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Indiana University
Minutes for November 6, 2009 Meeting

Attendees:
Members: Sherri Michaels (IUB), Jennifer Laherty (IUB), Marion Frank-Wilson (IUB), Lora Baldwin (IUE), Carolyn Walters (IUB), Elizabeth Johnson (IUB), Gabrielle Carr (IUS), Vincci Kwong (IUSB), Eric Snajdr (IUPUI), Jaena Hollingsworth (IUPUI).

Guest: Tina Baich (IUPUI), Melanie Hughes (IUS)

1. Introductions

2. Approval of Minutes from June 22 Meeting

Minutes were approved unanimously.

3. Selection of IULFC Secretary-Elect (Rotates to IUPUI this year)

Eric Snajdr will be secretary-elect

4. Old Business

  • FAR Report for Librarians

    The Vice Provost for Faculty and Academic Affairs office is implementing a Faculty Annual Reporting mechanism. This will be used in Bloomington this year as well as some of IUPUI. FAR is not set up well for librarians. The report is not configured in a way that allows for narrative as it is mostly used for data (publications, classes taught, etc.). We need to see how this fits in with librarian standards. IUPUI and BLFC both have committees looking at this. IULFC Faculty Standards Committee might want to look at this. We will charge the Faculty Standards Committee to coordinate the information from the campuses. We need to have a coordinated effort as there will only be one interface for all librarians. Need to have something ready by end of Spring Semester.

  • University-Wide PTR recommendations

    There are university wide principles on promotion and tenure that all campuses are to look at and evaluate to implement. http://www.indiana.edu/~ufc/docs/circulars/AY09/U8-2009_2.pdf One of the main issues for us is the principle that states that faculty members who do not hold the rank being applied for or higher do not vote on the award of that rank in review committees. For us, this may be an issue as it means that only full librarians would need to vote on other full librarian promotions. According to an August IUL News report, there are 13 full librarians in Bloomington, 8 at IUPUI, and 1 at a Regional Campus. Constituting a committee of all full librarians would be too large, but a committee may need to be convened when a full case comes up. How would we structure a committee to look at voting on cases at Full? We may need to look at a temporary committee appointment. It was also noted that most full on regional campuses are administrative so they are not eligible for the campus committees as they are in a supervisory role. IULFC will charge the Faculty Standards Committee to look into this and recommend a course of action.

  • Revisions for IUL Library Faculty Handbook and Promotion and Tenure Committee Manual (IU Academic Handbook Changes, Routing IUPUI dossiers, Electronic Dossiers, others?)

    The changes sent forward to campus for the Indiana University Academic Handbook pertaining to librarians in 2007 were finally approved at the May University Faculty Council meeting and the June Board of Trustees meeting. This means that the Libraries Faculty Handbook can be updated as well to match the language. As the language was already approved by library faculty, the updates can just be made by Amy Cope and distributed.

    Carolyn will check with the VPFAA office to see if they are working on guidelines for electronic submissions of dossiers. IULFC approved electronic submissions of dossiers last year, but the guidelines we develop should match what the VPFAA is doing.

    The guidelines also need to be updated regarding IUPUI routing. The make-up of the promotion and tenure committee was altered last year to account for IUPUI no longer being on the IULFC P&T committee. The distribution of the committee is based on a proportion of librarian representatives. We will ask Amy Copy to investigate whether the proportion and distribution of the committee is still accurate. We will ask the Faculty Standards Committee and the P&T Committee to re-evaluate their handbook and procedural documentation to determine if further changes need to be made regarding the new routing procedures.

  • Librarians Day funding and purpose

    This was carried over from last year to define the scope and purpose of the meeting. CHL discussed on how to work on beefing up the program since travel budgets are so short, and there is still a desire by CHL to have Librarians Day. There was interest last year in having each campus pitch in to pay for the meeting. Where does the budget come from? Bloomington pays a significant amount, but all contribute. The registration fees also pay for some of it. Budget usually covers the food, and sometimes the room. Carolyn will poll CHL to determine if there is interest in everyone contributing so we can determine a budget soon. The Librarians Day committee should begin planning. The meeting should be limited to librarians and include some IULFC business as outlined in the handbook.

  • IULFC Documentation – Intranet v. web site, etc.

    This discussion was actually started in 2007, but was never resolved. The secretary would like this resolved as finding all of the documentation to prepare for the meeting was actually quite difficult. The IULFC materials should be clearly findable and open, but the inner workings of a committee may not need to be on the internet. We use the intranet for distributing documents, but not for other features. What about Oncourse? We then might be able to use other features like polling. Would everyone have access to Oncourse? IPFW would not unless they were added. Could Oncourse be a replacement for the intranet? We'd have to check with our HR office to decide if that is too much of a burden for them as they would update the groups most likely. BLFC has been discussing this issue too, so perhaps they would share their documentation and thinking with us. We decided to appoint an ad-hoc committee to outline what documentation belongs where. The committee will be made up of Jennifer Laherty (IUB, chair), Jennifer Chaffin (IUB, Human resources), Vincci Kwong (IUSB, Webmaster), Sherri Michaels (IUB, IULFC Secretary), and Eric Snajdr (IUPUI, IULFC Secretary-Elect).

5. IULFC Committees and Charges

We combined this with the next agenda item.

6. Selection of IULFC liaisons for Committees

  • IULFC Faculty Standards Committee

    Members:
    Kate Cruikshank, Bloomington (2008-2010)
    Debra Denslaw, Indianapolis (Immediate Past Chair) (2009-2010)
    Linda Fisher, South Bend (2008-2010), Chair
    Richard Humphrey, Indianapolis (2009-2011)
    Elizabeth Johnson, IULFC Liaison.

    Charges:
    a. Review and analyze general responsibilities, privileges, and compensation of the library faculty and make recommendations where appropriate
    b. Review existing appointment and promotion and tenure criteria and make recommendations where appropriate
    c. Review existing methods for evaluating performance and make recommendations where appropriate

    2009 Charges:
    d. Review the IU Library Faculty Handbook to make sure the information pertaining to the Faculty Standards Committee is current and correct. If not, make suggestions to IULFC.
    e. Coordinate and collate information regarding the FAR report and provide a summary and make recommendations to IULFC.
    f. Read the principles for promotion and tenure:
    http://www.indiana.edu/~ufc/docs/circulars/AY09/U8-2009_2.pdf and recommend a course of action to implement the principles.

  • IULFC Librarians' Day Committee

    Members:
    Latrice Booker, Northwest (2008-2010)
    Mindy Cooper, Indianapolis (2008-2010), Chair
    Lori Duggan, Bloomington (2009-2011)
    Lora Baldwin, IULFC Liaison

    Charges:
    a. The function of this committee shall be to arrange the annual Indiana University Librarians' Day meeting. The purpose of Librarians' Day is to provide a forum for discussion of current topics and interaction among IU Librarians. In addition to the substantive content, the program for Librarians' Day should include a State of the Libraries Address by the Dean of Libraries, discussion of system wide issues as directed by IULFC, reports of the various IULFC committees and announcement of the White Award winners.
    b. General guidelines for Librarians' Day are included in the Librarians' Day manual which should be updated for year-to-year by the Librarians' Day Committee

    2009 Charges:
    c. Review the IU Library Faculty Handbook to make sure the information pertaining to the Librarians' Day Committee is current and correct. If not, make suggestions to IULFC.

  • IU Libraries Mentor Program Committee

    Members:
    Amy Cope, Bloomington, ex officio
    Judith Anspach, Indianapolis (2008-2010)
    Anne Haynes, Bloomington (2009-2011)
    Tim Sutherland, Northwest (2008-2010), Chair
    Beth Whipple (IUPUI), IULFC Liaison

    Charges:
    a. To contact new tenure track librarians
    b. To recruit tenured librarians to be mentors
    c. To match mentors and mentees and to maintain a directory of participants
    d. To contact participants in the Mentor Program annually to monitor the success of the program
    e. To educate prospective mentors about the mentoring relationship
    f. To inform librarians about the Mentor Program
    Amy will get the applications, forward to the chair of the committee. Committee should be more active.

    2009 Charges:
    g. Review the IU Library Faculty Handbook to make sure the information pertaining to the Mentor Program Committee is current and correct. If not, make suggestions to IULFC.

  • IULFC Promotion and Tenure Committee

    Members:
    Becky Cape, Bloomington (2009-2011)
    Angela Courtney, Bloomington (2008-2010), Chair
    Carl Horne, Bloomington (2008-2010)
    Sue McFadden, East (2009-2011)
    Steve McShane, Northwest (2008-2010)
    Moira Smith, Bloomington (2008-2010)
    Mary Strow, Bloomington (2009-2011)
    Marion Frank-Wilson (IUB), IULFC Liaison

    Charges:
    a. The primary responsibility of this Committee is to review each dossier submitted in the promotion and tenure processes, and to make recommendations to the Dean of University Libraries.

    2009 Charges :
    b. Review the IU Library Faculty Handbook to make sure the information pertaining to the Promotion and Tenure Committee is current and correct. If not, make suggestions to IULFC.
    c. Review the P&T procedure manual and make sure it is up to date, especially regarding routing procedures.

  • IULFC Research Committee

    Members:
    Representatives:
    Gary Charbonneau, Bloomington (2008-2010)
    Margit Codispoti, Fort Wayne (2009-2011)
    Laura Dabney, Bloomington (2008-2010)
    Linda Fisher, South Bend (2008-2010)
    Barbara Gushrowski, Indianapolis (2008-2010), Chair
    Steven Towne, Indianapolis (2008-2010)

    Liaisons:
    Maria Accardi, Southeast (2008-2010)
    Margit Codispoti, Fort Wayne (2009-2011)
    Linda Fisher, South Bend (2008-2010)
    Gail MacKay, Kokomo (2008-2010)
    Sue McFadden, East (2009-2011)
    Nicholas Rosselli, Northwest (2008-2010)
    Jaena Hollingsworth (IUPUI), IULFC Liaison

    Charges:
    a. to monitor the research support needs of the IU library faculty,
    b. to develop means of addressing those needs,
    c. to encourage research by the IU library faculty and to raise their research consciousness,
    d. to raise the consciousness of the University community about IU librarians doing research.

    2009 Charges:
    e. Review the IU Library Faculty Handbook to make sure the information pertaining to the Research Committee is current and correct. If not, make suggestions to IULFC.

  • IULFC Sabbatical Leave Committee

    Members:
    Nancy Colborn, South Bend (2008-2010)
    Dave Frasier, Bloomington (2008-2010)
    Nels Gunderson, Bloomington (2009-2011)
    Sherri Michaels, Bloomington (2008-2010), Chair
    Sherri Michaels (IUB), IULFC Liaison

    Charges:
    a. The function of this Committee shall be to consider sabbatical leave proposals of librarians from the Bloomington and regional campuses and to make recommendations to the Dean of University Libraries.
    2009 Charges:
    b. Review the IU Library Faculty Handbook to make sure the information pertaining to the Sabbatical Leave Committee is current and correct. If not, make suggestions to IULFC.

  • IULFC White Award Committee

    Members:
    Chanitra Bishop, Bloomington (2009-2011)
    Brenda Burk, Indianapolis (2009-2011)
    Sue McFadden, East (200-2010)
    Virginia, Sojdehei, Bloomington (2008-2010), Chair
    Susan Yoon, Bloomington, ex officio
    Jennifer Laherty (IUB), IULFC Liaison

    Charges:
    a. The function of this Committee shall be to consider all applications for the White Award which is described in "The Herbert S. and Virginia White Professional Development Award" section of the IU Library Faculty Handbook.
    2009 Charges:
    b. Review the IU Library Faculty Handbook to make sure the information pertaining to the White Award Committee is current and correct. If not, make suggestions to IULFC.

7. Dean's Report

CHL Report
Met Oct 23rd at IUPUI. A lot of time was spent to discuss system wide support for IUScholarWorks. This would involve creation of a position. The campuses were not ready for this step yet, but there will be a listserv created and a quarterly discussion group.

FAR, already covered today.

Request from Mary Popp to review the privacy policy. Not updated since 2004. Things like Google Analytics, chat, and mobile communication have come along since then. CHL charged Mary Popp to go back and look at the policy and make suggestions for changes. CHL is still interested in sharing the same privacy policy.

Coordinated public relations initiatives. Bloomington just did a postcard campaign for IUScholarWorks. There is an Oncourse site where these things could be shared.

Robert McDonald gave an update on technology issues. We have migrated from Oracle to Linux for the SIRSI/Dynix platform. Bloomington will lead a partnership of research libraries in the development of a new community source software for the management of library resources. The project, known as Kuali OLE (Open Library Environment), will develop software that will replace the ILS (Workflows) and be freely available to libraries worldwide. The development partners, in addition to contributing funds, are applying for funding from the Andrew W. Mellon Foundation to be received over a two year time frame. This would be a replacement for workflows and will include an ERMS. Third year would be the migration plan. Brad Wheeler and Brenda Johnson will be the co-PI’s for the grant. There will be an announcement Nov. 18th at Kuali Days Conference that the Kuali Foundation will be a partner in the project. Boopsie went live the first week of September. There is a system-wide Boopsie steering committee that has met to evaluate the progress implementing the service. Future plans are to integrate GIS capabilities so it will recognize where you are. UITS and the IUB libraries split the cost of the Boopsie software

Collection Development issues. The CIC has agreed to participate in the Wiley-Blackwell license. Each institution will have access, not a shared collection as it was in the past. Regional campuses will also only have access to what they subscribe to. The E-resource person at each campus has the details.

There was some discussion of collaborative approval plans across campuses. Bloomington is currently doing an RFP for a monograph vendor. If we all share the same, then this might work.

ALF and last copy. There was some discussion of whether the ALF should be home to the last copy of a work. As the regional campuses are weeding, and they notice that the book is the last copy in the IU system, should it be sent to ALF? No decision was reached.

E-textbooks. David Lewis is involved in pilot testing. The bookstore is obligated to buy books back at 50% if the book is being used again until they meet their quota, so people sell back early. We are investigating Connexions software. IU will implement at some point as part of the Big Digital Machine project.

Dean Search
It is with the provost. Two candidates were on campus, and the committee chairs met with the Provost on October 16th to discuss the candidates. Provost Hanson will make the final decision.

8. New Business

Next meeting?
The next CHL Meeting is scheduled for Feb 19th in Bloomington, and another tentatively scheduled for June 18th in South Bend. As IULFC is to meet four times a year, we will add another meeting, likely between the February and June meetings.

IULFC wishes to congratulate IULFC member Jaena Hollingsworth on receiving the ILF Outstanding New Librarian Award.

We will pilot test approving the minutes via email this year. This will allow the minutes to be distributed in a much more timely fashion as we only meet four times a year and it can be a while until the next meeting for approval.