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Library Managers

University of Waterloo
Library Managers, December 7, 2011
9:30 a.m., LIB 428

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

Regrets: Annette Dandyk

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

• Updates
None.

2. Business Arising from November 23
There was no business arising.

3. Library Review
Mark outlined the agenda for the retreat scheduled for Dec 15 & 16. He will send a schedule and further information to all of the retreat participants, and a message to all staff.
Action: Mark

4. Grad Students as Casual Staff
LibExec received a recommendation from several department heads that we allow part-time UW grad students to work casually in the Library. After consultation with HR, they agreed with the recommendation because the university limits the length of time that a grad student can continue studies. Managers also agreed.

5. Performance Appraisals
Due date for PAs will likely be mid-March.

During the performance conversation part of the PA:

o Ensure that the working environment section is discussed/touched on

o For new hires, confirm that the mandatory training has been completed:
- Workplace Violence and Harassment Awareness
- AODA customer service
- Health, Safety and Environment Orientation for Employees

o Discuss any training or development opportunities for the following year.

o New this year for those with working from home arrangements: discuss renewal. Most WFH are on annual basis following initial trial period which may be less than one year.


As in the past few years, Mark will send two emails:

1) in early January, alerting people to the process re training or development requests

2) in mid-March, asking staff to submit expressions of interest for training or development for the next fiscal. Reminder that staff do need to submit these requests via the Request for Funding for Professional development form.

In the spirit of both engaging the evaluator’s supervisor in the appraisal process in a meaningful way (i.e. not just a signature) and in improving consistency across library departments, the following elements are part of the appraisal process:

o the evaluator’s supervisor is to be engaged in the appraisal process prior to signing the verification. Ideally, the evaluator’s supervisor should review a draft copy of the written appraisal before it goes to the staff member; at minimum, the reviewer’s supervisor is aware of the rating being considered and any red flags

o if the anticipated rating is 4.75 or 5 - or is less than a 3, the manager must have a conversation with the appropriate member of library executive prior to the rating being officially assigned to the appraisal. Ratings at this level are discussed in Library Executive so you need to give time for this consultation

o Also, when considering a rating of less than a 3, the HR advisor (Rochelle Davies) must be involved

6. Around the Table Updates
Richard
Richard is retiring at the end of this month; his last working day is 23 December and he plans to remain on campus until then. Richard is working hard to ensure that the transition is as smooth as possible.

Alex
There will be four staff from Circulation Services attending this year’s Resource Sharing day at Ryerson on December 8.

Betty
TUG cataloguers met and agreed upon a process for editing and loading MarcIt records for electronic serials that are turned on in SFX. Testing will be done on a trial batch, perhaps before Christmas. The test batch will be evaluated on how the records appear and dedupe in Primo. Once that is done time will be scheduled for the full loads.

Carl
NetID service to replace UW guest wireless access will also have the option to create generic accounts, for example, using the name of the high school teacher whose class is visiting the library. A staff member at the Info Desk or Circulation desk could create the desired number of accounts and then print the userid/ password list out for the teacher to distribute to their class. The accounts can be set to expire from 24 hours to 6 months whatever is appropriate. This eliminates the concern of staff having their personal accounts somehow associated with these ‘guest’ accounts. Deployment testing is expected to start this summer with full implementation starting in September.

VPN use for accessing campus resources from home (like using Remote Desktop) is going to be initiated for all Academic support areas EXCEPT the library starting in January. The library has numerous servers in the same VLAN as our workstations. Requiring VPN use from off-campus would negatively impact these servers. Work needs to be done to segregate these servers first before VPN restrictions can be put in place.

The 10th floor study room project details have been finalized and is expected to go to tender today for work to begin as early as December 19th.

Annie
After further consultation with Porter ISR and Cataloguing staff, we have decided to pilot the alternate desk scheduling again in the winter term. It worked very well in the fall – with feedback being very positive. Annie thanks the Cataloguing staff for their willingness to participate in the pilot.

Pascal
Graham Faulkner and Steve Weber will be joining Library Systems for the next year to work on web development and systems administration beginning January 9, 2012. Graham comes to us from Raytheon, where he administered and developed databases, and Steve comes to us from an e-commerce company in the Accelerator Center, here at uWaterloo. Both with work closely with Chris Gray on a variety of web initiatives.

There is a new TUG committee, TUG-IT, where we’ll discuss new technology initiatives other than Ex Libris applications throughout the TUG libraries, and also discuss ideas from libraryland that might be of use to TUG. Pascal and Greg Sennema (Laurier) are working on a terms of reference

Chris Gray is working with a faculty member in English to have the Library host a new virtual journal – the Canadian Journal of Disability Studies. More next month on this.

Sharon
Staff who will be off work for one to four days for day surgery can forward a copy of the paperwork that they receive from the hospital to Nellie Gomes in HR in place of an Attending Physician’s form. If possible, the paperwork should be submitted prior to the day surgery. Anyone who is off work for five or more days still needs to submit an Attending Physician’s form.

 

Next meeting: Jan 11


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 

 


 


 


 


 


 




 




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January 13, 2012