Minutes of December 18, 2009 Meeting

Present:

J. Mardikian, R.Sewell, M. Wilson(recorder), H. Hoffman, K. Mulcahy, G. Springs, J. Cassell, R, Gardner, T. Kuchi, K. Hartman, K. Denda, J. Niessen, C. Sterback(guest), M. Weber, T. Yang, M. Lo, Q. Hu, M. Kesselman, M. Fetzer, G. Smulewitz, T. Glynn, M. Gasparatto, R. Womack

1. Agenda was adopted.

2. Chair’s report

• Budget: On the approval plan to date, $184,765.09 has been spent, with 4,412 titles ordered and 4,366 paid. Most of this expenditure is from the YBP plan. So far, only $6,502.73 had been spent on 121 orders from Coutts. Only 7 titles have been received. The problem with OCLC records has caused a delay in shipping out titles.

• Renegotiations with selected vendors are going better than expected thus may allow some savings in database renewals for next fiscal year.

• Based on selectors input, theses/dissertation locations have been revised for NBL—Final location chart was distributed.

3. Team Leaders updates

• Cassell –Allocation for general reference has been made

• Hartman—Distributed allocation and will batch order until such time as step-by-step Coutts order instructions are available.

4. DTS Report- Smulewitz

• The NBCG Sakai folder now contains a file named "Usage Studies" with reports of print journal usage statistics for titles shelved in the Alexander Library Current Periodical Reading Room. As a pilot project a usage statistics study was conducted during the Spring semester, 2009 and was based on re-shelved titles. Each title had a representative barcode which was swiped when an issue of the title was reshelved. Recordings of such usage statistics are currently being collected for the fall semester at LSM. The same process will be developed for other library units in the future. The pilot was successful and therefore this method of gathering usage statistics for print journals will be ongoing.

5. Video in the classroom

• Videos requested for classroom use should be treated as a priority 1. Please record “date needed by” info on acquisitions record. Send information to Jane Sloan.

6. LRC Report- Hartman

• FAS is subsidizing access to a subcollection of the Shoah Archives. RU will have the opportunity to swap interviews in and out of the subcollection, probably once a semester. When available, RUL will need to add a link to the Indexes and Databases page.

• There will be a pilot testing of laptop lending in the Art Library in the Spring semester 2010.

• Policy on last copy—two draft policy documents are in the works related to the following:
  
  Encountering a last copy in the weeding project—what is the workflow designation to Annex.
  
  Only copy withdrawal—Jim drafted the “criteria” which was discussed at LRC.
  
  E-Book Task Force reported on their work at joint LRC/USC meeting on December 17, 2009. A copy of the report is available on the staff pages (Collection Development >Committees and Task Forces>RUL/LRC E-Books Task Force.)
  
  Several members of NBCG asked about the cataloging of individual titles in e-book packages. While the group acknowledged the complex nature of processing large e-book packages (for example, InfoSci Books package) in terms of licensing agreements compliance and catalog records, concern was expressed regarding the delay of uploading such records for time sensitive titles. Mary Beth suggested that the cataloging department needs to get involved early on in the selection and acquisition process of large packages so that proper work flow can be assessed.

7. Defining Liaison Relationships –Womack

• Ryan distributed a concept document “Defining Liaison Relationships” (along with other supplemental materials) that contains definitions of current liaison responsibilities largely based on subjects (and fund codes) but not necessarily covering all academic departments, centers, institutes and programs around campus. A new online directory will also have its own mapping of liaison responsibilities. Discussion followed touching upon many aspects of current liaison responsibilities. NBCG endorsed the idea of forming a working group to further investigate current liaison responsibilities and its structure so that ultimately a liaison librarian is assigned to all academic departments, centers (and institutes) and programs on NB/Piscataway campus. The working group members are K. Denda, K. Hartman, T. Kuchi, M. Gasparotto, and C. Wu. R. Womack will serve as ex officio. If anyone else is interested in working on this, please contact Ryan asap.

7. OASIS Follow up –Weber et al

• Acquisitions is current on orders , i.e. no back logs. The new system takes 24-48 hours for confirmation for orders which should be faster in the future.
  
  The problem with *Loan Type field is required* error message has been resolved. Selectors should be able to order without getting this message.

• When a list is forwarded for slip notification, it will appear in selectors' OASIS accounts in their inbox, not their email. o Coutts will be closed from 12/24/09 through 01/02/2010.

• Chris informed the group that the simultaneous migration of OCLC (to a new hardware/software system) and RUL ( from YBP to Coutts) is the cause of the delay of small back log that exists. There are problems with Rutgers' WorldCat Cataloging Partners (WCP) profile, which is used to provide bibliographic records for our firm and approval books. This problem exists for all libraries using the WCP program, and is isolated to Rutgers or Coutts.

• New training sessions will be set up focusing on firm order process. If you have useful information in using/ordering via OASIS, please share them with NBCG folks. Melissa informed the group that the Coutts reconfigured her home screen when notified Coutts of her preferences. M.B. Weber noted that such responses and requests should be handled on an institutional level, rather than case by case. Rutgers participation on the OASIS Advisory Board will help with such issues.

• Patron initiated acquisition is planned in the future. A Coutts representative will visit Rutgers in January to discuss this topic. A small task force has been formed and is exploring this topic.

• Comparative analysis of approval acquisitions (i.e. the cost analysis) between YBP and Coutts is completed and is available from NBCG Sakai site.

8. Other

January 2010 NBCG is cancelled due to schedule conflict with ALA Midwinter.

January 2010 NBISG is also cancelled due to schedule conflict with the Vale conference.

Kevin Mulcahy will be on sabbatical for the Spring semester, 2010.

Respectfully submitted by
Myoung C. Wilson
Recorder