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Library Managers

University of Waterloo
Library Managers, January 23, 2013
9:30 a.m., LIB 428

Present: Annie Bélanger, , Nancy Collins, Betty Graf, Jennifer Haas, Mark Haslett (only for item 1), Sharon Lamont, Wish Leonard, Susan Mavor, Alex McCulloch, Carl Nagel, Susan Routliffe (Chair), Annette Dandyk (Recorder)

Regrets: Pascal Calarco, Michele Laing

1. Chair’s Remarks
• Updates
OCUL news: Mark has agreed to be the UL liaison for DINO and Maps groups.

Mark has joined the CARL Data Management Working Group. This group sponsored a workshop that Pascal has helped develop. Pascal, Kathy Szigeti and Sandra Keys are at the meeting the week of January 21.

Mark has also been asked to serve on the ARL E-Research group, formerly E-Science.

The OCUL Directors are scheduled to meet next week to discuss OCUL budgets.

Mark thanked the managers for their feedback on the AUL, IR&AE position description, and indicated there had been numerous expressions of interest to be on the interview team. The position will be posted on January 30.

The Provost, Sallie Keller is stepping down. A note will be going out to the campus community on January 23. Geoff McBoyle will serve as interim Provost.

2. Update on 6th Floor Furnishings
Alex reviewed the recommendations for furnishing the different study zones in Porter. Over a two day period, the group invited students to test furniture, look at pictures of furniture, talk about how they use Porter, and describe what would make it a more comfortable environment for them.

Key conclusion – most students come to Porter for individual study, a small percentage come to work with a friend, and a small percentage come to work in a group.
Floors 6 & 9 will be zoned as quiet study, floors 7 & 8 will be zoned as silent study, and floors 5 & 10 will be zoned for group study. As funds become available, each zone will be furnished to encourage the desired behaviour.

While much remains to be done, plans to refurbish the 6th floor are moving ahead. The majority of the workspaces will be for individual use, but furniture arrangements will allow for quiet conversation with the person beside.

Alex will make some edits to the draft report and announce the report to Library staff after posting it on the staff web.
Action: Alex

3. Pcard Security
Annette reported on a recent pcard security breach. She followed up with Jeff Lappin, Purchasing Card Administrator in Finance, who suggested the following best practises:
• Pcard holders should keep the card in a secure place, and treat it as if it were their own
• Finance’s expectation is that card holders (or delegate) are responsible for:
o Keeping their receipts
o Reconciling the receipts with their statements on a monthly basis
o Keeping the receipts and statements for seven years
• Card holders are encouraged to pass their transactions on to their managers

Sharon asked Managers to ensure that procedures are being followed. Annette will prepare some refresher notes for pcard holders. The finance pcard website is a good source of information for card holders and managers. https://uwaterloo.ca/finance/staff-faculty/purchasing-card
Action: Annette

4. Campus and Building Security/Lockdown Procedures
There was a discussion about campus lockdown procedures at a recent Information Group meeting that Mark attended. The procedures can be viewed on the campus Police site. https://uwaterloo.ca/police/sites/ca.police/files/uploads/files/lock-down-procedure1.pdf LibExec will work with the campus police to make the procedures applicable to the Library, and will revisit the matter at a future Managers meeting. The Library specific procedures will be integrated into the Library Safety Manual.
Action: LibExec; Managers

5. Around the Table Updates
Sharon
Staff Life Cycle Group:
Sharon was asked by Bruce Mitchel to join the Staff Life Cycle Group, one of five life cycle initiatives on campus. Co-leaders of the group are Bruce and Terry McMahon. The intent of the group is “to identify goals and related initiatives that will contribute to making the University of Waterloo a highly attractive destination for staff, including members of the Canadian Union of Public Employees, and to facilitating continuous development and growth of staff once they begin employment at Waterloo. In the context of a life cycle plan, it is intended that the project will address issues around recruitment, development, career progress and retention”. https://uwaterloo.ca/strategic-plan/strategic-plan/action-areas/staff-life-cycle-prospectus

At this time, one of things the co-leaders are most interested in is the perspective of new hires. There are 17 staff in the Library with less than 5 years of experience. Sharon is developing a plan for soliciting feedback.

Library Instructional Spaces:
Sharon, Pascal, Annie, Jennifer, and Carl met last week to have a preliminary discussion about enhanced instructional/meeting spaces. Initially they will focus on refurbishing the flex lab, and new furniture in Davis. It is anticipated that CTE may not require the flex lab after May 1.

Carl
Carl is meeting with representatives from a furniture company this afternoon to get a quote for fixed workstations for the flex lab.

Alex
The Reserves system move to the CAS (Central Authentication Service) method of authentication this week was a success.

Annie
A joint Davis and Porter ISR meeting is scheduled for January 25 to consult and collaborate on teaching and learning.

Tim Ireland has been invited to be on OCUL’s Citation Management task force.

Nancy
Nancy gave an update on the marketing round table, which meets once a term. Happenings on campus:
- The Student consultation group gave a presentation on student consultation (e.g. a study to learn about students email preferences).
- Alumni affairs talked about the twitter wall that was used during the past two convocation ceremonies. They won a CASE District II marketing award for it.
- Discussion about a move towards creating infographics on campus (e.g. the co-op department created a visual representation of visual data. It has proven to be a good way to convey a lot of information and encourages people to stay longer on the website). Some of the faculties are looking at using it in their recruitment. Infographs might be a useful way for the Library to portray information. Managers were asked to forward any ideas to Nancy.

Susan
Following up on Betty’s comment at the January 17 Managers meeting about the deleted books being sent to the used bookstore, Susan called John Jongerius. He is still happy to receive these items, and many are finding new homes. Leftover books are sent for recycling.

Next meeting: Feb. 6

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February 22, 2013