New Brunswick Libraries
Information Services Steering Group
Thursday, November 13, 2003
Kilmer Area Library Conference Room

Present: S. Bartz, J. Cassel, K. Mulcahy, F. Olin, P. Page (recorder), P. Piermatti, M. Wilson

Guests: C. Finlay, R. Gardner, M. Kesselman, M.L. Lo

1. Minutes of the October meeting were approved.
2. Two items were added to the agenda under New Business:
• Proposal for enhanced reference at Chang (MK)
  
• Report of the Access/Information Services Subcommittee (JC and FO)


3. New Business


• Information Services at the Branches - Guests Finlay (SMLR), Gardner and Kesselman (Chang), and Lo (Math) were welcomed to the meeting. Wilson distributed copies of flow charts for reporting instruction and reference statistics. Reporting of instruction statistics seems to be good; at the end of the academic year Wilson will request cumulative reports for the year for each librarian (can also be done by library, if needed). Reference statistics are more troublesome. RUL only wants sampling day statistics, but NBL collects for the full month. Branches have been reporting these to NBL using the online forms, but these haven't been forwarded for the RUL statistics so some branches have no reference statistics for the sampling days. To simplify matters and strive for more consistency, Wilson suggested that the administrative assistant responsible for each branch/unit could retrieve the data for the sampling days from the NBL form and report this for the RUL statistics. NBL has a separate online form for the sampling days, so it is important that branch staff complete this in addition to the full monthly statistics form. Wilson will review data in December to see if all are reporting. Our goal is to implement the new policy effective January 2004. The Unit Administrative Team will take the data from the NBL webpage and will forward the reference sampling day data to RUL. Wilson will work out the procedure with Charlene Houser to see if we can firm up our reporting structure. Another issue of concern is whether we're underreporting reference statistics because questions answered by other library staff (for instance, at the Access Services desks) don't get counted anywhere. Olin and Cassel will bring this up in their subcommittee with Access Services. Some branches report all their statistics as "off-desk" since they don't maintain scheduled reference desk hours. Wilson advised everyone to use their best judgement concerning which section they fill out on the web-based form; however, filling out the sampling day reference statistics are mandatory. Further clarification of definitions will be sought.
• Concerns at the Branches - Email is best method of communication with the branches. Math and Chang also find participation in LSM librarian meetings helpful in staying abreast of current happenings and issues. Art and SMLR should be invited to ALEX reference meetings for similar benefit. Other concerns:

Math - Staffing is a problem; ML Lo is only part-time.

Chang - Wireless not working. Need NetOps and a new laptop to replace 486. Could also use a dedicated instruction room near the library. Wilson will contact Puniello about approaching Cook alumni for funds (through RUL Development Office).

SMLR - Losing student worker. Getting 8 new public PCs from Systems. Can some of these offer Word (especially needed for working students who use the library there)? Bartz will check with Systems to see if possible to make exception from usual policy.

• Open Lines at Kilmer and Alex - The position description for a Librarian V for Kilmer, to provide reference and instruction, received final approval with minor corrections. The minimum state guidelines for salary have increased to $39,000. Since we're not certain about the funding available for this position, Human Resources will add that figure before posting, after consultation with the Acting Director. This will be posted for one year appointment, with possibility of renewal. The initial draft for a Librarian V for Alex was approved by ISSG and will go to the NBL faculty for review at the 11/21 meeting. Kesselman proposed a related agenda item for the NBL faculty meeting--discussion of adequate compensation for temporary and part-time librarians.
• NBL Instruction Plans for Spring 2004 - Two NBL librarians will be on leave during the spring 04 semester, which raises concerns about covering instruction needs for Shaping a Life and English 201. This year we began using some information services voucher funds to hire librarians to do instruction. LSM and Alex promised $1000 each from their funds but can probably increase this. Olin and Cassel will get data on instruction needs for SAL and English 201, and Cassel will review how much voucher money has been spent for teaching in the fall 2003 semester. They will report at the December meeting. We may be able to hire more SCILS students (or recent graduates) who have had some instruction experience.
• Proposal for Enhanced Reference Service at Chang - Kesselman discussed his idea to experiment with a "call button" on PCs at Chang, which would allow users to signal a librarian from their computer. Another variation could be to signal librarians at LSM if no one was available at Chang. The PC Team is not able to handle this, so it would have to be forwarded to Systems. This discussion was tabled; we will look into a variety of ways to market reference service, such as signage and online research consultation forms. This could be an agenda item for a future NBL faculty meeting.
• Access/Information Services Subcommittee - Members are Olin, Cassel, M. Sheehy, and G. Smulewitz. They are looking at creating seamless information services and the training issues involved. One possibility is an online tutorial. Olin and Cassel will bring up the issue of statistics reporting at the next meeting.

4. Ongoing Business - tabled.
   
   
5. Reports
   

• Public Services Council (Wilson) - Received printout from study of use of scholarly information environment (how students look for information). If anyone wants to see, contact her. MyRutgers was demonstrated at the October PSC. Ann Montanaro was asked to work with RUCS to see whether myRutgers can truly work as a single portal which will eliminate the current authentication process using the proxy server in order to access the library's proprietary databases. This has NOT been determined yet. To look at current myRutgers go to http://my.rutgers.edu . There is a draft RFP to hire a consultant to review library communication with the university community. November PSC meeting is at Camden; Wilson will attend via teleconferencing due to scheduling conflict.
  
  
• Douglass (Olin) - Working on staffing the reference desk next semester.
  
  
• LSM (Piermatti) - Began weeding project (with Access/Collection Services) for book collection on second floor and also Special Collections room. Goal is to finish by Christmas.
  
  
• NBL Reference Collection/Generalist Team (Mulcahy) - Will use money saved from cancellation of some print reference titles to purchase some badly needed electronic resources, such as LLBA.
  
  
6. Other


• Wilson - The amount awarded from the 2002-2003 ACIC funding was $16,800 to upgrade the PCs in the SCC Data Center (not received yet).


7. Meeting adjourned. Next meeting Dec. 11.