Library Office Notes

APRIL LIBRARY EXHIBITS

Women in our Government Organizations
Government Documents Library, Main Hall Wall Cases
http://www.library.uiuc.edu/doc.Exhibits/wohis.htm

Plutarco Elias Calles (1877-1945)
Mexican President from 1924-1928
Latin American and Caribbean Library Display

Brave Women
Main Hall Cases

Leopold Sedar Senghor (1906-2001) ... l'homme d'etat, le poete, l'humaniste
Modern Languages and Linguistics Library

Asian American Experiences
Mueller Case, East Foyer

University of Illinois and its Winter
University Archives

Euro:  Introduction
Law Library

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User Education Committee Meeting Minutes
December 10, 2001

Present:  Linda Ackerson, Bob Burger (temporary chair and minute-taker), Paul Callister, Lori DuBois, Frances Harris, Karen Hogenboom, Chris Quinn, Sarah Reisinger

Absent:  Cindy Ashwill, Lynne Rudasill, Sue Searing, Julia Spann, Jane Wiles

1.  The minutes of the November 12 meeting were approved and accepted.

2.  Information Literacy Coordinator Search:  Bob told the committee about the four candidates for the position and their interview dates.   After reviewing the job announcement, the committee thought about several questions that could be asked during their time with each candidate.  A list of the questions suggested by the committee will be forwarded to them under separate cover.  The committee also suggested that a few other librarians who have strong interest in the area to join them at the meeting with each of the candidates.

3.  Visiting Scholars' Web Page:  The committee discussed the draft of the Visiting Scholars' Web Page that was created by Sarah Reisinger.   Suggestions were made to Sarah, who will revise the draft accordingly.

4.  Fall Workshop Report:  The committee will discuss this at the next meeting.

5.  Updates and reports:

TA training plans:  Sue is pursuing the training plans for teaching assistants.   This includes reserving rooms, registration and marketing.

Budget for current year:  Sue reported prior to the meeting that the committee had received funding for the Snag-It Software, as well as funding for materials distribution.   For Snag-It, we have to determine how many potential users there will be and then proceed accordingly.

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User Education Committee Meeting Minutes
January 14, 2002

Present:  Susan Searing (Chair), Linda Ackerson, Cindy Ashwill, Bob Burger, Paul Callister, Lori DuBois, Frances Harris, Karen Hogenboom, Lynne Rudasill, Julia Spann

Absent:  Chris Quinn, Sarah Reisinger, Jane Wiles

The agenda was reviewed and approved.  The minutes of December 10, 2001, were approved.

Fall 2001 Workshop Report

A statistical report was distributed to the committee members, detailing in chart form the results of workshop efforts during the Fall 2001 Semester.  A total of 53 workshop sessions were offered.  There were 6 different types of workshops, including:   Articles, Finding Books and Journals, Government Resources, Evaluating the Web, Interlibrary Loan and Statistics.  Total actual attendance for the semester was 511 out of the 1166 workshop session slots created.  When compared to the Fall 2000 Semester, there was no significant increase in percentage of slots filled this Fall 2001 Semester (37% and 38%, respectively).  For those 1002 individuals required to take the quiz, 829 actually completed the quiz.

Publicity was carried out through a variety of media, including teaching assistants and professors, the Library Workshop News publication, the Library's web page, the Daily Illini, posters, flyers and the GradTimes.  The majority of attendees (66%) replied on the survey that they had heard about the workshop(s) from their teaching assistants and professors.

Going forward, marketing will be tracked more specifically by type of medium:   electronic, paper or person (i.e., TA/professor).  Lori DuBois is instituting an on-site instruction program in the dormitories for the Spring Semester to see if this may improve the attendance and participation rates.

Teaching Assistant (TA) Workshops:

Cheelan Bo-Linn (Office of Instructional Resources) wants to look at the week of February 25 as a possible training time.  Noon-1:00 p.m. and 5:00-6:00 p.m. are the best time slots.  Each workshop will have at least two instructors.  Volunteers designated at the last meeting for teaching these workshops were:

Karen Hogenboom, Paul Callister, Lynne Rudasill -- social sciences and law
Linda Ackerson and another volunteer (possibly Lura Joseph) -- science and math
Sarah Reisinger and another volunteer (possibly Chris Quinn) -- humanities

The workshop leaders will determine the dates and times and make space arrangements; Sue will collect the information and forward it to OIR.  OIR will handle the publicity and the User Education Committee can handle the RSVPs.  It was also agreed that the Spring Semester would serve as a "pilot" period for the training and that the group would wait on the results (i.e., response) before planning further.

Luncheon Dates and Topics

Julia Spann reserved the following luncheon dates for the committee:

Thursday, February 28 (Room 210)
Wednesday, March 27 (Room 215)
Thursday, April 25 (Room 215)

Start times would be 11:30 a.m. at the Union Hall Ballroom on the second floor.

Possible topics for discussion (-- to include guest speakers at times, if available) were:

difference between user education and information literacy
tricks of the trade
marketing -- getting the word out with faculty
web instruction design for teaching -- w/ speaker Mike Twidale, GSLIS.

The group will see if we can get Mike Twidale for the February 28 luncheon.

Other Updates and Announcements

A.  Teaching Alliance

February 8 -- Jim Gentry, College of Commerce and Business Administration is speaking on "Teaching for Exemplary Learning."  Pat Lawton, GSLIS, will be working with him on this.

B.  Coordinator Search

One candidate has been seen so far.  Bob Burger will send reminders for the next two interviews.

C.  Departmental Instructional Efforts and Other News

Beth Woodard -- Extending deadline to register for the Immersion Institute being held in Colorado Springs, Colorado.

Cindy Ashwill -- Met with Peggy Steele and Bob Burger to discuss preliminary plans and publicity for the transition to the Voyager system.

Voyager implementation -- first "launch briefing" (all-staff information session) will be held on Wednesday, January 30 from 10:00 a.m.-12:00 p.m.  System manuals can be found on newer release of the software which UIUC will have.

Lori DuBois -- Public Interface and Training Teams.  Lori is on these committees and will keep the group informed as she becomes aware of developments.

Lynne Rudasill -- A lot of requests coming in for sessions.  Allison Sutton, Psychology Librarian, is really doing well with the offerings.  There are 8 sessions scheduled for the first 2 weeks of the Spring Semester.

Paul Callister -- 300 students scheduled for Lexis-Nexis and Westlaw.  Legislative History also being taught.  Working on a proposal for advanced legal research for next year.  Librarians are the primary ones providing the instruction.

Frances Harris -- Her GA is redesigning their web page.  Lots of creative learning tools such as "Who Dunnit" -- a game to help students refine their library search skills.

Karen Hogenboom -- Tutorial for finding government documents being developed.  Mary Mallory is teaching LIS 424, Government Documents, this semester.

Lori and Sue will attend the CIC instructional librarians half-day meeting at the ALA Midwinter Meeting in New Orleans.  Among the topics for discussion are assessment and marketing to teaching faculty.  ACRL working sessions will also be attended.

Budget:  The committee received all its requests for FY02.  SnagIt, a screen-capture software program, will be implemented.  The Systems Office will be consulted to see if it is better to implement through a network or individual desktops.

Cindy and Lori will confer about the $1000 approved for workshop flyers and promotional expenditures.  Lynne suggested using the LibNews listserv to announce the availability of workshop flyers and ask people to request the number they need.   (Previously, the flyers were handled as GEN documents.)

Meeting was adjourned at 10:15 a.m.

Next meeting:  February 11, 2002, 9:00 a.m., Room 428.

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User Education Committee Meeting Minutes
February 11, 2002

Minute Taker: Julia Spann

Present:  Sue Searing (Chair), Bob Burger, Paul Callister, Lori DuBois, Frances Harris, Karen Hogenboom, Christopher Quinn, Lynne Rudasill, Sarah Reisinger, Julia Spann (GA)

Absent:  Linda Ackerson, Cindy Ashwill, Jane Wiles

Sue called the meeting to order at 9:00 a.m. by asking for any revisions to the minutes or the agenda.  Nothing was added to the agenda.  Meeting minutes from the January 14, 2002, meeting were approved.

TA Training and Planning

Thirty (30) people have signed up thus far.  This includes:

10 -- science

16 -- social science

4-6 -- humanities

Two social science sections may be needed or attendance may have to be capped at 25 participants.

LOEX Attendee(s)

The conference is being held in May in Ypsilanti, Michigan.

Sue confirmed with Bart that funding is available for this.

Lori expressed interest in attending since she had attended before.  Lynne expressed an interest because she thought the topic would be helpful for her in working with faculty.

Sue will poll interest of faculty through the LIBFAC listserv and ask for responses by 5:00 p.m. Tuesday (2/12/2002).  The User Education Committee can then vote via e-mail on designated attendees.

ALA Reports

Sue and Lori attended the CIC Instructional Librarians meeting.  Some of the issues covered were:

1.  how subject liaisons are used to promote information literacy/instruction
2.  how people are evaluating/supporting teaching librarians
3.  how to build an information literacy program
4.  how to publicize/promote information literacy-- (ACRL has a new brochure coming out, and its usefulness for enhancing UIUC's user education efforts will be assessed.)
5.  credit courses and who teaches them

Sue plans to forward the minutes of the CIC Instruction Librarians meeting to the User Education Committee.  For UIUC, the issue of better orienting new teaching faculty and building their knowledge in library services was discussed.

Julia attended an OCLC session dealing with distance learning programs and the applicability of them for various populations.  Theoretical and practical perspectives were offered by users of these technologies, and she shared that computer-instructed classes are not without their own challenges.  Presenters shared that instructors must consider the students' perceptions that can often be misperceptions such as the instructor's being available 24 hours per day, 7 days a week and cautioned that instructors--as skilled and knowledgeable as they might be--must be more intuitive sometimes in a virtual environment than in a classroom because considerations for time zone differences, assessment tools and appropriate modalities for communication (e.g., web boards) must be made.

Lynne mentioned that Allison Sutton did a presentation of Blackboard at the Social Sciences Division meeting.  Allison encouraged use of Blackboard as a strong communication tool.  The division is experimenting with using this tool for communication on division matters.

Karen Hogenboom mentioned that GODORT is developing a web site of government documents instruction sessions with an information literacy focus.

Teaching Alliance

The program last Friday (February 8) was excellent according to those who attended.

The Active Learning Retreat is taking place tomorrow (Tuesday, February 12, 2002).   The theme is:  "Teaching Students to Think in the Language of Our Discipline."  Sue expressed the need to see more GSLIS faculty participation in Teaching Alliance programs and said possible efforts will be made by Linda Smith to boost participation in the future.  Desire was expressed to see different teachers demonstrate different teaching styles.

Coordinator Search

Bob stated that things are moving along and that he would keep the committee posted as developments occur.  Candidate Marsha Forys withdrew herself from the search.

Other

Sue was asked to fill out the term for the Senate Education Policy Committee (EPC).   This committee looks at proposals for new programs before they go to the full Senate.  Sue assured the committee that she would monitor the potential impact of new programs on our libraries.

Lynne was asked to do an Illini Guides presentation on April 2, 2002.  She said a focus of her presentation would be to communicate the need to improve the vocabulary (i.e., "main library"
versus "graduate library") of the guides.

The User Education luncheon is coming up Thursday, February 28, 2002.  Mike Twidale will be guest speaker on interface design and over-the-shoulder learning.  [It was also mentioned that during the Voyager implementation, observers may approach staff to study the over-the-shoulder learning process.]  Julia will get out the notices so attendance can be tallied and forwarded to the Union Banquet Hall.

Sue will be out of the country when the next meeting takes place and will appoint someone to chair that meeting.

Meeting adjourned 9:45 a.m.

Next meeting:  Monday, March 11, 2002, 9:00 a.m.
Main Library, Room 428

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Library Faculty Meeting Minutes
February 19,  2002

Paula Kaufman, chair, called the meeting to order at 3:05 p.m. and began the meeting with the University Librarian’s report, while waiting for enough faculty to make a quorum to approve the minutes.

1. University Librarian’s Report (Paula Kaufman)

At this time there are no budget updates.  New resources will hopefully be generated by the Capital Campaign.  The campus has appointed an internal steering committee, which will be comprised of development officers of large units on campus and UIF personnel.

Bart Clark mentioned the moratorium to fill permanent positions includes librarians, academic professionals, and staff positions.  Currently there is no way to fill positions permanently, but possible extra help can be used for staff positions.  Any search already initiated can be continued.

Lisa German asked how long the moratorium would last.  Paula responded that this is unknown at this time.

Karen Wei was under the impression that the Slavic head position had been frozen. But Paula said that information was incorrect and the Slavic head search would continue.

2. Introductions of New Librarians

The new Japanese Librarian will begin on Wednesday, February 27.

At 3:15 p.m., it was determined that a quorum did exist.

3.    Approval of December 18, 2001, Minutes

The minutes from the December 18, 2001, meeting were approved with changes.

4. Committee Reports

Executive Committee (Beth Sandore)

The Executive Committee met on January 28 and February 11.  Several P&T matters were resolved.  They included selecting editors, paper preparers and peer review committees for promotion candidates.  There will be at least seven sets of papers for the next P&T round, possibly more.

Ryoko Toyama, Director of New Brunswick Libraries at Rutgers, will be visiting on February 25.  She will be discussing the plan that Rutgers has developed for filling vacant faculty positions and the guiding principles they use.  Ms. Toyama will meet with EC and AC and tour some of the libraries.

EC also discussed the technical service division's proposal concerning division representation on FRC during P&T evaluations.

The Executive Committee also discussed the cross-campus initiatives and discussed committee composition and appointment to more fully explore options presented at the last faculty meeting.

EC was also brought up to date on the impending implementation of the Voyager System.

ISCC (Peggy Steele)

1. Voyager environment changes from DRA

• The Voyager System will be comprised of 44 databases; one database for every library in the consortium.  The 44 databases will be housed on a SUN server managed for ILCSO by AITS.  Each ILCSO library has the opportunity to develop a web interface.
• Universal Catalog will allow all users of ILCSO to have access to all holdings.   Universal Borrowing will continue resource sharing and request promotions like we have done in the past.
• UIC will be part of the new system and participate in the Universal Catalog (UC) and Universal Borrowing (UB).

1. Timetable for Voyager Implementation

• Phase 1 is complete, which consists of UIC and ITT.
• Phase 2 is in process now.  It includes everyone else.  Implementation and cutover to Voyager is planned for Summer 2002.  Because the initial contract called for 3 databases, and it has been decided to go with 44, the contract had to be negotiated, but both Endeavor and ILCSO are committed to migration completion in this time frame

c.  ISCC Voyager Teams

• Data conversion team is headed by John Weible.  They are working on the data mapping table that will form the core of the way data is converted to the new system.   There is only a short time to review the table, which is on the G: drive.   Please let the team know by Thursday, February 21, 5:00 p.m., if you see anything that needs to be changed.
• Cataloging Team is headed by Barb Henigman.  They are focusing on data conversion and data cleanup projects.
• Acquisitions Team is headed by Lisa German.  Their focus has been on migration of vendor and order data from III to Voyager.  Acquisitions Department will begin fully using Voyager July 1, 2003, for FY04, but hope to begin using serials check-in in January 2003.
• Circulation/Reserve/Resource Sharing Team is headed by Betsy Kruger. They are migrating charged items, recall items, fines & fees and patron records.  A recommendation of standardized loan periods is being reviewed by the Administrative Council now.   They are revising circulation notices and reviewing reserve functionality in Voyager.
• Public Interface Team is headed by Leslie Troutman. They have been visiting other libraries’ Voyager websites.
• Serials team is headed by Tina Chrzastowski.  They are surveying department libraries about equipment and personnel transitions for development of library wide data input.
• Training Team is headed by Beth Woodard.  They have been researching other Voyager libraries for development of training materials.  All members of ISCC have been to a Voyager four-day training session.  All members of Voyager teams have gone or will go to modular training.  They plan to develop overview training for people who don’t work directly with a specific module and determine how to offer training on an ongoing basis as new employees join the Library.

d.  Communication

The Committee will keep everyone in the library up to date on what’s going on.   The first Voyager Launch Briefing took place on January 30, 2002, to a packed house. Planning for the second Briefing is underway.  The Navigator will continue to be issued on a bimonthly basis.  Peggy will come to faculty meetings with updates. Announcements and requests will be posted on LIB-News as they come up.

5. Next steps.

Different crews are involved in the functionality of each of their areas.  They are working to refine existing workflows, system profiling or customization of profiles, and security authorization.  The assistance of the faculty and staff is needed to help respond to proposed items.  Often these requests for assistance will have short timeframes and your prompt response would be greatly appreciated.

Questions:

(Margaret Chaplan)  What do you mean by summer implementation?

Peggy responded that ILCSO and Endeavor are not yet willing to be specific about the exact time frame.

5. Other Reports

Campus-wide initiatives proposal (Beth Sandore)

In late fall, the Chancellor proposed a cross-campus initiative which was discussed at a library faculty meeting.  The Executive Committee further discussed ideas, and made a recommendation to create a committee to develop a proposal.  The committee consisted of Beth Sandore, Bill Maher, Barbara Jones, Caroline Szylowicz, Carole Palmer (GSLIS), and Mara Wade (Germanic languages).  The group received some guidelines from EC discussion.  There are already significant primary resource materials in all the collections.  There is strong evidence of high use of these materials on campus and a strong interest in the use of the collections, as evidenced by faculty who request that items be digitized.  In the DLF report, it was suggested that humanities scholars have needs that are not being met.  The group proposed an initiative to provide good support for use of research materials through fellowships supporting interdisciplinary research in the use of primary sources materials, and involvement of undergraduates.   One component would involve the examination of scholar's use of these collections.

Timeline

January 28 – EC reviewed, discussed, and suggested recommendations for revisions February 15 – the proposal went to the Provost and Chancellor
February 27 – Chancellor’s/Provost’s daylong retreat to discuss initiatives.  Paula requested that a core group of librarians be involved so that the "library" can be at each of the tables of discussion.

The group asked some others in the Library to share the proposal with one or more colleagues among the teaching faculty of their units for informal feedback.  There are some teaching faculty with a strong interest in this initiative.

Bart Clark voiced some concerns about clarity of support for some of the collections. He noted that several of the collections listed are not part of the Library and wondered if this will go through the Public Goods Group and if the head of the Anthropology Department had been contacted as well as Applied Life Studies.  Paula Kaufman reassured him that she had shared this with deans of FAA and LAS.

Beth Woodard asked about the process after this retreat.  The Ed Tech Board also had concerns about how educational technology issues could be incorporated in the next step and it makes sense for the Library to follow the same pattern of review that the technology people do.

Paula Kaufman stated that the process is ambiguous at best.

Beth Sandore noted that this proposal is less than a "white paper," and would need the access and preservation/conservation aspects more flushed out.

Security (Wendy Shelburne)

Tony Ortiz did another presentation on Security in the Library.  He gave information on self-defense and what training is available in the community.  There is a Rape Aggression Defense course that lasts 12 hours over a period of four weeks and costs $12.  Wendy has participated in this course and it is very good.  This program is for women only but there is a co-ed defense program also that is four hours long.  You can obtain additional information from Wendy, Tony Ortiz or the Department of Public Safety.

6. New Business

Library Bylaws Revision (Bill Maher)

Committee included Bill Maher, Frances Harris, and Gene Rinkel.   Paul Healey joined them this fall.  The process for amending is to send a notice 10 days in advance that bylaws will be discussed at the faculty meeting.  The bylaws will be discussed today. If there is a desire to change anything, there will be a motion, and if the motion is seconded, the change will be voted on at the next faculty meeting or someone can move to have a mail ballot.

The changes were consolidated into three separate motions.  The first motion is to change the definition of faculty in Article II, Section 1 to conform with the University statutes in article 3, section 1.b.1.  The second motion will be to clean up and remove references to a Deputy University Librarian, a position which no longer exists.   The third motion will be to fulfill the request from the Provost’s office to form a grievance committee.

1^st motion – took out references to instructors, clarified percent time.

Voting extension of privileges is limited to members of the faculty as defined by Article II, Section 1, Paragraph A above.

Al Kagan asked for a point of clarification of what impact these changes have, and was reassured that no one who has a vote now is being denied a vote with the change in language.  Bill Maher noted that the vote to extend privileges is only done by the individuals mentioned in Article II, Section 1, Paragraph A.

(Bart Clark)  Would like the status of emeritus faculty clarified.  Emeritus faculty have an appointment, so they are allowed to vote.

Kathleen Kluegel moved to include this change on the ballot.

Sue Searing seconded the motion.  All were in favor.

2^nd motion – eliminate references to deputy university librarian.   In some places the responsibilities were assigned to the University Librarian.

Bob Burger noted that in Motion 2.8 (line 377 of the copy distributed in advance), the chairperson of EIRC is noted as being a voting member.  They are no longer a voting member, so Bob moved to reflect this change in the current motion.

Bart Clark seconded the motion.  All were in favor.

Beth Sandore – on line 374, it names the Acquisitions Team Leader which should be changed to Head of Acquisitions.

Lisa German seconded the motion.  All were in favor.

Beth Sandore moved to place this second motion on the ballot.  Lynn Wiley seconded it.  The second motion was approved to be placed on ballot.

3^rd motion – Grievance procedures.  The grievance committee would be a new committee, elected by the faculty.

Kathleen Kluegel – language suggests those elected not be members of groups that make initial decision.  Does this need to be explicitly stated?  Bob Burger noted that line 504 addresses that issue.

Margaret Chaplan wanted clarification on the reporting lines of the committee.   One statement says that the committee advises the University Librarian of its recommendation.  She would like a line added that says that a report is made to the faculty at the end of the year.  She also questioned the procedure of a grievance being given to any committee member, versus the chair.  She questioned the 30 days; is it 30 regular days or 30 working days?  She also feels the grievance should be made in writing and not allowed to be made verbally.

Margaret Chaplan moved that the grievance committee report to the faculty on an annual basis with recommendations for procedures.

Beth Sandore seconded the motion with the friendly amendment that it be a summary report.

Bill Maher felt the 30 days as calendar days was clear.

Frances Harris felt that a report by the committee to the faculty would be a violation of confidentiality.  Bart Clark also felt this way.  Beth Sandore felt that a summary could be submitted without naming names and would still keep the confidentiality of the people involved.  Bart Clark felt because there would be so few grievances even a summary would be too revealing and might keep some people from making a grievance.   Kathleen Kluegel supported Bart's remarks.

The motion failed on a voice vote.

The motion was made by Margaret Chaplan that a grievance must be submitted in writing to the chair.  The motion was seconded by Beth Sandore.  Beth Sandore stated that this would closely follow what the faculty advisory committee does.

Kathleen Kluegel felt there were many reasons to leave this open.

Paul Healey stated that according to due process you must be careful about any barriers to initiating a grievance.

Margaret Chaplan felt it was important that the facts are correct and word of mouth is not always accurate.

Al Kagan asked for clarification of "formal" in relationship to the grievance process. Bill asked to defer Al’s question until after a vote on Margaret’s motion.

The motion that all grievances must be in writing was opposed 12-10.  The motion that all grievances must be submitted to the chair was opposed.

Al Kagan’s request was brought up again.  He wanted to know if "formal" meant in writing and therefore "informal" was by word of mouth.  Therefore any grievance would be in writing.

Bob Burger had to leave and asked Janice Pilch to state for him that regarding written grievances, a line should be added "including any attempt at informal resolution."  This motion was presented by Janice and seconded by Bart Clark.   The vote was to add the statement.

Lynn Wiley moved to strike "filing formal" from the wording.  Lynne Rudasill seconded the motion.

There was discussion about what the formal procedure was.  It was then determined that there was no longer a quorum of the faculty, and Paula Kaufman adjourned the remaining faculty at 4:55 p.m

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LSSC Meeting Minutes
March 13, 2002

The date will be Thursday March 28, 2:00-4:00 p.m.

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Complete position announcements, including listings of the members of search committees, are available on the Library Human Resources website. The URL is http://www.library.uiuc.edu/administration/human/positions/employment.htm

Support Staff Positions Open

Library Clerk III, 50%, Circulation Library
Library Clerk III, 50%, Asian Library
Library Clerk III, 100%, Government Documents Library
Library Technical Specialist, 100%, Music Library

(J. Lowder)

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PROFESSIONAL VACANCIES LIST

http://www.neh.gov/grants/guidelines/fellowships-stipends.html

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