Minutes of March 21, 2007 meeting

Jeanne Boyle, Howard Dess, Mary Fetzer, Rebecca Gardner, Marianne Gaunt, Tom Glynn (recorder), Karen Hartman, Michael Joseph, R. Marker, J. Maxymuk(via teleconference), Jane Sloan (chair), E. Stec, R. Tipton, Ryan Womack.
E. Stec, R. Womack
R. Sewell

Executive Summary:

The Planning Committee will charge the two new councils, The User Services Council and the Library Resources Council.

The Associate University Library for Collection Development and Management will finalize the proposal for the new Scholarly Communications Committee in light of a discussion with the Planning and Coordinating Committee.

The meeting was called to order at 9:30 a.m. The agenda was approved. The minutes of the February 2007 meeting will be approved via email.

1. Report of the Chair of Planning - M. Joseph

The Planning Committee continues to work with the councils and committees in the Libraries to apportion "ownership" of various parts of the Strategic Plan. They are filling out a grid with groups on one axis and objectives in the plan on the other. The Planning Committee is also developing a process to interpret the resulting data.

2. Old Business: Faculty Governance, the Two-Council Structure - J. Sloan

The Library Faculty approved a new two-council structure at the spring meeting on March 2. The new structure will consist of a User Services Council (USC) and a Library Resources Council (LRC), both chaired by elected faculty members. At the faculty meeting, the Rules of Procedure Committee (ROP) agreed to revise the faculty by-laws to effect the change. The Faculty Coordinator asked if committee members had any guidance to offer the ROP.

A number of suggestions were made regarding the specific wording of the charge. In regards to the LRC, it was noted that many of the Libraries' resources are essentially leased not "owned." In addition, some members were somewhat concerned that the charge never refers specifically to collection development. It was pointed out that "utilization" of resources should fall under the purview of the USC, not the LRC and also that the resource sharing is an important function of the USC. A number of members suggested that the relationship between the new Scholarly Communications Committee and the Councils should be referred to in the charge.

Generally, the committee agreed that the specific wording of the charge was less important than making it as clear as possible who does what. The digital environment makes possible a range of new resources and services, yet it is sometimes difficult to delineate specific roles. In light of the work the Planning Committee is undertaking with groups in the Libraries to assign responsibility for parts of the Strategic Plan, it was felt that they were in a better position to charge the two new councils. The committee will report to the Planning and Coordinating Committee in May.

3. Old Business: New Faculty Committee on Scholarly Communication - R. Sewell

At their meeting on March 2, the Library Faculty discussed a draft proposal for a new Scholarly Communication Committee. Robert Sewell, Associate University Librarian for Collection Development and Management, revised the document and presented it to the Planning and Coordinating Committee. Sewell expanded the proposed membership of the committee to include a fourth associate university librarian (AUL for Planning and Organizational Research) and specified that the three elected faculty members would represent the arts and humanities; the social sciences; and the sciences. He also emphasized more strongly the evolutionary nature of the committee. The first stage of the committee should not last more than four months and the committee could proceed to the second stage without having developed a fully comprehensive plan for scholarly communication.

The Planning and Coordinating Committee reviewed the revised document at length. The two issues that generated the most discussion were geographic representation and the committee's relationship to existing groups in the Libraries. On one hand, some members suggested that campus representatives would play an important role in reaching out to teaching faculty on all three campuses. Others pointed out that the frequent faculty forums referred to in the document would serve the same function and Sewell stressed that the committee in its second stage would work closely with library faculty in Camden and Newark to ensure that the entire university community would have the opportunity to participate. Sewell also stressed that defining the relationship between the Scholarly Communication Committee and other groups would be an important part of the committee's work during the first stage. Members of the Planning and Coordinating Committee suggested that it would be particularly important to clarify the relation between the new committee and the Digital Repository Review Committee, the RUcore Technical Development Steering Committee, and the RUcore User Services and Applications Working Group.

Sewell will finalize the document in light of the comments from the committee. The Faculty Coordinator will contact the chair of the Rules of Procedure Committee to discuss a special election for the elected representatives to the Scholarly Communications Committee.

4. New Business: Core Competencies - J. Sloan

The Faculty Coordinator circulated a draft charge for the Personnel Policy and Affirmative Action Committee (PPAAC) regarding "core competencies." In it she explained that core competencies in librarianship have been defined very narrowly ("a knowledge, skill, or ability that contributes to a successful completion of a task") and very broadly ("attitudes, approaches, and actions that that make possible the profession's long-term strategic advantages"). She also pointed out that some institutions have placed greater emphasis upon "core values," which they feel should precede the identification of core competencies. The draft charge requests PPAAC to compile lists of core competencies from other academic research libraries and to address how we might define competencies and values in the context of the Rutgers Libraries. The purpose of the project would be to understand how useful they might be in recruitment, mentoring, promotion and review.

The Planning and Coordinating Committee discussed the draft charge at length. A minority felt it might be a productive exercise and that we could at least collect lists of competencies and values and assess at that point whether to continue. Others argued that such a project would entail a considerable amount of work and questioned how useful it would be. They argued that the charge does not address any particular problem. It was also pointed out that search committees are expected to examine position announcements and lists of core competencies and values from other institutions and from professional organizations as a matter of course. The committee did agree that it would be helpful to craft statements to be used in our position announcements that would encourage applications from minority candidates. The University Librarian will contact Triveni Kuchi, chair of the Advisory Committee on Diversity and Sandy Troy, the Libraries' Resources Librarian Manager, to discuss this. Michael Joseph volunteered to assist the committee.

5. University Librarian's Report - M. Gaunt

The University Librarian distributed a handout and reported on open lines system-wide. In the Libraries Administration, the new Associate University Librarian for Research and Instructional Services position is in recruitment. The search committee is reviewing resumes and one interview is currently scheduled. The position announcement for the Director for Administrative Services will be posted shortly. In Newark, the vacant director's position has been advertised and we are receiving resumes. There are also two lines filled with temporary librarian Vs. In New Brunswick, interviews are scheduled for the East Asian Librarian and the Social Sciences Data Librarian. An offer is pending for the Humanities Librarian. We may wait to recruit for the new the Instructional Technology Development Librarian position until the new AUL for Research and Instructional Services is here. There are seven frozen lines in New Brunswick, some filled with temporary appointments. In Technical and Automated Services, there is one frozen line, two temporary appointments scheduled to expire at the end of June, and a proposal to recruit a cataloger as a librarian V. This line, however, may be recruited as a tenure-track position if the AUL for Digital Library Systems can secure sufficient funding.

At the end of the academic year the University Librarian will review available funds and consider on how many lines we can afford to recruit in 2007-2008. The money would come from the "reserve salary." These funds come from three sources: new faculty and staff vacancies (the difference between the salary of the person retiring/leaving and his or her replacement), money saved when a staff position is reclassified to a lower level when a staff member leaves, and below-the-line monies (which will probably be very meager next year).

The New Jersey State Ethics Commission has begun work on an ethics document for state employees. The presidents of the research universities in the state have reviewed a draft and have argued that in many respects it does not apply well to academe. For example, state employees may have to secure permission to publish, which is directly opposed to a culture of academic freedom. Other issues, such as honoraria, consulting fees, and documenting travel expenses, are under discussion. The final document is likely to require considerably more detailed annual reporting.

The fourth annual reception for faculty authors was held on March 20. Ninety-one publications were on display, thirty-one of which were not held by the Libraries and were generously donated to our collections. The exhibit of the books will be on display in the lobby of Alexander Library through April 30.

At the request of the National Endowment for the Humanities and the Rutgers Office of Federal Relations, the Institute of Jazz Studies will participate in National Humanities Day in Washington. Also, Dan Morgenstern of the Institute was consulted by the Association of Research Libraries as they prepared a statement on the importance of preserving audio that will be used as part of Library of Congress testimony to Congress.

The process of prioritizing for the next capital campaign continues. Several committees are reviewing submissions and eventually the Rutgers Foundation will select six to ten "showcase proposals." Those remaining, including those submitted by the Libraries, will still be part of the campaign. There will be an open database of all the proposals, searchable by topic and department.

The meeting was adjourned at 12:15 p.m.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/fac_coordinating_com/minutes/coordcom_07_03_21.shtml
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