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Library Managers

University of Waterloo
Library Managers, September 12, 2012
9:30 a.m., LIB 428

Present: Pascal Calarco, Nancy Collins, Betty Graf, Jennifer Haas, Mark Haslett (Chair), Wish Leonard, Michele Laing, Susan Mavor, Alex McCulloch, Carl Nagel, Susan Routliffe, Annette Dandyk (Recorder)

Regrets: Annie Bélanger Sharon Lamont

1. Chair’s Remarks
• Recognition and Commendation
August Anniversaries:
August 7 - Jonathan Sutherland, Davis ISR, 5 years
August 20 – Elzbieta Kucharska, Circulation Services, 5 years

September Anniversaries:
Sept 6 – Ann Naese, Circulation Services, 35 years
Sept 10 – Nancy Collins, Library Office, 5 years
Sept 15 – Brian Campbell, Circulation Services, 30 years

• Updates
The Staff Relations Committee has made significant revisions to Policy 18 (Staff Employment) and is soliciting feedback by October 1. http://www.bulletin.uwaterloo.ca//2012/sep/11tu.html. Managers were encouraged to review the draft and send comments to Karen Jack in the Secretariat or to Sharon Lamont. LibExec will review the draft document at their next meeting.

Copyright Advisory Committee: Susan has been redrafting the FAQ and Copyright for Teachers. Bill C-11 is not in force yet, and the university is still receiving legal guidance from ACC. AUCC has issued a 2 pager which Susan has been using as a guide.

OCUL Scholars Portal: Martha Whitehead, Vice Chair of OCUL and Chair of SPOD has asked library directors across the province to provide her with a list of priorities, issues, etc. Mark will pull together a list of uWaterloo issues.
Action: Mark

Mark provided an update on the August 1 special Managers meeting to discuss staffing issues. LibExec has been looking through the comments to identify some things that can be addressed, in tandem with the Library Review. Areas that need to be addressed soon include the gaps that will be created when Susan R and Susan M retire in the spring, and when Wish retires by the end of 2013. Nancy has agreed to extend her communications role to the end of April. Others affected by the domino have also agreed to continue in their roles.

2. Business Arising from July 18 and 25
July 18
#3, Around the Table, possible use of 512A as a location for Circulation staff: Alex has had discussions with Wish and Betty about finding a space on the 3rd floor for Circulation staff, and may not need to use 512A.

Pascal gave an update on discussions with WCMS about the Library’s migration to Drupal. We will be the largest site they will have tackled. There still need to be discussions about whether the Library should have its own site or whether we would fall under the central site. Our migration will be heavily influenced by the McGill University experience, whose library has its own separate site. There will also be discussions about the roles and responsibilities between the Library and the WCMS team.

3. Staff Training and Development 2011/12
The Staff Training and Development 2011/2012 report was distributed for information. It outlines the expenditures and support of all staff training and development (totalling $63,277), and highlights events attended by staff, both on and off campus.

Institutional Memberships: it was agreed a number of years ago that there would be benefit in having institutional memberships. CLA institutional membership fees for 2013 will increase to $5,000, up from $500 in 2011 and $1,000 in 2012. Mark forwarded this information to the LAUW Executive, and asked them to solicit feedback from the membership about whether they feel there is merit in continuing, and let him know the outcome at the end of September.
Action: Mark

4. Open Access Week Planning - Update
Nancy gave an update on plans for Open Access Week, October 22 – 26. She will send an update to all library staff soon. Some of the highlights:
• Displays in Davis and Porter. Discussions are taking place about the possibility of setting up displays in Optometry, and Musagetes as well
• Buttons; t-shirt giveaways
• An article will be submitted for inclusion in the FAUW newsletter
• Two people will help out with Data Management Day, and communications are being integrated with Data Management.
• Panel discussion the afternoon of October 22.
• A group is working to profile individuals on campus who work on Open Access.
• A group is doing guerilla surveys this week. The feedback will help with their communications.
• Changes or additions to the Open Access LibGuide
• A social media strategy is being created

5. Outreach - Update
Button campaign: the next phase of the buttons campaign is being rolled out. The student designed buttons will be distributed at all Library locations. Two new designs will be released every three weeks. Nancy would appreciate hearing any feedback.

Library Day: Library Day will be October 31, with a focus on the Geospatial Centre public opening. Goodies will be offered at all Library locations this year. Nancy will send communications to staff closer to the day. The student appreciation lunch has been scheduled for Wednesday November 7, instead of Library Day.

There have been many changes to the Outreach Committee. New members include: Sara Perkins, Jamie Reilly, Patrick Miller (Western Intern, Porter ISR), Sarah Brown (Western Intern, Davis ISR), Alex Dyck (uWaterloo co-op student, Porter Library), and Eljos Samara (uWaterloo co-op student, Davis Library).

6. Bibliometrics, ranking groups, ...
Data Management day is scheduled for October 25, as part of Open Access week.

Bibliometrics group: the Library has been involved with IAP and others on campus to talk about how bibliometrics might feed into how uWaterloo compares with its U15 colleagues. This came about because of some work that Kathy MacDonald did with the faculty at the School of Optometry to develop a process where faculty could track citations. It came to IAP’s attention and they asked Kathy to join a task force that looked at citation tools from two vendors. Similar investigations were happening at other U15 institutions. A recommendation was made for Thompson InCites, a company that a number of other institutions have also chosen. Kathy and Peter Stirling will continue to be involved with the group.

A group on campus has been looking at ranking systems. There is some overlap between this group and the Bibliometrics group. Mark will meet with Mary Jane Jennings, Head of IAP next week to discuss further.

7. Library Review – Campus Consultation Document and Next Steps
Mark wants to thank everyone in the Library and particularly those who participated in the working groups and the data group for their hard work to date. Things have changed a fair bit since we launched the Lib Review. There have been significant changes on campus recently, including the appointments among others of a new Provost, new Secretary, new CIO, and new Deans. The MCR has spawned three strategic goals. As we proceed with our work, we should look at how it ties in to the uWaterloo strategic goals.

Based on feedback from the Provost, LibExec recrafted the review document into a Campus Consultation Document, for soliciting feedback from the broader uWaterloo community. We will not proceed with a full-fledged external review at this stage. This approach will allow the Library to move forward, whereas an external review would cause significant delays. This does not preclude doing a more formal external review down the road once some of the retirements and planning issues have been addressed, and as well does not preclude bringing in external consultation on some specific areas for advice. The Campus Consultation Document has already been sent to groups such as uWaterloo Exec Council, Senate Grad Council, and appears in news @ your lib. Mark has asked for comments by the end of September.

Next steps:
• Continue to get feedback on the review, and look at how it ties in with campus MCR strategies.
• Share the consultation document with some external people and solicit comments.
• Invite the Provost to an all staff meeting.
• Have discussions with IAP about the issue of metrics and assessment, and how it ties into what the Library does.
• Prepare a final Library Review report for the Provost later in October.
• Use the strategic directions as well as the recommendations from the working groups to help set priorities, engaging on an ongoing basis with Library staff as we move forward

The managers were encouraged to pass any feedback on the Library Review to Mark.

8. Around the Table Updates
Michele
There was a leak in the ceiling at Musagetes the first day of the fall term. Luckily no books or computers were damaged.

Musagetes is currently very short staffed. Linda Finn has accepted a secondment in the School of Architecture.

Pascal
The Primo upgrade did not go smoothly this time. Charles Woods and Alison Hitchens have done a great job despite the problems.

Ex Libris has invited TUG to work with them to craft a customer story around Primo. Nancy will work with some of their communications and marketing people.

CIO Dave Wallace has created an IT Strategic Plan Task Force. Pascal will serve as the Library’s representative. The goal of the Task Force is to more closely align IST with the technology needs of the campus community, and develop strong partnerships across campus with academic support units and the faculties. The project has an aggressive time frame – the kickoff is September 13, and the final strategic plan is expected to be completed by end of March 2013.

Carl
Campus IT services including Eduroam (wireless), uw-unsecured (wireless, LEARN, JobMine, Quest, myHRinfo, myPENSIONinfo, VPN, DialUp, and the Central Authentication Service (CAS) are expected to switch over to use Nexus accounts and passwords on September 19. Currently these services use ADS accounts and passwords. Staff should call the Help Desk if they experience any problems.

The migration from ADS to Nexus is not as far along as IST had thought they might be. Carl had understood that the Library would be the last large department to be moved over; however, there are still two other large departments that need to be moved. Carl won’t know until September 19th if we’re still on schedule or if we got bumped.

The tender for phase I (i.e. Devitt study room) of the 6th floor project has been awarded. The start date is still unknown.

Adam Azouley has returned for the Fall term.

Multiple power failures in the Humanities building resulted in power failures in the Library. One server failed completely and had to be restored.

The image for the public workstation is near completion. The Davis Info Commons will be the first area to be deployed.

Alex
Alex gave a brief update on plans to renovate the 6th floor. The study room and the area immediately adjacent will be renovated in phase one and other parts of the floor will be renovated in phase two. Two small working groups have been established. The first group under Sharon’s leadership will look at defining noise zones in Porter floors 5 through 10. The second group under Alex’s leadership will look at how we might furnish the zones appropriately to encourage the behaviour we want in those zones. Nancy will work with both groups as they consult with students for this project.

Relais Update: the software has been installed locally but there have been some configuration problems. Alex is hopeful that it will still be ready to go live sometime during the Fall term.

Hours update: Circulation Managers are reviewing data from an experiment on the Labour Day weekend. Instead of Intersession hours, the Library stayed open for Regular hours (until 11:00 pm in Porter and midnight in Davis).

Due to low usage, hours were reduced at the Micro Desk for the last six weeks of the winter term, and will continue for the Fall term. Patrons have been able to get assistance from the main desk.

Betty
Cataloguing staff have been concentrating on government publications deletes for the past few months and are almost finished. They are now focusing on regular deletes from the stacks. A withdrawal bulletin is planned, possibly in January.

There are still problems with Authorities processing, due to a bug in the software. Charles has been submitting reports. Pascal suggested that it should be raised when we contact them about Primo.

Cataloguing welcomes two new staff: Hannah Nam, uWaterloo co-op student who is here for the Fall term, and Walter Miedema, Western Intern who is here for 8 months.

Nancy
Nancy gave an update on two new campus groups: a current students audience panel (comprised of communications people), and a Social Media committee, that will focus on social media activities happening across campus. Some working sub groups are being set up to focus in topics such as social media guidelines, training, the tools we use, and assessment.

From LAUW: the TUG conference is scheduled for Friday, April 9, 2013 at the Balsillie School.

Susan M
Special Collections welcomes two co-op students: Jessica Blackwell is a Western Intern working on an 8 month contract, and Marian Wells is a uWaterloo co-op student.

The annual gift appraisal process is scheduled for the week of November 26.

Special Collections has put together a brochure for a walking tour of the Westmount area for Doors Open on September 15.

Susan is planning to retire April 30, 2013.

Jennifer
Shannon Gordon will begin in her new role at Liaison Librarian, Pharmacy on October 9. She will spend the majority of her time at the School of Pharmacy.

Annette
The new staff luncheon is scheduled for October 24, following the Managers meeting.

Any Manager interested in hiring a KCI student on a co-op should contact Sharon for more details.

Next meeting: Sept. 19


 


 


 


 






 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 

 


 


 


 


 


 




 




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March 19, 2012