Minutes of August 11, 2011 Meeting

Present:: J. Gardner, G. Sandberg (recording), M. Tokar, Y. Ishii, D. Meister, T. Meyer, M. Harris-Clark, E. Fizur, V.Cvetkovic, E. Suarez, J. Locascio, R. Barbalace, J. Reinhart

1) Housekeeping

Judy Gardner introduced new member Jill Locascio, Reserves Group Coordinator.
Judy expressed thanks to Jan Reinhart for his minutes of the June meeting of the ASC. Judy directed members to the Sakai site to review minutes and offer corrections, etc.
Group rosters have been updated, along with the calling chain. These have been posted on the Sakai site. Tracey Meyer mentioned that some contacts on the website need to be updated.
The ASC meeting schedule for 2011-2012 has been posted. Judy asked Yoshi Ishii and Maggie Harris-Clark if the October meeting could be held at Dana Library; Yoshi and Maggie consented.

Judy displayed Cabinet's strategic goals on the projection screen, along with summaries of annual reports from coordinators and department heads. Coordinators and department heads were invited to elaborate on bullet points from their annual reports. Glenn Sandberg commented on the potential use of ILLiad as a platform for purchasing new monographs and the leasing of textbooks. Rose Barbalace commented on the use of virtual tools and web streaming for hourly employees. Judy Gardner commented on Library Public Space Awareness as it relates to security, reserves scanning for faculty, streaming video reserves, and the linking of open URL from federated search databases into ILLiad. Judy emphasized ASC goals should related to services which affect all three campuses. Two immediate goals of the ASC are to replace "IRIS" with "library catalog" in all notices and documentation.

Judy updated the committee on the work of a subgroup (Krista Haviland, Jill Locascio, and herself) that is revising the text of standard e-mail notices. The general approach of the team is to shorten and tighten the text of all notices, eliminate jargon, and make the text more conversational and direct. Judy presented a sampling of revised notices and attendees contributed additional suggestions for the text. Judy will incorporate these suggestions from the committee, the subgroup will meet again to complete their review of all 31 notices, and revised texts will be submitted to the ASC for final review. Vibiana Cvetkovic and Maggie Harris-Clark advocated for the inclusion of phone number(s) on standardized messages in addition to a (possibly imbedded) link to Ask A Librarian. Tracey will find out if we can embed the URLs as links in the text of notices.

Judy asked the committee to consider Access Services-specific messages to be displayed on an E-Display ticker in the Scarlet Latte Café in Alexander Library, and potentially on e-displays at other libraries. Suggestions included reminders to renew term loans, return loans at the end of the semester, extended hours, shortened hours, and security alerts.

Tracey Meyer (Library Systems/IIS)

Patch Cluster 2 will be loaded on the test system for Symphony WorkFlows. When ready, everyone will be informed and advised/prompted to update the client. Patch Cluster 2 will enable a custom toolbar.
Planning for the upgrade to 3.4 is underway. The upgrade should be installed over the winter break.
Changes and upgrades to Director's Station have been completed. Training in the new Director's Station will take place during the fall semester. The new Director's Station only works in Internet Explorer, not in Firefox.
Training is coming on the new Zimbra.

Glenn Sandberg (Interlibrary Loan Services)

Glenn attended the PALCI Practitioners Meeting at Dickinson College in Carlisle, PA on August 5. Glenn participated in a group discussion of libraries with multiple locations. Other schools are having trouble with items going in transit after discharge from the patron. Other discussion groups focused on the user experience, billing procedures, and PALCI support. Dean Meister asked about follow-up if PALCI requests remain in the lending queue too long. Generally these requests are moved to the next lender; Chris Sterback may also follow up with the branch library not processing the lending requests.

Eddie Suarez (Collection Management)

The Douglass shift is underway.
Carpeting installation at LSM has caused the Folio collection to be moved to the end of the Periodical stacks. Reference librarians at LSM are weeding their collections; staff are boxing weeded materials (last copies) and shipping them to the Libraries Annex.
Rob Krack has assumed Mary Brodman's old position.
Work continues on a standard problem ticket.

Dean Meister (Annex)

The security audit report has been received.
Materials coming in from Robeson, Art, and LSM.
RECON work is ongoing.
Orla Mejia, new Lending Coordinator at Interlibrary Loan Services, visited the Annex.
A tour of the Annex is upcoming for new librarians.
The new dormitory near the Annex has been completed.

Yoshi Ishii, Maggie Harris-Clark (Dana Library)

Vibiana Bowman, Eric Fizur (Robeson Library)

There has been a water leak in the L section of the stacks. Some books were lost to mold damage.
New PCs have been installed in the public area and classrooms.
Serious issues with the new staff copier have been discovered. Judy advised contacting Darryl Voorhees in Imaging Services.

Jan Reinhart (Media)

Met with Janice Pilch, new copyright librarian, and Rich Sandler regarding the streaming of video materials. The concept of sovereign and qualified immunity is interesting in this regard as applied to universities.
Jane Sloan is working on the streaming of video reserves. OIT is concerned about the infrastructure support for this operation.
Jan has been investigating the digital copying of non-copyrighted materials.

Rose Barbalace (Student Coordinating)

Updating documentation for training student workers.
There have been water leaks in Alexander Library.
Café construction is on schedule. The Scarlet Latté is due to open on Tuesday, September 6.

Michele Tokar (Library of Science and Medicine)

The carpeting at LSM has necessitated the moving of the microfilm and microfiche cabinets.
New staff copier is working fine.
New VOIP phone system has been installed.
LSM is in the process of purchasing new floor stands to post maps as patrons exit the elevator.
Math Library and SERC are getting swipe card technology.

Jill Locascio (Reserves)

Review of reserve and e-reserve usage by department and other designators is ongoing.

The meeting was adjourned at 11:09 am.