Minutes of May 15, 2014 Meeting

Grace Agnew, Bonnie Fong, Karen Hartman, Tom Izbicki, Michael Joseph, Barry Lipinski (recorder), Rhonda Marker, Kevin Mulcahy (chair), Janice Pilch, Gracemary Smulewitz, Elizabeth Sosnowska, Julie Still, Ann Watkins, Mary Beth Weber, Tao Yang
Manuel Jusino
Vincent Pelote

1. Approval of the Agenda- All

The agenda was approved as distributed.

2. Approval of the Minutes from the April 17, 2014 meeting

The minutes were approved with the following changes:

3. Chair's Report-K. Mulcahy

K. Mulcahy posted the following spreadsheets to Sakai:

We are $1 million in the hole in free balance but we still have a cash balance of $2.6 million. For state funds we have a negative balance of $1.4 million. We have a slightly higher collections budget for 2014 than in 2013, but the increase falls far short of full funding for RUL's new responsibility for the Health Sciences collections and the expense of joining the CIC.

4. AUL Report-T. Izbicki

The presentation by Marianne Gaunt, Lila Fredenburg, and Abbey Baker to the Administrative Council seems to have been well received But there is still no news on the budget decision. We'll be likely to get flat support from the University because of the State's budget problems. We still have to look at the fact that our budget is inadequate, particularly with the University adding new chairs, new emphases, and new programs. We will be lucky if the State gives us the same amount of money next year as this fiscal year.

A selector's meeting will be held to discuss how to handle the budget situation. The Library Advisory Committee is drafting a communication about the Libraries budget in the light of the Budget Scenarios proposed by the University to which we had to respond. CIC expenditures by RUL fell below the expected $200,000.

The Haithi Trust agreement is in the final stages of review. Part of membership in the trust is digitizing unique resources, and the Libraries will have to determine what we will contribute to Haithi Trust.

T. Izbicki attended the CRL meeting in Chicago. CRL will be running a deficit budget to invest in infrastructure. There is an emphasis on government information, big data in the age of digital. But libraries have been inconsistent in addressing the preservation of these materials. More money is spent on digitization of government data than is spent on declassification.

CRL is introducing eDesiderata, a tool for looking at proposed collaboration in the future.

Cabinet heard a presentation on branding based on user survey responses. It will be useful to look at the survey data.

T.Izbicki has been asked to serve on a PALCI steering committee (Distributed Point Archives) that will examine making a commitment to keep one copy of everything.

5. AUL Report-G. Agnew

Faculty has a misconception of Open Access. They see it as something of less value. LRC needs to look at the tremendous changes that are coming in Open Access. We need to look at all aspects of it.

We need to take a fresh look at the Last Copy policy from a user's perspective.

6. CTS Report-M. B. Weber

Completed performance appraisals.

Mary Beth Weber, Melissa De Fino, Fay Austin, and Yu-Hung Lin attended the VALE Valid Summit in April that was held at Rutgers.

Reviewed what information we collect for statistics, and discussed what should be reported out to other groups (LRC, selectors, etc.). In addition to acquisitions and cataloging statistics, will begin collecting information on error reports received via the form in the Library Catalog.

Melissa De Fino:

Yu-Hung Lin:

Jane Otto was elected to a second term as a University Senator.

Carla Zimmerman served as one of the Rutgers Day co-chairs.


All orders submitted on funds that were open for ordering have been placed. Remaining orders on fund codes that are closed, or funds that have been spent, have been returned to selectors to their OASIS inbox.

Tom Izbicki has closed ordering for the year in preparation for rollover, orders can still be placed on select funds which remain open all year long such as REMX.

Kati Ritter has started processing the UN package as a subscription; this will allow the annual amount paid for monographs to rollover and encumber funds at the beginning of each fiscal year. If this test workflow proves efficient we will implement using subscription-type orders for the World Bank package, and later for all recurring monograph orders.

Have detected a lot of duplication of Springer titles. The duplication occurs when selectors place an order in OASIS and later that title becomes available as part of the Springer ebook package. We have been able to return most of the duplicate titles. Moving forward we will implement a duplication check before placing orders in OASIS. Springer titles requested in OASIS will be isolated and manually searched against the Springerlink platform before the order is placed.

Handled 512 approval orders, 572 firm orders, and 16 recurring orders in April 2014. Canceled 71 Firm orders in April 2014 due to budget issues.

Monographs Cataloging

Both the purchased and donated monographs backlogs date back to February 2014. There are 1,354 items in the gift monograph backlog, and 314 items in the backlog of purchased monographs. The section received 445 gift and unit receipt items this month. Have a backlog of approximately 12,000 electronic records (monographs, videos, and scores) in various sets that are waiting to be processed and loaded.

Cataloged 412 books for Robeson's EconKids juvenile book collection.

Record sets:
added UMDonline items to PsychOnline (40+ titles).
American History in Video (441 records) was loaded into the Library Catalog and now is available to users.

Cataloging Russian and Belarusian monographs with the assistance of a graduate student who is fluent in both languages.

Two staff members from Acquisitions are helping to catalog the backlog of purchased monographs as their schedules permit.

Student assistants from the East Asian Cataloging Section have been assisting with end processing since the staff member who handled end processing has retired.

Continuing Resources Cataloging Section

East Asian Cataloging Section

Special Collections Cataloging Section

7. DTS Report-G. Smulewitz

Regarding T. Izbicki's report on last copy, we also subscribe to the last copy policy of VALE. How do we balance PALCI with VALE?

We are now participating in SCOAP3 (see http://scoap3.org/what-is-scoap3 for more on the program). Certain publishers have agreed to make their High-Energy Physics journals Open Access. They are not changing their platforms; there is no maintenance for RUL.

We need to have a policy for Gold Open Access. It is hard to identify which articles are Open Access in a hybrid journal.

B. Fong commented that she had attended a presentation on Open Access for the Environmental Sciences program. Points made there were that we need to provide more education for faculty. Some articles may be free even if RUL does not subscribe to that journal.

T. Izbicki said that the libraries need to look at the preservation aspects of Open Access.

J. Pilch said that students and faculty don't understand Open Access at all. For instance, many YouTube videos are lawful but they are not labelled and people do not know that it is OK to use them.

G. Smulelewitz reported that DTS is in the process of restructuring its organization to meet constantly changing work. DTS will be focusing on electronic resource holdings management and electronic resource deselection management. We need definitions for where material should be held.

G. Smulewitz said DTS is examining the question of what are statistics telling us? How can we report them differently? Staff attended a program where they were asked to present statistics in a digital visual way, bringing a spatial dimension to analysis.

8. Report from SC/UA

M. Joseph reported that a program was revived this year to engage young artists in RUL programs. Emily Ann Knowles and Abigail Gualtieri were winners of the Special Collections Book Award.

9. Petition Proposal-K. Mulcahy (text appended to agenda)

K. Mulcahy shared a petition he had drafted for librarians to give to faculty and students documenting the dire effects of inadequate funding for collections and asking for faculty and student support. Spirited discussion ensued regarding what would be the most effective approach.

10. CRL Poll Discussion

Information was shared in an earlier email from T. Izbicki.

11. Announcements

E. Sosnowska reported that a Health Sciences Task Force, formed by Judy Cohn and including Laura Mullen, met on April 23rd. It was determined that a collection analysis report of health sciences collections at LSM, Smith, RWJ, and Dana was needed. The group will then come up with ideas and recommendations regarding the collections.

G. Smulewitz said DTS should be included to assist in this analysis since it is the kind of activity it regularly performs. She recommended that the analysis not be limited to the above-mentioned libraries, but rather draw from collections system wide.

B. Lipinski announced that since the introduction of theft prevention posters in the lobbies of Alexander, Kilmer, Douglass, and LSM on April 9th, no thefts had been reported. Prior to April 9th, there had been 55 thefts reported in the New Brunswick/Piscataway libraries; 37 were stolen laptops.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/lrc/minutes/lrc_14_05_15.shtml
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