University Librarian's Cabinet: Minutes of the August 17, 2010 Meeting

Agnew, Boyle, Fredenburg, Fultz, Gardner, Gaunt, Golden, Izbicki, Niessen, Puniello, Sewell
Videoconferenced: Winston

University Librarian's Report - Gaunt

Gaunt recognized Bob Sewell's contributions to the University Librarian's Cabinet for over 21 years, noting that this was his last official Cabinet meeting and applauding his service and dedication as part of the senior management team. She also welcomed Tom Izbicki in his new role as Interim AUL for CDM and expressed thanks to Bob and Tom for making a smooth transition.

There is a new faculty welcome/orientation on August 26; Gaunt will be providing remarks related to collections and services at the Libraries. Other speakers include VP Furmanski, VP Qualls, VP Pazzani, VP Smith, and VP Hernandez. There will be a separate area for handouts/materials from a variety of University offices of interest to faculty. With assistance from Glazer, Izbicki, Sloan, Lo, and Tokar volunteered to staff the table and answer questions. She also noted that Camden and Newark handle their faculty orientations separately. One of the changes this year was having NetIDs available to new faculty before classes begin.

Despite budget cuts, the NJ State Library will continue funding to Interlibrary Loan. The Libraries are grateful to the State Librarian for providing support to help with funding a position as well as towards the purchase of databases.

We have just learned that the Libraries' budget cut will not be as large as initially planned. This is due primarily to tuition increases and salary freezes. We need to provide a revised plan by September 14th to VP Furmanski, but we can adjust our previous plan to eliminate any of the additional cuts were planning from last year. The frozen lines we held last year and accrued salary savings will help us meet our target but none of the newer frozen positions will be needed. The additional 5% cuts previously planned in operating and collections funds will also not be necessary. Fredenburg will update our plan. Based on the revisions, Cabinet agreed to restore professional development travel funds for tenured faculty, and the funds will be given to the units. All other travel practices remain the same as previously determined.

New University Purchasing Policies/Procedures Fredenburg, Hendrickson

As representative on the University RIAS committee, Hendrickson updated Cabinet on the exciting things to come in RIAS Phase III. All Rutgers University employees will be introduced to the next phase of the RIAS project, PeopleSoft Human Capital Management (HCM), Payroll, and Budgeting, during its implementation in January 2011. This next phase will:

The RIAS web site will soon include more details on the activities of RIAS Phase III and give you a better understanding of how this project will affect you and your department. The web site will also incorporate links for future communications and training.

The previous consultant's agreement is now covered under the Policy for Engaging and Paying for Professional Service Providers. Purchasing and the Controller's office have worked together to update and revise the policy and procedures regarding the engagement and payment of professional service providers. The new process is designed to make it easier for departments to engage and pay for professional service providers while remaining compliant with IRS and state regulations.

Some important changes and clarifications include:

Purchasing will work with departments during this transition. Gaunt noted that it is important for the Libraries' senior administrators to attend training sessions in order to become knowledgeable about the issues and be able to make intelligent decisions; there will also be internal training in the Libraries to go over new procedures and policies.

Debrief on Collaborations with University of Pennsylvania and Temple University Libraries Gaunt

The University Librarians from U Penn and Temple visited with Gaunt to discuss areas of mutual collaboration. They also spent time with Jantz, Marker, Beard, and Mills to discuss digital efforts at each institution. There are a number of similarities with the three institutions: membership in the Association of Research Libraries, PALCI; university presses, the OLE project, and geographic proximity that support possibilities for partnerships of mutual interest. The discussion was free ranging with no particular agenda other than looking for common themes where collaboration would be mutually beneficial. It was agreed that Special Collections heads discuss potential areas for collaborative digitization projects; AUL CDMs will do an assessment of collection overlap that might reveal areas for cooperative collection development; Temple asked if RUL would consider hosting an open access journal for them since they were not planning to move into this area; all agreed that we might be grant collaborators and would seek interest from the others when such opportunities arose; Penn would provide RUL with a business plan for their remote storage facility in South Jersey where they plan to accept other institutions' collections once the plan is completed; Boyle and Agnew will confer with Penn staff on an assessment tool Penn is developing; RUL will provide feedback on the management and use of the SHOAH archive which Penn and Temple are considering for purchase; all three would follow the progress of the OLE project and the Mellon project related to university press books in digital form and consider how we might act collectively with the outcomes of both of these projects. We agreed to continue to meet periodically and establish groups or task forces as the need arises.

E-Journal Practices at RUL Agnew, Boyle

Agnew and Boyle led a discussion on the role of RUL in the publication and hosting of e-journals that was started at a previous meeting. A draft journal hosting policy was developed to outline what we would consider and the circumstances under which we would host such journals. The draft noted "As resources permit, the Rutgers University Libraries may host open access digital journals that deal with topics of importance to the university and New Jersey and that are complementary to the collection strengths of the Libraries. Journals selected will publish original scholarship of enduring value and will offer generous terms of use using a Creative Commons or similar license. All hosted journals, including such local initiatives as student research journals and departmental/center/program journals, must embody a compelling balance of importance and originality. Because a memorandum of agreement is required to govern and define the partnership among the editor, the Libraries, and any other involved parties, and because resources are limited, the University Librarian's Cabinet, or its designee, will approve all journal selections. Fees for initial launch and annual maintenance will be charged for technical support, including, but not limited to, software application maintenance, troubleshooting, and training, as well as policy and service assistance. Ongoing journal workflow for peer review and publication are the responsibility of the journal editor or editorial staff."

The most important area is the evaluation of subject importance and scholarly impact. This is where the appropriate liaisons could be asked to do an analysis of any proposed journal and answer the following questions in that analysis: Is this a strong or growing area of instruction and research at Rutgers? Do we have an undergraduate major and graduate program relevant to the topic? Do we have prominent faculty or national ranking in this area? Will Rutgers faculty and graduate students in this area likely use this journal? Are Rutgers faculty or graduate students likely to submit articles to this peer reviewed journal? Is the subject area adequately covered by other open access publications or commercial journals to which we subscribe? By engaging the relevant liaisons, they can and will hopefully sound out relevant faculty in the area and promote the journal to relevant faculty and students when it is published. Without this support in marketing the journals we publish it is not likely that we will have as much "take up" of a new publication.

In addition, there are costs associated with our involvement both in set up and management. Fees are $1500 for the first year and $500 thereafter. We may need to go higher. We also need guidelines on our internal processes, as well as signed agreements related to the role of the Libraries and the role of the editor so that neither side's expectations for specific work are unmet. We do not have such agreements with some of the current journals that were established early-on before we had a lot of experience, and we need to establish these. Those libraries publishing such journals average six publications with no more than ten, as the work is not scalable.

Gaunt reflected back on the rationale for the Libraries publishing open access journals new scholarship being made broadly available, journals moving from commercial publishers to non-profit publishers to provide more access and lessen costs of subscriptions. Gardner noted that our open access journals are not using technology in more unique ways to present information, to which Agnew noted that we could do that, but the costs of doing so would be much higher, and each publication would be potentially unique. Gaunt also noted that the cost to RUL of continue to add publications means that staff are not involved in other areas of library-technology support or initiatives, and does effort/cost of the hosting of new journals rise to an appropriate level of importance in RUL priorities? Based on the discussions Gaunt recommended that Cabinet put a moratorium on the hosting of any new journals; that all current journals be regularized with the guidelines and costs that were recommended, and that we revisit the moratorium at a later time.


Puniello distributed to Cabinet the new RUCore handout and Libraries' newest bookmark. The faculty brochure was redone; thanks to Purger and Gardner for getting it on the Libraries' web page under faculty services.

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