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Library Managers

University of Waterloo
Library Managers, August 9, 2017

Present: Betty Graf, Jennifer Haas, Melanie Hannaford (Recorder), Alison Hitchens, Sharon Lamont, Kathy MacDonald, Beth Namachchivaya (Chair), Ian Robson, Adam Savage

Regrets: Alex McCulloch, Nick Richbell

Guests: Sarah Brown, Renee Radigan

1. Business Arising
Managers welcomed Beth Namachchivaya to her first Managers meeting, and provided brief introductions of their departments.

2. Recognition and Commendation
Staff Anniversaries were acknowledged:
August 7 – Jonathan Sutherland, Collection Development, 10 Years
August 20 – Elzbieta Kucharska, Porter Circulation, 10 Years

3. Reno Update
Since space will be at a minimum during the renovations, the reno team has drafted some guidelines for using the FlexLab. Sarah Brown reviewed these draft guidelines with Managers, and requested feedback. Managers agreed to the guidelines in principle, and suggested applying them to LIB 407 and 428 as well during the fall. Sarah will work with Graham Yeates to identify alternative spaces on campus for meetings, and will proceed with circulating the guidelines more widely.

The renovations are creating some new spaces which could be named, in addition to re-naming the FlexLab. The Porter user sub-group of the reno committee has worked with students and staff to develop some theme ideas for naming these spaces. Sarah reviewed these ideas with Managers, who provided feedback and suggested we develop criteria for naming spaces in the Library going forward.

4. Recruitment
Sharon provided an update on the following recruits in process:
• Head, Metadata & Cataloguing Services: re-posted, deadline to apply is August 11
• Liaison Librarian, Languages: meeting with HR tomorrow to discuss our strategy
• IT Specialist/Developer: an offer is in process
• User Experience Specialist: posted. If it goes external, interviews would be in Oct/Nov

Introduction to our new HR Partner

Our new HR Partner Renee Radigan met with Managers to introduce herself and provide an overview of the HR Partner role, and what services she can offer. HR is hoping to take a more proactive approach going forward, and they have identified some gaps within the temporary contract process. In the fall, HR will implement some changes to that process in order to provide more support, and will provide more details at that time. Within the next couple of months, Renee and Julie Lowe (from Job Evaluation) are planning to provide some training on how to write job descriptions using the new template.

5. HR Plan for the coming year
In order to provide more consistency and increased transparencies, there is a plan to start documenting best practices for HR within the Library. Sharon reviewed the different areas to be documented, asking for Managers feedback on prioritization. Managers agreed that it made sense to start with the Recruitment process.

6. Use of territorial acknowledgement
In order to promote Indigenization on campus, Managers discussed the use of territorial acknowledgement, including where the Library could include the acknowledgement on our website, and which meetings/events would be most appropriate to deliver it at. Managers will reflect and come to the next meeting with their suggestions.

7. Around the Table
The Digital Initiatives Department has discussed how the digital repository librarian’s responsibilities will be covered since Courtney Matthews’ departure, and has communicated the plan to library staff.

Alison attended a meeting in June with several academic support units who are interested in open educational resources (OER). Representatives from the Bookstore and Centre for Extended Learning (CEL) will be meeting with our Open Access Working Group to see if any activities can be coordinated.

Access Copyright vs. York
On July 12, the Federal Court of Canada released its decision in the matter of Copyright Licensing Agency (“Access Copyright”) v. York University. Waterloo’s Office of General Counsel is currently reviewing the decision and its implications to the University’s campus community.
The court’s decision largely sided with Access Copyright and has called into question the nature and character of Fair Dealing, as laid out by the Supreme Court of Canada in 2012.

At the heart of this case were two issues:
1. Whether or not the interim tariff issued by the Copyright Board is mandatory. York, along with University of Waterloo and many Canadian universities, had opted out of the Access Copyright agreement. This case was partly about whether or not a university has the option to ‘opt out’. The interim tariff was set at $4.66 per FTE.

2. The use of the Fair Dealing Guidelines (at Waterloo – the Fair Dealing Advisory). Many Canadian universities use the guidelines that were developed by the AUCC (now Universities Canada). This case was partly about whether York could prove that the guidelines met the two step test issued by the Supreme Court.

For more details on the implications of the decision, please see Michael Geist’s analysis - Ignoring the Supreme Court: Federal Court Judge Hands Access Copyright Fair Dealing Victory

Collection Development / Office of Research MLIS Co-op
In support of the ongoing Pure project, Collection Development is collaborating with the Office of Research in the hiring of a MLIS co-op student. The position will support the validation of submitted metadata, copyright review, and workflow documentation. The position is funded by the Office of Research and will be managed by Lauren Byl.

Next meeting: August 23, 2017

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August 24, 2017