Indiana University Libraries Faculty Council (IULFC)

Minutes for November 30, 2006 Meeting

Attendees:
Members: Debra Denslaw (IUPUI), Karen Janke (IUPUI), Kirsten Leonard (IUK), Michael Maben (IUB), Andrea Morrison (IUB), Robert Noel (IUB), Rick Ralston (IUPUI), Alison Stankrauff (IUSB), Pat Steele (IUB), and Celestina Wroth (IUB).
Alternates: Gabrielle Carr (IUSE), Mahnaz Moshfegh (IUPUI)
Guests: Vincci Kwong (IUSB), Virginia Sojdehei (IUB)

1. Approval of minutes

Several minor corrections were made to the minutes for the August 8th meeting. A motion was made by Leonard and seconded by Stankrauff to approve the minutes as corrected. Motion carried.

2. Election of secretary for 2007-2008

In accordance with the prescribed rotation, the secretary of the IULFC for 2007-2008 should be from the Indianapolis campus. Ralston agreed to fill this position.

3. Dean's report

CHL Report: Dean Steele gave a report of what was discussed at the Council of Head Librarians meeting on October 6, 2006.

Sherry Rouse, who is the campus art coordinator, has a traveling art collection available to move around the different campuses. Campuses who were interested can talk to her, and Rouse had already spoken with IUSE.
Library Functionality on OncourseCL: currently there is not a default to library resources. In the next version, the library will be the default. Some problems have kept the usage down.
Campus-specific P&T Procedures: The CHL discussed this in light of IUPUI's decision to pull out of the centralized library P&T process. One possibility that was discussed was having three groups-Bloomington, Indianapolis, and the Regional campuses. The CHL was interested in having a small group formed to discuss these various possibilities. The Dean has also discussed this with Provost McRobbie.
I-Light Project: Dean Steele reported about discussion with Purdue, Notre Dame, the Indiana State Library, and the Superintendent of Documents about having a complete archive of circulating federal documents here in Bloomington for the entire state. Until ALF2, it would be a distributed archive among all the participants. Also there will be some coordinated reference service provided.
INCat: Mechael Charbonneau spoke about a proposal from INCOLSA to have an IU-only limited search within INCat. INCOLSA sent a spreadsheet with the OCLC holding symbols that would be used. The CHL approved this with some corrections.
Serial Solutions: There have been some technical problems. IUB will be updated every two weeks and the others monthly.
OCLC Collection Analysis: Cecile Jagodzinski discussed how this works, showing areas of strength in a library's collection. The results will be used with digitization projects within the CIC. There are still some bugs to work out. Janke asked if IUPUI can participate in this analysis. Leonard said that all this is related to the OCLC symbol breakout.
Sirsi: The upgrade to GL3.1 is in process. The conversion to Unicode has been delayed and now Penn State has put a stop to their conversion to Unicode. The Dean met with other Sirsi libraries and Sirsi executives in Chicago recently to discuss product development and other issues. There are a number of exciting products under development. Also, the Sirsi Booking Module is going to be purchased to handle the reservation and check out of keys, AV equipment, etc. It should be available after the upgrade. The third Sirsi item was the Libraries purchase of SirsiDynix Content. This will allow users of the catalog to see things like book jackets, reviews, etc. of items in the catalog.
Sakaibrary: This is a partnership with the University of Michigan funded by a grant from Andrew W. Mellon Foundation to develop open-source software that will make the invisible Web easier for students and faculty to access and use.
Regional Campus access to Bloomington Libraries Electronic Resources: Dean Thorin worked on this issue before she left, but the central administration did not choose to pay for it. Trustee Sue Talbot contacted Dean Steele about this. One way to allow this is to appoint regional campus faculty members who want this access as adjunct faculty on the Bloomington campus. However, many want access to proprietary databases in the Kelly School of Business and the Libraries have no say in who is authorized for these databases.
Communications Assistance for Law Enforcement Act (CALEA) Issues: IUE asked if the libraries have any liability issues related to this. Phyllis Davidson reported that the libraries are okay.

Leonard then asked about the Sirsi project with Serial Solutions. Dean Steele then discussed the meeting with Sirsi in greater detail. One new product is "Rooms" (i.e. topical sites). Demo site is the Boston Public Library. There are many innovations in development that will probably work well with our Walden University program or the professional schools.

ALF2: ALF1 will be full in some of the sizes by April (mostly the journal sizes). We must obtain the funding for ALF2. Dean Steele will be meeting with Provost McRobbie and the Capital Priorities Committee to push for this.

Dean's search: Provost McRobbie has not yet appointed a search committee, but he has been receiving recommendations for members. Dean Steele stated that she thought the search committee would be in place by the start of the spring 2007 semester.

Budget outlook: Dean Steele reported that the Trustees are likely to approve a significant tuition increase for the 2007/2008 academic year, which should improve the Libraries' budget outlook. Financial aid packages will probably be enhanced and expanded to help lower income families.

Stankrauff asked about the Regional campus access to ALF2. Dean Steele thought it has not been discussed, but that does not mean it could not be discussed or approved.

4. IULFC Committees

Librarians Day: The committee has been appointed and they have started planning. They are looking to have the event in May, and have been in contact with Dean Steele about possible speakers.

Faculty Standards: The bylaws charged the IULFC to select one of our members to serve as the sixth member of the Faculty Standards Committee. Initially Stankrauff agreed to fill this position, but then she agreed to be the IULFC liaison to the Research Committee since she was already a member of that committee. Morrison then agreed to serve on the Faculty Standards Committee.

Morrison raised the issue of the Academic Handbook revision concerning librarians. The Handbook is very out of date for librarians and the BLFC has suggested revisions. This issue was raised at the August 8th meeting of the IULFC. The IULFC discussed this issue and decided to charge the Faculty Standards Committee to complete the revision of the Academic Handbook for librarians. The Committee should seek comments and discussion from librarians system-wide and then report back to the IULFC. Once this occurs, then Morrison will bring it to the BLFC to go to the BFC and ultimately up to the UFC for approval.

Research: Stankrauff agreed to serve as the IULFC liaison to this committee since she is already a member of the committee. Morrison stated that the Research Committee usually sponsors a session at Librarians Day, often the author's reception. The IULFC decided to charge the Research Committee to communicate with the Librarians Day Committee about possible sessions for Librarians Day.

Promotion and Tenure: Dean Steele asked the opinion of the IULFC on how we should proceed. She said that she could pull together a subcommittee of the CHL and have them review the different scenarios and issue a White Paper. Janke reported that the Dean of Faculties and Chancellor at IUPUI is responsible for initiating this move by Indianapolis. The Dean stated that the situation for IUPUI and the regional campuses today is very different than it was over 30 years ago when the current system was created. The consensus of the IULFC was to have the Dean appoint a committee to look at this issue and develop a number of possibilities. The IULFC recommended that this committee include some of the current members of the P&T Committee and someone from the IULFC. The Dean stated that she will move forward on this and that she is going to discuss this with Provost McRobbie.

5. IULFC Business

Maintenance of the IULFC and IULFC Committee Internet and Intranet websites: Morrison raised this issue since the BLFC has been struggling with this problem of maintaining up-to-date websites. The IULFC has a presence with its own website and a location on the Libraries' Intranet. Kwong stated that she posts items and documents that are sent to her, but that sometimes documents are not forwarded to her. The IULFC discussed who should be responsible for making sure the relevant documents and reports are sent in and posted. Maben expressed the opinion that it should be one of the duties of the IULFC Secretary, not the webmaster. The IULFC felt that it was not necessary to maintain both a webpage and the Intranet that duplicate each other. Maben and Kwong will work together on this issue and report back to the IULFC at the next meeting.

The meeting was then adjourned at 12 noon.

Respectfully submitted-
Michael Maben
IULFC Secretary