Indiana University Libraries Faculty Council (IULFC)

Minutes for May 27, 2010 Meeting

Attendees:
Members: Brenda Johnson, Elizabeth Johnson, Marion Frank-Wilson, Eric Snajdr, Sherri Michaels, Jennifer Hehman, Jaena Hollingsworth, , Steve Miller, Gabrielle Carr, Lora Baldwin, Mahnaz Moshfeg, Sue McFadden

Guest: David Lewis, Fran Huehls

1. IULFC Website

We looked at the newly updated IULFC website (www.indiana.edu/~iulfc). Thanks to Vincci Kwong, the webmaster for making the site to look like something from this decade. Please take a look at it and send any suggestions to Sherri Michaels or Vincci. Elizabeth Johnson had a few edits where labels did not match up with the correct person. She will send suggested changes. The IULFC Committees should have the liaison listed as well. The IULFC Handbook should be listed on its own tab. There was also a suggestion to have forms more readily accessible.

2. FAR Update

The Bloomington ad-hoc committee looking at the Faculty Annual Report (FAR) system for use by librarians has made some suggestions on how this system might be used. FAR is being required for librarians at the Bloomington campus in 2011, but there has been no timeline given for the other campuses. IUPUI already has a similar system in place. The FAR ad-hoc committee has shared their report widely, and included the IULFC Faculty Standards Committee in their discussions. There will be a session held at Librarian's Day regarding FAR. Matt Sargent will be showing a demo of the FAR system, and there will be a discussion of how librarians might implement it.

3. IULFC Handbook Updates

After the last IULFC meeting, a small group of people agreed to meet to discuss the handbook, and the changes that are needed to update it. The current handbook is dated 2005, and there has been some confusion over the past year over some suggested changes. Jennifer Hehman, Sherri Michaels, Elizabeth Johnson, and Erika Dowell met to discuss the handbook and to try to eliminate some confusion. As IULFC does not have a constitution or bylaws, the handbook is the guiding document and there is no record of how changes to the handbook should be made. To address this, the group suggested some principles for updating the IULFC Handbook. They are:

Changes to Operational Guidelines or Procedures can be made by a majority vote of the IU Library Faculty Council.
Changes that represent policy changes should be voted on and approved by a majority of the IU Library Faculty.
Suggested changes should normally come to the council for consideration from one of the committees.

The group agreed to these principles, noting that it may be necessary to define things as procedural versus policy.

Two documents were brought forward today with suggested changes to the IULFC handbook. The first document was related to title changes of personnel and the second related to committee appointment procedures. The first came about as a result of the Bloomington administrative changes where there is no longer a Personnel Librarian. Once that position was vacated, the duties were suggested to be divided between the Libraries Human Resources Office and the Administrative support. It was noted that these changes were suggested by the previous Dean, and perhaps the current Dean has a different thought of who in Bloomington will be tasked with providing support to the various IULFC Committees. As this relates to job duties, it's more than simple job title changes that need to be made in the documentation. It was also noted that the Libraries Human Resources Officer was meant to be a generic term in the first place and not related specifically to the Personnel Librarian. There was also confusion of the Dean title and when it referred to Brenda versus Deans at other campus libraries that may have that in their titles now. After this discussion, it was obvious that these two documents brought for a vote were not really ready for a vote, and much more needed to be discussed. To that end, an ad-hoc committee to deal specifically with suggesting changes to the current (although dated 2005) IULFC Handbook will be convened. This committee will consist of Elizabeth Johnson from Bloomington, Jennifer Hehman from IUPUI, Lora Baldwin from East, and an IULFC Faculty Standards representative. Sherri will ask the Faculty Standards representative, schedule the first meeting, and give the committee the background information needed to begin this task.

4. Update from the Dean

The last CHL meeting was held at the end of March. Dean Johnson reported on the highlights of that meeting.

Hathi Trust Update. Gary Charbonneau was at the CHL meeting to give an update on the Hathi Trust project. He discussed the Copyright Review Management System that Michigan has developed from an IMLS grant. Michigan is reviewing materials in Hathi that were published between 1923 and 1963 and finding that a fairly large percentage of these materials are in the public domain, and thus can be made available full text in Hathi. IU will begin to participate in the Copryrigh review project beginning in June.
The YBP Merger with Blackwell was discussed
University Risk Management has requested a value of our collections including all campuses. We did this in 2007, but they have recently changed insurance carriers so they've asked us to do it again. Each campus will report the value of their collections to Julie Bobay who will collate the information.
Big Digital Machine. This is a project to integrate digital library capacity with scholarly output. It will connect Connexions, PKP software such as Open Journal Systems, and DuraSpace (DSpace and Fedora) so that these systems can communicate with each other and transfer information seamlessly. Brad Wheeler has collected some money from our CIC partner institutions and is working on linking these systems together. The goal is to create more robust digital architecture to support scholarly output.
WorldCat Local. There was an acknowledgement that WCL is not as equally valuable to all campuses. There is money to support it for one more year, so we will keep it for another year. In the meantime, discussions will take place as to how and whether to continue it in the future.
Serials Solutions Ebook Platform. We will be getting this and the costs will be split evenly across the campuses.
Mobile Technology. Robert McDonald gave an update at CHL regarding mobile technology for library applications. There is a system-wide group being formed to consider the options and how to get the libraries higher up in the search in m.iu.edu
Multi-campus electronic resource access. A policy is being developed to address faculty or instructors who teach at a campus that is not their own.
There was a Symphony upgrade update, a Kuale OLE update, and a campus round robin.

The next CHL meeting will be held in June at South Bend. One item on the agenda will be a preliminary discussion on the Promotion and Tenure process.

The Dean has also had the opportunity to visit two other campuses. She has been to IUPUI and was also invited to speak at a staff retreat at Fort Wayne. At both places, there was a lot of discussion of collaboration. Some key suggestions were the possibility of job swapping or shadowing and also marketing the IU Libraries as a whole.

5. New Business

Michele Russo at South Bend is retiring.

The next meeting is scheduled for July. Even though it's the next fiscal year, it is the final IULFC meeting of this year.

Librarian's Day is scheduled for June 18 in Indianapolis. The schedule and registration forms have been sent out.