University Librarian's Cabinet: Minutes of the October 2, 2012 Meeting

Agnew, Boyle, Fredenburg, Fultz, Gaunt, Golden (VC), Izbicki, Just, Mullen, Puniello, Winston (VC), Womack

University Librarian's Report – Gaunt

The University will conduct a national search for Chancellor of the new School of Biomedical and Life Sciences, and the Chancellor of the Newark Campus. The provost positions will be filled internally. There will be a split of the Vice President of Finance and Administration into two positions. Anyone who has a VP title and is functioning primarily as a campus officer will have an assistant or associate chancellor title. VP titles will be reserved for system-wide positions. While there is no provost for NB in the RU/UMDNJ legislation, the president plans to make New Brunswick consistent with similar titles on the Newark and Camden campuses. There are discussions taking place to clarify the various new roles.

As part of the integration process, all committees are receiving advice from university counsel on communications we can share externally; the Libraries will have language we can share with vendors regarding our upcoming licensing renewals.

We have invited President Barchi to State of the Libraries, and it is on his calendar to attend barring any unforeseen conflicts.

We have been given approval to recruit for three vacant positions in New Brunswick - instructional design, chemistry and physics, and performing arts librarians in New Brunswick. All newly vacant positions need approval to retain before posting.

We have been asked to be careful with our budgets due to lower than expected state revenues. While we do not expect any budget caps in the spring semester, we have had them in the past.

Deans have been reminded of the faculty recruitment process and the documentation that is required to demonstrate that we have followed all recruitment procedures. There is an audit taking place and we have provided records for our recent faculty recruitments – size of the pool, number of individuals interviewed as they meet the requirements of the position posting, justification for the final choice, and diversity data compared to national pools for similar positions.

We have another upcoming retirement. Françoise Puniello will be retiring and her last day is November 13; an announcement to everyone will be made shortly. Because of the holidays, her party will be in January. Puglisi and Glazer will be reporting to Fredenburg; McDonnell will report to Gaunt.

TAS Project and Workflow Management Software (Intellect) – Agnew/Tibor Purger/John Brennan/Kalavani Ananthan/Peter Konin

As background, Agnew noted that for the past two years, they have been working on developing and improving workflow for digital projects; Peter Konin was hired as project coordinator. Purger was asked to lead a team to explore the use of project management software that would better facilitate and document project management. Team members are Ananthan, Barnett, Beard, Brennan, Konin, Meyer, Morgan and Purger. Tibor shared a PowerPoint on "Project, Process, Workflow: Management Tool Selection Report and Recommendation." In March 2011, the task was to select, evaluate, and recommend a project management tool best suited for the Libraries. The initial search focused on requirements and criteria; started with best known tools. Attention was originally focused on a project management tool but realized that it wasn't the right software for our diverse needs; started to look for workflow and business process management tools. Found the Intellect software. After playing with it, decided it was the most customizable tool, and it doesn't require knowledge of programming or using programming tools. Pre-sale evaluation support was stellar. At RUL Intellect could support a variety of areas, such as digital projects tracking, project/request initiation, classic project management, workflow (event management and others), document management, HR (recruitment, hiring and on-boarding), and RU/UMDNJ library integration management. Intellect works using data entry (forms), data representation (tables), process handling (workflow), reporting, and an individually customizable interface. If we purchase the software, we will be maintaining it on our own server. Using the software, Brennan demonstrated reporting capabilities and project management, noting that everything is customizable – fields, views, types of information, reports. Cabinet thanked the team for an excellent presentation, and endorsed the purchase for the site license for Intellect. Agnew will work out a process for individual training.

Digital Projects Discussion - Gaunt

Gaunt had asked Boyle and Fredenburg to talk with Sherrie Tromp about facilitating our next steps. Decided that an interim step was necessary before prioritization, and that was to define our process and test it on a few of our existing projects. Tromp will join us during the actual prioritization process. Gaunt suggested that whatever process we decide to use we should test on the faculty requested projects first, since some faculty projects may be waiting for a response on whether we will or can do them. We can also add some projects from the library- originated list, but the two projects that do not need to be reviewed are the Discovery and Webscale Search, as they are the top priorities for our users in our strategic plan regardless of how many other projects may be on our list. We have our prioritization principles in place, but they may need more specificity to be used for prioritization. Agnew noted that some of the faculty-requested projects are routine – we know how to do them and the staff work required is not major. Gaunt responded that we need to identify criteria for "routine" projects as part of this process so we know which ones fall into that category. Izbicki and Mullen asked to have information about the process and procedures for selectors, so they know how to respond to faculty requests. Gaunt suggested that a small task force of Cabinet work on the process, test it on several projects, and report back at a Cabinet meeting in mid-November when we will use it to prioritize our list. Golden agreed to chair the TF with Boyle, Izbicki and Winston.

Employee Recognition Program – Marilyn Wilt/Orla Mejia

Wilt reviewed a proposal to pursue two potential Library employee recognition programs – a STAR Award (Staff Appreciation and Recognition) and an RULE Award (RUL Excellence). The STAR award is an informal way for peers, supervisors, administrators, and patrons to recognize staff and library faculty members "for exceptional service, a job-related activity demonstrating a staff member's willingness to go above and beyond everyday activities and expectations." All Libraries staff would be eligible, an awards subcommittee monitors nominations submitted to an online forum, and recipients will receive a letter of recognition and be recognized on the Libraries website. Awards would be made quarterly. The RULE award is a one-time award that would be presented annually. Four recipients would be identified for this award. The award recognizes excellence in service provision, demonstrating the values, mission, and vision of the Libraries. All full-time or part-time staff that has been at the Libraries at least one year would be eligible. A selection committee would decide who receives the award, and the award winner would receive a framed certificate and lunch with the University Librarian. Fredenburg noted that the potential program would be vetted through University Human Resources before being pursued any further. The proposal was returned to Training and Learning Committee for adjustments suggested by various Cabinet members.


Winston: Looking nationally at diversity within the archival community, and realizing that Rutgers can be a leader in this area with the Diversity Research Center and the Institute of Jazz Studies in the Dana Library, decided to use one of the endowment funds in the IJS to recruit diversity archival research fellows using the Berger-Carter Fund. Posted the program to the Society for American Archivists list and had a large pool of applicants. Three fellows were selected who will be visiting shortly for their internship at the IJS.

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