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Library Managers

University of Waterloo
Library Managers, September 21, 2011
9:30 a.m., DC 1568

Present: Annie Bélanger, Jane Forgay, Betty Graf, Jennifer Haas, Mark Haslett (Chair), Christine Jewell, Michele Laing, Susan Mavor, Carl Nagel, Richard Pinnell, Susan Routliffe, Mary Stanley, Debbie Tytko, Annette Dandyk (Recorder)

Regrets: Eric Boyd, Sharon Lamont, Alex McCulloch

1. Chair’s Remarks
• Recognition and Commendation
Anniversaries:
September 1 – Ted Harms, Circulation Services, 20 years
September 1 – Mark Spencer, Cataloguing, 20 years
September 1 – Susan Lancsak, Cataloguing, 5years
September 1 – Liz Wehner, Cataloguing, 5 years
September 7 – Esther Millar, Davis Library Office, 35 years
September 7 – Debbie Tytko, Acquisitions, 35 years
September 15 – Susan Mavor, Special Collections, 35 years

• Updates
For the second year in a row, Special Collections participated in Doors Open in Waterloo Region on September 17. The display was titled “Doors Open through the Photographer’s Lens”. Thank you to Susan and Jane and the rest of the Special Collections staff.

Waterloo will host the OCUL Directors Spring 2012 meeting. Mary and Cheryl are coordinating the event.

2. Business Arising from August 9
There was no business arising.

3. Incentives
Mary reminded Managers that she is gathering information about various incentives that we offer to students and other groups for surveys, etc. As well, she is often asked if the Library can provide giveaways/swag for displays, visitors, or co-op students at end of term. She will consolidate the feedback and bring it back to a future Managers meeting for discussion. She plans to develop some guidelines to ensure consistency within the Library, and to adhere to campus procedures.

4. Library Review
President Hamdullahpur is scheduling meetings across campus as part of the Sixth Decade Plan mid-cycle review. Library staff will be invited to a meeting on November 18, Village 1, 2:00 – 3:30 p.m. The Library review parallels nicely with the campus review, as the results can be used to align our goals and strategic directions with the rest of the campus.

LibExec consolidated the comments submitted by staff, and identified six broad themes. Meetings were then scheduled with the managers, staff who had submitted comments and four staff who attended a two day facilitation skills workshop. Out of that came the decision to hold departmental and committee self-studies to give all staff the opportunity engage in this process, and the decision to hire external facilitators for the self-studies.

Next steps: a website will be established and Mary and Pascal will take the lead on a communications plan. A SharePoint site will be created for the reports and day-to-day sharing of information.

5. Flextime Review
Deferred.

6. Working from home annual review
Deferred.

7. Davis Info Desk Hours
Last year a pilot was carried out to look at staffing hours changes at the Davis Info Desk and the impact of those changes. Staffing was changed to an on-call service evenings from 4:00 to 7:00 p.m. and the desk was closed on Sundays.

Statistics were analyzed, and discussions were had with staff in Circulation and Porter ISR. As well, the impact on Davis librarians was evaluated, and it was determined that librarians were more efficient if they didn’t need to spend as much time staffing the information desk in the evening when there is less demand for service.

Recommendations:
• continue the evening on-call hours, but between 4:00 and 6:00 p.m., Monday – Thursday, 4:00 – 5:00 pm on Friday
• continue the evening on-call pilot for another year, then review the impact of closing the desk at 6:00 p.m. instead of 7:00 p.m.
• continue to keep the desk closed on Sundays

Further analysis is needed to determine if the hours that the Info desk is currently open are the best hours.

8. Around the Table Updates
Christine
Work to address the heating problems in Porter ISR is progressing smoothly. Staff are being redeployed elsewhere while the work is being done in their areas.

Michele
Musagetes hours have changed to 9:00 a.m. to 9:00 p.m. Monday to Thursday; the other hours remain the same. Some faculty are frustrated with the recent copyright changes and restrictions with reserves, and are looking for alternate ways of making materials available to students.

Pascal
Pascal has been involved in various orientation activities within the Library and TUG. He would welcome being invited to meetings in departments he has not met yet.

Pascal has been drafting job descriptions for two contract positions. It is expected that they will be posted as secondment opportunities or contracts within the next month.

He has been working with the e-theses group looking at upgrading UWspace. Pascal has been in contact with a consulting company that specializes in dspace to update and automate some processes. He will provide more information as it becomes available.

Betty
Cataloguing is investigating computer produced spine labels, and moving away from doing them on the typewriter. They are also testing how to get spine labels in TRELLIS.

Susan M
Special Collections had 65 visitors at the Doors Open event. In order to decide about participating in Doors Open next year ,they will monitor hits on their 2011 website: http://doorsopenphotographerslens.wordpress.com/page-2/ (742 hits as of September 23), as well as on the 2010 website (7667 hits as of September 23).

The launch of Susan’s Westmount neighbourhood history book Westmount: the Tie that Binds the Twin Cities: An Illustrated History of Westmount’s 100 Years is scheduled for November 24. She is collaborating with the UW Retail Services, the City of Kitchener’s 100th Anniversary Committee and the Westmount Neighbourhood Association on marketing, sales and distribution.

Richard
The Scholars Geoportal was launched, allowing people to access GIS data without having to visit the Map Library. The soft launch was in late August, with a hard launch scheduled for January 2012. Many uWaterloo Library staff have been involved in this project.

The ARL statistical survey is due October 15.

Richard plans to retire January 1, 2012.

Annie
Annie plans to return to work November 14.

Debbie
We upgraded to SFX4 over the weekend. There have been some communications issues. As well, some packages in Verde did not transfer over. If staff on the Info desks become aware of these problems they should inform Debbie so that they can be corrected.

Jane
Porter ISR staff are in full orientation mode.

Jennifer
Anne Fullerton has been working on developing a WAT PD course for the faculty of Engineering.

The Primo Central assessment is up and running. Staff are hoping to do one on one interviews with students, staff and faculty, and are investigating how to use Skype to contact our off campus users.

Susan R
The week of October 24 will be Open Access week. Nancy Collins, Christine Jewell, Anne Fullerton, Margaret Yuen, and Rachel McNeil have been engaged in the planning for this event, which will include physical displays in Porter and Davis, an online display, webinars, and the launch of an Open Access FAQ. Susan will explain the FAQ to ISR departments on Friday, and possibly at a future Managers meeting.

The Library was involved in discussions about library support in Dubai during the planning stages, starting in 2007. The idea was that students would have access to the library at the Dubai Men’s College, where the campus is temporarily located, and that we would provide additional support if necessary and practical. We were, however, unable to make much contact with anyone in the library and did not establish any specific services for uWaterloo students in Dubai. The Dubai Men’s College library now has a librarian who is from Canada, Victoria Marshall. Victoria contacted Susan in late August about doing orientation for our students. This has led to further discussions about services that we might be able to offer. Jennifer, Anne, Doug Laura and Susan will meet a couple of students who were working in Dubai for uWaterloo on coop work terms; they will also have an opportunity to meet some students who have completed their first two years in Dubai and are now at this campus.

Susan received an inquiry about the possibility of setting up a book delivery service at the Stratford campus. She is investigating the logistics of setting it up should the need for it arise. In the meantime, Mark will be talking to Tim Jackson about library services for the Stratford campus.

New copyright posters have been created for display above all campus photocopiers. Mark gave a presentation about copyright changes during the Sept. Senate Grad/Research Council meeting; Susan did a similar presentation during the Senate Undergrad Council meeting. Plans are in place for Susan to meet with a number of other groups in Sept. and Oct.

Susan plans to retire May 1, 2013.

Carl
Carl attended a meeting of the committee that is working to finalize the requirements for campus wide printing (CTSC). Because staff and student printing needs are very different, they will not be put under one umbrella. Carl is preparing a report about the Library’s printing requirements for CTSC.

A Public printing issue on Monday resulted in slow printing and long line-ups. The issue resolved itself and was likely caused by the Network.

Carl has been working on an ongoing public printing issue with ITC and Printer On. If the issue of free printing under certain circumstances can’t be resolved, we will have to initiate a procedure that jobs with improper page counts will be stopped (approximately 7 – 8% of printing).

Carl met with IST to discuss an IT help desk service for students in the Library, but funded by IST. The logistics are still being worked out. Staff at the service points (primarily the co-op students) will monitor the questions that the service desks receive to determine what students need help with.

Mark
Susan and Mark will attend CRKN, CARL and OCUL meetings the first week of October.

 

Next meeting: Oct 12 (Susan R Chairing)


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 

 


 


 


 


 


 




 




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October 12, 2011