Library Office Notes

OCTOBER LIBRARY EXHIBITS

The Sun-Earth Connection
Government Documents Library, Main Hall Wall Cases

Ernesto "Che" Guevara
Latin American Library Display

The New ACES Library
Main Cases in the Main First Floor Hall (until October 12, 2001)

The New ACES Library
Mueller Case, East Foyer (until October 12, 2001)

ACES Library
Rare Book Room

This was Their Land:  Native American Indians in U. S.
Hallway Outside Map and Geography Library

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User Education Committee Minutes
September 10, 2001

Minute Taker:  Julia Spann

Present:  Sue Searing (Chair), Linda Ackerson, Cindy Ashwill, Bob Burger, Paul Callister, Lori DuBois, Frances Jacobson Harris, Karen Hogenboom, Christopher Quinn, Lynne Rudasill, Sarah Reisinger, Julia Spann (GA), Jane Wiles, Ms. Lee (guest)

This was the first meeting of the Fall semester.  Sue called the meeting to order at approximately 9:10 a.m. with a welcome, brief overview and introductions.

Meeting minutes from August 13, 200, meeting were reviewed and approved.  Minutes will be posted to the Committee website and distributed to more colleagues through LON and an e-mail message to LIBNEWS-L pointing readers to the website.

Nothing was added to the agenda.

Updates and Reports

Bob Burger – Coordinator for Information Literacy Services and Instruction:

•The first meeting of the search committee will take place Monday, September 17, at 11:00 a.m.  Members are:  Bob (chair), Sue, Lori, Lanny Arvan, Peter Mortenson.
•Nominations are being accepted and should be submitted as soon as possible to Bob. November 15 target close date for search.  Cindy Kelly and Bernice Harrington of the Library Personnel Office are helping with the search.

Sue Searing – GSLIS-Library Teaching Alliance

•Retreat to kick off the Teaching Alliance is Friday, September 28, in the Illini Tower.
•One purpose of the retreat is to brainstorm on what the Alliance should be doing.
•Will break off into two (2) sessions:
    •Morning – Learning Styles (Beth Woodard)
    •Afternoon – Peer Observation (Kirby Barrick of ACES)
•Sue encouraged participation at least in the lunch segment where input can be given.
•Registration online will be available shortly.  Notices will go out through LIBFAC-L.

Cindy Ashwill -- Quad Day and Faculty Orientation:

•Both events went well.
•Attendees demonstrated great interest by partaking in trivia question activities and picking up all materials available – including the new library brochure that Lori DuBois and others crafted.
•New brochure is in demand even by faculty and students already familiar with the campus . •Tight supply of brochures, but can be supplied if needed and requested.   Request from Cindy.

Sarah Reisinger -- Learning Community Tours:

•Starting Tuesday, September 11, there will be two (2) sets of tours – 3:00pm and 4:00pm.  Each hour will have 5 groups going simultaneously.
•The purpose of tours is for incoming freshmen to get familiar with the University.
•This year the library hours are required.
•This is to take place over a 3-week period.
•Will be giving 3 items:
    •New Brochure
    •Sheet listing all library hours and map
    •Bookmark with helpful websites
•Marketing tours through LIBNEWS.
•Tour Feedback Form will be available for learning leaders.
•Need more library volunteers to assist.  Have had 15 people come through so far.
•Contact Sarah to assist with tours.

Bob Burger – Graduate Student Resource Fair:

•Fair provided information on services for graduate students.
•Chancellor and Dean of Graduate College among those facilitating the Fair.
•Good response.  Approximately 200 in attendance.
•Was publicized through Department brochures and e-mails to students.

Lori DuBois – General Tours:

•Turnout not as good as last year (2000).
•New Student Week Statistics:
    •22 tours, 260 people (last year 20 tours, 293 people)
    •55% graduate, 42% undergraduate, 3% other (including some parents)
    •1st Day:  225 people.  2nd Day:  35 people (last year 215 and 78 people, respectively)     •Two tours only had one person.  Largest tour had 30, and that was held at noon on the          first day.
•Needed more publicity for the second day from the Quad Day booth sitters.
•Major attendees:  International students (from their orientation brochure – but only listed         Monday and not both days for tours.  Perhaps might have gotten more on 2nd day, if          had been listed.)
•Undergraduate Library-Sponsored Tour Statistics:
    •12 tour times, but only 9 tours actually took place because 3 had no people come.  (21         tour times last year)
    •68 people total this year.  (125 last year)
    •Attendance Low:  2, High:  18
•Needed more volunteers and time slots that were more accommodating.

Jane Wiles – ACES 100:

•The ACES 100 class is a mandatory introductory class for ACES students.
•Conducted 2 days of sessions in the new instruction room.
•40 people in each class with only 36 computers.
•560 total over 2 days.
•Problems with instructor module – wasn’t available, but should be soon.
•Conference rooms do not have laptop access yet.
•Jane will notify of instruction and conference room completion and availability over LIBNEWS.
•Side note on policies:
    •Group study rooms are for group study only.      First-come-first-serve basis with                   exception of interviews (that only happen twice/year).
    •Not for committee meetings.
    •PhD presentations get some preference.
    •Rooms generally unlocked and open, but must be reserved.
    •Room schedule posted on room door.
    •509 is locked and needs to be scheduled.
    •510 will come available later.
•The formal dedication of the ACES Library will be on Oct. 4.  Tours for Library staff and faculty will begin the week of Oct. 8, with 10 people maximum at a time.

Lori DuBois – Workshops:

•There are six (6) different workshops this year.
•Workshops start Monday, September 17, and run through November 8.
•The schedules are being sent out this week.  Mailing includes 72 resident assistants.
•Extra schedules can be ordered using document #GEN 146.

Other Early Fall Instructional Efforts:

Grainger (Linda Ackerson):  Nothing set up for undergrads, though may consider in future.  Grainger does more orientation during the summer because students and their parents come.

Law (Paul Callister):  Law does 30 hands-on ½ hour sessions in case law and digests.   Will be doing 30 sessions on Statutory Law at the end of this week.  Have received some special tour requests.  Westlaw and Lexis training this week also.   Offering curriculum for Advanced Legal Research as remedial course for law professionals.

Government Documents (Karen Hogenboom):  Working more with Rhetoric people to get them more involved.  Working with Lynne on PoliSci classes.

Architecture & Art (Chris Quinn):  Providing more individual sessions for classes. Jing Liao doing instruction for this.

LIS (Sue Searing):  Two groups of LEEP students came in July.  Intensive training: 3 sessions, each offered twice, for each group over 3-week period.  Library orientation is required for distance students but not on-campus students.  Only 20 on-campus students showed up for optional tours in September.

Other Business:

Interesting phenomenon (Jane Wiles):  Undergraduate students and administrative assistants doing research for graduate students.  We need to meet the needs of this population because often those hired aren’t as adept as they could be.  Paul suggests using Paul Healey’s approach as a model for how we can address this need.   Paul Healey (Head of Public Services, Law Library) has a pool of research assistants that he trains and then oversees.  This short-term hiring of people to do research is becoming very popular as needs will continue to grow.  Perhaps we can offer a workshop entitled, "Are You Doing Someone Else’s Research?"

"Learn to Use the Library" Website:  Needs to be updated.  Higher priority needs to be given by committee.  Please review and notify Lori of any changes to be made.

Meeting adjourned 10:15am.

Next meeting to take place the 2nd Monday of the month.
Monday, October 8, 2001, 9:00 a.m.
Room 428 Main Library

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Executive Committee Meeting Minutes
September 10, 2001

Present:  Paula Kaufman, chair, Dick Griscom, Janis Johnston, Bill Maher, Beth Sandore, Sue Searing, Leslie Troutman, Beth Woodard, Greg Youngen

1.  Approval of Minutes of the August 17 and 27 August Meetings.

Minutes from August 17 were approved.  Other changes have been submitted for the August 27 minutes.  They will be distributed, then approved at the next meeting.

2.  Question Time.

Are there ways to distribute the minutes that will make them easier to access, read, and revise?  Currently, they are prepared and edited as MS-Word documents.  Last year, they were distributed as both MS-Word and text documents.  MS-Word documents present difficulties for members who either use text-based mail clients or want to work with their mail from home.

One solution would be to set up a shared folder on the library server that could be accessed only by EC members.  Dick volunteered to convert the file to an ASCII format and handle editorial changes beyond the initial draft.  Kim will talk to Systems about setting up a shared folder.

There was also discussion about additional services faculty might want from the Systems Office.  Beth S. will gather information from individuals and compile a list to be discussed at the next meeting and then present it to John Weible.

3.  Appoint a Representative to the GSLIS Admissions Committee.

The workload for this position is fairly heavy.  GSLIS receives approximately 300 applications each year to fill 120 slots, and each file includes transcripts, three letters of reference, and two essays.

The committee recommended that Mary Schlembach be asked to serve on the committee.

4.  Update on Search for Serials Team Leader.

Tina Chrzastowski will be appointed as the sixth person on the search committee and serve as chair.

5.  Action on Proposed Position in Biology.

This has been deferred to the next meeting, so new members will have a chance to look at the position information.

Also, the President's Office has provided funding for an additional position in the University Archives.  Once a position description has been drawn up, a search committee will be appointed.

6.  Appoint Search Committee for Mortenson Professorship.

The committee recommended members for the search committee.

7.  Update on Mortenson Center Internship.

The committee discussed the application process.  Applicants will be asked to submit a letter of interest that outlines the applicant's qualifications as related to the position.  The screening committee will consist of two members of the Mortenson Center staff and Bill Maher and Dick Griscom, representing EC.  The deadline for applications will be mid-October with a November 15 deadline for the screening committee to make a decision.

8.  Report on Discussion with ISSC about Voyager Implementation Committees.

One of the concerns discussed was the broadening of the charge for the Public Interface Team (PIT).  The charge will be reworded to indicate that PIT is making recommendations rather than actually making final decisions.

The cataloging team will be treated like the rest of the teams, and it will include broader representation of cataloging units throughout the Library.

A statement will be added to the charge of each committee to make it clear that the committees are responsible for making policy recommendations for security profiling and for reporting.  These recommendations then go to ISCC for approval, and the Systems Office will be responsible for implementing the decisions.

All three III teams have been collapsed into a single III team.

The training team will be adding additional members.

9.  Make Plans to Accommodate Communication #21

The Library needs to begin planning to incorporate the requirements of Communication #21 into our unit bylaws and FRC procedures.  The faculty should be involved in this process.

Communication #21 refers to a Unit Executive Officer and, in our case, the University Librarian serves as this officer.

FRC will look at the elements required by the communication, the consequences for a series of negative reviews, confidentiality issues, and grievance procedures.

Once Communication #21 is made public, it will be announced to the faculty and discussed at future faculty meetings.

The meeting adjourned at approximately 3:00 p.m.

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Library Staff Steering Committee Meeting Minutes
September 26, 2001

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Support Staff Positions Open

Accountant II, 100%, Business Office
Library Clerk II, 50%, Circulation
Library Clerk II, 100%, Commerce Library
Supervisor, Security Guard, 100%, Business Office
Security Guard, 100%, Business Office, 3 positions

(J. Lowder)

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