Minutes of May 26, 2016 Meeting

Yu-Hung Lin; Natalie Borisovets; Mei Ling Lo; Stephanie Bartz; Christie Lutz; Tibor Purger; Cathy Pecoraro; Roberta Bronson Fitzpatrick; Tao Yang (guest); Janet Croft; Joseph Deodato; Grace Agnew; Melissa Just; Rebecca Gardner; Elizabeth Surles; Judy Cohn (guest); Francesca Giannetti; Gracemary Smulewitz (guest); Zara Wilkinson; John Maxymuk.

1. The meeting was called to order by Y. Lin who reviewed the agenda with members. A motion was made to adopt the agenda, seconded, and passed without dissent.

2. J. Cohn distributed copies of a draft charge for a Discovery Working group; no group has been appointed as of this writing. She reported that Cabinet has been working on this charge since late April 2016 per K. Maloney's request. This is being driven by reported user experiences with the discovery tool and is consistent with the RUL strategic goals. Users must be able to access resources smoothly. Results of the LibQual survey reinforce the importance of this goal.

The purpose and charge to the committee appearing on the draft each have Cabinet approval. The "Approach" section requires feedback from various groups, including USC. It should be noted that this may be a multi-year project.

T. Yang: User comments were received about the discovery tool on the LibQual survey. RUL spends about $13-14 million per year on subscribed content which seems "hidden" to users. Amending this perception will require a review of the language on the web site, definitions of terminology used, attention to issues with the link resolver, and working with group configuration among other projects.

G. Smulewitz: Suggests considering the difficulties with maintaining two separate groups, LRC and USC, due to interoperability. She also notes that different vendors/platforms do not all function the same on the discovery tool platform.

G. Agnew: A cleaner interface to ILL is needed.

J. Deodato: The discovery tool is/has been an ongoing project with an established timeline; it is still "a work in progress." A focus on content is crucial and must be integrated into the discovery tool. Request functionality is the third issue. He suggests trying to maintain control over the end user experience; more focus on customization of VuFind.

G. Agnew: It is a good time to look at other products, comparing them to EBSCO. For the next negotiation or period of change, we should look at replacing with a complete system.

G. Smulewitz: It is important to consider ILL as part of collection development.

G. Agnew: CIC convened a group to look at U-Borrow as it relates to discovery tools.

J. Cohn: Vendor neutrality is important. The end result will be to create an improved user experience.

T. Yang: Was shown a presentation by another SIRSI library; requestors can suggest a title for book purchase. These primarily work with Ariel.

J. Cohn: This charge will be discussed at the June 7th Cabinet meeting.

3. Discussion of the role of USC (M. Just)

Tasks once charged by USC are being done by other groups. Discussion of how group functions - what is the role of the representative? Melissa suggested that she will meet with co-chairs to finalize agendas earlier to allow for discussion with constituents. It is critically important to have front line librarians weigh in on issues. Also aim for more transparent communication.

C. Pecoraro: Information is disseminated via RUL_Everyone. Could there be an online digest that is unidirectional, allowing for no dialogue?

T. Purger: Suggests looking at issues singly. Forward - looking, debate needs a vehicle. Sakai list is closed - makes it not suitable for this type of discussion. Why not use The Agenda as a vehicle for dissemination?
What about a closed, library-only blog?

G. Smulewitz: Suggests the formation of a single group, merging both LRC and USC. Also suggests merged, open session. Face-to-face discussions yield valuable feedback. If two separate groups continue, they could convene joint meetings at scheduled intervals.

R. Gardner: Supports trying a single group. Perhaps the group could meet twice a month in order to facilitate recommendations and projects moving ahead. Current practice of bringing agenda items to one group, then another, impairs progress.

G. Smulewitz: Important to look at things holistically when considering separate/merged groups and tasks/issues.

4. Chat Ref Task Force

A task force was created to study the extension of service hours, enable software. Tables were displayed to the group on last year's chat usage. (Use tapers off during evening hours.) The following hours were suggested by the task force and brought to the Directors' meeting: 8am - midnight (Monday - Thursday), 10am - 5pm (Saturday), 10am - midnight (Sunday). Task force members also looked at Ask-A- Librarian stats which reflected some early hours use on weekends. The chat task force still has some work to do with setting hours. Two additional FTE librarians were proposed; they would be hired to help expand hours. The task force discussed the positions and recommended that there be one F/T position who also serves as project coordinator, being responsible for training, assessment, and provision of service. There is discussion about having the other FTE split into two part-time positions. The task force is also reviewing current chat transcripts. They want to better understand the types of questions asked by users, the difficulty of the questions asked. The role of RBHS librarians was also discussed. There appears not to be a requirement for a separate question queue, due to perceived low question volume.

5. Full-text Finder (J. Deodato, C. Pecoraro)

Holdings and link management tool designed to replace the A-Z EBSCO e-journals title list. The Publications Finder allows content searching. It can be browsed by subject or description and there is faceted browsing for publisher. Suggested titles returned to the user are based on holdings, use, and not necessarily alphabetical. Users can search within a title for terms, publications, and "popular" terms. Articles+ and publications are fully integrated. Articles+ will still give access to items not owned by RUL as part of search results (these items must then be requested via ILL). "Search Publications" only reflects e-journals and not print. There is an "e-journals only" feature in "Search Publications." The "Get It @ R" button as it exists has issues. EBSCO is working on them. The revised system should take users to full-text in a separate i-frame to help with choice of various full-text providers if content is available on a number of platforms. ILL request capability only appears as an option if applicable; would not appear on something owned/available in full-text. Labels have been "normalized" with non-ambiguous language, e.g. Get it; This item is not available. Suggestion: Change message to "This item is not available @ Rutgers Libraries". Some platforms, such as Oxford, Sage, Taylor & Francis - do not work well with the i-frame. What is the timeline for release of the new features? J. Cohn suggests delaying the launch until after the next Cabinet meeting. Changes to and questions about "Get It @ R" are still being developed.

6. LibWizard (M. Lo)

A handout was distributed which features pros/cons of use of this product. It has potential use for tutorial development, quizzes, and surveys. There have been requests for special tutorials for international student programs and for RN to BSN program nursing students. This is a Springshare program. M. Lo asks for a one-year subscription to test its utility. Members supported this request.

7. Proctoring and study hall policy discussion (J. Croft)

A handout was distributed. Information is being gathered for the RUL web site. This includes information from Smith and Robeson Library. Members agreed and J. Croft will send to Cabinet.

8. AUL Reports

M. Just had no additional information to report.

G. Agnew attended a meeting at the New Jersey State Library (NJSL) on participating in the Digital Public Library of America (DPLA). Participants are required to deposit 50,000 links to items from digital collections. Many states spent $100K to add/maintain data. Meeting attendees discussed use of the NJ Digital Highway (DOIs are available for content). There would also be "dark" metadata storage. RUL would hold metadata only for New Jersey objects. Participating states have seen an increase in access to digital collections. Next steps: survey to go out in summer 2016 to see who has web content available for institutional repositories in NJ. A meeting will be convened in December 2016 for those libraries who wish to participate.

9. Access Services and IIS Director reports (J. Croft, T. Purger)

T. Purger reports that VuFind is not yet CASified; neither is the legacy catalog. IIS is in the process of doing a "live" test. They hope to resolve snags in the next few weeks. VuFind enhancement and CAS rollout will be simultaneous.

J. Croft reported that pilot programs are being run on e-reserves for the Office of Disabilities. Items are digitized so that they may be run through an OCR by students with visual impairment issues. There is also discussion about increasing the number of items that can be checked out by faculty and graduate students. The current limit is 240 items per person; this could be raised.

10. Announcements and Committee Updates

M. Lo gave a brief update on group study rooms usage and statistics.

The meeting ended at about 12:30pm.

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