University Librarian's Cabinet: Minutes of the June 21, 2005 Meeting

Present:

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

Guest:

Judy Gardner

University Librarian's Report - Gaunt

• In order to better track amounts spent on grants, Hendrickson will give Cabinet members an Auditron number in July that can be used for any grant-related copying - copying to get a grant and copying done on grants. Imaging services will then be reimbursed accordingly.
• Gaunt was invited to attend a meeting on June 15 of the University Life and Public Service Subcommittee of the IT Strategic Planning Committee to discuss administrative computing and student-centered issues. Discussed the difficulty of not having access to the right information; the way departments maintain student information but use inconsistent terminology for the data, and the difficulty of contacting students when many do not use their university email accounts. Two issues seemed to be apparent that touched everyone - data consistency and who has access to the data. Gaunt recommended a data warehouse with consistent naming conventions and people database with level of access permissions.
• Gaunt discussed the university regulations concerning the "Adoption of Naming Guidelines." Zapcic pointed out that the recent email listed the key changes in the policy: stipulation for renaming to include spaces named inside or outside university facilities; provision to require donor funds in the amount of 25-50% of initial costs to name a facility solely supported by university monies; and addition of a new section on a donor's outright gift of artwork and provision for maintenance and repair costs for donor gifts of commissioned artwork. Because there are new policies regarding art, the Libraries will require that all libraries with art and other exhibits establish policies for how the selection of materials to exhibit are chosen. Boyle will share examples of policies used by other academic libraries.
• Gaunt met with VP Furmanski last week to touch base on several issues including facilities, collections, and personnel. The new policy on how facilities are prioritized at the university has not been finalized, but it will include such items as need, relevance to university priorities, and funding possibilities. There may be a variety of ways that the Annex and other facilities, including the possibility of a new science library in New Brunswick, might be funded. In the case of the Annex, we need to provide a general indication of size and costs, and for a science library we will need to establish that this is needed and that the teaching faculty support it. The Libraries will be included in the all funds budgeting process some time this year because they will not follow the academic department model and need a separate model based on our unique requirements. The collections issues will be discussed below on that agenda item, and tenure and promotion issues will be discussed with the library faculty.

Changes in Billing and the Delinquent Account Process - Judy Gardner

• As background information, Gardner distributed handouts "Updates from the Billing Working Group," "Statistical Summary of Delinquent Borrowers," and "DRAFT Delinquent Account and Collection Agency Policy and Procedures." She gave an update on accomplishments of the Billing Working Group, which has taken advantage of the new functionality in Unicorn. The group wanted to design a proactive routine billing process, create bills and send notices, withdraw items from the catalog, but not lose the link to the user. They wanted to update the catalog and revitalize the delinquent accounts collections process. When faculty and staff terminate their employment, University Human Resources does have a suggested clearing process, which includes the Libraries that departments can use at their discretion. Gaunt will discuss with VP Furmanski an exit procedure that would clear individuals' accounts. Gardner asked Cabinet to review the "Libraries' 30-day Delinquent Account Letter," which will be sent as a last attempt to recover books or fines. Cabinet endorsed the changes that the committee proposed in the Delinquent Account and Collection Agency Policy and Procedures process and commended the Billing Working Group on their good work. Any comments on the 30-day letter should be sent to Gardner.

2004/05 Goals Review - All

• This agenda items is tabled until the next scheduled Cabinet meeting.

Update on Filling Open Positions - Gaunt

• Discussed Reserve Salary Funds FY 2004/05 as prepared by Nancy Hendrickson; the account balance includes money that can be used for hiring new faculty and staff over the amount currently in that line and for upgrades/reclassifications. Following a recommendation from the Planning and Coordinating Committee, we will bring the salaries of librarian V positions up to the salary level of the New Jersey Library Association minimum for librarian positions. That will be increased as NJLA increases their recommendations. With the amount of funds in the reserve salary account, we might be able to recruit as many as seven tenure-track positions, but that would only include hires at the starting Librarian 3 level. It was agreed that Cabinet members would prepare what they believe are their unit priorities as well as system-wide priorities for faculty hires for a separately scheduled discussion this summer. New tenure-track positions will need to be reviewed holistically, and Gaunt will also consult with the Libraries' Planning and Coordinating Committee. A process for making these decisions needs to be developed. Staff reclassifications are on hold until we can determine the impact on funds available. Gaunt will provide a report based on recommendations in hand in the next few weeks. Funds for the NB Director and AUL for Administration have been set aside. Before the NB Director position is posted we will review the responsibilities. That has already started with the review of three areas currently undergoing change. Once the report from those three areas is in hand, they will be reviewed more broadly before any action is taken. A draft of the AUL for Administration was shared; it is similar to the one held by Samson Soong. Gaunt asked for feedback on desirable degree, experience, and position title.

Collections Budget Update - Gaunt

• As background information for the collections update, Gaunt distributed to Cabinet handouts that Sewell prepared for Gaunt's meeting with VP Furmanski. Sewell prepared a 2006 State Collection Budget request that detailed two collection budget scenarios - one with no change in funding from FY 2005 and one with a new base increased by $950,000 over FY 2005 and an increase in temporary funding of $500,000. Sewell identified demands from faculty and students far beyond even scenario 2 for very large and expensive humanities databases, many other database and periodical titles that have been strongly recommended, and ongoing requests to significantly expand purchases of science and foreign language books. Sewell also prepared historical and comparative data documenting the decline in support for collections and a chart showing the collections budget compared to total university expenditures. Since Gaunt has provided substantial information to VP. Furmanski detailing the need for collections, and he is expected to respond in the next several weeks once the state budget is known, Cabinet agreed not to prepare additional strategies until the budget is announced.

Announcements

Boyle:

• Boyle distributed to Cabinet a copy of the extended abstract of the keynote address Clifford Lynch presented at the Intellectual Property Symposium on June 16, 2005 entitled "Pirates, Thieves and Innocents: Perceptions of Copyright Infringement in the Digital Age."
• Boyle attended a Continuous Education Advisory Council meeting. A new off-campus location in either Cape May Court House or Mays Landing, to begin use for fall 2006, was announced. The location will be similar to the Western Monmouth Higher Education Center; non-degreed programs from all campuses and degreed programs managed from the Camden campus will be offered. Will set up a meeting to plan delivery and instruction.
• Moving forward with planning support for UMD/RU joint degree programs. Received list from university administration of all the joint programs between Rutgers and UMD.

Sewell:

• Sewell reported on the flood in Special Collections. The HVAC system welding set off the fire alarm; water came out through holes in the sprinkler pipes. Sent out about 30 boxes for freeze-drying, and fans and dehumidifiers were used to help dry out the area.

Golden:

• Robeson Library also had a flood from too much rain; it flooded the whole side of the basement, but fortunately there was nothing on the lowest shelves.
• Signed a new five-year contract with Camden County/Rowan that takes us through 2010.
• Golden is meeting with OIT to set up 40 machines in the Robeson Library; they are being upgraded to wireless and conform to new standards.

Puniello:

• The Institute for Research on women accepted Kayo Denda for a seminar.
• Jeris Cassel was asked to be a part of the Instructional Technology Teaching Fellows Program cosponsored by the Center for the Advancement of Teaching and the Office of Instructional and Research Technology.
• Thelma Tate's memorial service was held on June 17 at the Voorhees Chapel on the Douglass Campus.
• A RUCS lab is being installed in Alexander Library in the undergraduate reading room.
• Puniello and Boyle are members of the President's Advisory Committee on the College Avenue Campus.

Fultz

• The retirees' luncheon will be held on July 20, 2005 in the Scholarly Communication Center, Alexander Library.

Agnew:

• Will be getting our new contract from RLG; this year the price has been cut in half. Letter will be coming after ALA; Collection Development Council should determine if they want to continue the bundled packaged.
• SIRSI Director's Station is in house and still having problems. Chris Sterback is working through installation glitches before the product can be introduced to library faculty and staff.
• Sirsi and Dynix, two long-time library technology leaders, are merging to create a single company focused on developing and delivering information technology for libraries and consortia.

Zapcic:

• Carol Herring is the new president of the Rutgers University Foundation.
• Unit directors of development have been asked to make projections for gifts raised by July 12.