University Librarian's Cabinet: Minutes of the July 22, 2008 Meeting

Agnew, Au, Boyle, Denda, Dent, Fredenburg, Fultz, Gaunt, Puniello, Sewell
Videoconference: Cvetkovic and Golden

University Librarian's Report – Gaunt

Gaunt welcomed Vibiana Cvetkovic as Deputy Faculty Coordinator and Kayo Denda, now as Faculty Coordinator, to their roles on Cabinet.

There is no news on the budget for the year, but Gaunt expects to hear as soon as the Board of Governors have voted on a tuition increase.

Several Executive Committee members from VALE met with the State Librarian concerning the change in focus related to the NJKI and continued support of academic libraries through the program. The State Librarian reiterated that state funders were interested in having the support for the small business community broadened rather than specifically focused on the science/high technology incubator businesses, which is why the sci/tech databases are being discontinued. A new NJKI task force is being constituted and they will determine which databases will best serve the broader small business community. There is an expectation that academic libraries may be included in the service because there is a VALE representative on the new task force. The State Library will purchase Academic Search Premier for academic libraries, and we have subsequently heard that RefUSA will also be included.

Gaunt reported on the LIBER conference of the Association of European Research Libraries that she recently attended representing the Association of Research Libraries. She noted that the European Commission has recommended a common multi- lingual access point for Europe's cultural heritage to include libraries, archives and museums. They are testing a prototype and expect to have a second prototype ready in November 2008 with two million items, and to be fully operational in 2010. LIBER expects to be harvesting metadata for contributing libraries, and presenting it through a European front end similar to DART-EUROPE-ETheses portal. They have established a task force to construct a European registry for digital library masters. They are also lobbying the European Commission for support of digitization. The EC wants a paper on current European digitization efforts.

Ricky Erway, OCLC/RLG programs reported on digitizing special collections. She noted that early projects were small, focused and "glorious" but that they were often niche projects not used by many. She encouraged libraries to digitize for access and assume that anything in your special collections has already gone through a selection process because you acquired it, so it should be possible to select it for digitization. There is such a backlog in providing access to special collections that we should consider digitizing as you acquire. Even limited information is good, so do not put all your efforts in a small number of items. Add more information as things are used. Build permanent infrastructure and build the costs into the budget process. Learn from users – scan what is asked for. Individual portals will not be used if they are not discoverable.

David Prosser of SPARC Europe spoke about the changing e-scholarship environment and the library's role. He described outside influences of change, including the knowledge economy terminology used in Europe, accountability and assessment, e- science and e-research, access to data and public sector information, a freedom of information culture, and social agents, such as Facebook. He noted that the EU is increasing its investment in R&D, access to knowledge, technology transfer, and wealth creation. E-science and e-research will remain a major issue as the capability to access, manipulate, and mine data is seen as central to new collaborative science applications. He described OPENDOAR as the directory to open access repositories with 1150 repositories listed and where you can search for information across repositories. He posited several roles for libraries: manage the dissemination of your faculty's work, promote the institution by promoting research performance, play an emerging role in the publication of research by organizing peer review, providing alerting services, creating searching tools, supporting virtual research environments, preserving the intellectual wealth of the institution.

Paula Kaufmann spoke about an Elsevier funded project at the University of Illinois to study how libraries might demonstrate their value to the university in terms of their return on investment in information resources. They wished to develop a model for such calculations that could address institutional objectives, measure their effects, and be replicable at other research universities.

New University Policies and Changes Related to the Libraries - Boyle

Boyle reviewed changes she is proposing for the sections in University Policies regarding the Libraries that need updating. In some circumstances titles of individual positions need updating, language describing the libraries needs to reflect the digital environment, and in one case we no longer offer a particular service. All the changes were language related and not an actual change in policy. Cabinet agreed on the proposed language changes and suggested that individual names should not be included in policies because they change. It would be more appropriate to name an office responsible for a particular policy.

Boyle also called our attention to a new policy describing units' responsibility for archiving their records under the university's records management program, which is managed by our Special Collections and University Archives.

NMC/EDUCAUSE 2008 Horizon Report - Boyle

Boyle distributed information regarding this year's Horizon report published by EDUCAUSE, which describes each year the emerging technologies that will likely have a large impact on teaching, learning, or creative expression in higher education. The reports, started in 2004, are intended for institutional leadership and track trends each year based on forecasts of what is on the horizon in the next year, 2-3 years out, and 4-5 years out. There is an advisory board for the project composed of people from industry, publishing, associations, and higher education institutions in the US and abroad. The report can help institutions plan for potential adoption and deployment of such technologies locally, start the innovation process, lead to funding requests or strategic planning. Boyle asked how best we might use the report within RU to mine potential applications, plan for testing or implementation, or just keep our own eyes on the horizon. Cabinet noted that while everyone is very busy, research institutions do research, and the Horizon report makes clear that we need to plan for future technologies. TAS and RIS both do some investigating of technology applications as we look at particular services or applications areas. It is always easiest to do investigating when there is a particular use or need. We also need to know what technologies our users are employing for their work to position our own services appropriately. It was suggested that a research component might be an appropriate part of the new council infrastructure, and it would be appropriate to discuss this at a Planning/Coordinating Committee meeting. Denda and Boyle agreed to bring it forward.

Public Use and Access Issues in the New Brunswick Libraries - Dent

Dent spoke about issues concerning access by the public to our Libraries and some of the concerns with using our computers. Cabinet confirmed that we do want our libraries to be open to the public in our role as a state institution, but that our first responsibility is to our primary clientèle – faculty, students, and staff. Their security, safety, and service are our top priority. Dent, Boyle, and Puniello have met with RU and New Brunswick police, administrators for students, university counsel, and others to discuss strategies for handling the problems that have occurred in several libraries depending on particular situations on each campus. A number of solutions have been discussed and the Libraries will need to implement any recommended changes as quickly as possible. All concerned in these discussions have agreed that this is a priority.

Goal Setting – Boyle/Gaunt

Boyle thanked Cabinet for updating the activities grid to show the year-end status of the activities under each strategic plan goal for which they were responsible. The completed grid documents well the accomplishments of RUL this past year. At the last Cabinet meeting, we agreed that we would try establishing themes or broad areas that would be major priorities for the year in our strategic plan. All units, committees, and other groups could develop activities to accomplish goals in support of these priorities. Boyle distributed a list of potential themes based on strategic plan and asked Cabinet to prioritize the top three. Those who ranked a particular goal were asked to address why it was a compelling priority. Boyle asked Cabinet to reflect on the discussion considering any priorities not discussed so that we can finalize at the next Cabinet meeting.



Through some of the meetings and communications with staff, it has come to our attention that the services of Library Human Resources are not as well known as they should be; therefore, employees hired in the last two years and their supervisors will be invited to an open house on August 13; this will be an opportunity for them to meet the people in HR and learn about services.

We are planning activities for Banned Books Week, which will be centered on intellectual freedom, challenged materials, a film festival of challenged films consisting of three "movie nights" during the week, and vodcasts of people reading excerpts from "banned books." There will be a panel presentation on Thursday, October 2 from 5:00-8:00 p.m. in the Pane Room. More information will be forthcoming.


Agnew is traveling to Washington, DC tomorrow to chair an NSF grant review panel.


The August 19 Cabinet meeting needs to be rescheduled; a doodle poll will be initiated to find a new date.


Judge Claude M. Hilton, of the U. S. District Court in Alexandria, Virginia, in a recent court case ruled that scanning student papers for the purpose of detecting plagiarism is a "highly transformative" use that falls under the fair-use provision of copyright law. He ruled that the company "makes no use of any work's particular expressive or creative content beyond the limited use of comparison with other works," and that the new use "provides a substantial public benefit."


Mark Winston officially starts on August 25; he will be visiting a week early to meet with the staff and conduct some business.

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