Staff Bulletin

LIT Minutes, 25 Jun 2009

Present: Allen, Bell, Bonella, Brooks-Kieffer, K Coleman, T Coleman, Dale, Kaus, Loberg, Maringanti, Von Elling
Absent:  Haddock, Trushell
Next Meeting: July 23, 2009

LLC Meeting Notes 7/07/09

LLC Meeting Agenda
July 7, 2009 - 3-5 PM
503 Hale Library
 

Facilitator: Roberta
Time Keeper: Marcia
Note Taker: Jane
Present: Dave Allen, Maxine Ganske, Lori Goetsch, Mike Haddock, Roberta Johnson, Laurel Littrell, Debbie Madsen, Jane Schillie, Char Simser, Marcia Stockham,  Danielle Theiss-White, Adam Wathen
 
Topic: Reorganization
Leader: Lori
Guests: Regina Beard, Jamene Brooks-Kieffer, Sara Kearns, Antoinette Satterfield, Alice Trussell, Tim Watts,
Time: 45 minutes
Outcome: review comments from the all staff, CCOP, and classified council meetings and consider revisions to the org chart

Lori distributed a revised organization chart and snapshot of the organization.  The Content Management Division has been renamed the Content Management/Scholarly Communications Division reflecting the relocation of the Scholarly Communications and Publishing Department into that division.  Access and Information Services has been moved to the the Undergraduate/Community Services Department in the Research, Education, and Engagement Division.  Access and Information Services includes circulation, reserves, information and reference services as provided by the consolidated help desk.  Rationale for integrating Access and Information Services into the Undergraduate/Community Services Department included the importance of: not having a physical location (consolidated service point) drive the organizational arrangement; integrating circulation and reserves activities with other patron services rather than isolating or segregating them; and building upon the recommendation of the Service Models Task Force's report (summer 2008) to build online tools to help users find needed information so that the assistance provided to users is not desk-bound.  The hybrid nature of access and information services as both a front-of-the-scenes patron interaction function and a back-of-the-scenes processing function was discussed.  CCOP suggested that a workflow analysis for all units would be beneficial as would assessment activities as part of the reorganization work.  CCOP learned that work on the organizational design has been ongoing for two years and that the resulting organizational structure is based on work that is already taking place.  The structure is designed to codify initiatives and further advance strategic goals and objectives as outlined in the strategic plan.  CCOP questioned the diversity function noting diversity and the donor relations/advancement/grants function were not detailed in the snapshot.  Lori will revise the snapshot to include more information about those functions and the revised organizational chart and snapshot will be posted on the reorganization web site. CCOP said they will continue discussions.

 
Topic: Moldy DTRs
Leader: Debbie
Time: 15 minutes
Outcome: share information about options for treating or digitizing damaged (and undamaged) DTRs at the annex

Debbie has been put in charge of the project to determine next steps for dealing with theses, reports, and dissertations that have been affected by mold in the Annex.  The mold  is spreading with about 6000 volumes  in the mold zone.  3400 theses and reports are in the worst shape.  Debbie reported that ProQuest has microfilmed and digitized K-State dissertations from 1955 to present plus some older dissertations dating back to the 1930s.  She recommended that we withdraw the moldy Copy 2 dissertations because we have access through ProQuest to film and digital copies of K-State dissertations, as well as access to the copy 1 dissertations housed at the Regents Annex in Lawrence.  LLC accepted the recommendation.  Using KCI to digitize and/or microfilm moldy reports and theses is still under consideration.  It was noted that all copy 1s of reports and theses will be stored in the Regents Annex in Lawrence.  Debbie will check to see if ProQuest has digitized any K-State theses.
 
Topic: WorldCat Local and other OPAC interfaces
Leader: Lori
Guests: Jamene Brooks-Kieffer, Sara Kearns, Harish Maringanti,
Time: 30 minutes
Outcome: update on the state of the interfaces marketplace and consideration of an offer from OCLC to register for Worldcat Local

An ad hoc group has assembled to conduct usability tests of OPAC overlays.  Their goal is to try and figure out how people are using library catalogs and what catalog functions and features appeal to users.  Software has been loaded on a computer on the 1st floor in a space that will house one user and two observers.  Participants recruited for the first round of usability testing were paid $10.  Plans are to continue testing in the fall and issue a findings report.  In light of the usability testing project and searching limitations of WorldCat Local, LLC decided not to participate in OCLC's WorldCat Local project at this time.

Reorganization Follow-up

LLC requested time for additional discussion to address reorganization plans.  LLC reviewed all of the options for input that have been given to library faculty and staff and determined that there has been ample opportunity for people to voice concerns, ask questions, and share ideas. It was noted that the library leadership has responded and revised the organization plan several times in response to this feedback.   LLC was in firm agreement that it is time to move forward.  Lori will ask CCOP to send her their statement to accompany the proposal by July 24 and the plan will be submitted to the provost by the end of the month. 

Round Robin

Lori asked LLC to review the budget information that was sent out to the university community on Monday.  She announced that Marcia will serve on the proposal review committee for KLA.

Maxine reported that she has met the new dean for the School of Architecture and that he has visited the architecture library.

Adam reported the Voyageur rollover was successful.  (Or was that another meeting?!)

Char reported that Michelle and Mary are working on reports to identify materials that could potentially be moved out of Stack F, G, and 4th floor to allow for shifting to accommodate the transfers from Reference and the branch libraries."

Roberta asked folks to follow procedures as usual for dealing with facilities issues.

Jane reported she and Roberta met with Michael Dudek about the 2nd floor Hale Library Commons design.  Michael has drawn up floor plans incorporating existing furniture and new furnishings designed to provide flexible collaborative work spaces. Michael and Roberta will obtain cost estimates.

CatSer Management Team Notes

July 7, 2009

Present: Bailey, Bower, Ingersoll, Kaus, Simser, Turvey-Welch

Facilitator: Simser

Note-taker: Turvey-Welch   

Announcements

• Turvey-Welch will be out of office 7/9/09 p.m.-7/13/09
• Kaus will be out of office 7/20/09-7/24/09
• Ingersoll will be out of office 7/14/09-7/15/09
• BCR will be sending fewer training vouchers.
• RDA will be released sometime in late fall.
• New NEH grant purchases are arriving.
• Bower has almost finished retrospective conversion on titles in the Landon lecture series.
• Ingersoll began a discussion with Turtle on the possible digitization of select HSRC videos. The videos appear in various formats (U-matic, beta, VHS) and are locally created.

Have You Seen Me?

Engaging Music
MT90 .E64 2005

Microbiology of Anaerobic Digesters
TD769 .G47 2003

Handbook of Statistical Analysis Using SPSS
HA32 .E93 2004

American Cinema:Directors and Directions, 1929-1968
PN1993.5 .U6 .S3

Joyce Kozloff, Visionary Ornament
N6537 .K657 .A4 1985

Best of Taiwanese Cuisine
TX724.5 .C5 .B37 2001

Edible French Garden
SB321 .C8243 1999

LLC 6/30/09

LLC Meeting

6-30-09

 

Facilitator: Lori

Time Keeper: Laurel

Note Taker: Marcia

 

Present: Allen, Ganske, Goetsch, Haddock, Johnson, Littrell, Madsen, Schillie, Simser, Stockham, Wathen.

 

Topic: Service Model

Leaders: Jane and Laurel

Time: 30 minutes

Outcome: Update LLC on service model planning and implementation.

Laurel presented a brief history of desk consolidation and an outline for staffing and expectations during the transitional phase (until reorganization implementation). Staffing and accountability were discussed. Accountability for the transitional phase resides in GIS. The service model details will be presented at the next all-staff meeting.

 

Topic: Reorganization

Leader: Lori

Time: 45 minutes

Outcome: Share input from blog comments and CCOP meeting and present proposed changes to plan

Lori presented a newly revised organizational chart. Discussion centered on these major themes: service model, subject specialization, the IT matrix, and engaging in implementation.  Other points: want to retain expertise and build on our strengths, expertise can reside anywhere and doesn’t have to be in a specific silo, matrixes should function as high level policy-making groups while implementation would be accomplished by project teams pulled from across the organization. The revised plan will be presented at the next all-staff meeting and discussed with CCOP. The next step is to send documents to the interim provost , once final revisions have been made.

 

Round Robin

Roberta – The fiscal year ended at noon June 30.

Char – A research team has asked the GWLA libraries for licensing information under the open records law. They are studying bundled pricing and intend to build a database of information.

Debbie – Connie, Charlie, and Kathryn have moved to 5^th floor, but their phones are not yet connected. Next week will see additional moves in the 3^rd floor staff area. 484 boxes in the annex have been unpacked.  Debbie is working on the DTR digitization project to preserve the print copies currently in the annex.

Laurel – The help desk moved back to second floor. Kinks are being worked out.

Adam – Collections Council held an open meeting with the Collections Team to discuss budget reductions and end of year purchases. The ILS LA II position search is underway. The state-wide courier service is scheduled to start July 6.

Dave- The bX enhancement for the Get It function will go live soon.

Lori – There are expectations of another budget callback in July.  K-State Libraries will host the Mountain Plains Chapter meeting of the Music Library Association in May 2010.  Thomas and Margaret will coordinate local arrangements.

Maxine – The new College of Architecture, Planning and Design Dean begins  July 1.

Collections Council 6/30/09

Collections Council Open Meeting

June 30, 2009 11:00 a.m., Room 301

Present: Bailey, Coleman, Ganske, Girard, Geiser, Goetsch, Haddock, Littrell, Lo, Madsen, Oleen, Olsen, Pankl, Satterfield, Schillie, Steward, Stockham, Trussel, Turtle, Urton, Wathen,Watts, Willard

 1.       Policies

Adam reviewed the policies on duplicate monographs and duplicate serials formats. Retention questions that are exceptions to the policies will be addressed on a case by case basis as brought before Collections Council. The Moving Beyond Paper initiative has now looked at all the major publishers.  Those left to be considered are the smaller presses or those with licensing issues. Some of these will not move quickly to digital format.

2.       Budget Reduction
Subject librarians had been asked to submit scenarios to Collections Council in order to meet the target figure for reductions.  Much of the reduction will be in monograph allocations for approval plans and discretionary ordering. Adam reviewed the spreadsheet showing previous allocations and those for FY10.  Purchasing the Springer e-book contents should help offset the lower allocations for monographs. The Springer collection includes titles across many disciplines and we will no longer be getting those titles on the approval plan. Questions: If I run out of allocated money, can I get more? There will probably be a contingency fund that will allow for some flexibility (if there is money available).  Will there still be the purchase on demand service through ILS?  This account has spent very little in the two years it has been in use. There is possibility for growth in that area. Is there a basic framework for a message that subject librarians can use when talking with departments? Yes, we will have a central message from the Dean’s office that is currently being developed.  Why are some funds reduced by more than the 50% requested?  Some departmental allocations were previously not included in the total picture since they were approval plans and these funds totaled more than what was allocated for whole colleges. Various criteria were looked at (e.g. whether there is a doctoral program) in order to provide more equity across departments.

Adam reviewed the Microfilm, journal packages, and database considerations for non-renewals. The data thresholds currently being used are 5 or fewer uses or more than $50 per use.  ILS statistics will also be used in making determinations. As our data gets richer and more consistent we will consider tightening the thresholds. The titles being considered for non-renewal are those that meet criteria set by Collections Council and/or recommended by subject librarians. Access will be provided via ILS or electronic versions. A list of titles will be sent to subject librarians once decisions are made.

Questions: what is the process for subscribing to new titles? Collections Council will be developing process and procedure. For now, pass suggestions and supporting information to your department representative.  How long to get a new subscription started once it’s ordered?  Depends on publisher, vendor, and licensing. Usually, can start in January if have order by September.  Can we add fund codes to the spread sheet list of titles?  Not currently, but will look for a way to merge the information.

3.       End of year purchases

A list of purchases and justifications was distributed, as well as discussion for changing the profile for myiLibrary e-books. Questions: Have these purchases been approved? How will we know when these things have been activated?  Work through the process of licensing, cataloging, notifying subject librarians to use web form. What are the ILS implications on these e-book purchases?  It varies with vendors and publishers. Springer allows Interlibrary Loan, Safari does not.  ILL rights will be noted in Verde.   Does SWETS Scholarly Stats analyze overlap coverage as well as usage?  No, but SFX does.

4.      Talking points and guidelines

Beth presented information that will assist as we talk with our patrons about collection decisions.

7/1/09 All Staff meeting notes

Announcements
We are expecting a 2% callback from the state from our new fiscal year budget within a day or two. 

Reorganization
CCOP met last week to go over a new org chart revised based on recommendations and comments from staff.  Changes include:

• additional duties in the Donor Relations area
• added a placeholder position of Research and Development Support in the Assessment office
• moved Web Services to report directly to the Associate Dean
• added Events/Exhibits support to Public Relations office
• eliminated Assistant Dean for Scholarly Communications, moved those functions to a department.
• several name changes including Public Relations, Administrative and IT Services, and Research Education and Engagement to more accurately reflect expected activities

Questions:

• What does Web Services Coordinator do?  This position is very similar to Dale Askey's, but also recognizes the website as an important marketing and instructional tool.
• Why eliminate an Assistant Dean?  It's a compromise, and also a concession to the current budget situation.  This area is expected to grow and could have an assistant dean appointed in the future.
• Is this plan approved by CCOP? No, they wanted to hear the whole organization's thoughts first.  Remember, too, that CCOP technically recommends the plan, and it will be up to the provost's office to approve it.
• Where are subject librarians? Distributed amongst content development, graduate, and undergraduate services. Connections to academic departments will remain.  We want things that work for our users to continue into the future.
• Was the non-use of the term "reference" intentional?  Not exactly, but it is library jargon and we want our users to recognize services at a glance. 

Comments:

• Web services is good where it is - promotes accountability with users and for design
• "Coordinator" titles are good, they acknowledge those positions as functioning across the whole organization and not in silos.
• We need to make sure the service model for the Help Desk meshes with the organizational design.

Service Model for the Help Desk
Laurel presented a Service Model powerpoint outlining the various needs, opportunities and challenges of the consolidated Help Desk.  She noted we've been functioning as a consolidated desk since May, partly driven by 2nd floor construction.

Questions:

• Can we stop calling people "volunteers"? Yes, that terminology was partly chosen to reflect that GIS can't staff the desk alone, but other words could be used.
• Will we have signage to help people like we had when we were on the 1st floor?  Yes, it's already up.
• Will we have roamers?  We may add in the future, depending on need.
• Are there assessment benchmarks?  Not at this time, that may be awaiting the reorg for something formal, but we will continually assess and adapt on an informal basis.
• Are we asking subject librarians to stop using meebo widgets on their subject guides?  No.  Subject librarians who would like to be connected to the libraryh3lp widgets are welcome to contact Danielle, though.
• Will training cover areas from the closed desks? Yes.  Training information will be out this afternoon, anyone wanting to work at the Help Desk in any capacity will need to complete training this summer.
• Are we done with the generalists model.  Not sure, right now we're not hiring anyone for any positions, and we'll evaluate the model once the freeze is lifted.
• Desk ergonomics and logistics are problematic, are we fixing that?  Yes, we are working on the ergonomic issues currently, logistics will be a longer process, since we don't want to make permanent changes to the desk until we're certain this model is going forward.

Comments:

• Having related (circulation, reference) expertise nearby is very helpful
• Signs for the temporary situation on 1st were excellent.
• Maybe the desk should go under Research, Education, and Engagement.

Library Instruction Minutes June 29, 2009

Attending: Sara, Leo, Lisa, Steven, Jason, Cindy, Kathy

1. Select Secretary

• Jenny

2. Approved Minutes from April 27 meeting

3. Announcements

• None reported

4. Business
    A. Faculty/Grad Library Days

• 12 people completed surveys, results are up to look at
• Late July is a good time for people already established
• August 17-21 seems ideal for new/incoming/returning faculty/grad
• Most people would prefer mornings
• 30-45 minute sessions are most popular
• Meeting next week to plan library days

    B. Peer Evaluations

• Something we tried last year but didn't really take off
• We have tour evaluations and classroom observation worksheets
• Good opportunity: Public Speaking and Expository Writing Library Days

    C. Information-Seeking Behavior Study

• Working with K-State @ Salina
• Why do students persist in their information seeking behaviors (like Google, Wikipedia) even after we've shown them how easy it is to find quality information
• We're going to figure out how to study this behavior with several different groups (Salina campus, Public Speaking, Expos, Kinesiology)
• Assessment/Usability study format
• We need to come up with some tasks and observe what students are doing

• Brainstorming information-seeking tasks
  • Find sources that you can use in your paper/speech on a given topic (i.e. parking nazis)
  • observing where they're going
  • If they go to Google - why?
    • looking for keywords, more info, etc?
  • where do they go next?
• scheduling for a week or two after library day --> or later in the semester
• Goals
  
  • we want to understand the students' understanding of an appropriate source
  • do they know if/when they need to ask for help/
  • are sources appropriate for academic?
  • how are students evaluating what they find?
  • do they recognize what makes a citation or source good or bad?
  • what do they understand about their need for sources?
• Question: is there any way they can submit sources to instructor first?

Library Instruction Agenda June 29, 2009

1.  Select secretary
2.  Approve minutes from last meeting
3. Announcements
   A.  Any?
4. Business
   A. Faculty/Grad Library Days
   B. Peer Evaluations
   C. Information-Seeking Behavior Study
   D. Other

Collections Council Notes, June 23,2009

Present:  Crawford, Haddock, Schillie, Stockham, Trussell, Turtle, Wathen

A list of big-ticket, one-time purchase possibilities was finalized with a variety of products and criteria being considered. The list of products will be shared with Col Team at the meeting June 30. These purchases are possible because budget reports reflect that the Libraries' careful  management of expenditures in anticipation of additional call backs is resulting in some year-end surplus as those call backs have not materialized.

With the purchase of the Historical New York Times archive, there is potential for a two to four year gap in access to the current material if we no longer subscribe to the print and microfilm formats. Adam will gather further information and the print subscription will be retained until the issue is resolved.

Updates on FY10 budget reductions:

Exchange program - As the library of record, we will retain the two titles we sent out as exchanges in print and online. For those titles we received as exchanges, we will retain only those for which we have paid subscriptions. Letters have been sent to the publishers and will be sent to the exchange participants

Standing Orders - Adam will be forwarding a list of standing orders (non Blackwell) to the subject librarians to review for possible savings.

So far, approximately $115,000 in savings has been identified from database and serial non-renewals. More is expected when the non-duplicate format policy takes effect.  Adam will send the list to subject librarians today for their decisions on remaining duplicate formats.

It was agreed to use the following criteria when considering individual journal titles for non-renewal:  5 or fewer uses per year, OR greater than $50 per use. These more lenient criteria will be used to calculate potential savings and determine a list of titles to be reviewed by subject librarians. The Palgrave package decision will be revisited using the criteria. (Previous minutes reported canceling the Palgrave titles). If these criteria allow us to meet the target area for reductions, we will monitor usage and consider tightening them next year. There was discussion about purchasing titles that are currently costing more in copyright fees through ILS than a yearly subscription. (approximately 10 titles). It was decided to pursue this issue after meeting the needed budget reductions for FY10.

Plans were made for the open meeting to be held June 30.  The main topic on the agenda will be the response to budget constraints as reflected in planned monograph allocations.