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Indiana University
Draft Minutes for November 22, 2011 Meeting

2:00 - 3:30 pm

Members present: Brenda Johnson, Ruth Lilly Dean of University Libraries, Chanitra Bishop, Jackie Byrd, Gabrielle Carr, Erika Dowell, Wendell Johnting, Meagan Lacy, Andrea Morrison, Kristi Palmer, Scott Opasik and Latrice Booker.

I. Approval of July 8, 2011 IULFC meeting

Minutes were approved as submitted

II. Election of Secretary-Elect

Erika Dowell was unanimously elected Secretary-Elect.

III. Update on breakup of the system wide P&T Committee.

Jackie Byrd reported that a small group in Bloomington is working on Bloomington's tenure and promotion process. Documents are being written. Bloomington expects to implement its new campus specific tenure and promotion process in 2013.

Scott Opasik reported that librarians at both Forth Wayne and South Bend are developing campus specific tenure and promotion processes.

Gabrielle Carr reported Marty Rosen is working to schedule a conference call among the remaining regional campus libraries to discuss a collaborative P&T process.

Dean Johnson reported that the system wide P&T Committee will continue through 2012.

IV. Update on fall Council of Head Librarians Meeting (Dean Johnson)

  1. IU Film Archive

    IU is promoting the IU Film Archive, perhaps the largest 16mm educational film collections of any public university library

  2. E-Text Course load

    David Lewis gave an update on the new electronic textbook project.
    Cost of the electronic textbook should be 35% of the price of the print title.
    Several large publishers of textbooks have sign onto the project
    The service would be hosted on publishers' server, not IU's

  3. Collaborative purchasing of e-books

    Tim Southerland asked about collaborative purchasing of e-books among the campuses.
    Julie Bobay reported that only a small percent of e-books are appropriate for college.
    A solution for shared purchasing was not found.

  4. Electronic collections to support IU Online Credit Courses.

    Tim Southerland asked about the possibility for shared purchasing of electronic collections to support online courses.
    Applegate had suggested that the UITS Model for purchasing software may serve as a model.
    Lori Dugan showed that there are many common electronic resources among the campuses
    Dean Johnson followed up with Applegate that the licenses for software and electronic resources are not similar.

  5. CIC Shared Print Project

    Update on the status of the CIC Shared Print Project for periodical literature was given.
    The first collection, to consist of Science and Medical literature, would be hosted at Bloomington's ALF.
    The current draft policy would allow all IU campuses to borrow from any of the collections.

  6. EBSCO Discovery Services

    Demonstration of the product was given.

  7. Update on Blacklight

    Schedule to up and running in August of 2012

  8. Docutext update

    UITS is dropping funding for Docutext in July 2012
    At present there is not a replacement option

  9. Promotion and Tenure breakup update

    At the end of the meeting the deans of the regional campuses held a discussion on promotion and tenure process on their campuses.

Next CHL meeting will be Feb. 17 2012 the Indianapolis Law Library

V. Future of the IULFC

Not certain yet on the date of the next (last) IULFC meeting of the 2010-2011 term. Possible dates: May 19th or 20th for discussion of P & T procedures and new eFAR forms? Or perhaps we will wait until after June 17th CHL meeting, possibly July 7th or 8th.

VI. Charges to Committees

  1. What committees should continue?

    The Council discussed the continued existence of each committee and came to the following consensus.

    Faculty Review Board
    Does not need to continue as each campus has a similar board or committee.

    Faculty Standards Committee
    The council did not reach a consensus.

    Research Committee
    Does not need to continue

    Sabbatical Leave Committee
    Does not need to continue as each campus has a process for awarding sabbatical leave.

    White Award Committee
    Does need to continue, but not under the IULFC

    Librarians' Day Committee
    Does need to continue, but not under the IULFC, perhaps under the Council of Head Librarians.

    Mentor Program Committee.
    Does not need to continue. Each campus could develop a mentor program.

    Andrea Morrison informed the Council that according to the IULFC Operational Guidelines (Amendments page 12), the Council may amend the guidelines by a majority vote.

  2. New committee/initiatives needed?

    Andrea Morrison suggested that an assembly may be needed, but not IULFC
    Jackie Byrd reminded the Council that InULA exists.

  3. Changes to IU Library Faculty Handbook

    Erika Dowell suggested that the IULFC stop referring to shared university-wide policies as a handbook. Instead we should think of the policies individually.

    Andrea Morrison call for a motion to create a transition team, consisting of one member for Bloomington, IUPUI, and the regional campuses, to review the IU academic handbook, the IULFC handbook and to present a plan to disband IULFC. The motion was seconded and approved.

    Scott Opasik asked for volunteers to serve on the transition team. Megan Lacy (IUPUI), Erika Dowell (Bloomington) and Scott Opasik (regional campuses) volunteered to serve.

VII. New Business

Jackie Byrd reported that the IULFC intranet sites are scheduled to be migrated to SharePoint and asked if any of the sites need to be migrated.

The consensus was no IULFC Intranet sites need to be migrated to SharePoint. However, Andrea Morrison has volunteered to work with IU Archives to archive the data on the Intranet site for IULFC.