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Library Managers

University of Waterloo
Library Managers, November 23, 2011
10:45 a.m., LIB 428

Present: Annie Bélanger, Pascal Calarco, Betty Graf, Jennifer Haas, Michele Laing, Sharon Lamont, Susan Mavor, Alex McCulloch, Carl Nagel, Richard Pinnell, Susan Routliffe (Chair), Debbie Tytko, Annette Dandyk (Recorder)

Regrets: Mark Haslett, Mary Stanley

1. Chair’s Remarks
• Recognition and Commendation
None.

• Updates
None.

2. Business Arising from October 12
#5 Porter Public Environment Assessment Group: an open house presentation is scheduled for November 25.

3. December 23
The Provost sent the following message: This is a reminder that the University will be operating as normal until 4:30 pm, Friday 23rd December. This means, therefore, that there will be no early closing of any Department.

Managers do not anticipate any staffing problems.

4. Proposed Changes to the TUG Lending Policy
Managers reviewed five proposed changes:
• Introduce new language into the TUG policy to allow for unique situations, such as the recent trial for limiting Musagetes books. Proposal to add the following: Exceptions: Limits on the number of loans and/or renewals may be applied to circulating collections under exceptional circumstances where access to a collection is negatively affected. Approved in principle, with a recommendation that the exemptions get documented (e.g. in an Appendix). Future exemptions should get processed through the normal lending procedures.
• High school borrower expiry dates: change September 1 until the following June 15 to September 1 until the following May 31. Approved.
• Add Pharmacy to the list of locations. Approved.
• Appendix B, Continuing Education Students: add $20 annual fee at the end of the sentence. Approved.
• Appendix C, Periodicals (except for the current issue): language correction. Approved.

5. Proposed Change to Circ Desk Hours on Civic Holiday and Good Friday
Managers reviewed a proposal that for the Civic Holiday and Good Friday, Porter and Davis open for full circulation services from noon until 6:00 pm, and open as study hall for the remainder of the day. This proposal maintains the same number of building hours while reducing the circulation service hours.

Managers had no concerns and approved the proposal.

6. Around the Table Updates
Susan M
Query about the Dec 15 & 16 retreat – will there be material to read beforehand and how should Managers prepare? Managers and committee chairs will receive copies of their unit’s timeline and SWOT prior to the retreat, which they should share with their departments. Managers should review the data in their SWOT.

Carl
Facilities:
Leaves and debris in the moat caused a small fire on November 19, resulting in some smoke infiltration in Special Collections. Carl is working with Plant Operations to have windows, drywall etc replaced in the spring.

The heating project on the 2nd floor has been completed. Annie will follow up with Carl about a potential issue that still needs to be addressed.

Systems:
Re toner bombing – all printers have been moved on to a secure server.

At a recent FACUS meeting Carl learned about a project underway called NetID which will replace uwguest for wireless access. NetID will be more secure, and only for on campus wireless users. It will allow anyone in WatIM to generate accounts for guests for periods of one day or up to six months. The accounts would be associated with the creator’s account, but the creator would not be liable for that account, and guests would not have access our electronic resources. A small group will meet to identify some of the issues, such as who will set up the accounts. Carl expects to learn more at the WatIT conference.

New remote access software, VPN will probably be implemented campus wide soon. IST has moved their entire department to it, but it is not known when the rest of campus will be moved. It is promoted as easy to use but Systems staff will test it. The software needs to be installed on the computer of anyone requiring remove access, but once done it requires only one click more than remote desktop. It will however require significant change for people not using their own computers (e.g. when travelling) – the software would need to be installed first. Next steps: more discussion; test on the computer of someone working from home; and a communications plan needs to be sent closer to the time it is released.
Action: Carl

TORE is a relay service that allows you to browse the network anonymously. We use it to access outside services. There is a research project on campus that wants to set it up on campus, meaning that anyone in the world can access our resources. Carl will provide them with the easy proxy config file.
Action: Carl

There is a campus wide project to renew wireless and install more access points.

Alex
Chris Gray has been working on replacing the e-reserves nugget that we have with Angel to a D2L widget with enhanced features. Due to the many demands on his time this may not be ready for the winter term. In that case, courses can use a simple link to the Ares login page.

An ad hoc group has been looking at non way-finding signage in the Library. They have determined that LibGuides best meets our needs for archiving signs and making them available, and they are now reviewing best practices and style guides.

Betty
A Voyager upgrade is planned for the week of December 18, with the system being down Dec 19-21. [Note: the upgrade has been cancelled. A new date has yet to be determined.]

Pascal
As part of the campus student success initiative Pascal and Bob Hicks of IST have been planning for student staffed IT helpdesks in the Library after the CHIP closes. The service will be introduced in Davis in Jan/Feb 2012, assessed, and then expanded to Porter. Alex will work out the details with someone in IST, in consultation with Jennifer.
Action: Alex

Systems is in the process of interviewing three candidates for the two contract positions.

Pascal attended the Ex Libris Alma directors meeting in Toronto last week.

A new TUG group, TUG IT has been struck to provide a forum to discuss tech initiatives in other Ontario libraries.

The Library will host a mid-career librarian from South Africa for seven weeks in March and April. Approx. 20 ARL libraries are participating. Pascal asked managers to begin thinking about work and ideas that we could expose her to. The visit will be funded by a Carnegie grant, and there will be no cost for uWaterloo to participate. Pascal will send more information to the managers.
Action: Pascal

The Centre for Career Action has introduced a new webinar and workshop series for staff. Managers are encouraged to allow interested staff time to attend.

Susan R
LibExec members attended a Leadership forum meeting this morning. The Leadership forum is a newly established group that brings people from across campus together to meet, network, and share information. Currently the group consists mostly of staff at Mark’s and the AUL level from academic support units and the head administrative positions from each of the faculties.

Next meeting: Dec 7


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 

 


 


 


 


 


 




 




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January 13, 2012