University Librarian's Cabinet: Minutes of the July 8, 2003 Meeting

Present:

Agnew, Boyle, Falcon, Fultz, Gaunt, Mullins, Puniello, Sewell, Tehrani

Absent:

Golden

University Librarian's Report - Gaunt

• Gaunt gave an update on RUL/SCILS intern Angel Falcon's work. Falcon continues to work on the VALE Annual Report and will attend the VALE Executive Committee meetings. At Gaunt's request, Falcon prepared a report on position descriptions for Associate University Librarians for Administrative Services at other universities. He is also looking at the equity of human resources within the libraries on all three campuses. His findings will be shared with Cabinet over the summer.
• Deans Council: Although Deans Council does not normally meet in the summer, John Colaizzi, Acting University Vice President for Academic Affairs, scheduled a meeting on July 7. He announced that Adesoji Adelaja, Executive Dean of Agriculture and Natural Resources and Dean of Cook College would be leaving Rutgers as of January 2004. A search committee will be appointed to find his replacement. The search committee for a new dean of GSE is underway.
• Colaizzi discussed Governor McGreevey's Commission on Jobs, Growth, and Economic Development, a new state commission intended to strengthen the New Jersey economy and create jobs. The Commission is being co-chaired by Roy Vagelos, retired chairman of Merck & Co., and Princeton University President Tilghman. In fall 2004 a bond issue is going to be floated to create new centers to spur collaboration between research universities and industries. The Commission will ask for proposals from research institutions in the areas of biomedical/life sciences/pharmaceuticals, telecommunications, advance materials and devices/electronics.
• Karen Kavanagh, Executive Vice President for Administrative Affairs discussed the recent Reorganization of Administrative Affairs and Announcement of Administrative Policy and Procedure Changes. She reiterated that all changes were made following consultation with many units in the University and is intended to make the organization more service oriented, streamlined and efficient by shifting decision making to the lower levels.
• Because of the budget situation, it is doubtful there will be t-coded increases this year. Cabinet will still do annual reviews. Goals for next year with documentation are due to Gaunt by July 30. Review meetings with Cabinet members will be scheduled with Gaunt.

IT/Libraries Working Group - Gaunt

• Gaunt will meet with NJIT President Altenkirch on July 11 for a preplanning meeting for the IT/Libraries System-wide Issues Working Group of the Review Planning and Implementation Steering Committee, which they are co-chairing, that is working on developing the plan to implement the reconfiguration of the research universities as proposed in the report of the Health sciences, Education, and Training Commission (Vagelos Commission). The working group is composed of the University Librarians from Rutgers, NJIT, and UMDNJ, the CIO's from NJIT and UMDNJ, and Mike McKay, Executive Director of Computing & Information Technology, Rutgers. The charge to the committee is to be completed by October 1, 2003. As part of Cabinet discussion, Gaunt distributed a copy of background and charge for feedback. Gaunt will want to clarify the terminology related to the working group, develop a vision on what we think is important, and look at models and core functionalities that will allow us to work together as institutions with scenarios that incorporate high level user input.

Budget Update - Gaunt

• Gaunt distributed handout from Nancy Winterbauer, Vice President for University Budgeting, on Summary of FY03-04 State Appropriations. The $39.4M cut in the state appropriation to the university was reduced to $20.202M. The University will announce on Friday its undergraduate tuition increase, which will probably be 9%. Funding for Outstanding Scholars, Tuition Aid Grant (TAG), Funding for the Incentive Endowment, and partial funding for the Commission on Science and Technology was restored. There is no funding for salary increases. After the Board makes its decision on tuition, the units will be given their target reduction, which should be less than previously anticipated.

Draft Copyright Policy - Gaunt/Boyle

• Cabinet reviewed the Draft Copyright Policy that is posted on the Libraries' home page. It was determined that Copyright education is important throughout the University and familiarity with copyright issues is necessary for new projects - especially digital and collaborative. The Web site allows people to anonymously send in comments. Over the summer, Gaunt and Prof. Bob Wood, co-chairs of the University Copyright Committee, will review the comments to determine if they have merit to bring to the full committee to consider changes in the policy. In some cases, they may require another FAQ. Once the Committee meets in the fall, the policy will then go to the full Senate for a discussion. A presentation on Copyright will be made to the Library faculty in early fall.

Announcements

Gaunt

• Gaunt distributed handouts from the latest issue of Syllabus: "Is the Academy Ready for Learning Objects?" and "Education Plugs into Standards: Data and Service Specifications for Interoperability." She also distributed a copy of the "System-Wide Electronic Resources at Penn State: Top 25 Ranked by # Uses" from Ebsco's "Reassessment of Bundled Subscriptions to Electronic Journals" and a copy of the position announcement for Chief Information Officer at Rutgers from the June 27, 2003 Chronicle of Higher Education.

Puniello

• Thelma Tate received $6,370 from Mrs. O.O. Omolayole, the National Librarian at the National Library of Nigeria. This will enable the shipping of two containers of donated materials to the National Library.
• Ronald Jantz published Information Retrieval in Domain Specific Databases in the May 2003 issue of College and Research Libraries.

Mullins

• Mullins is chairing the search committee for the New Brunswick Libraries Director. The committee will meet with Gaunt on July 8 and with the search firm on July 10.
• The Digital Media Lab is moving along and is the mechanism for creating the digital library in jazz. Bob Nahory and four students are working on digitizing one or two transcripts from the Oral History Project. IJS is creating 3d images of all their musical instruments.

Boyle

• ARS: For the new online absence records system consulted with Sandy Troy and suggests sending all those who have been responsible for completing absences record cards to training and getting them authorized in the system.
• Job category reviews: Attended training for review of external affairs job category and learned that all APS positions will eventually be moved to schemes like the IT and business managers group. Library positions are in a large category that will be done in the future.
• Records Retention: The University is undertaking a major project to establish record retention schedules for all administrative and academic units. Boyle and Sewell will be attending a kick-off meeting on July 11 and will be back to Cabinet members about what we need to do.
• ILL Changes: The change to ILL Manager will automate a number of our staff processes and provide several new services for our users.
• IRIS: The default to browse will probably occur in time for the fall semester.
• Website and Brochures: The user services pages are being recast to put up front the forms, links to services, and links to librarians that let our users do work. Explanatory and policy text will be minimized. Brochures are also being trimmed down with more reliance on website text.
• Q&ANJ: VALE is encouraging members to participate in Q&ANJ, but Rutgers will not participate at this time.

Sewell

• Volume LX (60) (2003) of the Journal of the Rutgers University Libraries has been published. It is a special issue: The Book as Art, Literature, and History, containing lavishly illustrated articles from current and former Rutgers people. It highlights Rutgers many activities related to the book arts, book history, and the artist's book including Rutgers University Libraries Annual New Jersey Book Arts Symposium held in the Dana Library. Several new marketing activities related to this special issue are being launched such as announcing it on the Libraries News and Events page, e-mail announcements to potentially interested readers, and sending the issue out for review as a stand-alone book to various journals.

Fultz

• The 2003 Retirees' Luncheon will be held July 9, 2003 in the Pane Room. Cabinet is encouraged to attend.

Falcon

• Falcon is doing information literacy outreach with the Puerto Rican Action Board on the K-12 side helping non-English speaking high school students and recent immigrants in the New Brunswick community.

Agnew

• Agnew made a keynote presentation at SCO Days in Madison, Wisconsin entitled What is the SCO When it is Not at Home? Learning Objects and the Educational Repository where participants from four groups gathered to produce sharable content objects. The groups included Academic ADL Co-Lab Partners, Desire2Learn Trainers, FIPSE Grant Participants, and NSF Grant Participants. Highlights from SCO Days are available at http://www.scodays.org.
• The new media consultant is ready to begin work with the committee. Co-chairs Erika Gorder and Ed Berger will forward the charge. Based on the consultant's report, they will make recommendations on how we should physically handle our media.

Tehrani

• Pursuant to the report of the Art Library Space Planning Committee and funding from the University Libraries and the Vice President of Academic Affairs for a feasibility study, a first meeting was held between the libraries and the university architects to develop architectural plans and cost projections.
• The merger of the Access Services and the Collection Services departments has begun. Currently the groups are working towards identifying areas for cross training.