Minutes for June 8, 2007 Meeting

Draft Submitted: July 12, 2007

K. Au, S. Bartz, S. Beck, N. Borisovets, J. Boyle, E. Calhoun, C. Finlay, T. Frusciano, R. Gardner, M. Gaunt, T. Glynn (recorder), S. Harrington, K. Hartman, M. Joseph, T. Kuchi, L. Langshied, R. Marker, L. Mullen, J. Niessen, F. Olin, M. Page, F. Perrone, P. Piermatti, F. Puniello, R. Sewell, J. Sloan, L. Sun, F. Tehrani, R. Tipton, M. Weber, R. Womack, C. Wu, J. Xia.

Executive Summary:

The Planning Committee continues to work on the implementation of the new two-council governance structure approved at the Faculty meeting on March 2, 2007.

The Planning Committee continues to work on implementing the Strategic Plan.

The Planning and Coordinating Committee has approved "Guidelines for Writing Personal Statements for Promotion and Tenure Actions." They have been posted on the Library Faculty page under "Academic Reappointment/Promotion Instructions."

The Deputy Faculty Coordinator and the Advisory Committee on Diversity are crafting language to be used in position announcements designed to make the Libraries more attractive to candidates from underrepresented groups.

A "Reorganization - 2006" page has been added to the RUL Faculty webpages.

The meeting was called to order at 9:15 a.m. The agenda was adopted and the minutes of the faculty meeting on March 2, 2007 were approved.

1. Unfinished Business: Faculty Reorganization Update and Discussion - M. Joseph

The Planning Committee, a subgroup of the Planning and Coordinating Committee, continues to work on the implementation of the new two-council governance structure approved at the Faculty meeting on March 2, 2007. Michael Joseph, the chair of the committee, reported that their overall goal is to coordinate the new councils with the Strategic Plan, and, in accordance with the reorganization process as articulated on September 22, 2006 in the Committee of the Whole Meeting on the Subject of Libraries Reorganization, to reduce the number of councils, improve communication, and make relations between faculty and administration more fluid.

The document describing the composition and purview of each council has undergone several revisions. Joseph summarized the most significant changes to date. In the current iteration, the Associate University Librarian (AUL) for Collection Development and Management and the AUL for Digital Library Systems would serve on the Library Resources Council (LRC) and the AUL for Research and Instructional Services and the AUL for Facilties Planning and Management would serve on the User Services Council (USC). Also in the newest revision, the councils would have open elections for the chair, whereas previously it was stipulated that only a faculty member could serve in that position. On a related matter, the agenda for each meeting would be proposed by the chair and one of the AULs, on a rotating basis, rather than by the chair alone. Finally, the language of the new document was crafted to reflect the goals and objectives of the new Strategic Plan. Joseph emphasized that our governance structure should be fluid and evolve as the aims and values of the Libraries change. We may therefore want to reconsider the council structure when we develop our next strategic plan.

The Document was discussed at the May 28 meeting of the Planning and Coordinating Committee, and the following criticisms registered in open discussion:

The RUL Faculty discussed the two-council structure briefly. One member suggested that more details regarding the election of the chairs be included, in particular the length of the term of office. It was also proposed that the chairs of the councils be granted some release time, in consideration of the extra duties involved. There was also a recommendation that the two chairs serve on the University Librarian's Cabinet. Some members disagreed on the grounds that each council would already be represented there by two AULs.

The document describing the two councils perhaps will be discussed further by the Cabinet, the Planning Committee, the Planning and Coordinating Committee, and the existing councils, depending on what the Planning Committee decides to do with the feedback from this meeting. The RUL Faculty may vote on it at its next meeting. Joseph encouraged everyone to communicate their concerns and suggestions to him as the process continues and stressed the importance of our governance structure to every faculty member, both personally and professionally. He also thanked his fellow committee members for their efforts. Jeanne Boyle, Rhonda Marker, Andrew Martinez, John Maxymuk, Laura Mullen, Roger Smith, Roberta Tipton, and Ryan Womack serve with him on the Planning Committee.

2. Planning Committee - M. Joseph

The Planning Committee also continues to work on implementing the Strategic Plan. The chair, Michael Joseph, and the AUL for Planning and Organizational Research, Jeanne Boyle, have requested that, as system-wide groups within the Libraries develop their goals and objectives for the coming year, they bear in mind the goals and objectives set forth in the Strategic Plan. The compiled goals and objectives of all the committees and councils will be presented to the Cabinet and the Planning and Coordinating Committee so that they can develop coherent goals system-wide and allocate resources effectively.

The University Librarian thanked the Planning Committee for all their work in the past year.

3. Report of the University Librarian - M. Gaunt

The Virtual Academic Library Environment of New Jersey (VALE) is exploring the possibility of acquiring open-source Integrated Library System (ILS) software for the state library community. Such a system might be adopted by a number of academic institutions, as well as the twenty public libraries in the state that currently have no ILS at all. A task force has evaluated, among other systems, Evergreen, which was developed by the Georgia Public Library Service for their PINES consortium. They are now preparing report to the Executive Council. The Pennsylvania Academic Library Consortium (PALCI) may be interested as well. We will discuss this exciting development further in the fall.

The annual membership meeting of the Association of Research Libraries (ARL), focusing on "Libraries and the Research Process," was especially informative and productive this year. Of particular interest was a report on a Mellon-funded project at the University of Minnesota. It explored new roles that university libraries can undertake to support research, beyond merely purchasing, subscribing to, or creating content. A diagram was distributed to help participants visualize how the library can become integrally involved in the research process (see http://www.lib.umn.edu/about/mellon/docs.phtml and click: "Primitives, Behaviors, and Services"). At its center were four core tasks or "primitives": "discover," "gather," "create," and "share." Along its border were specific services that libraries can offer to facilitate those activities, such as citation management tools, collaborative file space, and digital conservancy. In light of the study, the Councils and other groups need to consider, among other issues, what skills and structures are required to support those services and how they fit into the new Strategic Plan.

There were several other highly informative programs and discussion sessions. The proceedings of the meeting, including links to PDFs, PowerPoint presentations, and Web presentations may be found at: http://www.arl.org/resources/pubs/mmproceedings/150mmproceedings.shtml. The membership meeting next May will focus on various aspects of the research process, including space, training, and organizational structures.

The lead article in the May 2007 issue of College & Research Libraries, a study of "Attitudes of Presidents and Provosts on the University Library," tests whether the time-honored concept of "the library as the heart of the university" remains relevant today and is reflected in the funding of university libraries. Some of the key findings include the need to educate administrators regarding the services that the library can provide the academic community and that funding will suffer if the library as viewed as simply a collection of books. "Serving a public good is no longer enough to ensure funding and administrative support the library must now demonstrate how it serves the university mission." Innovation and securing outside funding are critical in doing so. Our new Strategic Plan will help place the Libraries at the center of the University.

The administrative, professional, and supervisory (APS) staff is in the process of unionizing. Different job classifications will be represented in different bargaining units.

The University Librarian thanked Jane Sloan, the Faculty Coordinator, and Michael Joseph, the Deputy Faculty Coordinator, for their hard work during the course of the academic year. She noted in particular their service on the University Librarian's Cabinet. She also thanked and bid a fond farewell to Constance Finlay, the librarian at the School of Labor and Management Relations, who is retiring this summer.

4. Report of the Faculty Coordinator - J. Sloan

Since the last Faculty meeting, the Planning and Coordinating Committee has approved "Guidelines for Writing Personal Statements for Promotion and Tenure Actions." Written by Mary Fetzer with the assistance of the Personnel Policy and Affirmative Action Committee (PPAAC), they have been posted on the Library Faculty page under "Academic Reappointment/Promotion Instructions."

The committee also discussed "core competencies" for librarians. While they decided not to develop a list of competencies, in the course of the discussion it was decided to examine and hone the language that we use in our position announcements to attract minority candidates. Michael Joseph, the Deputy Faculty Coordinator, Triveni Kuchi, chair of the Advisory Committee on Diversity, and Wen-Hua Ren, also a member of the committee, have undertaken this task. Kuchi came forward to report on this work. As a first step, they are collecting statements used in advertisements posted by our peer and aspirant institutions. Among some preliminary conclusions, they strongly recommend that, in order to highlight our multicultural strengths and commitment, we omit language that appears merely pro forma and develop a lexicon that will portray the Libraries as sincerely welcoming minorities. They also suggest that we explicitly refer to the goals regarding diversity in the Strategic Plan. In the future the Diversity Committee will sponsor workshops to help search committees work more effectively to recruit from underrepresented groups.

A "Reorganization - 2006" page has been added to the RUL Faculty webpages (http://www.libraries.rutgers.edu/rul/staff/lib_fac/fac_reorg_2006/fac_reorg_2006.shtml). It includes links for two new committees: the Planning Committee, a subcommittee of the Planning and Coordinating Committee, and the Committee on Scholarly Communication.

Among their other duties, the Faculty Coordinator and the Deputy Faculty Coordinator now serve on the University Librarian's Cabinet. In light of their increasing responsibilities, we may want to consider some kind of release time for these two important positions.

The Faculty Coordinator thanked Tom Glynn, the Faculty Secretary and Sara Harrington, who served in his stead while he was on sabbatical, for their work during the course of the academic year.

5. Resolution on the Retirement of Penny Page - S. Harrington

Sara Harrington offered the following resolution upon the retirement of Penny Page, Librarian at the Center of Alcohol Studies, after and long and prolific career at Rutgers:

Proclamation in Honor of Penny Booth Page

Penny Booth Page, Director of Information Services at the Center of Alcohol Studies, Rutgers University, will retire on August 1, 2007.

Penny has made numerous and noteworthy contributions to Rutgers University, and in particular, to the Center of Alcohol Studies and the Rutgers University Libraries, as well as to academic librarianship in New Jersey and beyond throughout her distinguished career.

Penny Page has helped to make the Center of Alcohol Studies Library world-renowned for its collection of materials related to the study of alcohol and substance use within a context of championing the core values of librarianship: equal access and service to all. The web guides, finding aids, databases, and electronic publications that she has created provide high quality, scholarly resources on substance use and abuse and are freely available on the Web.

Penny is a distinguished scholar who has authored numerous peer-reviewed print publications, including two books, and twenty-three articles or book chapters, and has presented numerous papers at national and international conferences. Penny is an internationally recognized expert on the early alcohol researcher E.M. Jellinek. Penny has also served on editorial boards including the Thesaurus Advisory Committee of the National Institute on Alcohol Abuse and Alcoholism.

Penny's record of service to the profession is remarkable. She has served as a tireless volunteer and active participant in the New Jersey Library Association in numerous capacities. A member of NJLA since 1982, Penny has served as NJLA Secretary, College and University Section Secretary, has served on both the Scholarship Committee and the Research Committee for over twenty years, and has chaired both Committees. She has also participated energetically in RUL activities serving as Faculty Secretary, and on numerous committees including the Rules of Procedure Committee, the Personnel Policy and Affirmative Action Committee, and the Research Leave Review Committee, just to name a few.

Throughout her career, Penny has exhibited a steadfast dedication to New Jersey academic libraries that manifested itself not only in excellence in librarianship, a significant record of original scholarship, and a strong commitment to service, but also in subtler forms. Penny has encouraged and mentored many New Jersey librarians now working in academic and public libraries and is known to be an ideal supervisor. She treats each employee, from work-study students to librarians, as valuable members of the team, she welcomes and listens to everyone's opinion, rewards initiative, and creates a calm, productive, and even engaging and fun work environment in the Center of Alcohol Studies library.

It is for all of these reasons that we proclaim our thanks as a faculty to Penny Booth Page for her outstanding librarianship, superior scholarship, and stellar service to the profession. We wish you great joy and success in the next chapter of your life. Penny, you will be missed.

The resolution passed by unanimous and hearty acclamation.

6. Communications

There were no communications.

7. Reports of members serving on University Bodies

These were distributed via email prior to the meeting.

8. Reports of Standing Committees

These were distributed via email prior to the meeting.

The meeting adjourned at 10:35 a.m.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/rul_faculty/minutes/rulfac_07-06-08.shtml
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