Staff Bulletin

Metadata and Preservation Dept. Minutes, June 13, 2013

Present: Bower, Brisbin, Crocker (secretary), Feldhausen, Fine, Hedges, Higley, Ingersoll, Kaus, Kissee, Madsen, Miller, Talbot, Turvey-Welch

Leo's R&D Update - June 2013

More than a few people have asked me to share with the rest of the library my current and future projects, my research, and other interesting ideas related to the library world. So, I will be posting here on the Staff Bulletin on a regular basis, and I will keep the format informal. The hope is to provide you with news and updates in order to generate new ideas, projects, and collaborations.

This month, I am sharing a project that the three of us (with Laurel and Char) in the Office of Library Planning and Assessment are doing.

Research on Top 50 university libraries

Well, that title is a bit misleading. The purpose of the research is to discover some of the unique or innovative things other academic libraries are doing in order to help us achieve our 2025 plan. We have selected specific areas to focus on (e.g. I will be looking at development/fundraising and assessment strategies) and specific libraries to study a bit more in depth. We are hoping to finish the report by the end of the summer. 

Before then, however, I have found some cool things in my preliminary research which I think would be interesing to share:

• University of Georgia Libraries has their own gift shop for fundraising, which is awesome! 
• Rugter University Libraries "acknowledges the creative use of university library collections in the production of a multimedia-based research project focused on women's or gender issues" by presenting Undergraduate Multimedia Awards to their students.
• For faculty, Rugter offers 2 new pilot services this year related multimedia: 1) Streaming Media Reserves pilot service: "Instructors may request that short sections of audio and moving image material be made available as streaming files through the Library Catalog's Reserves module. " and 2) DVD clipping service: "Media Services staff will create a custom DVD of portions of audio and moving image works for instructors to use in the classroom or place on Reserve for students."
• Rugter, which puts a lot of emphasis on digital librarianship, created a new resource called RUanalytic. "The RUanalytic allows students and faculty members to create a playlist of video clips that can be annotated, analyzed, and published for use in research, dissertations, and instruction. The RUanalytic allows users to include annotations specific to each clip and clips from multiple videos."
• Reservable study rooms is all the rage now, and a colleague alerted me to how University of Arizona Libraries is using this app called Evanced to manage it. Here is the case study.
• Michigan State University Libraries offer a variety of workshops (e.g. Funding Your Graduate Experience: Humanities and Social Sciences), and faculty discussion series that are broader in scope than the traditional how to use refworks type library workshops.

These are just some of the interesting things I have found so far. There will be much more once our report is finished. If you know any other innovative things at other libraries, please let us know!

Leo

 

Metadata & Preservation Dept. Metadata Management Team Minutes 6/4/13

Present: Bailey, Bower, Kaus, Talbot, Madsen, Turvey-Welch (facilitator)
Note-taker: Kaus
Next meeting: July 2, 2013, Hale 503; note-taker: Madsen

Announcements

• No announcements

Discussion Items

• Salina's Voyager merger status and implementation (30 min.) (Michelle)
  Turvey-Welch updated everyone on the current timeline; discussed what actions would be allowed during the merger process, June 17-June 23; acquisitions, cataloging and circulation will be unavailable June 24-25, and possibly June 26
• Map copy cataloging--how do we staff? (15 min.) (Michelle)
  Currently Kissee has been doing the bulk of the map copy cataloging; Brisbin has had some opportunity to assist with map copy cataloging, but due to the large quantity of database maintenance projects hasn't been able to assist as of late; the team discussed options for additional personnel to help with map copy cataloging.
• New log for tracking Voyager location requests (5 min.) (Merry)
  Bower created a document to track new and updated location codes. There is currently nothing in the sysadmin module to track the history of location changes.
  W:\CMSC\MP\VOYAGER 2010-Present\Voyager location log.xlsx
• Escan location code (5 min.) (Michelle)
  A new Voyager location was created for escan. The location will allow statistics to be maintained for local items that have been digitized in house, or have been digitized through an outsourcing vendor. Items such as the Royal Purple, K-State catalogs, etc.
• Math/Physics project (15 min.)
  Pat and Brenda are currently working at the Foundation building testing the procedures for the Math/Physics project. No decision has been made on whether or not additional help will be needed with the project.

LT. GEN. (RET.) RICHARD J. SEITZ, 1918-2013

General Seitz passed away at his home in Junction City on June 8, 2013.  Gen. Seitz graciously donated a group of his papers to the Morse Department of Special Collections in 2012.  The collection documents his outstanding military career from 1940-1975.  He attended K-State and after completing the ROTC program in two years he was commissioned a second lieutenant in 1939.  At age 24, he was one of the youngest infantry battalion commanders in WWII.  His parachute infantry regiment participated in the Battle of the Bulge where over half of the original troops that entered Belgium were lost.  For his actions in combat he received the Silver Star and Purple Heart.  In 1975 after 35 years of active service he retired from his post as commanding general of the XVIII Airborne Corps at Ft. Bragg, NC.  He lived in Junction City during his retirement where he was extremely active in the community and maintained close relations with K-State.  The Seitz Elementary School at Ft. Riley was named in his honor in 2012.  The Seitz Papers provide a record of all of his military assignments, including his promotions and awards, and contains correspondence with notable military officers and others.  A couple of months ago a few items from his papers were placed in the current acqusitions display case in Special Collections, please stop and learn more about Gen. Seitz, his papers, and career.

Strategic Leadership Council, meeting notes June 6, 2013

Present: Dave Allen, Jo Crawford, Lori Goetsch, Ben Hedges, Roberta Johnson, Sara K. Kearns, Laurel Littrell,  Marcia Stockham, Beth Turtle, Michelle Turvey-Welch

SLC Meeting
June 5, 2013
9am, 503 Hale

Facilitator: Roberta
Notetaker: Sara K.
Timekeeper: Beth 

I.   Review of Agenda
There were no changes to the agenda.

II.  Topic: Budget/State funding update
Leader: Lori
Time: 20 minutes
Outcome: share information, discuss, and raise questions/concerns re: state budget cuts

Lori summarized the current status of the budget and state funding. The two-year budget passed by the Kansas legislature included:

• Cuts to higher education totaling $35 million including: 1.5% across the board for both fiscal year (FY) 2014 and 2015, and a salary cap
• Cuts of $6.6 million to K-State for the next fiscal year

Most of the conversation dwelled on “what ifs” but we don’t have a lot of solid answers because university administration is still determining how to handle the cuts. A plan will be presented to the university around June 10^th or 11^th. Prior to that, President Schulz was scheduled to go before the Board of Regents on Thursday and ask for a 6.5% tuition increase. University administration hope to handle as much of the cuts as possible centrally in order to minimize the effect on faculty and staff, but it is unclear how feasible this will be. A separate consideration that may affect their ability to do so will be the extent to which our health insurance premiums increase. These increases have been covered the past couple of years by university administration.

In terms of immediate implications for the Libraries: we currently have several searches in progress, and we should be able to complete those. Staffing plans for next year had not yet been approved at the university level as they were waiting on the budget. We do not know whether we will be able to proceed with those searches. We also do not know if positions opened by retirements in the next couple of years will be filled.

III. Topic:  2025 next steps
Leaders: Lori and Laurel
Time: 40 minutes

Outcome: brainstorm and discuss ideas/suggestions for implementation, tracking, and assessment of our 2025 plans

Laurel explained that university is working on a way to track 2025 metrics. Laurel hopes to use whatever the university develops in combination with Char’s data coordination work to developing a master tracking document for the Libraries. LibQual will be administered next in Spring 2014.

Lori would like department heads to focus on the short-term goals (the 2013-2015 goals) to create brief tactical plans for FY ’13-’14 in order to help us stay on track with the strategic initiatives. We discussed the need to create plans for some projects because some goals are more project-based than department-centered. There is a need for regular communication about progress so that we do not work at cross-purposes with each other. Admin Services and Human Resources strategic plans have been awaiting completion of our departmental ones and relevant central university ones.

Laurel and Lori develop draft documents for SLC to respond to. The final, submitted department strategic plans can be found in W:Projects\Strategic Planning.

IV.  Topic: Top 50 project
Leader: Laurel
Time:  10  minutes

Outcome: share information and provide feedback on Office of Library Planning and Assessment Benchmarking Project for Libraries at Top 50 Public Research Institutions 

Laurel and colleagues in the Office of Library Planning and Assessment are spending the summer researching characteristics of libraries among the top 50 universities identified in “The Top American Research Universities, 2011 Annual Report” (http://mup.asu.edu/research2011.pdf ) The university libraries they will be studying are:

• University of Calgary (which is not in the report, but is a new-ish ARL library)
• Rutgers
• Purdue
• North Carolina State
• University of Connecticut
• University of Kentucky
• University of West Virginia

All of these institutions are land grants. As with most universities ranked in the top 50, they are all bigger than K-State with larger budgets. University of Kentucky is closest to us in demographics and budgets.

Laurel shared questions that her department drafted to explore and asked for ideas from the group. Areas of interest included:

• Budgets: Where do they get their money? Where is their IT budget for the university?  What percentage of university budget goes to the library?
• Special Collections areas
• Development/fundraising efforts
• Student success partnerships
•  IT structure and partnership
• Do they offer extra/special services? Have they cut or reduced services or resources and what were the outcomes?
• What is their assessment strategy?
• What memberships do they hold (ARL, GWLA, etc…)?
• Branches and buildings -- how are facilities costs covered? Condition of their main physical plant
• Collections: What is the dollar proportion of collections to the rest of library budget?  What proportion of the collection is print/traditional versus electronic? What proportion of the collection is devoted to other formats such as maps, AVs, microforms, etc.  What is the proportion of special collections to the rest of the collection?

Laurel will provide updates throughout the summer. 

V.   Round Robin

Ben Hedges: the next Classified Council meeting will be scheduled soon. He is still recovering from math/physics move.

Dave Allan: the final candidate for Public Services Archivist will be here this Friday. Candidates for Processing Archivist will interview next week (10th, 13th, and 14th)

Beth Turtle --Liz Bishoff is coming next week for digitization workshop.

Jo Crawford --CDA is wrapping up fiscal year. We will start to see access to some new online resources. When reviewing significant purchases or contracts this year, realized that many of them were relatively inexpensive, minimizing long-term effects on our continuations budget. Multi-year contracts are working well. They are planning projects for reviewing collection for shifting or weeding, including reference collection.

Michelle Turvey-Welch: Math/Physics renovation is touching every part of the department, so very busy. They are processing end of year records and preparing for the Salina merger.

Sara K. Kearns – New Student and Transfer Student Orientation is the next four weeks. Stop by our table in the Union, across the floor from Caribou Coffee.

Lori Goetsch –Deans Council was visited by someone from Bluemont Elementary School who is interested in partnerships between K-State and the school/school district through efforts like a speakers bureau geared in an educational way towards kids of different age groups. Also had visit from a consultant hired by Manhattan Area Technical College to explore viability of becoming a community college. We received an announcement from Susana Valdovinos that Conflict of Interest forms must be filed now at the $5,000 level, rather than $10,000. This is a different form from the Statement of Substantial Interest. As part of the changes, direct supervisors must sign off the Conflicts of Interest, too. Historically, the Dean was the only one who signed off on them. Questions about Conflict of Interest forms and when they need to be filed should be directed to the Office of Academic Personnel.  See: http://www.k-state.edu/conflict/

Laurel Littrell:  Libraries’ Faculty will have a meeting to discuss e-documents as part of the tenure portfolio in addition to the summary sheets.

Roberta Johnson:
The Salina database merger:

• Scheduled for June 17^th and expected to take 8 days
• Salina will be down the whole time and there will be some catalog downtime for Manhattan campus

Ft. Hays State:

• On June 14^th, some folks are going to Ft. Hays State to meet about metadata and their experiences with Alma

Hale Help Desk Redesign Project:

• We are waiting to hear from the cabinet makers about the front desk project
• There’s a small chance the project will be completed this summer, but it’s more likely the project will happen in December

Athletic Learning Center

• Changes are complete, take a look and see what they’ve done.  

Math/Physics Library

• Is empty
• Floor and tile asbestos abatement is done, now working on ceiling in big room and will hopefully will be done by next Monday
• Carpet is on order
• Anticipate that carpet will be laid and shelving up by August 1^st
•  Still hopeful will have library open for fall semester
• Denny and Ben went above and beyond to move the collection. Would not have been accomplished without them. Many thanks to Denny and Ben!

Sprinkler Update:

• Need to prepare an egress plan for every area that may have an egress point (i.e. stairs, exit doors) blocked during the project. Cannot move forward until then.
• Do not expect project to start before the 1st of the year.

 

Although Michelle Bowen was not present, Lori and Roberta confirmed that employment contracts are in the works.

 No SLC meeting next week.

Where do people go when they leave our site?

Wonder where people go when the leave our website (lib.k-state.edu)? Here's the top five links people have gone to in the last year.

1. Databases http://apps.lib.k-state.edu/databases
2. E-Journals & E-Newspapers http://getit.lib.k-state.edu/sfxlcl3/az/default
3. K-State Connect dashboard http://signin.k-state.edu/
4. TomCat catalog https://catalog2.lib.ksu.edu/vwebv/searchBasic?sk=pksl-test 
5. Ililad https://er.lib.k-state.edu/login?url=http://ksu.illiad.oclc.org/illiad/illiad.dll

View the entire list to find out more.

 

Strategic Planning Update: 2025

Dear Colleagues,

As you know, we have been working on developing our strategic plan as part of K-State 2025 (see http://www.k-state.edu/2025/). As part of this process, our departments have been working on strategic plans, which were due to the university on May 31, 2013. These plans have been sent in.

All the plans are available at W:Projects\Strategic Planning. The library wide plan is in this folder (KSU Libraries K-State 2025 May 2013) and the department plans are in the folder aptly called "Department Plans."

What's next? Now that we have developed the plans, we now will continue on with implementing them. We will be tracking the metrics we have set, looking at cross departmental projects, and developing priorities and action plans for proceeding with goals. We also will be developing tracking sheets to document our progress.

Questions? Please let me know! Thanks for all your work in developing these plans.

Laurel

Library Planning & Assessment

Laurel Littrell
K-State Libraries

FRIDAY FUNDAMENTALS: E-mail

Have you ever watched the show hoarders?  How many of those folks do you suppose are holding on "just in case" they need it later?  At some point, it cripples them and they can't let go of anything.  Many of us are the same way with our email.  As we talk about cleaning out our e-mail, I am going to go back to an original post I sent before we moved off GroupWise.   For those of you who do have lots of email that you really must keep.  You may want to archive it or export it as a word document or better yet, a pdf.

Here is a quick lesson from Microsoft discussing why you might want to move your e-mail from your inbox:

http://office.microsoft.com/en-us/outlook-help/why-move-e-mail-RZ001026647.aspx?section=2

Here is the previous post I mentioned above:

http://staff.lib.k-state.edu/docs/index.php/FF:%C2%A0_March_6

 

If you are wanting to get rid of mail, but save as a .pdf (send me a request if you prefer a different format), follow these brief instructions below.

1. Select the message or messages you would like to save (NOTE: they will save as one file, so you will want to save those that are of a similar topic together, but may want to save some individually)
2. Right click among the highlighted messages and select PRINT
3. Change the printer in the dropdown to Adobe PDF or SAVE as PDF (browser dependant).
4.  Click PRINT or SAVE
5. Select the location you plan to save the file (y drive perhaps or an external drive).  
6. Name the file with something related to the topic and click SAVE.

Scholarly Communications: Summer of Copyright

As the Scholarly Communications Librarian, this summer most of my projects are related to copyright, such as a copyright policy I've been collaborating with the University General Counsel on. I've also started by beginning a Copyright LibGuide. While much of the information is going to be similar to the current copyright webpages, this is intended to be geared more for students and hopefully more interested and visually appealing. The great part about this is it'll allow for other creating LibGuides to bring in tabs or boxes of copyright information into their own guides as needed.  

Additionally, many of the copyright questions that I've fielded as a part of the Copyright Consultation Service have come hand-in-hand with the question "but how do I cite this?" As such, I'll be working with Ellen to make her non-text material citation guides available with these pages. But I want more input than that, I'd really like everyone's. If there is something that currently isn't covered in the copyright pages that you think needs to be in the Copyright LibGuide, let me know. I've already received a request for information about performance rights - a question we often get from student groups looking to show videos from our collection. That said, copyright education around campus is more than just webpages and libguides. I'm more than happy to help out with any classes that are interested in copyright information.

Metadata and Preservation Dept. minutes, May 14, 2013

Present: Bower, Brisbin (secretary), Crocker, Feldhausen, Fine, Higley, Ingersoll, Kaus, Kissee, Madsen, Miller, Talbot, Turvey-Welch

Absent: Hedges