Minutes of April 22, 1999 Meeting

Natalie Borisovets, Jeanne Boyle, Ilona Caparros, Jeris Cassel, Tom Frusciano, Judy Gardner, Harriette Hemmasi, Jackie Mardikian, Ann Montanaro, Penny Page, Bob Sewell, Thelma Tate
Susan Beck, Ben Beede, Ellen Calhoun, Ron Jantz, Ann Scholz-Crane

Agenda and Minutes - Accepted as presented

AUL/PSC Report

Jeanne Boyle reported on the following:

The new VALE interface will become available May 1. It will still be a work in progress, but VALE databases will be accessed from our local servers. With assistance from Linda Langschied, Ann Scholz-Crane completed the interface documentation overview requested by Dave Hoover. The SiteSearch documentation contains information that will be helpful for librarian and staff training as well as user assistance and instruction. Jeanne will forward a copy of the report to SACOPS members. The VALE committee working on training issues has not been active, and it was suggested that Rutgers develop its own documentation. It was suggested that this issue be referred to the Instructional Services Committee.

Two Internet workshops for Friends members were held. About 10-12 people attended each session. They were taught by Jeris Cassel and Scott Hines and were well received and appreciated. Many thanks to Jeris and Scott.

There will be a topical discussion sponsored by the Friends this Sunday from 2 until 5 p.m. at the Library of Science Medicine. Professor Peter Day will lead a discussion on the subject of genetic manipulation.

The impact of not loading tapes into OCLC was discussed at the last Cabinet meeting. SACOPS should discuss this at its next meeting.

At the recent ACRL conference in Detroit, technology was a part of every meeting. One of the most interesting sessions was a major presentation by Michael Rosenzweig, editor of Evolutionary Ecology Research.

Jeanne distributed copies of Public Services Administrative Memo 18, Information Service at Rutgers University Libraries. She proposed a discussion about reference service for the next SACOPS meeting. The PSAM needs to be updated, and we have to consider the place of reference in our changing service program. Part of the discussion is how Ask a Librarian fits and how it will continue and develop. This is a large discussion that might be appropriate for a faculty meeting discussion and that will certainly be important for the new Council to consider.

AULs will be meeting to discuss implications of Y2K, and that topic will be appropriate for SACOPS to consider at its next meeting. Ann Montanaro is the Libraries' representative to the university committee on this topic.

Systems / LIS Updates

Ann Montanaro distributed database use statistics for 1998/99 current through March. She noted that use does not rise as much in the spring semester as in the fall. Discontinued databases continue to have high use. Proquest use has increased substantially, and it was noted that this might be because the Camden home page directs users to this database. The Ovid Social Science Index is one of the discontinued databases that still have high use. Index users are 2:1 getting to the indexes from the web pages rather than through IRIS. Contemporary Women's Issues is receiving a fair amount of use even though there is only one simultaneous user allowed. Users are locked out a lot from this file. ABI/Inform Ovid has more flexible searching than VALE and permits users to email results. It is now, however, not current enough for many searches. Kilmer librarians are working on a list of capabilities needed in VALE ABI/Inform. It was suggested that the work of reviewing the VALE interfaces could be folded into the networked resources evaluation/selection process discussion later in the agenda.

Judy Gardner reported on two proposed new circulation statuses and distributed examples of how they will appear in the public catalog. CHECKEDOUT(Recalled) would appear as soon as the A Team places a recall for an item; IN-LIBRARY(In-transit for hold) will appear as soon as an RRS staff member places a hold on an item and ships it to another library for a user. The intention of the statuses is to give the user more information for deciding whether to request an item. There was discussion about status labels and definitions and the related messages that users receive in Self Services. It was suggested that user focus groups would help us evaluate the effectiveness of our various labels and messages. It would also be useful to be able to click on circulation statuses in the catalog and link to the relevant Self Services messages. We will need a systems administrator in order to investigate such linking. The message CHECKEDOUT(Recalled) was approved. The second message was recommended to read IN-LIBRARY(In-transit for user). Implementing this message will depend on getting the trap holds wizard running.

Judy also reported that Workflows training was ongoing. May 24 is the Workflows implementation date.

Extended Campus Services Task Force Report

Jeanne welcomed and thanked Anne Watkins and Rebecca Gardner, co-chairs of the Extended Campus Services Task Force. The Task Force report is a model investigation of an important issue.

Anne reviewed the Task Force report and recommendations, and Rebecca reviewed a web page prototype for "Off-Campus Support". The web page pulls together in one place information available in other places and will be useful to anyone outside the library walls. The Task Force had extensive discussion about having separate, designated librarians for off-campus services and recommended instead a principle of integration. Instruction could be done on site or remotely.

Discussion focused on instruction and how to integrate and coordinate services. Remote instruction will require training for librarians. There is a program at Kean University, and perhaps the TEC could help. There are times when being at the off-campus site will be necessary, but there will be resistance. Librarians will need such support as mileage reimbursement and with technology at the remote site. Off-campus instruction needs to be made an organizational expectation and not just a volunteer activity. We need a policy statement. There is movement at other university libraries from having a separate office to integrating extended campus support staff with other services and departments providing services on campus. Ask a Librarian is a model for how reference librarians expanded their role to serve those outside the libraries, and that service will need more librarians involved. More than instruction is needed. The biggest problem is delivering materials and getting them back. Another concern is getting set up for remote access to our electronic resources.

The report was accepted, and the recommended actions will go forward.

Free Internet Databases (Medline)

Jackie Mardikian demonstrated the PubMed and Grateful Med search services and reviewed the many other useful databases available without charge from the National Library of Medicine web site. Links to full text Ideal titles and document delivery options were of particular interest. It was recommended that databases offered free on the Internet be made available through our web/research guides rather than through IRIS or on the Indexes web page. It was noted that we need more research guides and a search engine for our site. The indexes web page should include indexes for which we pay and have an introduction that explains this criterion.

Networked Resources Evaluation/Selection Process and Criteria

The document "Networked Resources Evaluation/Selection Teams" was shared by email before the meeting. It represents the AULs response to recommendations at the last library faculty meeting about database selection. Jeanne noted that it has been reviewed favorably by SACCDM, and NERS has disbanded. Harriette reviewed the document with the group. There were questions about the responsibilities of the individuals elected to the collection development council and about how the proposed teams will be formed. It was suggested that members could be self-selected to each team for a minimum term of two years. In addition to selection, the teams are also to respond to changes in subscribed resources when they are known. It was noted that we do not always receive adequate notice form vendors about changes, and it was suggested that we need a policy statement about what we will do when a vendor does not notify us appropriately.

Even with a defined process, we still need database selection criteria. Jeanne suggested that we begin by using the criteria from Minitex, and she distributed the annotations from the background bibliography compiled by Susan Beck and Howard Dess and a copy of the criteria. The group agreed these existing criteria could be used and modified for our needs as we gain experience. Jeanne and Bob Sewell will bring that recommendation to SACCDM.

It was recommended that the "Teams" document state clearly where the selection decision is made. Bob noted that the decision depends on whether the resource is free, from individual selector funds, from pooled selector funds, or from central funds. SACCDM is involved with the centrally funded decisions. Bob said that there are also odd situations, such as with Dow Jones, where there was no choice but to move to the networked version since the CDROM version ceased.

The Generalist Team was noted as necessary and important.

SACOTAS will review the "Teams" document, and the AULs will then make revisions and redistribute.

Bob Sewell distributed and reviewed a document "Rutgers University Libraries' Collection Development Strategies". It was noted that not canceling print subscriptions when "the viability of the electronic source is questionable" could result in very few print subscriptions being canceled.

Round Robin:

Judy Gardner distributed copies of a revised brochure for the Citation/Location Center. Dennis Massie from RLG visited Monday to demonstrate the new ILL Manager software and visit with ILL staff.

Jeris Cassel reported that the open instruction discussion was very useful and had a good turnout. Those who attended are interested in getting together again to discuss additional topics.

Bob Sewell shared a copy of the Art and Adventure exhibition catalog. The RU Press is selling it.

Harriette Hemmasi noted that we have a process for how to make networked resources available but we do not have a process for how to notify anyone when a resource is no longer available. It was recommended that everyone use the error record notice in IRIS if a resource is discovered to be newly incomplete or no longer available.

Jeris Cassel asked if the full-text within Dow Jones should have records in IRIS. Harriette replied that there is still discussion about Dow Jones. A systematic review would be helpful, and she asked Jeris to work with Mary Beth Weber on such a review. Thelma Tate again noted that vendors should give us regular updates about changes in their resources.

Tom Frusciano reported that the New Jersey medical heritage exhibit would be opening May 8.

Jackie Mardikian shared Standards Infobase brochures from Connie Wu. The brochure includes a form to request copies. The online form does not work. Individuals must pay for the copies.

Jackie also shared a new training guide from the Information Services Group Training Team. Comments should be addressed to Scott Hines. On behalf of the training team, she asked Jeanne that there be no surprises on our web pages or with new indexes, and so forth. Jeanne agrees totally with this approach and will continue to do all she can to prevent surprises for our front lines.

The meeting was adjourned.

Submitted by,
Jeanne Boyle

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