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Indiana University
Minutes for March 24, 2004 Meeting

Present: Suzanne Thorin, presiding officer; Jo McClamroch, Frank Quinn, Kirby Cheng, Marion Frank-Wilson.

Absent: Elizabeth Johnson for Andrea Singer; Nancy Totten for Melanie Hughes.

1. Minutes

Minutes of October 24th meeting were approved with corrections.
Minutes of November 18th 2003 joint meeting of IULFC and P & T Review Committee were approved.
Minutes of January 7th meeting were approved with corrections.

2. IULFC Committees

Update on Research Committee
Since Ellen Bosman left her position at IUN, we lost both a member of the committee and its chair. Mark Day and Kathleen Hannah agreed to be co-chairs, and Ellen Bosman was replaced with another regional campus librarian, Feng Shan (South Bend).

Update from Librarians' Day Committee (Kevin Petsche)
Petsche pointed out that April 9th is the deadline for registrations. The Committee will send a reminder to librarians system-wide. While he did not have concrete numbers, Petsche was nevertheless able to report that so far registration is going well.
The program for the day includes breakfast, poster sessions, the business meeting with committee reports and a discussion of the p & t review process, 3 lunch round-tables (Julie Bobay, "Collaboration among Librarians", DeLoise Holiday, "Diversity Issues", Social table), and 2 concurrent afternoon sessions on the following topics: SFX implementation, digitizing Indiana documents, License agreements for electronic resources, library services for distance education, digital repositories at IU/presentation of 2 digital projects.
Currently, there are not enough poster sessions, and the Committee may send out a call for librarians interested in presenting such a session. It was suggested to contact Jo Burgess for a poster session on the Wylie House Museum.
There will also be promotion and tenure workshops and an author's reception which is organized by the Research Committee.

The keynote speaker will be Barbara Maxwell, State Librarian of Indiana.

We may try to have President Herbert as keynote speaker for next year's Librarians' Day. Since his schedule is usually busy, Dean Thorin will explore this possibility early in the year.

3. Dean's Report

Dean Thorin reported from the CHL Meeting on February 20th 2004. The meeting took place at the State Library, and State Librarian Barbara Maxwell attended.

There has not been a public announcement about the new library director at Kokomo yet. The search at IU Northwest has started again.

Other topics discussed at the meeting:

  • A statewide policy on privacy issues developed by Michele Russo has been approved. This policy was the first step in the process. The second step will be a privacy audit, which has already been conducted on the South Bend and Bloomington campuses.
  • Judy Violette chairs a working group on archiving government publications. The group has not developed a final set of recommendations yet.
  • Progress of Academic Libraries of Indiana (ALI):
    • A new software on ILL (Iliad) has already been implemented at IUPUI; Bloomington will acquire it also.
    • The second storage module is still being discussed; it will be implemented as a state-wide library facility
    • Presentation on OVID - still under negotiation.
  • The Common database program was discussed; the position of the database administrator has been filled with Lynn Hufford, former director of the library at Richmond; he will start in his new position on April 1st and will have an office on the 3rd floor of the Main Library in Bloomington. The plan is that he will travel between the campuses and spend 1 day per week at IUPUI.
  • The New York Times project is currently on hold; this project was connected to the American democracy project and would have given access to the electronic version of the New York Times; however, the project was put on hold because of problems with incorporating it into our course management software. We do have the New York Times historical database currently available on all campuses.
  • A resolution on journal prices was created (as previously passed by BFC); the resolution has been presented to UFC and there will be a vote at the April 27 meeting of the UFC.
    Johnson asked whether the DC principles will be discussed in this connection, and promised to pass on relevant information to add to the UFC agenda for this discussion.
  • Update on the p & t review process
  • Statistics on request delivery
  • Digital Library of Indiana (Barbara Maxwell)
  • Update on SFX implementation
  • Update on federated search tool; the Federated Search Task Force has recommended a software product, and the selection will be announced shortly.

4. IULFC Business

After checking with Libraries Human Resources and Phil Bantin in the Archives, we came to the conclusion that there are no IULFC by-laws. Although IULFC's operational guidelines serve the purpose of by-laws most of the time, we decided that it was time to develop actual by-laws. A motion was approved that the secretary-elect/incoming secretary, Polly Boruff-Jones, will coordinate en effort to draft by-laws for the IULFC next year (2004/05).
Jo McClamroch volunteered to participate, as did Kevin Petsche.
Other matters:
At the IULFC January meeting we decided to create a list of past members of the p & t committee to assist the Dean when she selects members to appoint to the committee, in addition to considering volunteers from the committee preference sheet. This may help to avoid having the same people serve on p & t all the time. With the help of Ashley Large and Karen Sweeny in Libraries Human Resources, we now have a list of past p & t members dating back to 1987. The list will be mounted on IULFC's website.

Updating the academic handbook: several librarians as well as the BLFC and IUPUI Faculty Standards Committees in their comments on the P & T Review Committee's report pointed out that the library section of IU's academic handbook was out-of-date and needed up-dating. This effort will have to be coordinated with the Dean of Faculties office, and Dean Thorin will explore first steps.

Position of the webmaster: in order to ensure that documents are posted on IULFC's website in a timely way, the webmaster has the authority to recruit 2-3 volunteers who will work with him/her on the website throughout the year.

5. P & T Review Process

There will be one more discussion of the P & T Review Committee's report at Librarians' Day, followed by a vote shortly after Librarians' Day. McClamroch and Frank-Wilson will create a draft ballot which can be sent to faculty before Librarians' Day, and which will serve as the basis for discussion at Librarians' Day.

Planning for the discussion of the P & T Review process at Librarians' Day:
After reviewing the comments received by librarians and faculty standard committees from various campuses re: the P & T Review Committee's report, we decided that McClamroch and Frank-Wilson would define the Review Committee's recommendations into a draft ballot, while also considering the comments received.
Johnson pointed out that, since the Dean requested the review process and appointed the review committee, the report was submitted to her. The IULFC consequently has no authority to change any of the recommendations in the report.
The draft ballot therefore will include all of the report's recommendations but may have alternate wording for those issues that, judging from the comments, are controversial.

Once McClamroch/Frank-Wilson have created the draft ballot it will be distributed to IULFC members electronically and can be discussed via e-mail. There will be one last IULFC meeting (30-60 minutes) the week before Librarians' Day to streamline our presentation.

Meeting Adjourned 2:25 pm.

Submitted by Marion Frank-Wilson, IULFC secretary