University Librarian's Cabinet: Minutes of the November 13, 2012 Meeting

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

University Librarian's Report – Gaunt

Gaunt acknowledged that this is Puniello's last Cabinet meeting and thanked her for her service to RUL. There will be an official retirement event in January.

The Libraries will be responding to a cyber-infrastructure survey that is being conducted related to the strategic plan. Agnew had a conversation with one of the co-chairs, Prof. Helen Berman, about some of the things we are doing; will have opportunities to make sure we are included in the planning.

The Libraries were invited to be a founding or contributing member of the Library Publishing Coalition; we will be a contributing member for two years; Agnew will be our representative. As contributing member, we will be providing advice to the founding member team. The focus of the coalition is to develop networking and other support to those libraries that have undertaking publishing as part of their service role. The initial work is to create a framework and operating principles for the coalition.

As part of the new organizational structure related to the integration of UMDNJ, there will be changes in reporting and titles. Anyone who has system-wide rather than campus-wide responsibilities will have a Vice Presidential title; those with campus responsibilities will have the chancellor title. It is unclear when the change will take effect and when the reporting structures may change.

The University is continuing to interview companies from the RFP to work on the strategic plan; the announcement is now delayed.

Golden noted that there is excitement about the bond issue. Gaunt said that the bond issue has been discussed in different meetings but there have been no clear decisions on what projects will be going forward. IN New Brunswick, the Chemistry Building and the renovations on Seminary Place appear to be at the top of the list. It is possible that the president may want to use the strategic plan to inform which facilities projects will rise to the top. Cabinet will set aside time to talk about our role and priorities for the strategic planning process.

Debriefing on Hurricane Sandy – Gaunt

There was a debriefing on Hurricane Sandy at the Deans Council meeting; there was concern about how to deal with the students' loss of class time. There was a recent announcement about that from VP Edwards. Discussed the difficulty of communication without power and devices; text messaging seemed to be the most popular way. Gaunt talked specifically about the libraries, and the issues associated with services that are not instructional and that take part in the evenings and weekends. Edwards has supported our decisions. Thought it might be worth our reviewing what we learned and what we might be able to do in the future. Agnew said we need to consider staff that have early hours and leave before 5 a.m. If they are without power they may not be able to receive e-mail messages, consult the website, or have phone service to receive and emergency calling chain message. There are also issues at TAS with the doors unlocking automatically. They unlock from 8-5; even though we asked them to lock it until the university reopened, but they didn't; we are not sure if the security camera is functioning. We need the ability to lock our own doors; we have a meeting next Friday with security that Puglisi will attend. Gaunt noted that our current practice is that the university puts the campus operating status on its website and we follow it; if we think we are going to act differently, we decide early in the morning, do a calling chain, send message to rul everyone and post library hours on the website. If someone has no Internet access, they should have gotten a phone call. There are issues for the calling chain – if you have a landline and there is no power, you may not get a call; we need to have a cell number as backup if you have one. Puniello noted that the calling chain should not be hierarchal; it should be geographical. The staff member should also make an effort to find out the campus operating status before they leave home. Just wondered if there could be designated libraries for students who are trapped on campus; Puniello noted the difficulty with the number of people having keys, safety issues, and security. Womack said that we have to make a distinction between natural disaster and local emergency. Mullen said that even though the libraries were closed, virtual chat was open. Gaunt said that we have tiers of user services that we can talk about; we do not need to provide all services in an emergency situation; having the servers operational so our website and databases are accessible is a priority. The role that TAS plays in that is separate from the physical opening. Just solicited feedback from RIS staff, and had three suggestions about communication; we could use a broadcast system, a New Brunswick incoming messaging system – people could call in for messages, and have a message on the website. Offering a breadth of opportunities for people to get at info is important. We should also consider if we are doing a calling chain, we do two – one for the first responders and one for those coming in later. Fredenburg, Just and Gaunt will convene and discuss the issues identified; Golden reminded Cabinet that the three campuses are different, and that situations in each must be taken into consideration.

Follow-up Discussion on Research Services - Womack

Womack indicated that the Research Services document is an initial draft of the groupings of the services for the final report at the November Planning & Coordinating Committee. Looking at the list, a few were considered low investment for a variety of reasons, such as they are not viewed as core library services, we are unclear on their strong need, etc; Collaborative services were viewed as quite important for research support at Rutgers, but the Libraries would be facilitators or collaborators but would not take a leadership position. Leadership services were regarded as very important, and ones where the Libraries should take a leadership role. The process worked very well; we will take a leadership role in each of the six areas – conference services, citation management tools, copyright and licensing, research data management, scholarly communication and open access, and scholarly publishing. The list forms the basis for us to start on some of those activities and to say this is the direction we are going to move. Cabinet agreed with this framework, and Womack noted that the document is being brought to the Libraries Advisory Committee and the New Brunswick Faculty Council.

Moving Forward with the Strategic Plan - Boyle

Boyle shared with Cabinet through the Sakai site the action plan grid for this year; need to fill it out with annual goals and make sure oversight responsibility is assigned to someone at Cabinet. Timing is awkward in that a lot of our groups have already set goals for this year. Many had the strategic plan, but not the details now available. Jeanne asked the best way to help Cabinet members fill out their action plans for this year and assign Cabinet oversight: put out a general call by email to fill it out; do you want to send us the activities from different groups and we'll add; and, for the oversight assignment, have a Cabinet subgroup sit down and assign these. Gaunt noted that the call has gone out asking all the standing committees and groups to build their annual action plan. The only question is whether or not any of those were just a reaffirmation of things in the plan or were there additional items for this year. Additional items should be pulled into the action plan and oversight assigned. There is a lot in the plan, but this is our plan over three years. The strategic activities we have agreed on should be known to people involved, and they can decide when they want to do it. When you think about the process, we look at what we accomplished last year, what carried over, what are our greatest needs; it is more than that ,and a bit more holistic; we have grants and a lot of activities that have to continue. Submit by the end of November.

Pilot Effort in Patron Driven Acquisition of Monographs - Izbicki

Izbicki gave an overview of the Patron Driven Acquisitions (PDA) Pilot Program. The pilot's goal was to explore user interest in e- books across the disciplines and to ascertain where the highest interests were located by broad discipline, and what the potential cost might be in a given year. The pilot ran from late January to early May in the spring semester of 2012. We worked with our approval plan vendor. The pilot was designed to include all e-book titles for books that we would actually consider acquiring, and we added all the catalog records for these e-books to the catalog. Users could search the catalog and call up any title they found, browse the table of contents, or read a few pages. A “purchase” would only occur with the third substantial use – content assessed, not just tables of contents. 323 titles were added, costing $34,357.59, an average of $106.37 per title acquired. The highest level of demand was in medicine and related fields – 117 titles. Science fared best – 219 titles; social sciences had 66, and humanities 34. If we were to adopt this, the first thing we would have to have is a guarantee of sufficient financial support. We did purchase these things and they are still available. Analysis by a team would need to be done regularly. Gaunt would like a report and analysis.

Library Assessment Conference Update – Boyle

This agenda item will be tabled until the next Cabinet meeting.

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