Annette Dandyk (Recorder)

Regrets: Susan Saunders Bellingham, Eric Boyd, Mark Haslett

  1. Chair’s Remarks

Recognition and Commendation

  • Staff anniversaries in June:
    • Vicki Houley, Circulation Services will celebrate 20 years on June 17
    • Karen Fleet, Circulation Services will celebrate 15 years on June 18

Updates

  • Murray will be made an Honorary Member of the University in recognition of his outstanding service to the University at the June 15 convocation. Interested staff may attend
  • Mark will give an update on OCUL, CARL and ARL meetings at a future Managers meeting
  1. Business Arising from April 19

#3 Update Report on UW ACE and eReserves
Wish will get an update from Alex [Recorder’s note: Alex will report at the June 21 meeting]

#4 Email Addresses in TRELLIS Files to be Obtained from UWdir
Wish will get an update from Alex [Recorder’s note: Alex will report at the June 21 meeting]

#5 Using Remote Desktop Connection from Staff Home Computers – Security Requirements
Linda has revised the document that outlines security obligations and sent a copy to IST. Implementing the strengthened security requirements for staff required to work from home is proceeding well.

The question of staff using Contribute at home was raised. Because the campus Macromedia license does not provide for home installation, Remote Desktop would be an option. If staff are required to work on Contribute from home, the staff member’s Manager should contact Systems.

#7 6th Decade Report
The library’s submission was sent to Bruce Mitchell on schedule. A final copy will be put on the password protected area of the staff web.

  1. Review of the new look and feel of Library web site

The Managers viewed the new Library web page. Marina Wan, Facilitator of the LibWeb Review Group described some of the changes and reasons for the revisions:

  • To follow the campus look and feel guidelines
  • Enhanced accessibility
  • It is easier to create and maintain web pages
  • Possibility of new technologies: xhtml coding, cascading style sheets, and web editors
  1. Communication & Development report

Development
UW has been working with IBM alumni on a program where IBM will contribute three dollars in equipment credits for every dollar that UW alumni contribute. This year the Library expects to receive $165,937 in equipment credits, and additional credits are anticipated over the next four years.

A proposal requesting a $600,000 U.S. grant has been submitted to the Kresge Foundation, a U.S. foundation that funds Library renovation projects. It is a matching grant program. The Foundation’s Board will meet this month, so we should hear soon whether the request has been approved.

Campaign Waterloo is holding a celebration on Tuesday June 14 in the Great Hall of the Davis Centre from 3:30 – 4:30 p.m. It will be announced that the original goal has been reached, and a sculpture created by Tony Urquhart will be unveiled. The sculpture will be housed temporarily in the Davis Library but its permanent home will eventually be on the main floor of Porter.

Communication
The next issue of news @ your library is scheduled for release June 27 to coincide with the new web site. This will be the last issue until September.

Work is underway on a Library update report that will replace the annual report. It should be completed by late August. The report will have three areas of focus: space, research, and people.

  1. WebOps Site Survey Results

There was an overwhelming response to the WebOps site survey that included a wealth of information on topics other than the look and feel of the Library’s web site. Kevin Manual, a University of Western Ontario Library intern currently working in Porter ISR, is working with Christy Branston to categorize and analyze the results using NVivo software. Kevin will focus on web site analysis until the end of June; beginning July the focus will be on other survey comments.

WebOps plans to run be a second survey on the new web site once it goes live.

  1. Last Copy Agreement

All three TUG Libraries are working to address the space crisis in the Annex and the need to remove 200,000 – 300,000 volumes. The requirement to move existing shelving to create wider aisles to comply with new fire code regulations will result in loss of collections space, hence the need to remove volumes.  This will not allow for the addition of new materials. At the same time, significant discussions are underway about options for other spaces, none of which will happen quickly.

The TUG Libraries are working to weed the Annex to the point that there is no more than one copy of any item in the Annex and nothing in the Annex is duplicated elsewhere in TUG. In addition, we will aim to remove everything from the Annex that is no longer necessary to support teaching, learning, or research at any of the TUG institutions. Print copies of journals also available electronically will be retained only if the electronic version is not secure (i.e. perpetual access is not guaranteed) or if it does not adequately replicate the print. Because we have relatively few monographs available perpetually in electronic format, we will not take electronic copies into consideration when making decisions about monographs at this point.

  1. Vacation Carry Forward

The UW Vacation Policy (Policy 6) states:

”All Vacation Credits earned in a Vacation Credit Year must be used by June 30 of the Vacation Year following, and are not to be accumulated from year to year. In special cases, a maximum of two weeks Vacation Credit may be carried over from one Vacation Credit Year to the next Vacation Credit Year with the written approval of the appropriate manager. Such vacation carry-overs must be planned, approved and recorded in advance by the appropriate manager. In highly unusual circumstances, the business of the University may require extraordinary vacation carryforward. On these occasions, a staff member may request approval to carry forward more than ten days. Department heads who agree with such requests must obtain the approval of the Provost prior to May 1st.”

The Library has adopted some of its own procedures regarding carry forward, and in the past staff have been allowed to carry vacation to the end of August, with the understanding that vacation from the previous year would be used up by then. In special circumstances some staff have asked to carry vacation forward past the end of August for use later in the year, e.g. to October.

Sharon proposed that:

  • if a staff member requests a carry forward of up to 2 weeks (10 days), and if they have a planned use for it, and if it works within the workflow of the department, Managers may approve the carry forward for use in the fall term (i.e. to December 23). Managers should inform Annette and Sharon.
  • If staff request vacation carry forward for use beyond the fall term, staff should submit a written request to their Managers who would forward it to their Managers for approval by LibExec.

Sharon will send staff a reminder to update their voice mail message and to activate the vacation message on their computers before going on vacation.
Action: Sharon

  1. Orientation for Jennifer Haas
    Susan would like Jennifer to meet individually with all of the Managers when she begins, and will arrange for her to visit Musagetes and the Federated and Affiliated Colleges. Managers were asked to let Susan know when they are going to be on vacation.

Additional Agenda
Staff attending the Keystone Campaign event on June 9 should record ½ hour for lunch and the rest is considered work time.

The BBQ committee needs three additional volunteers to help Susan, Mark and Sharon cook.

Next meeting: June 21, Porter 407

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August 2, 2005