University Librarian's Cabinet: Minutes of the November 24, 2009 Meeting

Agnew, Boyle, Fetzer, Fredenburg, Fultz, Gardner, Gaunt, Puniello, Sewell
Videoconferenced: Cvetkovic, Golden
Harry Glazer, Anne Butman

University Librarian's Report Gaunt


Gaunt attended the University's Budget Advisory Group meeting, chaired by Executive Vice President Philip Furmanski, on November 23, 2009. She reviewed with Cabinet handouts from the meeting: the university's Working Budget for FY2010, an article on UC Berkeley's proposal that top public research schools also receive funding from the U.S. government, and an article on Governor Corzine's plan to cut $400 million from the state budget. Furmanski reviewed the status of the current budget and thanked all the unions for working with the university through the deferral of salary increases to meet this year's budget reductions. He also pointed out that the federal stimulus money was a two-year allocation provided in one year. On the plus side, Furmanski noted that enrollments are strong. He also noted that Rutgers is very dependent on tuition revenues. He discussed strategies already identified to address budget concerns: selective enrollment enhancements; increases in out of state students; and growing new markets in the areas of international, non-traditional, online, and executive courses. The university will seek more corporate support, and examine how to increase coordination across programs and units.

In December, Gaunt and other heads of university units will be meeting with President McCormick and Executive Vice President Furmanski to review student concerns that were brought up at a RUSA Open Forum on November 5. Two issues are related to the libraries in New Brunswick: hours and printers in the libraries.

Marketing Plan Update Puniello/Glazer

Glazer and Puniello discussed the priorities for the marketing team over the next three years. The overall goal is to raise the visibility of Rutgers University Libraries among its constituencies. There are five major areas of focus for the next marketing plan:

Comments were made to include assessment activities and results into the goals and to consider marketing the role of the Libraries and librarians. A number of ideas addressed communications and advocacy. Gaunt noted that the role of the marketing team's plan is defined narrowly - to market the Libraries to the constituency defined. Advocacy and communications are closely related and also very important, but they are addressed more specifically in other ways. The marketing team's primary goal is to sell the Rutgers University Libraries. In order for marketing to be successful, everyone needs to be engaged, sharing ideas and stories with Glazer. Not all articles are accepted by publishing outlets, but it's better to have more ideas to pitch then less. Glazer also noted that the campus directors in Newark and Camden may have closer ties to individuals responsible for the publishing venues on their campus and local news outlets, and may be more fruitful in pitching stories. Puniello, Gaunt, and Glazer will do some tweaking of the marketing plan based on the comments made by Cabinet. Gaunt thanked Glazer and the marketing team for their work.

Counting Opinions LibSat Analysis Launch Boyle

Boyle updated Cabinet on the Counting Opinions Customer Satisfaction Survey that is available on the Libraries website. We have a three-year commitment, and as of Sunday 352 people have participated in the survey. Comments were coded with 2,746 category tags. A new feature allows Boyle to publish selected reports to the Sakai site. She provided Cabinet with a summary of available reports. Boyle distributed a copy of the survey, which contains information about the user and broad areas where comments can be made about our policies, staff and services, equipment, and facilities. Boyle discussed the unzip graphic which was developed by the University of Toronto and is set to appear one in every 100 times someone uses the site, and the corner URL which is always on the top page. She provided Cabinet with an overall satisfaction report; this type of report can be published to the Cabinet Sakai site. These results can be drilled down to specific comments, but you can only do that in the survey results, not in a published report. Need to determine what reports are needed and how frequently they should be produced. Boyle provided a list of the categories we are currently using; when you see it live, you can click on the categories for definitions. The Feedback summary report can't be published yet. Boyle also provided the Survey URLs. Each library location has its own logon. In discussing the survey, Boyle noted that it has been used and tested, and positively enables libraries to make their services better by responding to users' concerns. The purpose of making the survey available over a long period of time is to continuously assess progress on improvements made. We may want to adjust, however, how frequently the survey appears. We should be able to see how satisfaction gets better.

This semester we've purposely not promoted this survey because of all the other surveys being done; we need to develop a plan for the next semester. Cabinet should let Boyle know what reports they would like to be produced. If a unit wants to focus on improvements in a specific area, what kinds of reports/data would be helpful. Boyle and Gaunt will develop a calendar that would allow Cabinet members to use this data for our strategic plan annual action grid. Cabinet members will be the point people for their areas, talking to the councils and staff, and deciding what data and reports would be useful. Boyle will work with Glazer on the PR. Gaunt thanked Boyle for her work on implementing Counting Opinions.

Email eDiscovery Agnew/Butman

Agnew gave Cabinet some brief background on the draft report on eDiscovery of Email: Recommended Guidelines that was prepared by the Information Technology Architecture Group (ITAG). The report addressed the implications of eDiscovery on how email is handled and proposed guidelines that enable cost-effective management of eDiscovery actions. OIT is working with University Counsel on the issues of eDiscovery, and Butman and Boyle attended a meeting on Friday to discuss the issue. Butman noted that eDiscovery is the gathering of electronic information in the event of a litigation hold in the university. As stated in the draft document, once a litigation hold or possibility thereof exists, IT staff will make available a reasonable mechanism for individuals involved in eDiscovery to save and give data to university counsel. The onus of data collection rests with the individual and assumption is that the individual will cooperate as fully as possible. Although the draft document was deemed an acceptable starting point, because eDiscovery is not limited only to email, an overarching eDiscovery policy document outlining standards and policies with regard to data and equipment used by those acting as an agent of Rutgers and responsibilities thereof will be drafted. Once drafted, awareness of the policy should be heightened through the university. Cabinet will wait for more information before developing guidelines for staff.



The Health and Safety Committee completed their work on the updated Emergency Procedures Manual. Final copies will be sent next month. Following Cabinet discussion on the desire to have the manual on the Libraries website, there will be a review of the appropriateness and the best location for easy access.


The compact shelving is complete and open to the public today.


The next Cabinet meeting is December 8, 2009 in Newark; everyone should plan to attend in person.

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