University Librarian's Cabinet: Minutes of the November 10, 2009 Meeting

Agnew, Boyle, Fetzer, Fredenburg, Fultz, Gardner, Gaunt, Sewell
Videoconferenced: Cvetkovic, Golden, Winston

University Librarian's Report – Gaunt

Gaunt thanked everyone for their input in the final budget memo to Executive Vice President Furmanski. Gaunt clarified to Cabinet the strategies for the next two years: for this year, we are not giving back lines; we are giving back collections and operating funds. The collections are central dollars; the operating funds give back is small, but each unit is assessed. Fredenburg will send a reminder of each unit's share of operating funds give back. All those positions designated for give back next fiscal year will remain frozen this year; units will get 40% of the salary savings for this year to operate. Units can recruit or hold any other positions frozen and not to be given back. If any positions become vacant over the year, the unit has the same option to fill or keep and can consider swapping with frozen positions that may be more important than the position vacated.

State of the Libraries is being held on November 12. We have a good agenda; many librarians and staff will be demonstrating in the showcase. Gaunt will review the past year and the prognosis for the future, and include the Cost Savings and Efficiencies Task Force. Boyle, Au, and McDonald will discuss the ethnographic study, and Winston will discuss the organizational review status.

Executive Vice President Furmanski will meet with the Libraries' faculty on November 23 at 11 a.m. to discuss the deans review process – how it works, the findings, etc. Cabinet members are invited but will be requested to leave for the confidential part with the faculty.

Gaunt reminded the units to send their reclassifications to Libraries HR if they haven't already done so. They will be reviewed before they are sent to University HR to make sure the paperwork is completed accurately and a case is made for each request.

Gaunt noted the Learning Commons in the Du Bois Library at the University of Massachusetts-Amherst where she was on a NEASC accreditation visit. The main library consists of 26 floors, most of which is a stack tower. The learning commons was established on the lower level two years ago and has become a smashing success. It includes reference services, information technology support, writing center, peer tutoring, computer labs, advising, private study rooms, and 150 computers. A café is on the first floor and is a money-making venture. There are two floors of the stack area that were converted into private, quiet study spaces. The building is open 24 hours and has doubled the exit counts after the first year. The students appreciate the aggregation of academic support services in one place.

Scholarly Communication Symposium Debriefing – Sewell

Sewell provided Cabinet with a narrative summary of the results from the evaluation forms at the October 9, 2009 Scholarly Communication Symposium and a compilation of the responses to the survey. He also brought to Cabinet's attention the website for scholarly communication and open access, located on the Libraries' website: The website includes program's keynote speakers' PowerPoint presentations and background reading; hoping to include the panel reactor remarks and a video of the program. Gaunt and Sewell met with the Rutgers University Libraries Advisory Committee yesterday and discussed the program. In general they thought it was very well organized and were impressed with speakers and the reactors. The committee was interested in the two items from the evaluation that got the highest votes: author rights and developing modes of academic recognition for new forms of scholarly content. Developing an open access mandate is not easy to do; will need a long-term strategy if we want to do it here; identified a number of key faculty members who might be interested. There was interest in how Rutgers could become more effective in the dissemination of scholarly content, and the value of publishing open access journals. The Libraries Advisory Committee suggested that a good approach on all these issues is at meetings of departmental chairs and that SAS, SEBS, and the other schools was a place to start.

Peer Institution Structures for RIS - Fredenburg

At the October 20, 2009 Cabinet meeting, Fredenburg was charged with gathering information on structures at other institutions related to an AUL for public services position and if there is a campus director on the main campus of any of our peer libraries in multi-campus universities. Six peer institutions responded to her inquiries into their structure: Maryland, Florida, Indiana, Minnesota, Pittsburg, and UCLA. Of the six, the University of Pittsburg is most like us. Fredenburg concluded that four of the six of the selected peer and peer aspirant institutions utilize a centralized research and instruction services model. One of the two that doesn't is looking to change its structure to a centralized model. Almost all of them use area coordinators to distribute the responsibility without taking away accountability from the AUL or associate dean. None of them employ a director for the main or flagship library. She noted that the concentration of librarians in Alexander and the other New Brunswick libraries does present a challenge for a centralized RIS function; however, the establishment of an Assistant/Deputy AUL with the possibility of area coordinators leading teams or working groups can surmount that challenge and offer viable choices for an incoming AUL for Research and Instructional Services.

Fredenburg was also charged to learn if any institution had a separate director for the flagship campus, and what is local and what is system-wide. We discovered that there is no such thing as a campus director for the flagship campus; they all have an AUL for RIS position on their campus, and it varies in what they do. The next layer structure varies from institution to institution. Most institutions have reporting layers for faculty under the AUL positions. There was a question of how the faculty (if they have faculty status) as a body relate to the structure; is it self-governing or is it administrative, or both. Is there a separate structure for faculty that is different from the administrative structure? Cabinet noted that the issues we face may not be related so much to structure as it is to how business gets done, and the role of accountability and responsibility. The organization is large and the faculty structure is flat compared to the staff structure where there are direct reporting lines for each sub-unit. The issues in technical services and collection development are less complicated than public services. Do we have underlying structures that support how we can move forward? Fredenburg will follow-up with institutions that have faculty status similar to ours and examine their structures and reporting lines. She will add peer institution organization charts to the Cabinet Sakai site.

Memorandum of Agreement AFSCME and FCP – Fredenburg/Troy

Fredenburg reviewed significant provisions of the AFSCME Memorandum of Agreement, October 2009, which calls for a deferral of previously negotiated wage increases. The 3.5% across the board due July 1, 2009 is deferred through December 31, 2010. The 3.5% across the board for July 1, 2010 is on schedule. The 3.5% across the board due July 1, 2009 will be paid January 1, 2011. Merit or step pay is deferred to June 30, 2011). Effective October 22, 2009, no layoffs of AFSCME employees will be permitted through the period of the deferral of the across the board increases which ends on January 1, 2011. AFSCME employees will be credited with four paid leave bank days which they will be able to use beginning July 1, 2010.

Troy reviewed the Faculty Compensation Program (FCP) Instructions for University Libraries ( and the FCP 2010/2011 Timeline. Preliminarily, January 1, 2010, deferred prior year FCP 2009/2010 regular (across the board) increases effective, to be reflected in paycheck of January 8, 2010. Preliminarily, July 1, 2010 deferred prior year FCP 2009/2010 enhanced (merit) increases effective, reflected in paycheck of July 9, 2010. Aside from knowing how they're splitting the award and the timetable, departments should start formulating their criteria for the awards. Fredenburg will provide samples from last year and eligibility list.



The In-Library Use Survey in New Brunswick is ongoing; have delivered ballot boxes and candy bars are coming soon; starting to get results.


The compact shelving is 90% complete at the Robeson Library; there will most likely be a ribbon cutting ceremony.


The workshop on "Building the Faculty for the 21 Century," which was sponsored by the President's Council on Institutional Diversity and Equity on November 5 in New Brunswick, will be offered in Newark and Camden.

The Rutgers-Newark Faculty of Arts and Sciences Writing Program and Dana Library are collaborating to offer tutorial services in Dana during the last two weeks of the semester. These services will offer writing support to students who are utilizing library resources and working with research librarians.

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