Minutes of March 28, 2013 Meeting

Axelrod, Boyle, Cohn, Devanas, Fishman (phone), Gaunt, Hallmark, Masschaele, Mullen, Norris, Novak, Wasserman

Open Access Policy Implementation

Mullen and Otto reported on progress of the implementation working group on preparing for the formal implementation of the University Open Access Policy. The working group is composed of some graduate students, teaching faculty, and librarians (Catie Coe, Dan Fishman, Susan Golbeck, Marie Haverfield, Andy Norris, Jane Otto, and John Ottomanelli). The group has met five times to address a three pronged approach - enhance the OA policy page & faculty deposit portal, utilize an advocate/contact from each academic unit/discipline to communicate about the policy and provide feedback, deliver educational programs and continue to expand the conversation. Progress has been made on developing the OA page. Considerable time has been spent on enhancing the faculty deposit portal to make it simple to search and deposit materials. They are brainstorming on ideas for a new look and feel: a simpler domain name; a name change for the policy itself (SOAR??). providing usage statistics, including an export citation feature. Eight formal presentations have been made to numerous and diverse groups/units.

Graduate students have been a very receptive group. Our policy is the only one that included graduate students. They are the scholars of the future. The WG is discussing how best to reach this group. They have provided important feedback about how to frame Open Access by focusing on access and impact and not "policy. "Their preferred social media for contact tis Academic.edu. There has been institutional progress to meet the terms of the resolution: we are now included in the Registry of OA Repositories Mandatory Archiving Policies (ROARMAP); we also joined the Coalition of OA Policy Institutions (COAPT), both of which give RU more visibility.

The timeline was presented and we expect a final report in December 2014 to RULAC when all deposit enhancements are in place and all systems are ready to go. The soft launch will be in spring 2015, and hard launch in September 2015 when we expect everyone to participate. We will do a public launch with a press release to the outside world that we are in business.

RUL Strategic Plan

Boyle provided an update on the development of the Libraries strategic plan in concert with the university's plan. She shared our current plan which was to take the Libraries from 2012-2015. There were five key themes wthl many action activities for each, with outcomes and indicators. The Libraries reported on mid-year progress, and the plan was posted on the public web and staff pages. She noted that librarians have been on many of the university committees in developing the university plan and have provided feedback. Our goal is to use the university plan as the major framework and adapt it for the Libraries - how we contribute to the university's achievement of these goals. We will use our current plan's activities and test them against the university "pillars" and update as necessary. We will hold unit discussions to surface new goals and confirm existing ones. Cabinet will combine all input into a single document and consider the broad goals. We will ask all staff to prioritize the inputs received, and Cabinet will review the results and make any additional changes as necessary. This timeframe should go from November through Spring. Boyle shared a sample of the merger of our current plan into the appropriate committee noted that there are many activities and wondered about achieving them. Boyle commented that they are not yet prioritized and some may be combined or eliminated. She also noted that financial resources will determine how much of the plan can be completed, but we will not overload it with activities that we will never be able to achieve. We want the plan to be an achievable stretch. As we progress we will bring the plan back to RULAC for additional input.

Integration of Legacy UMDNJ Libraries into RUL

Cohn was introduced to the committee as the Director of the Health Sciences Libraries in Newark and New Brunswick who reports directly to the VP/UL with responsibility for collection development and services for the Health Sciences programs of RBHS. She discussed the benefits of the integration of the former UMDNJ Libraries into RUL which were given during the integration planning - the merged libraries will be able to leverage each other's strengths to do more than either could achieve alone in support of university goals. She illustrated with a map of New Jersey the numerous places where RBHS has operations/relations. Noteworthy in our accomplishments were the merger of our catalog and circulation systems, the implementation of E-ZBorrow and UBorrow interlibrary loan systems; the creation of a Health Sciences portal that contains only health sciences information for quick and easy access; revised the policy for remote access for volunteer faculty who are clinical supervisors; re-branded all websites; and added Health Sciences librarians and staff to numerous committees to better engage across units. She also noted the work yet to be done related to the merger of our collections and the re-negotiation of licenses, and the merging of IT, financial and purchasing systems. Cohn described the variety of services provided by Health Sciences that differ from RUL - librarians accompanying doctors on clinical rounds; acting as a test site for national exams; creating health literacy dashboards, supporting faculty from bench to bedside. We have created a taskforce on the Health Sciences to examine how the combined collections, services and technologies serve the new cohort of faculty students and staff, and will respond to findings and recommendations for change as needed. It is important to recognize that between the two libraries there are different organizational cultures that need to blend. The Health Sciences deal with urgency and time dependent access and delivery of information. Immediate access to patient care information is expected. There is an emphasis on resources available at point of care, and they serve a varied and diffuse user population.

General Library Update

Gaunt reported briefly in the remaining time about our membership in the CIC. We have implemented UBorrow, the CIC interlibrary loan system which is working well. There is no cost for borrowing, and we now have a larger research librarian community from which to borrow with fast turn- around time. UP to now PALCI was our primary ILL group, but there were not as many major research institutions in that group. We will be putting aside $200K each year for major purchases. This is unlikely to be subscriptions, but rather one-time costs for digital package collections (monographs) or older newspaper collections. We have not yet signed our HathiTrust contract which will provide access to more than 90 million books digitized by google. A shared print repository is in its early stages. University of Indiana will house the collection that will start with the back runs of science journals. Once we have complete runs of each title, each library may wish to remove the print volumes from their collection to recover space for other uses. Many of these journals are already in digital form, and the need for multiple copies of print is unnecessary. We can rely on the CIC if we need a copy. We expect to have many collaborations that will benefit Rutgers students and facuilty moving forward.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/rul_adv_com/minutes/ruladv_13_11_29.shtml
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