University Library Information Bulletin

LIB-October 13, 2004 - #E-41

Research Brown Bag
The next Research Brown Bag is scheduled for Nov. 3, 2004, at Noon in the Daley Library conference room B-466.

Suggestions For Agenda Items
If you have suggestions for agenda items for the Executive Committee meeting of Oct. 20, 2004, please contact John Cullars (jcullars@uic.edu, 6-2730) or Mary Case (marycase@uic.edu, 6-2716).

Fall Faculty Meeting
The fall faculty meeting will be held on Dec. 15, 2004, in the White Oak Room of CCC, the same location as the last faculty meeting, from
2 p.m. -3:30 p.m.

The Great Cities Institute 2005-06 Faculty Scholar Competition
Great Cities Institute
2005 - 2006 Faculty Scholar Competition Proposal Workshop
Tuesday, Oct. 26, 2004 at 3 p.m.
Great Cities Institute
CUPPA Hall, Suite 400
412 South Peoria

All full-time tenured and tenure-track and clinical faculty at the rank of assistant professor and above are eligible to apply for this award. All those interested in applying are invited to meet with the Institute director to discuss developing a competitive proposal.

Guidelines and application for the 2005 - 2006 Great Cities Institute

Faculty Scholar Competition are available at:
http://www.uic.edu/cuppa/gci/Web%20Faculty%20Scholar%20Guidelines%202005-06.pdf

We look forward to seeing you. RSVP preferred: 312-996-8700.

Upcoming UI-Integrate/Banner System Downtimes
On Thursday, Oct. 14, 2004, we will begin the conversion of data related to Non-Continuing Student Academic History. Because of the volume of data that must be converted, the corresponding system downtime will extend through the entire weekend. Please note the following dates/times during which the system will be unavailable:

6 p.m. Thursday, Oct. 14, 2004 - 6 p.m. Sunday, Oct. 17, 2004

STUDENT AREAS PLEASE NOTE: Information for UIUC and UIS students regarding Add/Drop request deadlines are posted on the UI-Integrate System Self-Service page at: https://apps.uillinois.edu/selfservice/.

On the following weekend we will complete the conversion of all Student Academic History data, and go live with the Student Academic History module. Those activities will require the following downtime during which the system will be unavailable:

6 a.m. Saturday, Oct. 23, 2004 - 6 p.m. Sunday, Oct. 24, 2004

Area(s) of Impact: The ENTIRE UI-Integrate/Banner system will be unavailable during these periods -- including Web Self-Service applications -- Web for Recruiting; Web for Admissions; Web for Students; and Web for Employees (Telecounseling) -- along with other, related UI systems, and third-party applications such as P-Card and Sale Point (see, "Other UI Systems affected by these downtimes," below).

For the latest information about UI-Integrate/Banner scheduled downtimes, and alerts about other UI enterprise systems status, go to the AITS Check System Status page at: https://www.aits.uillinois.edu/SystemStatus.

OTHER UI SYSTEMS AFFECTED BY THESE DOWNTIMES

***NESSIE (Current Employee and New Hire) --
Updates to employee related information will not be possible. Therefore a current employee will not be able to perform the following functions:

* View or change information related to their personal record such as demographic, address, education and work history.
* View employment verification information or establish a vendor access number.
* View notification of appointment information.
* View or change direct deposit or withholding information.
* View their earnings statement.
* View or change benefit information.
* Complete employee tuition waiver requests.
* Contribute to the shared benefits program.

New employees will not be able to access the NESSIE New Hire system in order to begin, modify or complete their new hire transactions.

***DART --
Department HR transactions will not be possible. The following department level applications will not be available during the Banner outage.
* Create NH Logon/Change Employee Group Logon
* Department Profile
* Employee requisition Card
* Job Postings
* Notification of appointment
* PAPE
* ReClass
* Retrieve Civil Service Resume
* Search Applicant Database
* Search New Hire Status
* Separation
* Training
* DART Training

***NEWT --
HR, Benefit and Payroll offices will not be able to complete submitted HR transactions. These offices will also not be able to view or modify employee/new hire information.

***UIHR Public Site --
During this time, current employees or the general public will not be able to create, view or modify their employment applications or resumes.

They will also not be able to submit their applications for employment.

***TIGER --
Outside vendors will not be able to conduct employment verification transactions.
==========
MORE ABOUT STUDENT ACADEMIC HISTORY
Student Academic History is the Banner module that includes the student's complete academic record. This includes all course work pursued at the University of Illinois and all course work accepted by the University as transfer work that may count toward a University degree. Academic Records are maintained for all students who have previously attended the University and may at some time need a transcript (non-continuing students) and all students who are currently attending the University (continuing students).

Why does this conversion require multiple weekends? Millions of student records will be converted from legacy systems. In addition to converting all student records from all legacy systems of record, there will be a significant verification and certification effort under way throughout all phases of this conversion.

If you have any questions about this event or experience any problems accessing the UI-Integrate/Banner system after the scheduled downtime ends, contact the AITS Help Desk at 312-996-4806 (UIC) or 217-333-3102 (UIS/UIUC) for assistance.

[ARL-ANNOUNCE] On the ARL Server (Oct. 11, 2004]

NEW ITEMS ON THE ARL SERVER:

SPARC Open Access Newsletter, Oct. 2, 2004
http://www.earlham.edu/~peters/fos/newsletter/10-02-04.htm

ARL Diversity Program Sponsors Leadership Symposium for MLS students
http://www.arl.org/diversity/symposium.html

ARL publishes SPEC Kit 282: Managing Electronic Resources, August 2004
http://www.arl.org/pubscat/pr/2004/announcespec282.html

MEETINGS AND PROFESSIONAL DEVELOPMENT OPPORTUNITIES:
Oct. 12-Nov. 19: Measuring Library Service Quality
http://www.arl.org/training/quality.html

Oct. 18-Nov. 5: Accessible Web Design
http://www.arl.org/training/design.html

Oct. 18-Nov. 19 : Licensing Review and Negotiation
http://www.arl.org/training/licensing.html

Nov. 1-12: Power Dynamics & Influencing Skills
http://www.arl.org/training/power.html

See the full 2004 calendar at http://www.arl.org/olms/olms_cal.html

Registration now open for Spring 2005 LibQUAL+™ survey
http://www.libqual.org/Register/index.cfm

ARL Membership Meeting, Oct. 13-14, Washington, DC
http://www.arl.org/arl/meetings/145/

ARL/CNI Forum on E-Research and Supporting Cyberinfrastructure, Oct. 15, Washington, DC
http://www.arl.org/forum04/index.html

Come and Learn about Analyzing and Interpreting Your LibQUAL+[tm] Data with SPSS, Oct. 18-19, 2004 Washington, D.C.
http://www.arl.org/stats/work/workshop.html#spss

The ARL/OLMS Assistant/Associate University Librarian Institute has been redesigned and will be held in Boston Oct. 27-29, 2004
http://www.arl.org/training/aul.html

ARL Research Library Leadership Fellows Program Application Deadline Extended until Nov. 1, 2004.
http://www.arl.org/olms/rllf/index.html

ARL Human Resources Symposium and Emotional Intelligence Postconference, Washington, DC - Register by Oct. 6, 2004
http://www.arl.org/training/institutes/hrsym.html
http://www.arl.org/training/institutes/ei.html

SPARC/SPARC Europe Workshop: Institutional Repositories: The Next Stage, Nov. 18 19, 2004, Washington, D.C.
http://db.arl.org/ir2004/reg/

ARL seeks Director for Office of Scholarly Communication
http://www.arl.org/scomm/director_position.html

2004 Workshop schedule
http://www.arl.org/arl/workshops.html

ILCSO Digital Library Products Selections
At its Sept. 24, 2004 meeting, the Illinois Library Computer Systems Organization (ILCSO) Board of Directors unanimously voted to approve the consortial purchase of the three digital library products recommended by the ILCSO Digital Library Products Committee (DLPC):

* Digital Object Management System - CONTENTdm from OCLC (http://www.oclc.org/contentdm)

* Federated Search - WebFeat as bid by Dynix (http://www.webfeat.org)

* Link Resolver - SFX from ExLibris (http://www.exlibrisgroup.com/sfx.htm)

Final contract awards are subject to University of Illinois administrative approvals and pending successful completion of contract negotiations with each recommended vendor.

ILCSO membership consists of 65 Illinois libraries, including the libraries of 13 state-supported universities, 35 private colleges and universities, 14 community colleges, the Illinois Mathematics and Science Academy, the Illinois State Library, and the Newberry Library.

(For a full list of members see: http://office.ilcso.illinois.edu/About/ilcsolibs.html)

The ILCSO Digital Library Products Committee (DLPC) was established by the ILCSO Board of Directors at its Jan. 10, 2003 meeting. The Committee was charged with investigating and evaluating digital library products for possible purchase, including a digital object management system, a federated search engine, and a link resolver. The DLPC issued an RFP for digital library products on Feb. 13, 2004. Following extensive deliberations that included review of vendor responses, on-site demonstrations by finalist vendors, interviews with vendor references, and review of vendor responses to a follow-up Best and Final Offer request, the DLPC recommended the vendor products listed above to the ILCSO Board of Directors. The DLPC was discharged on Sept. 24, 2004.

A copy of the DLPC's report is available upon request.

Frequently Used Websites:

UIC Library:

Daley Library Special Collections
http://www.uic.edu/depts/lib/specialcoll/

ULIB Search Engine
http://www.uic.edu/depts/lib/staff/ulib/previous/

About the Library:
http://www.uic.edu/depts/lib/about/
Note:  This site is undergoing revisions weekly.

Employee of the Month Award @ UIC Library
http://www.uic.edu/depts/lib/staff/employeeaward/

Library Hours:
http://www.uic.edu/depts/lib/admin/services/schedules/

Library-News: The Library's Electronic Newsletter on Acquisitions and Initiatives
http://www.uic.edu/depts/lib/news/librarynews/

UIC Library Home Page:
http://www.uic.edu/depts/lib/

Library Faculty Committees:
http://www.uic.edu/depts/lib/about/facexec/

Library All Staff Meetings
http://www.uic.edu/depts/lib/staff/ulib/allstaffmeetings

Others:

CLS Workshops:
Workshop listings with updates (including online registration in each listing):
http://www.chilibsys.org/ChiAreaLibCal/chilibcal.html
UIC staff interested in attending any workshop must first secure permission from their supervisor to attend and justify why the library should pay for their participation. The request requires review by the University Librarian, who will make the final decision.

ILA Reporter:
ILA Reporter (a bimonthly newsletter of the Illinois Library Association published February, April, June, August, October and December)
http://www.ila.org/pub/reporter.htm

IOUG Workshops
Course listings with updates found:
http://www.cyberdriveillinois.com/library/isl/oclc/bydate.html

Registration online:
http://www.cyberdriveillinois.com/library/forms/wrkreg_o.html
Fees are $10 for IOUG Institutional or Personal Members (per registrant).
UIC staff interested in attending any workshop must first secure permission from their supervisor to attend and justify why the library should pay for their participation. The request requires review by the University Librarian, who will make the final decision.

Web sites You Should Know About

Caxton Club
http://www.caxtonclub.org
Includes information of current area exhibits, special library programs and events of bibliographic interest and speaker schedules for members luncheons/dinners.

Chicago Area Archivists
http://www.vandercook.edu/archives/CAA.html
Includes information on programs and events taking place at archives and manuscript repositories in the greater Chicagoland area.

Chicago Area Librarians' Calendar (published by the Chicago Library System):
http://www.chilibsys.org/ChiAreaLibCal/chilibcal.html

Newberry Library
http://newberry.org/nl/newberryhome.html
Includes information on programs for the public and a calendar of weekly events.

2004

2005

• Steering Committee Minutes, 9/15/04
• PDQ Minutes, 8/31/04

Steering Committee Minutes
Sept. 15, 2004

MinutesPresent: Doug Bicknese, Alex Bloss, Bob Daugherty, Jo Dorsch, Emily Guss, Julie Hurd, Susan Jacobson (Recorder) Nancy John, Bill Jones, Gretchen Lagana, Jay Lambrecht, Fifi Logan, Bob Malinowsky, Victgoria Pifalo (by phone) Ellen Schellhause, Carol Scherrer, John Shuler, Ellen Starkman, Ann Weller

The minutes of the Aug. 25, 2004 meeting were approved; they will be forwarded to ULIB for publication.

Update on the Flood: A water main break at 4:30 a.m. on Sept. 14 caused a power outage as well as flooding on the East campus. The Lower level of Daley Library had 4-6” of water. Materials housed on compact shelving are elevated and so were undamaged. However some unprocessed gift materials stored in boxes on the floor will have to be discarded, and some artifacts will require restoration. Daley Library remained closed for the day on Sept. 14, 2004.

1) TV 2010 Report:
Carol Scherrer reported on Team TV2010. The Team has been meeting weekly since Aug. 2. There is a variety of staff with varying levels of knowledge on the Task Force, so this has also been an educational process for team members. The first task assigned the Team was to develop a timeline that provides for the active participation of all UIC Library staff. Scherrer presented a chart showing the interviewing plan. Interviews will be scheduled in October-November-December. The goal is not to focus on limits but to identify strengths; not react, but to look forward to where the library wants to be.
Staff members will receive a document ahead of time to prompt thinking on the issues.

In phase 2 of the project, the Team plans to seek input from outside the library. The Team will also work to ensure that their document complements the University Strategic Thinking 2010 Committee and supports its goals.

The TV2010 Team is planning to develop a webpage with links to appropriate resources.
One resource that was suggested is the OCLC Environmental Scan.

2) PromptCat
Alex Bloss presented a proposal to establish a task force to evaluate OCLC’s PromptCat service. Advantages of PromptCat are that books without LC MARC records would be added to the collection rather than held as part of the backlog; it will cost less than YBP’s current service for providing cataloguing and shelf preparation; and OCLC would automatically our holdings symbol to the WorldCat record rather than having to backload this information. The main drawback is that the quality of bibliographic records that are not LC copy may be variable. It may also take longer for books to go through the PromptCat process, but according to YBP the delay is minimal. Given that UIC Library already accepts bibliographic records from a variety of sources (e.g. ReCon, MARCIVE, SerialsSolutions) Steering agreed that accepting non-LC records as part of PromptCat was not an issue. The cost saving of approximately $25,000/year also favored implementation.

Following discussion, it was decided to create a task Force to plan the transition to PromptCat. This would include investigation of quality problems that could arise and how to resolve these. The Task Force will report to PDQ. The deadline for implementation is January 1st.

3) Space
A discussion was held on possibilities for Oases throughout the library as well as on other options to recover space for classrooms and study rooms. It was suggested that oases be located in high visibility areas, and also that some Oases be in quiet areas, others in areas of high traffic areas.

In the Daley Library the following possible sites for Oases places were identified:
1st floor: back well of ELL
2nd floor: move reference desk back and put an oasis by escalator
4th floor looking toward CCC
3rd floor NW corner

Other space suggestions included:
Moving the Reference Desk to the East end of the floor
Incorporating a coffee shop into the library
Moving the Computer Lab in Daley Library out of the library (this is run by ACCC who rents the space.)
Demolishing the Test Room and moving the tests to Reserve
Converting offices to study rooms
Making use of corridor to south of Acquisitions by walling it off to create a room

In the Science Library: the space just outside the Library is library space and would be a good location for an oasis. Julie also raised the possibility of reusing the room now housing Chem Abstracts.

There was discussion about the plans for a new library in Rockford and the possibility of a new library in Peoria. Rockford has already implemented a number of projects to make their space more inviting; plans are to move the COM Computer Lab to further open up space in the library.

4) ARL Statistics
Jay has received the ARL statistics forms and will be requesting data from department heads.
Bill Jones announced that in Spring 2006 UIC will be up for a North Central Accreditation review. A team is being organized to prepare for this. The Library will be part of this process.

5) USE
Jo Dorsch reported on the activities of USE. The group was planning to meet later in the day. One topic they are addressing is how to proceed with Question Point, in particular how questions are being assigned and the quality of answers. There was some discussion of privacy, not for the user, but for the librarian. QuestionPoint provides a record of the interaction between a librarian and a user, information that can be used both for training and for evaluation. Benchmarking the quality of reference services has always been a challenge for libraries; being able to capture reference transactions now provides the data to do this. One of the library’s goals in using QuestionPoint is to create a knowledge base of answers, so quality and accuracy are important factors.

This led to a discussion of providing telephone service during an emergency, such as when Daley Library was closed due to flooding. This will be referred to the Emergency Preparedness Task Force.

6) Other Announcements
Alex Bloss announced that Mary had asked him to investigate hiring a Preservation Librarian. He is to do a survey of the role of Preservation Librarians in other ARL institutions, and what steps would be required for a Needs Assessment in the UIC library.

Appreciation was expressed for the coffee and beverages provided at the meting.

Future meeting dates (9:00-10:45am, 603 CCC or 312-413-2001): Oct. 6, Oct. 27, Nov. 17, Dec. 8

Processing and Delivery Quadrant (PDQ)
Minutes of the meeting of Aug. 31, 2004

Present: Bangalore, Bloss, Daugherty, Guss, Lambrecht (minutes), Schellhause, Wang.

The minutes of the Aug. 17, 2004 meeting were approved as corrected.

On agenda item 2.2, Requesting in-process/on-order titles:
Suggestions from Bangalore, Daugherty, Odegaard, and the Daley Circulation Desk are being consolidated by Daugherty. Corporate members and UIC faculty, staff, and students (not alums) should be able to make requests.

On agenda item 3.2, Brief guide for transferring materials: The Shuler document isn't detailed or widely applicable enough - it is being modified. Daugherty requested information on green transfer and withdrawal sheets that were used in the 1980s. Bloss will look for examples.

On agenda item 7.2, Deletion of long-missing items: Daugherty will ask O'Leary to do additional system runs for items missing more than one year. Action on Math items missing more than 6 years will be delayed until after Case meets with heads of MSCS and LAS.

On agenda item 3.1, Non SuDoc titles for 2S and WH: Owen and Westney are working on problems in the transfer from Documents to Reference. Acquisitions and Circulation are working on processing concerns related to loose-leaf and similar titles that no longer are processed by Documents or Reference.

As new business under agenda item 3, Moving experiences: Lambrecht suggested that the periodicals cataloging project may be accelerated.

PDQ department heads were asked to consider the processing and staffing implications.

On agenda item 5, Security Council: Dolores Barber is a new member, replacing Rzyski.

On agenda item 6.1, Status "not checked out": It was reported that this wording has been adopted and implemented for UIC, and that the ILCSO task force will consider using it in the Universal Catalog.

On agenda item 7, TechWrks: Robin Beck is the new chair, replacing Kinga Rzyski.

On agenda item 10, PromptCat: Bloss reported on early indications that the Library would save money by moving from YBP to OCLC PromptCat bibliographic records. Quality and other issues remain to be considered.

Bloss reported that the first 50 volumes have been sent to the commercial binder using ABLE.

The next meeting will be at LHS on Sept. 14, 2004, at 10:30 a.m.