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Library Faculty Minutes, 03/30/05
• Collections and Technical Services Council (CTSC)Minutes, 06/17/05
Minutes of Library Faculty Meeting of March 30, 2005
Faculty Present: David Austin, Dolores Barber, Marjorie Bengtson, Deborah Blecic, Alex Bloss, Stephen Brantley, Kenneth Carlborg, Mary Case, John Cullars, Bob Daugherty, Sandra De Groote, Jo Dorsch, Joan Fiscella, Li Fu, Helen Georgas, Emily Guss, Julia Hendry, Peter Hepburn, Kristin Hitchcock, Kristina Howard, Julie Hurd, Susan Jacobson, William G. Jones, Bruce Kresnoff, Jay Lambrecht, Krystal Lewis, Firouzeh (Fifi) Logan, H. Robert Malinowsky, Richard McGowan, Kavita Mundle, Kevin O’Brien, Victoria Pifalo, Ellen Schellhause, Carol Scherrer, Helen Schmierer, John Shuler, Mircea Stefancu, Lisa Wallis, Ann Weller, Steve Wiberley, Lisa Zhao
Others Present: Mary Berta, Jessica Canlas, Daniel Enoch, Annie Marie Ford, Ruth Holst, Asha Limaye, Linda Naru, Ling Wang, Warren Webb
Case called the meeting to order at 11:34 a.m. She made announcements concerning faculty appointments and resignations. Emily Guss became Access and Technical Services Librarian and Assistant Professor on January 10, 2005. Upon the retirement of Gretchen Lagana, Ann Weller became Visiting Special Collections Librarian and Krystal Lewis, Visiting Assistant Special Collections Librarian, both on February 1, 2005. In addition to Gretchen Lagana, Special Collections Librarian and Curator of the Jane Addams Hull House Collections, who retired on January 31, 2005, Nirmala Bangalore, Assistant Catalog Librarian, retired on January 15, 2005. Case announced that Nancy John, Assistant University Librarian, will retire as of June 16, 2005 and will return to work on special projects and to teach Honors Seminars part time for two years beginning in August 2005. Resignations including the following: Fadi Hussein, Visiting Research Programmer, as of February 28, 2005, Sallie Klipp, Visiting Assistant Health Sciences Librarian and Visiting Assistant Professor, as of April 15, 2004, and Susan McClelland, Program Coordinator: Education and Outreach, as of January 31, 2005. Case also discussed the upcoming Richard J. Daley 50th Anniversary Mayoral Celebrations on the UIC campus, a forum for historians, journalists, and politicians, the first in an ongoing series of such events, and an invitation-only Gala, whose proceeds have been earmarked for the Library. If there is room, interested Library faculty may attend the Daley seminar and may use FDAC funds to pay the $45 registration fee. The next Library All-Staff Meeting will be on April 11. Case also announced that the soon to be implemented administrative reorganization in the Library will be discussed widely in various venues in the next few weeks.
I. Agenda: The agenda was approved as submitted.
II. Minutes: The Minutes of the December 15, 2004 faculty meeting were approved as submitted.
III. Business
A. Library 2010 Planning Initiative update: Scherrer summarized the process that the 2010 Planning Initiative Task Force has gone through, beginning by meeting with different library faculty groups in December. The next step was to begin interviewing members of the degree-granting faculty. It was agreed not to ask them specifically library-oriented questions but rather for the Task Force to draw its own conclusions for restructuring library services based on their answers. They were asked to comment on how they do their work and what changes they are observing in their disciplines. The Task Force is currently at work on a vision statement. Lambrecht pointed out that the Library currently has a Mission Statement, which can be found online, which may need changes to bring it in line with this new vision statement, if it is adopted. As recommended by an outside consultant, this vision statement should be supported by a statement of library values. The Task Force circulated a draft of such values, which formed the basis for discussion. In addition to some word-smithing in the first and second paragraphs of the seven-paragraph draft, a number of substantive issues were raised. Logan pointed out that the final sentence of the third paragraph, “We support initiatives that contribute to the advancement of all State of Illinois citizens,” as phrased could be misconstrued to guarantee the non-UIC citizens of Illinois a much more intensive level of service than intended, such as being expected to do legal searches for commercial law firms in Illinois. Scherrer countered that the words “support initiatives” were intended to leave some ambiguity as to the level of services on offer. Brantly pointed out that one may make a distinction between broad statements in a Mission Statement and concrete examples elsewhere without going so far as to eliminate any of the proposed concepts. Jones suggested that the concept of “advancement” in the sentence might also need clarification. Bloss then raised an issue with the reference in paragraph five to the Library’s working with other community partners “in developing new knowledge and in making access to knowledge a reality.” These are things that the library has been long engaged in rather than future goals. It was asked where faculty status fits into this values document; Scherrer felt that the final point, “As members of the library world we value contributions to the profession in the areas of research and publication, professional service, and mentoring of new librarians,” addressed that concern. Lambrecht pointed out that an additional 2010 public meeting addressing faculty issues is being held on Monday, April 4. Hepburn reported that the discussion will continue in a broader forum at the All Staff Meeting of April 11. The Task Force’s final report is expected by June 1, 2005. The faculty was encouraged to address further concerns to Hepburn, Scherrer, or any other member of the Task Force.
B. Revision of P & T documents: Fiscella and P & T chair Pifalo led the discussion of proposed revised language for two documents, “UIC Library’s Procedures for Clinical Faculty” on periodic reviews, and the striking of a sentence better placed elsewhere in part 4, “Procedures” of “The UIC Library’s Criteria and Procedures for Appointment, Promotion, Tenure and Non-Retention.” The intent of the first revision is to indicate that (1) there will be a third year review for clinical faculty at all ranks; (2) faculty members serving on librarianship review committees will be at the same rank or higher than the faculty member being evaluated; and (3) cases of full clinical professors will be reviewed by full professors rather than the entire Promotion and Tenure Committee. These proposed changes clarify the documents and fit and codify current practice. Daugherty suggested the rephrasing of a section of the second document, which Fiscella and Pifalo agreed to do. Since this was an editorial, non-substantive revision, the two motions could be voted on in principle. Voice votes were taken, and both revisions passed unanimously.
C. Mentoring Process: Cullars, Chair of the Mentoring Task Force, led the discussion of the guidelines for the formation of a UIC library mentoring process, which were circulated in advance. A number of issues were raised for consideration in revising the draft. Logan pointed out that, based on the previous discussion at the December faculty meeting, she had expected a section on faculty orientation outside the library to such subjects as the workings of the UIC faculty senate and in faculty governance at the university level. The issue of confidentiality should be addressed. Dorsch suggested that responsibilities of both mentors and mentees might be addressed together to avoid too one-sided a concentration on the responsibilities of mentors. It was felt that, while the guidelines need redrafting, the basic provisions are sound and that the faculty could vote on them them in principle. A voice vote was taken and was unanimously positive with one abstention. Case said that she wishes to bring in Kathryn Deiss of the Metropolitan Library System to give two mentoring workshops.
D. Residency Task Force: Case announced that she has established a new task force to chaired by William Jones to look at issues concerning the values and viability of this program. The task force’s charge is to (1) evaluate whether the residency program still fulfills a professional need and provides a valuable experience for both the resident and the institution; (2) if so, to determine what such a residency program should entail; and (3) to determine the resources (both human and financial) that would be needed for a commitment by the UIC Library to such a program. The Task Force will report to the Executive Committee and will be asked to prepare its report by August 15, 2005. Jones said that the task force will seek to determine if Library and Information Science Schools are recommending our program to their graduates and that pertinent information for comparison can be gathered from articles by Julie Brewer that examine a broad spectrum of such programs.
E. NIH Open Access Initiative update: As of May 2, 2005, NIH will implement the program recommending that scholars receiving NIH grant funding deposit their work in PubMed Central. Case circulated a letter to all NIH Extramural Scientists and Research Institutions with active NIH support, dated February 3, 2005, from Dr. Elias A. Zerhouni, Director of NIH, explaining the program. The National Library of Medicine is encouraging libraries to provide the initial uploading of this scholarly material on their campuses. The UIC Library is conferring with Provost Tanner and Vice Chancellor for Research Eric Gislason on this matter. The Provost has suggested involving the Senate Library Subcommittee in the process by asking them to bring a resolution to the full Senate inviting compliance with the NIH recommendation. Pursuant of the Library’s role in this process, Case has set up the Scholarly Communications Task Force, chaired by Deb Blecic, to (1) develop a strategy to engage campus faculty in a sustained discussion of scholarly communication issues; (2) to monitor developments in the implementation of NIH’s policy; develop a strategy for educating faculty about this policy; and develop a plan for a Library role in helping faculty submit their manuscripts to PubMed Central; (3) to create and maintain a website of scholarly communication resources for use by faculty; (4) to monitor/participate in national conversations on scholarly communication issue; (5) to educate/update Library faculty on issues in scholarly communication; (6) to create materials for use by Library faculty in discussions with other campus faculty; and (7) to coordinate with the Institutional Repository Task Force on issues of education. The Task Force is established for a two-year period and will report to the Executive Committee.
F. Institutional Repository Task Force: Task Force chair Weller reported that the group hosted two brownbag discussions in December. It is currently testing the downloading and revision process with DSpace software in a Beta testing pilot with the assistance of Systems, as well as on looking at standards and metadata. At this point, inputting the data is rather confusing and time-consuming, and there are still bugs related to the browsing function, for instance, to be worked out. It may be advisable to restrict the number of required fields to a minimum to encourage faculty to participate. In the next three to four months, it plans to open the process for broader library and then campus participation. In response to questions, Weller said that there will not be restricted areas; it is intended to be an open access facility. Articles may be placed in multiples sites, and the institutional repository may not necessarily turn out to be the best place for all submissions. On the other hand, institutional repositories will offer the permanent archiving that competitor silos may not guarantee.
G. Nakata Lecture: Case announced that Provost Michael Tanner will deliver the Nakata Lecture on Tuesday, April 26, 2005. His topic is “The Ecology of the Scholarly Publishing System.” There will be a panel of respondents representing different points of view from the Department of Mathematics, the College of Social Work, and from the College of Medicine, Urbana.
IV. Committee Reports: Committees A-G submitted written reports in advance, which are attached. There was not time for additions to these reports at this meeting.
- Appointments Committee
- Executive Committee
- Faculty Development Allocations Committee
- Lectures and Forums Committee
- Nominations and Elections
- Promotion and Tenure Committee
- Teaching Support and Documentation Committee
- Senate and Senate Committees
Case adjourned the meeting at 1:02 PM.
Submitted by
John Cullars, Faculty Secretary
April 8, 2005; approved July 21, 2005
Appendix: Committee Reports
1. To: Library Faculty
From: Appointments Committee
Date: March 15, 2005
The Appointments Committee has not met since the December 2004 faculty meeting and has no new information to share with the faculty.
H. Robert Malinowsky, chair
2. To: Library Faculty
From: Executive Committee
Re: Activities January—March 2005
The EC continued its conversations with the chairs of library faculty committees, meeting with EC member Helen Georgas, chair of the Teaching Support & Documentation Committee, in January and with Victoria Pifalo, chair of the Promotions & Tenure Committee in March. EC has setup a subcommittee to seek distinctions between tenure track and clinical appointments. It has also established a Scholarly Communication Committee. The Mentoring Task Force will present mentoring guidelines for the faculty’s approval at the March 30, 2005 faculty meeting. Provost Tanner has accepted the library’s invitation to deliver the Nakata Lecture in April. Other topics that EC has examined in this period include the library’s Residency Program, which will be suspended for a year while its nature, scope, and goals are redefined. EC has selected library senator Susan Jacobson to oversee the library’s senate elections.
John Cullars
March 11, 2005
3. Faculty Development Allocations Committee Report
To: Library Faculty
From : FDAC Committee
Deborah Blecic, Chair; Steve Brantley, Mircea Stefancu
Date: March 3, 2005
1) First, a reminder about this years funding.
Professional development fund levels for FY05 are as follows:
Tenure-track faculty: $1,750
Clinical faculty: $1,250
Academic Professionals: $1,000
Full-time visiting faculty: $ 750
As was done last year, tenure-track and clinical faculty should submit fund requests to the FDAC Committee. Academic Professionals and visiting faculty should submit requests directly to the University Librarian.
Requests for funds may be submitted until June 1,2005 and funds must be expended and request for reimbursement turned in by June 30, 2005 (unless travel for a conference begins in June and ends in July). Turn in your travel reimbursement requests as soon as possible to expedite reimbursement as the fiscal year draws to a close. Thank you. If you have any questions about your fund balance, please send a note to lib-bus@uic.edu.
2) Now an update on developments since the last meeting.
OBFS has released a new version of the travel reimbursement form. Please discard any old masters that you may have saved and use the new version. A link is provided from the FDAC website to the form.
Starting next year, you will be required to submit your travel reimbursement form within 60 days of completing your travel. This policy is strongly encouraged this year as well.
3) FDAC offers the following suggestions:
FDAC would like to ask that you group your conference expenses into one request whenever possible. Even if you don’t know the exact cost of a hotel room, etc… FDAC can approve based on an estimate of expenses. It is easier to track things if a request for a conference is kept together, with registration, hotel, per diem, etc… all requested in one e-mail. Thank you. Please note that reimbursement for several conferences/memberships/equipment may be batched in the same request.
The business office asks that you do not wait until the last few days before a registration deadline (early-bird or otherwise) to request registration. On the day of a deadline, the registration websites are often very slow due to high traffic, and it may not be possible for the business office to complete a high number of registrations. FDAC recommends that to allow for the approval process and registration to take place, please plan ahead and submit your request for funding at least two weeks before the registration deadline. Also, please be aware that if the University Librarian is away, approval of requests may be delayed.
4. Lectures & Forums Committee Report
March 30, 2005 Faculty Meeting
Since the last report to the Faculty, the Lectures and Forums Committee has hosted the following events:
- Tour of Center for Research Libraries (CRL): December 13, 2004
- Hull House Book Talk and Slide Presentation by Julia Hendry and Peggy Glowacki, January 27, 2005
- ALA Midwinter Conference Brown Bag, February 1, 2005
- Faculty Governance Lecture by Bill Jones and Ann Weller, February 23, 2005
- Adele Hast “Chicago Woman’s Aid” Lecture, March 8, 2005
The committee is working with Mary Case to plan the 25th Annual Nakata Lecture which will take place on Tuesday, April 26, 2005 from 3:00-5:00 in the Cardinal Room, Student Center East. A reception will follow the lecture. The speaker, Provost Michael Tanner, will give a talk entitled “Universities and the Ecology of Scholarly Communication,” addressing the distribution, pricing and control of information in scholarly publishing. The lecture is co-sponsored by the Lectures and Forums Committee and the UIC Faculty Senate Library Subcommittee.
The committee met to generate ideas for the future information science colloquium and identified potential speakers. They will finalize their proposal at their next meeting on March 23, 2005. Future events under discussion include an MLA Annual Conference Brown Bag, a University Press Lecture, an ALA Annual Conference Brown Bag, and a QuestionPoint lecture.
Respectfully submitted by Annie Armstrong, March 16, 2005
Date: March 16, 2004
5. To: Library Faculty
From: Nominations and Elections Committee
Krystal Lewis (Chair), Anne Armstrong and Sandy De Groote
Re: Report to Faculty of Activities Since December 2004
At the suggestion of the Steering Committee, the Nominations and Elections Committee are conducting the annual spring elections electronically.
Materials for the UIC Faculty Senate and Secretary and Library Faculty Committee elections were distributed to the library faculty electorate via e-mail.
A Blackboard web site (Lib-Fac-Vote Library Faculty Voting) was established for the purpose of voting and distributing election documents. The Blackboard Learning System allows anonymous, one-time-only voting. Instructions for voting via Blackboard were posted on the Nominations and Elections Committee web site. (http://www.uic.edu/depts/lib/about/facexec/nomelect.shtml)
From Feb. 28 through March 14, voting in the UIC Faculty Senate elections took place. The three Senators elected for terms from 2005 to 2008 are: Deborah Blecic, John Cullars, and Carol Scherrer.
Voting in the Secretary and Library Faculty Committee elections begins March 21, 2005 and will continue until April 11, 2005 at NOON. Results of the elections will be announced April 12, 2005.
6. University Library Promotion and Tenure Committee
Report for Faculty Meeting, March 30, 2005
The committee met as scheduled on December 13, January 12, February 7 and 21, and March 14. During this period, the committee conducted the required reviews.
The committee established a new pattern for its faculty workshops. Workshops will be held for faculty members in the first year of their appointments and in preparation for third and fifth year reviews. A first year workshop was held on January 21, 2005. With this new pattern, it is anticipated that a mentoring activity will take the place of the former 2Y workshop.
There will be a Campus Promotion and Tenure Seminar on April 6, 2005 from 3pm-5pm in the Student Services Building, Conference Room A.
Submitted by
Victoria Pifalo
Chair
3/16/05
7. Date: March 16, 2005
To: Library Faculty
From: Teaching Support and Documentation Committee
Helen Georgas, Chair
TSDC is presenting two upcoming seminars on teaching documentation for all new and continuing teaching librarians. The first will be an overview of teaching documentation and it will be held on Thursday April 7, 9:30am at LHS. The second seminar will focus on the teaching portfolio and the teaching philosophy. It will be held on Thursday April 21, at 10am, at the Daley Library (B-466).
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Collections and Technical Services Council Minutes
for 17 June 2005 meeting
Present: H. Robert Malinowsky, Doug Bicknese, Julie Hurd, Alex Bloss, Joan Schuitema, Wendall Sullivan, Victoria Pifalo (remote)
The first agenda item (and part of the fourth) was to review binding and storage policies for journals that the library has electronic access to.
The old practice at the Daley library was that these items would not be bound. Additionally, only bound items sent to the warehouse. This practice was put into place until a policy could be developed and agreed upon.
This practice has created some storage and preservation problems. Should this practice continue? What should be done with unbound issues? This issue impacts Daley and the Science Library, and possibly LHS as well.
The renovated basement storage area in LHS Chicago will probably serve the same function for LHS publications as the Warehouse does for Daley. Any policies for the warehouse could be considered for the LHS basement as well.
Discussion pointed out that any decision must consider the larger plans within University of Illinois, CIC, and ARL to identify a limited number of libraries who maintain paper copies of journals available electronically.
The Daley Library would prefer to not bind any journals that might later be removed from the collection because they are will be maintained at another campus.
The council then discussed how to transfer items to the warehouse. If journals are not bound, they could be transferred loose, in pamphlet boxes, banker boxes, tied, or shrink wrapped. Bob estimated that pamphlet boxes cost roughly $3 each.
Joan pointed out that Loyola recently examined this problem for their JSTOR titles and a few other similar online journal packages. Loyola simply boxed up these journals, suppressed the location, and put them into storage. Administrative users would be aware of the copies in storage, but the average user would not. After two years, journals would be re-examined to see if there was a demand for the boxed up copies. Joan felt that this was a practical policy, but that it is critical to have an established date when the items will be re-examined.
Transferring material to the warehouse also impacts the catalog record. A policy would need to consider if or how item level control will be reflected in the catalog record.
The general feeling was that a policy should not be driven by "possible, but unlikely" use scenarios.
Simply discarding old journals that have online access was briefly discussed. This was decided to not be a realistic option given the volatility of the current e-journal environment. Several major titles are at risk of having their electronic access removed.
Alex will draft a proposal to individually consider each serials package that we have electronic access to (ie-JSTOR or Elsevier). The titles in each package may be
- boxed, moved to the warehouse, and have its item record suppressed (as Loyola did)
- stored unbound in pamphlet boxes, processed at the box level with full bib record control, and moved to the warehouse
- bound, processed with full bib record control, and moved to the warehouse.
The decision to bind and/or transfer to the warehouse will consider
- if the electronic access is from a commercial vendor, JSTOR or similar public distributor, or an institution/organization
- the local needs for LHS
- what library will keep the "archival" copy of this title
- the possibility the item may be requested by ILL
- the cost of processing and storage vs likelihood of use
Agenda Item Two: Voyager Security Council
Alex reviewed the Voyager System Administration Module. If it is possible to delegate some portions of the module, should this be done? Alex will check with Ling if this is possible.
Alex clarified that ILCSO handles the OPAC administration portion of Voyager, so the library would not need a local committee for that (unless a council desired a committee to recommend changes).
There was some discussion if the Security Council should continued. The overall feeling was that the Security Council should be continued, but under a different name. Wendall suggested the Voyager System Administration Group.
Alex and Julie both felt the Voyager Security Council should be small, but Joan also pointed out that it is important to have a primary and an alternate person for each module. People on the committee should be very familiar with how their module interacts with the other modules in Voyager.
There was a great deal of discussion on the possible role of a representative from one of the LHS sites. A draft list of names for the new committee was drafted. Alex will take the list back to the current Security Council for further discussion.
The third agenda item of discussing statistical categories in Voyager was deferred for the next meeting.
The CTSC council will try to meet every three weeks prior to the Steering Committee meeting.
ACTION ITEMS:
- Alex will draft a policy for transfer of unbound journals with electronic access to the warehouse
- Alex will show the list of possible candidates Voyager System Administration Group to the current Voyager Security Council.
Douglas A. Bicknese
University Archivist
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