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Indiana University
Minutes for March 10, 2000 Meeting

via VIC

The meeting was called to order at 9:10 a.m.

Present: Vania Goodwin, Cindy Stokes, Nancy Colborn, Suzanne Thorin, Larry Griffin, Rick Ralston, Lois Heiser, Carolyn Walters, Roger Beckman, Emma Dederick-Colon.

Guests present: Yolanda Cooper-Birdine.

  1. Introductions of council members and guests present were made.

  2. Approval of the October 1999 minutes. The minutes were corrected to include the presence of Vania Goodwin and Cindy Stokes, whose names were inadvertently left out of the Apresent@ section. Lois Heiser moved and Larry Griffin seconded; the minutes were approved as corrected.

  3. Committee reports.

    1. Faculty Review Board. IULFC reviewed the written report received from Julie Bobay, Secretary, All-University Librarians Review Board, dated 1/22/00. Discussion ensued on point B., AProposal from Bloomington Library Faculty Council to disband the All-University Librarians Review Board.@ It was agreed that Recommendation 3 under point B, ASponsor a discussion at Librarians= Day 2000 on the need for the board and the impact of possible procedural changes@ be carried out before other suggested Recommendations. To prepare for this discussion, the Faculty Review Board should be prepared with historical information for the group on types of cases, conflicts, and other relevant information. Following this discussion, IULFC will work with the Faculty Review Board to consider other recommendations in the written report.

      It was noted that there are differences in mediation channels on various campuses and boards of review. This should also be examined for each campus. This will be another charge to the Faculty Review Board in the future.

      It was also noted that procedures must be started to change the Library Faculty Handbook (Red Book) title of the Review Board to the AAll-University Librarians Review Board.@

    2. Faculty Standards Committee. No report.

    3. Promotion & Tenure Committee. Report was sent to members via e-mail. Moira Smith, Chair, reports that the P & T Committee will hold P & T workshops on various campuses this Spring. Details will be made available in the IUL News. They are also planning a P & T roundtable discussion at Librarians= Day.

      In addition, their report makes several suggestions for revision of the Library Faculty Handbook (Red Book). They also requested that appointments to the Promotion and Tenure Committee be made in a more timely fashion. See agenda item IV.4. for more information.

    4. Research Committee. No report.

    5. Sabbatical Leave Committee. No report.

    6. White Award Committee. Cindy Stokes, IULFC liaison, reported that there were two awardees this year: Taemin Park and James Canary, and that letters had been sent and the information would soon appear in the IUL News. The Committee is also looking at some language clarification in the award guidelines.

    7. Librarians= Day Committee. Larry Griffin announced that the Committee had decided on the date of April 28th in Richmond. Discussion ensued on the choice of location and date, and the prior premise that Librarians= Day be held in a central location. It was decided that a decentralized location (Richmond) could be tried as an experiment this year, and the committee would be charged with planning a discussion on the premise and/or formula for rotation among campuses balanced with a central location in future years.

      Larry also mentioned numerous topics for workshops that have been discussed for Librarians= Day 2000.

  4. Requested Agenda Items.

    1. AIULink@, suite of databases to be commonly held by IU Libraries, statement of support - Larry Griffin. Discussion was tabled until after CHL meeting report.

    2. Discussion of requirement that P & T Committee Chair be tenured - Larry Griffin. Discussion ensued on the role of the Chair in relation to tenure status and voting rights. Does the Chair lead the process or simply manage it? Given the already complex nature of the appointment process, can we mandate or simply advise/recommend about the tenure status of the Chair? Suggestion that Yolanda Cooper-Birdine look at the recordings of P & T Committee votes in recent years in relation to abstentions. It was suggested that the IULFC charge the P & T Committee to examine all campus policies in relation to their individual campus P &T structures/requirements in relation to tenure status of the Chair to determine if a tenured Chair would have more political clout. It was also suggested that this issue be part of the Librarians= Day discussions held by the P & T Committee.

    3. Creation of an IULFC website - Nancy Colborn. Jonathan Makepeace had suggested moving the IULFC website from the libadmin domain to an IULFC domain, avoiding housing the page on any individual campus library website. Discussion ensued, and it was determined that Libraries Human Resources would continue to maintain responsibility for the page, and that Yolanda would proceed on getting an IU level account for IULFC, thereby changing the domain to a neutral one. Roger Beckman has volunteered to work with Yolanda on content for the website. IULFC commended Jonathan for his suggestion, and will be sending him a formal letter of thanks.

    4. IULFC Committee appointment process - Nancy Colborn. Nancy had previously distributed suggestions relating to improving the expediency of the appointment process. Bloomington, IUPUI and the regional campuses have differing mechanisms for the election and/or appointment of constituents to various committees and boards, which complicates the issues. Recommendations were made to:

      1. Ask IUPUI to make these changes:
        AEither elect ALL reps, including White Award and Librarians= Day members, OR to change to electing only the IULFC Rep./Alt. And Faculty Review Board members and complete committee interest surveys for remaining positions OR to nominate reps for the White Award and Librarians= Day committees at a Spring meeting, all prior to May 1.

      2. Ask that Bloomington and the regional campuses complete their elections/surveys and present information to the IULFC Secretary-Elect by May 1.

      3. Have the Research Committee consider the function of its liaisons. If they need a liaison from each campus, they should suggest names to the IULFC Secretary-Elect by May 1.

      4. IULFC should consider revising the Library Faculty Handbook (Red Book) in relation to outlining more details about the election of Secretary-Elect at the first meeting of the IULFC.

      5. The IULFC Secretary-Elect will inform the BLFC, IUPUI Library Faculty and the Regional Campuses of what specific rank and tenure requirements are necessary on the P & T Committee prior to elections for each group. Each of the three groups will then elect or complete committee interest surveys ensuring that there are individuals from all of the required rank and tenure status groups from each campus so that Dean Thorin can appoint from this group of names with a true slate of possibilities. For example, next year=s P & T Committee will need four representatives: 1 associate librarian, 2 untenured librarians, and 1 librarian of any rank or status. Each of the three constituent groups should then ensure that 4 names that fit those criteria go forward to the IULFC Secretary-Elect by May 1.