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Indiana University
Minutes for February 28, 2003 Meeting

Members present: Suzanne Thorin, presiding officer, Mary Strow, Marion Frank-Wilson, Andrea Singer, Jim Baldwin, Kellie Kaneshiro, Melanie Hughes, Scott Opasik

Members absent: Bob Noel, Randi Stocker (for Kevin Petsche)

Guest: Yolanda Cooper

I. Approval of Minutes for the November 7, 2002 IULFC meeting

The minutes of the November 7, 2002 meeting were approved with corrections

II. Librarians' Day Update

Melanie Hughes reported Librarians' Day 2003 is scheduled for April 25, 2003. Librarians' Day will be held in Indianapolis at both the University Library and Law School. The theme is "Libraries in the Twenty-first Century : Crisis or Opportunity" The keynote speaker is Professor Howard Rosenbaum of IU Bloomington's School of Library and Information Science.

Eight concurrent workshops are scheduled. The Librarians' Day Committee is soliciting for presenters for a poster session and for published material for the authors' reception. Lunch will be held in the Law School Reading room.

Dean Thorin asked the Librarians' Day Committee to create a bibliography of the items published by IU librarians during the past year.

Melanie suggested the IULFC Research Committee could post the bibliography on their web site.

III. The Council of Head Librarians Meeting Report

Dean Thorin reported:

CHL met Friday February 28, 2003 at the Medical Library in Indianapolis. Highlights of the meeting include:

A. Renewal of licensing for electronic reserve

The Council discussed the renewal of licensing for the electronic reserve system. All signs are that UITS (University Information Technologies Services) will pay for the license renewal. In case of budget constraints each campus was told the amount they would need to pay to renew the license.

B. P&T Review Committee

Marty Rosen and Judy Violette presented a report. There was some concern that the CHL need to be more involved in the review. To that end Dean Thorin will meet with the co-chairs Linda Fisher and B.J. Irvine to get a progress report

C. PALNI-Lilly Endowment Report

There is a new organization called ALI (Academic Libraries of Indiana). This new organization will oversee all projects that obtain funding from the Lilly Endowment. ALI is a non-profit organization. Libraries can join ALI by paying a membership fee of $300.

The proposal to Lilly includes the following components:
  1. A storage facility
  2. Common databases
  3. Digitization
  4. Portal
  5. Upgrades for interlibrary loans.
D. White paper

CHL discussed a white paper entitled IU Institutional Repository. The paper discussed the potential need for a repository for IU faculty research papers.

E. System-wide Library Information Technology (LIT) support

Phyllis Davison prepared a list of services that LIT is providing system-wide. Campuses are being asked to review this list. The outcome of this process will be to have a defined set of services that LIT will offer. LIT is also creating a project request form that is to be completed when requesting one of the services from the defined set of LIT services.

F. Circulation of print materials.

Since the IU Libraries now circulate printed materials to and from one another, instead of loaning materials to each other, new collection development polices need to be developed. A group is working to develop these policies. The group will look at issues such as how many times should one library borrow a title from another library before they purchase that title. This group will also look at the issue of last copy system wide.

G. Holds Project

Unicorn holds, which was to be initiated soon, will be delayed. First the libraries must determine what reports are needed to insure proper tracking of materials circulated among the libraries. These reports must be developed by LIT before the holds functionality is implemented.

H. Common Electronic Environment

There are four principles that will guide the development of the common electronic environment. They are:

  1. Substantial body of full text databases for undergraduate education
  2. Need for databases that support research
  3. Common databases for common degrees and courses among the campuses
  4. Broaden opportunities for distance and distributed education
Other issues:
  1. IU Libraries need to get faculty support for a common electronic environment, and once implemented, we will need their ongoing assessment of services.
  2. IU Libraries must show a savings from their negotiation with vendors.
  3. Institutional data must be incorporated when selecting the databases.

The CHL will meet three more times (March, April and May) to develop the common database plan.

The committee has developed a list of databases that are held by all campuses.

There are a number of subcommittees working on issues.
  • One group is working to develop a list of shared programs and degrees among the campuses.
  • One group is developing an ideal list of databases that should be in the common environment.
  • One group is working to develop a list of databases for undergraduate education.

IV. Web Page Update

Scott Opasik reported he is working to update all IULFC web pages to the new Bloomington web templates.

He asked the Council about archiving past year reports, committee membership, and other documents. Should these documents be archived and how far back should the archive go?

The Council wants these documents archived as far back as possible.

Marion Frank-Wilson suggested that that Secretary's Manual, including the IULFC Secretary and Secretary-Elect Tasks, be placed on the web. There was general agreement among the council with the suggestion that Scott Opasik place these documents on the IULFC web site.

V. Administrative Report

Dean Thorin reported:

A. Visit to campuses

Dean Thorin recently visited all IU campuses to discuss a common virtual environment.

B. Budget

The Dean had no new information on the budget. She thought we would hear nothing new on the budget until May.

VI. P & T Review

Dean Thorin reported that the P&T Review Committee was busy. They have held forums throughout the state and have completed survey calls to all IU librarians.

The Dean will meet with the Co-chairs to see where the committee is in its work and where they are with an interim report The Dean will give the co-chairs some information from library directors, who wish to be more involved in the process. She will discuss with the co-chairs how CHL can be involved, per instructions from the vice chancellors on each campus.

The Dean reported that all other campuses, except Bloomington, have a campus review process after the IULFC P&T committee finishes its work. Because of this difference, the Dean is thinking that IUB should review its internal procedures.

Dean Thorin believes the relationship between IULFC and the IULFC P&T committee could be made stronger.

CHL will next meet June 5-6 in Kokomo.
IULFC will meet sometime after the CHL meeting.

Submitted by Scott Opasik, IULFC Secretary