Indiana University Libraries Faculty Council (IULFC)

Minutes for November 7, 2002 Meeting

Member present: Suzanne Thorin, presiding officer, Elizabeth Hanson (for Mary Strow), Luis Gonzalez (for Marion Frank-Wilson), Andrea Singer, Bob Noel, Melanie Hughes, Jim Baldwin, Kevin Petsche, Brenda Burk (for Kellie Kaneshiro), Scott Opasik

Guest: Yolanda Cooper

I. Announcements

None

II. Approval of Minutes

A. Draft Minutes of September 13, 2002

The minutes were approved with the following amendments.
1. Section III. Spelling of Monique Threatt.
2. Throughout the document apostrophes appeared as the equal sign.

B. Draft Minutes of the June 4, 2002 meeting

The minutes were approved with the following amendment. The word "she" was left out of the sentence "Also, she said that will send a draft of names ..."

It was also noted that Bob Noel is currently neither a member of the IULFC Faculty Standards Committee nor the P & T Review Committee. His term to the Faculty Standards Committee ended last June. This fact was not realized at the June 4, 2002 meeting.

III. P & T Preliminary Report

Dean Thorin announced there will be a revised report from the Promotion and Tenure Committee. Most likely, the committee will issue a report in May and draft a letter to send to the P & T Review Committee. Currently, the committee is discussing this issue.

Dean Thorin directed Scott Opasik to contact Fran Brahmi, Chair of the P & T Committee to determine whether the committee wanted the preliminary report sent to the Council of Head Librarians.

IV. IULFC Webmaster

Scott Opasik presented the Draft Amendment to IULFC Operational Guidelines and asked for comments.

Elizabeth Hanson suggested that the Web Master be responsible to periodically review the structure of the IULFC to determine whether the site should be refreshed or new material added.

The Council discussed the two options for selecting the Web Master.

Option 1

The position of Web Master will rotate among librarians from Bloomington, IUPUI, and the regional campuses. During Bloomington's turn, the Web Master will be appointed/elected by the Bloomington Faculty Council. During IUPUI's turn, the Web Master will be appointed/elected by the IUPUI Library Faculty. During the regional campuses' turn, the Web Master will be appointed by the Ruth Lilly University Dean of University Libraries.

Option 2

The position of Web Master will rotate among librarians from Bloomington, IUPUI, and the regional campuses. The Web Master will be appointed by the Ruth Lilly University Dean of University Libraries.

A motion (motion by Andrea Singer, seconded by Bob Noel) was made to approve option 1. The motion was approved.

Scott Opasik was directed to edit the amendment and forward it to Yolanda Cooper, the Human Resources Officer.

V. Other Business

A. Minutes of the Council of Head Librarian.

Scott Opasik reported that Douglas McKinney, Administrative Assistant to Dean Thorin, asked whether the IULFC Secretary wished to receive minutes of the Council of Head Librarians. Scott Opasik suggested that the CHL minutes be posted on the IULFC web site. Dean Thorin agreed that once approved the minutes could be posted on the IULFC web site

B. Chair of Librarians' Day Committee

Scott Opasik reported that the Librarians' Day Committee still needed a chair. After some discussion the Council appointed Lois Sewell and Kathryn Marlett as Co-Chairs.

Kevin Petsche volunteered to call the first meeting of the Librarians' Day Committee.

VI. Administrative Report

Dean Thorin reported there are many changes going on among the campuses and people are wondering what will happen during the interim and next years. People seem to be pleased with the appointment of Gerald Bepko as interim President because he is so effective with the state legislature and has done a great job at IUPUI. He will be in Bloomington two to three days a week. With changes in the Board of Trustees and the budget situation (the university is looking at possible 2-2.3% base cut) there is great uncertainty.

Some campus chancellors have questioned why a database can be accessed on one campus but not all. To speak to this issue and others, Dean Thorin is going to speak at the December Board of Trustees' meeting. Dean Thorin views this as a positive opportunity. The Dean will speak about the need of the IU Libraries for some common elements in our virtual space. Interest by the chancellors and deans will help drive the process. She also plans to speak about state wide efforts including Inspire and give a report on PALNI and the possibility of the Lilly endowment funding a number of initiatives. The Dean reported that she will also provide the Board of Trustees with Bloomington library statistics.

The Main Library will begin experimenting next week with keeping the library open to 2 AM. The president of the IU Student Association requested that the library stay open later. This is a pilot program and statistics will be collected. UITS is sharing the cost of the pilot.

VII. Council of Head Librarians Meeting Report

Dean Thorin reported on the October meeting of CHL in Bloomington.
A. Changes in library personel

Dick Ardrey, the director of the Kokomo library, will retire in June. There will be a national search.

Jim Bailey, head of the law library at Indianapolis, is stepping down in June and will retire at the end of the semester.

Search to replace Bob Moran as Directory of the library at Gary has been placed on hold.

B. Report on Electronic Reserves

The IU Libraries are now using Docutek for electronic reserves.

C. Report by the Oncourse Task Force.

This group looked at the barriers to getting online resource into instructors' course. The task force was complemented on their report. The task force will follow up with Brad Wheeler (UITS and the Business School) who is responsible for Oncourse.

There is an evolving agreement with MIT to use their Open Knowledge Initiative Standards in IU's applications.

The CIC Library Directors have commissioned a short report. The report discusses the issues involved in getting library materials easily into instructors' courses. The reports are to be disseminated widely.

D. Update on PALNI

In December a grant application will be submitted to the Lilly Endowment

E. P & T Review Committee

They are hard at work reviewing criteria. They had their first meeting which included a report by each campus about issues involving criteria. They requested a longer dead line which Dean Thorin has granted.

F. LIT Budget

A report about common databases for the Business School at Bloomington and IUPUI was given.

CHL discussed how to bringing in new libraries, such as the REEI (Russian & East European Institute.) CHL discussed various issues involved with bring in these libraries.

CHL decided a new management structure was needed for Unicorn. Standing committees were needed to review upgrades. These committees would be dormant until a new upgrade was available. The management team of directors and deans would be resurrected if changes were needed or to discuss other issues.

Martha Brogan had concerns about online statistics. These were discussed.

There was a discussion about the need of a last copy policy due to the opening of the ALF. No conclusion was reached

CHL looked at the LIT budget. There is a $200,000 part of the budget that was created to support resource sharing. When the IU libraries first came up with NOTIS it was thought the interlibrary loan would increase dramatically. This money was budgeted to support interlibrary loan demand. But the money is not needed for ILL and could be used to purchase common databases. First, the medical library's net lending problem needs to be addressed. A task force is looking into buying a permanent collection of journals that would alleviate the need to borrow so heavily from the Medical Library for science materials. Once the net lender problem of the medical library is solved the Dean would like to take the $200,000 and asked each campus Chancellor and the President to donate money to create a sum of money for common databases. This money would be placed in a separate budget just for common databases.

G. IU Archives

Phil Bantin of the IU Archives presented a proposal that called for his office to add the responsibility of maintaining the records of system-wide offices and the Bloomington campus. The CHL approved.

H. Alumni project

The Alumni Office project of providing access for alumni to electronic databases through Northern Light is about ready to go online.

I. CHL saw a demonstration of the new IU Bloomington web page.

J. CHL took a tour of the new auxiliary storage facility.

VIII. Date/Location of next meeting.

CHL will next meet February 21, 2003 at IUPUI.

IULFC will meet after the CHL.

Before our next meeting, the Librarians' Day Committee will report the date and location of the 2003 Librarians' Day.

Submitted by Scott Opasik, IULFC Secretary