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Indiana University
Minutes for February 24, 2005 Meeting

Presiding Officer: Dean Suzanne Thorin

Present members: Shelley Arvin, Polly Boruff-Jones (Secretary), Rebecca Cape, Kirby Cheng, Susan London, Suzanne Mudge, Jacob Nadal, Frank Quinn

Absent: William Orme

Guests: Elizabeth Johnson, Andrea Morrison, Rick Ralston, Virginia Sojdehei (Personnel Librarian)

1. Minutes

Minutes for the November 2004 meeting were approved.

2. Committee Reports

White Award Committee report presented by Rebecca Cape:

The White Award Committee met to review applications and forwarded their recommendations to Dean Thorin for approval.

Dean Thorin noted that reports from White Award recipients should come back to IULFC at the end of the award period; it was also suggested that award recipients report at Librarians' Day.

  • IULFC approved following the award guidelines as written and requiring recipients to submit a written report to IULFC and an oral report at Librarians' Day within one year of receiving the award.

    • The White Award Committee recommended that the White Award application deadline be moved from December 31 to January 30.

  • IULFC approved the new deadline of January 30.
Faculty Standards Committee report presented by Elizabeth Johnson:
Mid-tenure Review

Substantial changes in policy were recommended by the committee and a new policy document was presented -

The Faculty Standards Committee suggested that the Mid-tenure Review form include statements regarding permission to circulate the dossier -

Upon review, IULFC further suggested moving the section regarding Assistant LibrariansĄŻ selection of a secondary area for review to the end of the form.

Minor changes to the Mid-tenure Review checklist were recommended -

  • IULFC approved all recommended changes to the Mid-tenure Review documentation.

The mentoring program is the next item on the Faculty Standards Committee agenda; the Committee will work on mentoring programs during the spring semester. The Chair, Elizabeth Johnson, will draft a statement describing the Mid-tenure Review documentation changes and send it to Polly Boruff-Jones, IULFC Secretary, for distribution.

Promotion and Tenure Committee report presented by Andrea Morrison:

Andrea Morrison, Chair, Promotion and Tenure (P&T) Committee, introduced Rick Ralston as the Vice-Chair/Chair-Elect of the P&T Committee. Morrison announced two P&T workshops: May 3 in Bloomington and May 16 in Indianapolis. The Committee will post past P&T member lists on the Committee Intranet site to support the Committee recommendation that past P&T members be available as resources for pre-tenured librarians in promotion and tenure matters. These questions were discussed and clarified:

  1. P&T asked that IULFC clarify the travel budget for committee persons both for P&T week and for presenting P&T workshops. The Committee manual states that travel money is available. IULFC had these specific guidelines for the Committee: The travel allowance for P&T week is per diem, in addition to travel and lodging; no receipts should be needed for the per diem expenses; members should check IU requirements about in-state travel. Travel money is not normally allotted for committee members to travel to give workshops, although the Committee could apply for it from IULFC. The Dean will ask the Council of Head Librarians for their commitment for travel money to support regional campus librarians' travel to either attend or give workshops.

  2. P&T asked for IULFC feedback regarding use of videoconferencing for P&T workshops, particularly for South Bend librarians. IULFC approved videoconferencing of the P&T workshops as long as it is not the primary form of delivery and is used as a supplement to in-person workshops. IULFC recommended that P&T try to have two workshops a year, one centrally and one regionally. IULFC further recommended that the P&T Committee see how many pre-tenured librarians are at different locations each year and adjust the workshops accordingly. This recommendation needs to be added to the P&T Committee manual for future Committees.

  3. The question was asked whether IULFC needs to review and approve changes and updates to the P&T Committee Manual. This year's changes to the Manual include improving sample letters sent from the Committee to librarians who are candidates for promotion and/or tenure. IULFC indicated that no approval was needed for the P&T Committee to update the Committee Manual in this way, as long as policy is not affected.

  4. The P&T Committee plans to provide improved access for dossiers, making an inventory of sample dossiers, circulating the samples throughout the IU system, and investigating electronic sample dossiers on the Intranet. These points were presented and discussed:
    • LHR will prepare an inventory of dossiers currently in storage.
    • Some of the dossiers may be considered for use as samples (in which case permission from the librarian would need to be obtained).
    • Circulate sample dossiers to other campuses from Bloomington. P&T Committee would work with LHR-Bloomington to make arrangements to mail sample dossiers to outside locations.
    • Develop a standardized form to be used when requesting permission to use librarian dossiers as samples. The original should be kept on file in the LHR office and a copy should be included in the circulating/display copies.
    • Determine which kinds of sample dossiers to maintain such as mid-tenure, tenure, promotion, subject librarian, branch librarian, etc.
    • Need to clarify where samples will be securely housed and how they will circulate - in LHR-Bloomington, at specified regional locations, or copies at other locations.
    • Make some sample dossiers available electronically via Intranet so everybody has equal access to them. The Committee would work with LHR on this. A list of sample dossiers available for viewing would be posted.

IULFC agreed that they support the Committee's work and directed the Committee to proceed.

Sabbatical Leave Committee report presented by Polly Boruff-Jones for Wen-Ling Liu: Since July, 2004, the Sabbatical Leave Committee recommended approval of two sabbatical leave applications from the IUB campus:
  1. Moira Smith - leave of ten months in 2005 at half-salary to finish and publish her research project on practical jokes. During her leave, she is also planning to teach in the Department of Anthropology, Victoria University, New Zealand.

  2. David Frasier - "divided" sabbatical leave from March 14-August 31, 2005, to finish his book, entitled "Show Business Homicide: An Encyclopedia of 20th Century Cases".
Librarians' Day Committee Report presented by Lynda Clendenning:
  1. A call will go out soon for publications to be highlighted for the Librarians' Day Authors' Reception.

  2. The Committee is looking for ways to reduce the cost of the Authors' Reception.

  3. The Committee is not quite ready to begin registration; the registration fee must cover all costs. A draft budget was distributed to IULFC, but these figures are not final - the speaker stipend is estimated.
  • IULFC approved the proposed registration fee of $20.00.

3. Dean's Report (CHL)

  • Janet Feldmann announced her retirement effective at the end of June, 2005
  • CHL discussed ¨C
    • Issues of compatibility of library resources within the Sakai environment (Sakai is the software behind the new OncourseCL)
    • Development of Academic Libraries of Indiana (ALI)
    • General Education requirements being discussed by faculty councils and the libraries' role
    • E-resources across campuses
    • Upgrades to Unicorn
    • OCLC subscription pricing
    • Future of cataloging
  • Government Documents Librarians group wishes to increase selection in Bloomington, work more closely with State Library, and plan for long-term preservation and dependable electronic access
  • David Lewis (IUPUI) presented on open-access implications for collection development and budgets
  • The next CHL meeting is in June

4. Elections & Appointments

The Secretary reminded everyone that IULFC election time is approaching and asked IULFC representatives to encourage their colleagues to volunteer for IULFC service and IULFC committee appointments.

Submitted by Polly Boruff-Jones, IULFC Secretary, 2004-05, 6/20/05