University Librarian's Cabinet: Minutes of the March 9, 2004 Meeting

Present:

Agnew, Boyle, Fultz, Gaunt, Mullins, Puniello, Sewell, Zapcic

Videoconferenced:

Golden

Absent:

Tehrani

Guests:

Peggy Barber and Linda Wallace, Library Communications Strategies, Inc.; Harry Glazer, Communications Coordinator; Marilyn Wilt, Libraries Training and Learning Coordinator

Communications Audit – Library Communications Strategies, Inc.

• Peggy Barber and Linda Wallace, consultants with Library Communications Strategies, Inc. were introduced to Cabinet by Harry Glazer, who gave a brief introduction and explained the purpose of the communications audit whereby we have an objective sense of what works and what doesn't work – are we getting the word out well enough so that our faculty, students, and administrators know the vast spectrum of research and opportunities we have at Rutgers. Cabinet was informed of the purpose of the communications audit and how it fits into our long-range planning. Wallace and Barber explained to Cabinet how they would be spending their time. There will be site visits where they develop a sense of the ground as they start to work – discussions with librarians and staff – what is their perception of the libraries on campus. In addition, there will be a few focus group discussions with faculty and students. This is just a first impression – to get general ideas and perceptions. There will also be interviews with key influencers (administrators, faculty, students) in New Brunswick, Camden and Newark. The final survey will be done via e-mail to a random sample of faculty and students. Barber and Wallace then opened up the discussion to Cabinet as to the communications challenges they see in the Libraries.

Training and Learning Update – Wilt

• Wilt provided Cabinet with an update on how the training and learning program has progressed since she arrived at Rutgers three years ago; how she has been working to bring the Training and Learning Advisory Report to life. She discussed the role of the Training and Learning Committee and how the membership has changed. Would like to redraft the charge and open it to the RUL community at large; invite people to volunteer to be part of the process so that membership of the committee would potentially have representatives from each campus, technical strengths, and other areas to bring richness to the committee. Two major themes are leadership development and technical skill development. Looking to revive the leadership institute. Discussed the program recently offered to access/collections services supervisors, how it could be tailored and offered to other groups, and the priorities for extending it further. Would like to continue the technical training series and discussed collaboration with the PC Working Group. Taking Cabinet's suggestions, Wilt will put together a proposed outline for the next stages of the program and priorities and invite feedback.

Relationship with University of Debrecen – Boyle

• Boyle reviewed the Proposal for Library Document Delivery System between Rutgers and the University of Debrecen. Cabinet discussed workload implications and where it fits strategically with the plan for interlibrary loan, the relationship of the University of Debrecen to Rutgers University that would signal the importance for research and exchange, the Libraries' philosophy of formal international library agreements – that we deal with international institutions through our consortial partners/programs, such as RLG or the ARL global resource program framework. Cabinet determined that we should not enter a formal agreement with the University of Debrecen for interlibrary loan at this time.

Approval Plan Vendor Selection – Sewell

• Sewell distributed the Approval Plan Evaluation Task Force report and recommendations and thanked the committee for completing and evaluating the RFP, and thanked Mary Page for chairing the committee. A decision was made on the approval plan vender, which will be reported to the appropriate university office; notification will be made with an effective date of July 1.

Preservation Committee – Sewell

• Following the Preservation Planning Committee's report, A Reinvestment in Knowledge: Preservation of Library Materials in the Rutgers University Libraries (May 2001) and the two preservation consultants reports (May 2001, December 2003), important progress has been made in preservation, but funding and staffing still remain major problems to developing an effective preservation program. Sewell discussed the need to have a regular standing committee on preservation and distributed the charge developed for the committee. The general charge will be to provide system-wide oversight of preservation activities and promote awareness about preservation issues within the Libraries. The committee membership shall have representatives with appropriate knowledge and expertise from across the system; Sewell will consult with Cabinet on potential membership.

University Librarian's Report – Gaunt

• April 19-23 is National Library Week; for the first time there will be a National Library Worker Day on April 20. Gaunt and Boyle are discussing what the Libraries might want to do to celebrate. The Libraries will procure banners to be hung in the Libraries and leave it to the campuses to determine what else they might want to do.
• Sent copies of the VALE Annual Report to university vice president Furmanski and President McCormick. Received letters from both acknowledging receipt of the report and commending VALE for its success in New Jersey and Rutgers librarians' leadership.
• Dates have been set for the focus group discussions for the strategic plan on all campuses. Invitation will be sent to faculty and students; will send an email draft to Cabinet for approval. Please send the names of any faculty you would like invited to Fultz as soon as possible.
• Agnew, Linda Langschied and Gaunt attended a celebration at the State Library acknowledging the federal grants that came to New Jersey this year. Rutgers and SCILS were the prime recipients along with the State Library. Congressmen Garrett and Holt attended the celebration.
• Due to health problems of its principal, our association with the firm Gossage Sager Associates has been terminated. The search for the Director of the New Brunswick Libraries will continue uninterrupted.

Announcements

Mullins

• The Newark campus continues to grow; the goal is to add 15,000 students within five years. Could have service implications.
• The new Institute of Jazz Studies website is up – beautiful visuals, photographs, and music.

Boyle

• The call for participation in Project S.A.I.L.S. has come out and we are signing up. Eileen Stec will lead.
• The Information Literacy Symposium is scheduled for May 6. Ilene Rockman will be one of the guest speakers.
• Boyle distributed to Cabinet the American Management Association's article on "The 10 Questions Change Leaders Must Answer."
• Boyle will send to Cabinet information on second student services retreat. Results from the first retreat were previously distributed.

Sewell

• Sewell, Gaunt, Becker, Zapcic and Corliss attended a fundraiser for the processing of the Harrison Williams papers.

Puniello

• Expect to receive the Certificate of Occupancy for the Douglass Library.
• Working with Zapic on the D21 celebration, which is scheduled for May 17.
• Moving ahead with the Library of Science and Medicine weeding project.
• Had another meeting on the HVAC system at the Annex, which hasn't been working correctly. More adjustments are to be made to the system.

Agnew

• The Moving Image Collections (MIC) website will go live today. MIC is being developed by three organizations – Rutgers University Libraries, Georgia Institute of Technology and the University of Washington via a grant from the National Science Foundation. The URL will be sent to rul_everyone.
• Ruth Bogan has been selected to go on President McCormick's New Faculty Traveling Seminar; a five-day seminar is designed to give new faculty members an opportunity to experience the people, places, and perspectives that shape the Garden State.