1. J. Cassel convened the meeting at 9:35 a.m.
2. The agenda was adopted unanimously.
3. Minutes of the previous Planning and Coordinating Committee Meeting: J. Niessen requested substituting the phrase "additional funding" for the word "funding" in 5.b., line 8. R. Tipton distributed a document showing graduate student use of the Libraries, clarifying a point that was raised at the last meeting. The Minutes were approved as amended.
4. Report of the Faculty Coordinator: J. Cassel announced that R. Marker is the new system-wide representative to the Planning and Coordinating Committee, following the resignation of Ruth Bogan. Comments on the revised guidelines for research salons distributed via e-mail should be sent to S. Harrington, Chair, Scholarly Activities and Publications Committee (SAPAC). J. Cassel thanked S. Harrington and SAPAC for their work on the guidelines. As regards adding diversity language to position descriptions, J. Cassel noted that formal approval will be sought from the Personnel Policy and Affirmative Action Committee (PPAAC).
5. Unfinished Business: None.
6. Continuing Business:
a. Diversity Report Follow-up on Mentoring. Attention was drawn to Kathryn Deiss' presentation "The Art of Mentoring: Creating Learning Partnerships," and the ARL Spec Kit on mentoring. Apparently there are currently a wide range of mentoring programs in ARL libraries, including formal and informal programs of varying duration, and mentoring committees. M. Gaunt noted that in the Faculty of Arts and Sciences-New Brunswick, departments with strong mentoring programs usually do well. Discussion ensued over the form and function of mentoring programs, and there was general agreement that some sort of training for mentors was needed. It was noted that studies have shown that mentoring improves recruitment and retention.
Recommendation: It was decided that Kathryn Deiss will be invited to give her workshop on mentoring at the Libraries. Possibly Marc Winston and other faculty members will be invited to participate as well. M. Gaunt will approach M. Wilt about setting up the program.
b. Unedited Data Summary from Sheila Creth: J. Cassel distributed a document summarizing individual reports. As regards overcoming campus cultural differences, the feasibility of providing transportation between campuses for certain events was discussed. It was noted that Access Services has already done this on occasion. As regards suggestions to improve communications, M. Gaunt drew the group's attention to the Communications Audit, and noted that H. Glazer was already trying to implement recommendations. Discussion ensued over communication by electronic mail, particularly the distribution of committee minutes. It was suggested that since people look primarily at the first frame of e-mail messages, perhaps an executive summary of the minutes could be placed at the beginning of the document.
Recommendations: It was decided that the Faculty Secretary would experiment with this method in the current minutes. (See above.) It was also noted that recommendations to improve teleconferencing were being implemented by several groups. J. Cassel requested that information be released that there is a group working on videoconferencing and that feedback to the group be encouraged. Recommendations will be referred to the Public Services Council and to the Training and Learning Advisory Committee.
Discussion ensued over how best to implement several recommendations regarding recognizing individual service to the Libraries. Topics raised included how and when to recognize exemplary service, the nature and purpose of the award, who should be eligible, and the means of nomination. Possibly funding could be sought for this type of award program. A need to develop a general culture of recognition was also identified. Recommendation: M. Gaunt agreed to present the idea of a service award to Cabinet.
In regard to recommendations pertaining to service to undergraduates, it was noted that the Public Services Council and the Collection Development Council General Electronic Resources Team have already been considering these issues. M. Gaunt and F. Puniello have met with a Facilities Subcommittee of the Committee on Undergraduate Life and Learning regarding issues related to the Libraries' facilities.
On the issue of redundancies and duplication, M. Gaunt noted that J. Fultz has compiled a list of RUL committees and local committees within units. A report is being prepared which will be shared with the Planning and Coordinating Committee. On the recommendations as to structure, M. Weber noted that staff members already attend the Technical Services Council. It was noted that there is an administrative staff member on each of the Councils. Possibly staff representation on the councils could be formalized. The relationship between campus directors and the RUL system-wide administration will be on a future agenda.
6.c. Faculty Lines: M. Gaunt distributed data from the Institute for Institutional Research comparing the salaries of library faculty to those of teaching faculty. It was noted that librarians' salaries are below the median for teaching faculty salaries, particularly as regards Librarian IIIs. It was noted, however, that we are meeting NJLA salary level recommendations, and that Rutgers' salaries compare well nationally. Concern was expressed over the lower median for Librarian IIIs in regard to competition for personnel with other institutions and future trends. M. Gaunt also shared information about losses of staff lines. In 1977-1978, there were 223 staff lines, while today there are 212.88 staff lines, a loss of approximately ten positions. It was noted that during this period, 7.4 faculty lines reverted to staff lines. J. Cassel thanked M. Gaunt for providing this information.
7. New Business:
a. Clinical Faculty: M. Gaunt distributed a handout from the University Regulations, drawing attention to the description of clinical practice as a criterion for promotion. Clinical Faculty is currently a designation only applicable to the School of Pharmacy. The University Senate is examining the designation in response to requests from the Schools of Social Work, Nursing, and Mason Gross School of the Arts, to extend this designation under a different name to certain positions in their departments. M. Gaunt also drew attention to Appendix D of the Criteria for Appointments, Reappointments and Promotions, which states that clinical faculty appointments are not tenure-track. She noted that for clinical faculty, scholarship is part of teaching and practice, not a separate category. M. Gaunt expressed concern that the question of extending this designation to the Library Faculty may come up, and requested suggestions from the group as to how librarians differ from clinical faculty. Discussion ensued. Clinical Faculty members were introduced about five years ago in the School of Pharmacy.
b. Faculty Titles: M. Gaunt clarified the procedure for putting titles on business cards. Titles are designated when a faculty member is hired and cannot be changed at will. If a librarian's responsibilities change and their current title is no longer appropriate, then a change can be made with the approval of the appropriate Campus Director or Associate University Librarian and the Personnel Office needs to be informed. RUL personnel files need to be updated to accurately reflect the titles of all staff and librarians. We cannot use professorial titles because our criteria for appointment and promotion are different; rather we use the titles Librarian I, II, III, etc. The policy is on the Libraries web site. J. Cassel thanked M. Gaunt for the reminder.
c. Strategic Plan (DLI II) Web site: Some years ago the Planning Committee created a strategic planning web site which now needs to be updated. J. Cassel asked if anyone on the committee was interested in assisting the Strategic Plan Steering Committee with the web site. Discussion arose over the purpose of the web site, which was originally intended to educate the university and outsiders about planning activities in the Libraries, and could be a resource for the Strategic Plan Steering Committee.
Action: It was decided that during the life of the Steering Committee, it will take responsibility for the web page, which will then revert back to the Planning and Coordinating Committee.
8. Report of the University Librarian: M. Gaunt announced that she and F. Puniello met with a Facilities Subcommittee of the Committee on Undergraduate Life and Learning. J. Boyle, G. Golden and L. Mullins are on the Office of Information Technology (OIT) Strategic Plan Steering Committee. The first meeting of the RUL Strategic Plan Steering Committee will be after January 1. R. Becker, Steering Committee Chair, will be sending out a message with suggested readings. The December Dean's Council meeting was cancelled.
9. Concluding Outcomes: J. Cassel summarized the results of the meeting.
10. Future Agenda Items:
a. Unfinished Business: The committee will discuss recommendations derived from Sheila Creth's data regarding RUL structure.: M. Gaunt will bring a report on RUL committees.
b.Continuing Business: The Clinical Faculty question may come up again.
c.New Business: Possibly the RUL travel policy will be discussed.
11. Adjournment: J. Cassel adjourned the meeting at 12:15 p.m. The next meeting will be January 26, 2005.