Library Office Notes |
| University of Illinois Library at Urbana-Champaign |
No. 15, April 19, 2002 Edited by: Dixie L. Trinkle |
| The deadline for submitting items for publication is Wednesday at 5:00 p.m. Send items to L.O.N., 230 Library, MC-522 E-mail: trinkle@uiuc.edu FAX: 217-244-4358 |
APRIL LIBRARY EXHIBITS
Earth Day: Assessing our World--Protecting our Home
Government Documents Library, Main Hall Wall Cases
http://www.library.uiuc.edu/doc/environment.htm
Antologia de literature y poesia latina
Latin American and Caribbean Library Display
The Lives, Times and Histories of Library Employees
Main Hall Cases
Leopold Sedar Senghor (1906-2001) ... l'homme d'etat, le
poete, l'humaniste
Modern Languages and Linguistics Library
Despierta: Abre Tus Ojos - Latino Month
Mueller Case, East Foyer
Chartier
Rare Book Room
University of Illinois and its Winter
University Archives
Map Propaganda, WW II
Map and Geography Library
University of Illinois Library Office of Development and Public Affairs
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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 Librarians report, while waiting for enough faculty to make a quorum to approve the minutes.
1. University Librarians 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)
c. ISCC Voyager Teams
d. Communication
The Committee will keep everyone in the library up to date on whats going on. The first Voyager Launch Briefing one 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 bi-monthly basis. Peggy will come to faculty meetings with updates. Announcements and requests will be posted on LIB-News as they come up.
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 Chancellors/Provosts 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 fleshed 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 Provosts office to form a grievance committee.
1st 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.
2nd 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 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.
3rd 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 Als question until after a vote on Margarets 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 Kagans 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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User Education Committee Meeting Minutes
March 11, 2002
Minute Taker: Julia Spann
Present: Linda Ackerson, Cindy Ashwill, Paul Callister, Lori DuBois, Frances Harris, Karen Hogenboom, Christopher Quinn, Lynne Rudasill, Sarah Reisinger, Julia Spann (GA)
Guest: Tom Teper, Preservation Librarian, UIUC Library
Absent: Bob Burger, Sue Searing, Jane Wiles
Lori called the meeting to order at 9:05 a.m. Nothing was added to the agenda.
Preservation Issues: Efforts to Raise Awareness
Guest Tom Teper, Preservation Librarian for UIUC Library, was introduced and spoke to the Committee about raising user and staff awareness of preservation issues.
Key points raised and discussed included:
Integrating preservation concepts in class and campus life through
Posters in the library (i.e., "Please Don't Break My Back")
Bookmarks
Plastic bags to protect books on rainy days
Handouts (i.e., "Are You a Book Batterer?" quiz)
Exhibits
ALA is in the process of producing a poster on proper handling and care of library materials.
The Preservation Committee is sponsoring a poster competition to highlight food and drink policies. This competition will be open to anyone in the library including student workers and library staff. Will promote participation through library listserv and GSLIS.
The Committee brainstormed ideas for raising awareness. Lori asked whether the Preservation Committee was considering doing any exhibits to highlight preservation concerns. Tom indicated that they would be putting up an exhibit in September to coincide with a Library Friends event to show how Friends money is being used. He also described exhibits at other institutions where they put cockroaches in a display case with garbage found in the library to graphically illustrate the food and drink problem. Cindy offered Tom helpful resources to cut printing costs. Julia
suggested sending clear messages to students that drive home reasons students should care about preservation.
Lastly, Tom mentioned that it is critical for everyone to see their role in preservation.
Housekeeping
Committee members should re-submit their changes/edits to the February 11, 200, minutes to Julia by Friday, March 15.
TA Workshops
Social Sciences and Law: Lynne reported that the feedback from students was "great." There were 17 students that showed up. The focus points were to show TAs 1) that we are here and can help them; 2) how to create assignments without always doing a scavenger hunt; and 3) abundant resources available to them. All in all, Lynne said this was "fun" and that she would like to see about doing this again next semester (Fall 2002) but more toward the earlier part of the semester.
Humanities: Sarah and Chris reported that out of the 5 people that had signed up, only 1 person showed up. They had sent a survey the week before, but no one had cancelled at that point. Their workshop focussed on MLA and SDI sources. Suggestion for next time would be to push subject librarians to publicize these sessions to their graduate students. Also, to encourage attendance, the idea of marketing these sessions as an "easy credit" for the additional workshop hours required for the Graduate Teacher Certificate was put forth.
Sciences: Linda reported that she did 2 workshop sessions with Lura Joseph and Kevin Messner. They had also sent a questionnaire prior to the workshops asking things like what classes the TAs were teaching and what the learning objectives were for students. The first session had poor attendance (5 came out of 12 that signed up) -- most likely due to the snow storm. The second session was better attended, with 12 in attendance. The participants were shown 2-3 undergraduate databases and some higher-level databases. Suggestions for the next sciences TA workshops would be a concentration on more student databases and demonstration of how TAs can incorporate database use into their classes and student assignments.
The overall feedback from the Committee was that it is best to keep the TA workshops broken down by discipline because it is more effective.
Since none of the groups gave evaluations to the participants, Lori suggested that if they still had the list of participants that they contact them and ask for feedback. She also asked instructors to provide Sue with an outline of what they covered, so that we will have a full record of what we did during these sessions for next time.
User Ed Luncheon
The February 28th luncheon with Mike Twidale was very good. The information he shared on interface design and its effects on the user and library services was really helpful. The Committee agreed that a format where there is a presentation by an expert followed by an open discussion was very appropriate for a specialized topic such as this. Members also were happy that this luncheon reminded us of the expertise we have at hand within GSLIS (Graduate School of Library and Information Science). The luncheons are also distinctive from the Teaching Alliance in that it is relatively short, logistically simple and informal.
The Committee then proceeded to brainstorm ideas for the next luncheon (March 27,
Wednesday). Ideas included:
Preservation education
Learning styles
Lesson planning
Information challenges that graduates will face (how will use in "real world")
Departmental topics such as "What everyone needs to know about government
documents" or "What to do with legal questions?"
How to evaluate user education programs.
How to evaluate the levels students are at (needs assessment)
Learning objectiveswhat are they?
The Committee selected the topic of preservation education and will invite Tom Teper and Jennifer Hain to attend. Lori will follow up with invitation and seek confirmation from Sue before Julia sends out the invitations.
Announcements
Lori mentioned that Bob Burger sent a note about the progress of the Information Literacy Coordinator position search. An offer has been made, and letters have been sent to external evaluators for tenure. Those letters are due back on March 15, at which time the Librarys Promotion and Tenure and Faculty Review Committees will review the materials and make a decision. Then the papers will be forwarded to the campus level. Hopefully, this process will be completed around April 1.
Lori registered for the LOEX conference (to be held in Ypsilanti, Michigan, in May). Lynne is on the waiting list (registration filled up in 40 minutes).
TeachIT will be coming up April 12. This forum is discussing how technology can be used in teaching. Lori is considering doing a session and encouraged others on the Committee to attend or present.
Lynne is pulling together a focus group to evaluate the Library Gateway interface design project. She is looking to get undergraduate students involved for the March 26 and 29 focus group sessions. Lori is working with the interface design group on the usability study.
The meeting adjourned 10:15 a.m.
NEXT MEETING
April 8, 2002, Monday, 9:00 a.m.
Main Library, Room 428*********************************************
Executive Committee Meeting Minutes
March 25, 2002Present: Paula Kaufman (chair), Sue Searing, Dick Griscom, Beth Woodard, Greg Youngen
Approval of minutes of March 11, 2002.
Approved March 11 meeting minutes.
Discussion of human-resources issues.Cindy Kelly discussed Human Resources issues.
Orientation: Informal orientation sessions already occur for new faculty. Cindy meets twice with new faculty to explain payroll process, staffing issues, and general HR information. There are current plans to begin regular orientations for staff beginning fall semester. A staff orientation program would be held for new employees each semester. There are already orientation programs for graduate assistants, held on a semester basis. New student employee orientation programs are scheduled three times each semester.
Training: With input from the Personnel Services Office, by the end of the summer, HR hopes to start bi-monthly brown bag sessions for supervisors. Sample topics to be addressed would be time issues, job descriptions, evaluations, disciplinary procedures (this is not a complete list, topics could be according to interest).
Audits: Scheduling of audits continues. All requested audits as part of the allotment for this year should be completed by the first week in May.
In cooperation with SUCSS and CODSULI, Library HR has been looking into standardization of library classifications. A proposal currently exists which would consist of one library wide classification which would better reflect the technology driven aspects of library staff work.
Web page: Improvements have been made to web page and are ongoing. HR would be happy to add further improvements, based on suggestions. Beth Woodard suggested added link to GEO. Define who does what in Library HR Office. Continue to alert staff to the web page and what is available.
GA hiring: Hiring processes have been changed for this year. The database will still be available for supervisors and changes are currently being implemented. This year, the Library HR Office will no longer coordinate the on-campus interview process for the GAs. Unit supervisors will now be responsible for setting up their own interviews, based on the availability of the visits by incoming students.
Delays in processing GA appointments should improve this year. There were problems last year with Academic HR requirements.
E-mail response time: Cindy is working to improve response time. Suggestions were discussed to create a generic e-mail address for the HR office to streamline requests. Someone would monitor the requests and then assign them to the appropriate person for response.
Additions: Performance evaluations need to be done by June 30. Training sessions for supervisors will occur in April. General discussion of how to lessen levels of stress that will result from Oak Street demands and implementation of new system. Can we incorporate more fun activities to lighten up the work atmosphere for staff?
Question TimeGreg Youngen asked why buildings were not opened on Sunday, March 24. Donna Hoffman explained it was an error on the part of Facility Management and Scheduling. She will work with this office to see that it doesnt happen again.
Greg Youngen was concerned about libraries being re-keyed. Paula reassured him nothing would be done until the libraries were consulted.
Discussed approval procedure for the restructuring of the Collection Development Committee, which is mandated in the Library bylaws.
Too late for nominations for honorary degree for May 2003. Will revisit next EC meeting.
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Library Staff Steering Committee Meeting Minutes
March 27, 2002Present: J. Adamczyk, M. Crook, L. Engels, R. Hough, S. McFarland, E. Schroeder, J. Somera, J. Watkins, T. Webb, G. Witte
Guests: Bob Burger, Tom Teper.
I. Minutes of March 13, 2002, meeting were revised and approved.
II. Reports
A. Admin Council (Jane)
No meeting.
B. Faculty Meeting (Renee)
The budget was discussed. No cuts, but no new money. No raises except union contracts. No layoffs. Bylaws and grievance procedures for faculty also discussed.
III. Updates/Discussions
A. CSE retreat letter.
Revised and will be sent to Paula Kaufman.
B. ALA scholarship
Eileen will write up draft guidelines.
C. Spring Fling
Final plans and job assignments made.
IV. New Business
A. Food and Drink Policy
Tom Teper brought in a draft "food and drink" policy for library staff to discuss with us. There is a pest problem in some buildings, and all buildings are connected by the steam tunnels. We had questions wanting clarification about the definition of "spill-proof" and who would be responsible for enforcement. A food and drink policy is going to become more important since O&M will be losing staff positions, and that will certainly mean less O&M staff time available for cleaning.
B. Staff Lounge.
Beginning of discussion. Comments from some staff concerning needing a better area where staff can eat lunches. Concern about who is responsible for clean up. Where there was a microwave in the staff lounge, it was awful. No one kept it clean. O&M is not responsible for such cleaning.
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Academic Search Position Update
Title
Search Opened
Search Extended
Search Closes
Search Cancelled
Interviews Scheduled
Coordinator for Information Literacy Services and Instruction 10-1-01 11-29-01 Offer Pending Vis Research Info Specialist Library Systems Office 10-21-01 Extended April 18, 24, 2002 Assistant Reference Librarian (2 positions) 11-5-01 12-20-01 One filled, 2nd offer pending Assistant ACES Librarian 11-05-01 12-20-01 Offer Pending Assistant Biology Librarian 11-27-01 01-11-02 Offer Pending Vis IL Newspaper Project Cataloger 12-05-01 01-04-02 April 26, 2002 Mortenson Distinguished Prof & Director of the Mortenson Center for Intl Library Programs 12-1-01 05-01-02
Anthropology/Sociology Subject Specialist 01-16-02 03-15-02 Interviews being scheduled Archivist for Electronic Records 01-17-02 02-28-02 April 22, May 1, & 6, 2002 Middle Eastern Studies Librarian 02-04-02 03-29-02 South Asian Studies Librarian 02-04-02 03-29-02 Reference Law Librarian 02-04-02 03-29-02 April 24, & 25, 2002 Music Digital Services Coordinator 02-04-02 04-01-02 Commerce Digital & Data Services Librarian 02-18-02 04-01-02 April 16 & 18, 2002 Commerce Information Services Librarian 02-18-02 04-01-02 Head, Slavic & East European Library 02-18-02 05-03-02 Brittle Books Coordinator 02-18-02 03-22-02 Digital Library Research Programmer 02-18-02 03-08-02 Interviews being scheduled 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
Because of pending campus layoff activity, the campus Personnel Services Offices has suspended all civil service positions hiring activity for the campus at this time. There can be no additional referrals for vacant positions, and no offers may be extended until further notice. We anticipate more information and clarification by the end of April. Any questions should be directed to the Library Human Resources Office. Thank you.
(J. Lowder)
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