Coordinating Committees

Untitled Document

CUWL CDC Meeting
August 12, 10am - 4:30pm
August 13, 9am - 2pm

Pyle Center, Madison, WI
Tentative Agenda
1. Welcome and corrections/approval of minutes of the April 19, 1999 meeting, Stevens Point.
2. Updates on old business
a. Statement of principles for UW Core Electronic Collection presented to Directors in April and development of timeline.
b. Consortial arrangements for book vendors - status report from Ellen James - Lorie
c. Last copy - What campuses have identified subject areas?
3. Products to discuss and decide on today, to be purchased with individual campus funding, or to move for consideration under system funding discussion (5.)
a. Environmental Knowledgebase
b. Psychinfo
c. HRAF
d. NTIS
e. Wilson (expires June 2000) System funding or campus funding?
f. Wilson Biographies Plus Add-on
g. Wilson Applied Science and Technology Add-On
h. Books in Print with Reviews Interest? System funding or campus funding?
LUNCH
4. (1 - 2 pm)
Ed Meachen - Cooperative activities among UW System libraries
Ken Frazier - Cooperative collections and SPARC (Scholarly Publishing & Academic Resources Coalition)
See: http://www.arl.ord/sparc/index/html
SPARC has publishing agreements with ACS, Institute of Physics, and Royal Society of Chemistry.
5. Products to discuss for possible purchase with UW System funding (ranked
at 4/19/99 meeting) (Please note: This section of the meeting will continue into Friday,
Aug. 13)
a. Eric fulltext - Jo Ann
b. Web of Science (ISI)
c. Academic Universe (Lexis Nexis)
d. CQ Researcher
e. Statistical Universe
f. Math Sci Net
g. BIOSIS
h. Science Direct (not ranked, but a science fulltext database alternative)
i. Electronic journals - Cal State Journal Project
See: http://www.co.calstate.edu/irt/seir/sys.lib.init.html
also Joyce's 6/14/99 email
6. Other

CUWL-CDC MEETING August 12 & 13, 1999
Pyle Center, Madison
MINUTES
8/12/99 Session
Present:
Baruth, Barb (UW-Parkside)
Bogstad, Janice (UW-Eau Claire)
Carr, Jo Ann (UW-Madison-IMC)
Cecchini, Linda (UW-Eau Claire)
Docken, Lorie (WILS)
Huang, Joyce (UW-Whitewater)
Huebschen, Cynthia (UW-Oshkosh)
Jacobs, Laura (UW-Superior)
Jander, Karen (UW-Milwaukee)
Le May, Curt (UW-River Falls)
Paul, Pat (UW-Stevens Point)
Payson, Evelyn (UW-Colleges)
Pitschmann, Lou (UW-Madison)
Reider, Mary (UW-Colleges)
Robb, Joan (UW-Green Bay)
Strehl, Sue (UW-Stout)
Wurtzler, Judy (UW-Platteville)
1. Introduction of attendees.
Minutes of April 19,1999 meeting approved as distributed with addition of Mary Reider, (UW-Colleges) in attendance.
Three items added to agenda by Lori Docken under 7. Other Business:
a) JSTOR Content updates
b) Net Library
c)Web site for CDC
Show and tell – Lou Pitschmann
Softbook e-text sample
UW-Madison not doing anything with E-books at this time.
2. Updates on old business
a. Proposed Guidelines for Core Electronic Collections
CUWL Directors recommended a decrease in the number of campuses voting to approve choice of resource to 8.
*Moved, seconded, approved – accept guidelines as presented.


Timeline
Directors recommended a timeline for use of System funds.
Group felt a need to have tight timeline.
*Moved, seconded, approved- Spend or recommend commitment for 2/3’s of System
funding by October 15, 1999.

b. Consortia arrangements with book vendors:
Lori Voss has been hired by System to look at ordering process.
Lou asked what happened to Ellen James’s multi-vendor RFP.
Nothing happened with it. Blackwell’s 18% blanket offer came in. Everett’s is looking for foot in door. Jan Bogstad’s vendor survey not incorporated.
Group felt that monitoring of discounts that actually come through from any System contract a must.
Inability to take advantage of discounts offered often fault of other campus depts. involved in purchase process.
Options – Competitive bid (on price only)
RFP - broader requirements
Internal audit report was critical of current order practices
System office must make campus audit depts. aware of prepayment, discount options, and encourage their use.
Group voiced concern with prepaying large sums of money to vendors early in fiscal year. There have been several large company failures in recent years.
Lou advocated answering each point of audit report
General Consensus:
Would like multiple vendor contract
Not central purchasing
Domestic, not foreign materials
Not serials at this time
Firm, approval, etc., type orders included
Need committee – look at it as pilot project, work on RFP
Volunteers: Lori Voss, Lou Pitchman, Joan Robb,
Lori Docken, Janet Bogstad, Laura Jacobs
Office of procurement would issue RFP, negotiate with vendors
CDC would review and recommend
Office of procurement issue contract
Make clear this is pilot, for evaluation purposes
Not binding- need other vendors as well.
Timeline: preliminary by e-mail (conference call if needed) before next CDC meeting.
RFP by end of October
Emphasize that campus business offices be encouraged by central audit to honor discounts, prepayment options. Lou drafting wording
Perils of using memberships in place of subscriptions need to be explained to central audit.

c. Last Copy
Discussion of Joyce Huang’s latest revision of Last Copy: Definition and Policy
Add "forest products and paper" to list of subject areas important to the State’s economy.
Add: Titles may be retained in owning library or transferred to another
UW System library based on existing programmatic strengths and needs.
*Moved, seconded, and passed.
List of subjects each campus has chosen to maintain will be mounted on CDC web site (being developed).
3. a. Environmental Knowledge
$10,000 for 5 simultaneous users/campus, colleges share 5 for all
Not purchased. Green Bay is only current subscriber.
.
b. PsychInfo
Move to Silver Platter – additional $400/campus for 2 months. Start September1st (will have Ebsco through October 31st).
Lori will get new figures.
Lunch Break
4. Meachen/Frazier discussion
Ed Meachen:
Budget looks like it will go through eventually.
Commended CDC for cooperative efforts. Directors couldn’t have gotten this far without this group.
Looking at basically 1 million dollars. More in new fiscal year.
Distributive education is major area of emphasis for System.
Some of collection $’s should go to support Dist. Ed.
System is building unbundled services, taking apart what exists. How critical is high level staffing to function? Better to contract out to private sector to handle staffing of technology people.
Lots of administrative systems now in place, will be moving this way for libraries:
Endeavor provides Distance Education for students who have an UW-campus as their base. Doesn’t work for students whose base is at home, not tied to a specific campus. Nursing students program was experiment last year. Too expensive, but did work (partnered w/WILS). System is aiming for universal library concept. Growth module in education is Distance Education. Zero courses not long ago – now close to 100. Could almost offer entire undergrad degree this way if pooled all courses in UW System. Now move to better library access universally. Are doing second pilot with WILS. Still expensive, but have to keep moving with it. Cost effective up until delivery of actual item to the door. Full text over Net great, but not everything can be provided this way.
-Should System invest in science alternative? SPARC . Doesn’t benefit in short run, will in long term.
-Look at electronic books (current monographs in electronic format). Net library.com not viable for academic situations. Think about holding back portion of million $ for R & D projects. Keep some $’s back for new stuff coming down the pike. Use some $’s for digitizing unique UW items.
-CAL State model for serials. May be labor intensive to do here. Seems like would allow pinpoint collections. Must protect student access piece at all cost. Faculty can be protected through other means. Secondary importance in use of System funds.
Ken Frazier
Irony of 90’s – UW System started the 90’s with fairly separate agendas for each campus, now in very strong cooperative collection development mode due to lack of funding. Work of CDC has been integral part of boot strapping limited resources.
We must increase thinking of collective collection UW wide. Can’t afford old model. We’ll squander the budget increase if we don’t. CAL State model – building one digital library.
We have to think integrated resources. Can think in terms of outreach to museums, research labs, etc. in state.
We’ve done well in terms of undergrad electronic library. Will have to make tougher decisions to create depth. Guard against rebuilding paper serial title collections. This would defeat purpose of System collection funding.
[Librarians present said not seeing this. Requests for new titles, electronic preferred. Older faculty retiring, new faculty have new focuses]
May need to bring together focus group of collection development staff on regular basis. Need to be able to articulate what we’ve done with our greater resources. Electronic resources to support curriculum – must do more. How are we organizing ourselves for this agenda?
[CDC pointed to earmarking $ by October 15, subcommittee for RFP on vendors. Pointed to need to have CDC meet for 2 days, 2-3 times/year. Would be resource for system collection development]
Bring usage statistics into the collection development process. Endeavor will provide better data than we had in the past. Factor demand into use of $’s.
Possibility: be able to tell every faculty person that UW System would buy any title they want under specific $ limit.
-Meachen said he’d make System money available to meet 4 times a year for 2 days, in a think tank mode.
Centralized fund to cover copyright for electronic reserve suggested. Has been thought about, will be considered again.

3. 3.c. HRAF
Not enough to accept current offer. Lori will try to re-negotiate with additional WILS campuses.
a. NTIS
Set up system wide trial. See who’s interested at that point. October 1st start
preferable.
b. Wilson
Campuses that have Wilson have funded on their own. Majority feels System funding is best used for new/innovative products that could not be supported individually.
f. Wilson Biographies Plus Add-on and
3. g. Wilson Applied Science and Technology Add-on
4. Some are opting to not add Biographies; Lori will get new quotes.
5.
6. h. Books in Print with Reviews
7. System funding for a review product was voted on and approved at a prior meeting. Ebsco’s version not liked.
8. *Moved, seconded and approved: System funding of this product.
Do trial of Silver Platter, since are going with PsychInfo Silver Platter product. Unless response time turns out to be very slow, go with Silver Platter Books in Print.
3. a. ERIC fulltext-Jo Ann
May allow cancellation of multiple fiche sets held by many libraries. Combo set includes microfiche for the 20% not full text. Many said they would still get fiche set. Agreed one historical set of fiche necessary. Regional 3-4 another possibility.
Search engine bad. Would need to keep another index. SilverPlatter offers, includes link to E-Subscribe. Quote based 3 simultaneous users to E-subscribe. This would not be adequate. SilverPlatter unlimited access to ERIC (including E-Subscribe docs)
Issues:
1. Who’s keeping fiche subscription ($2,700/yr. approx.)?
2. Simultaneous users 3 to e-subscribe.
3. Eric Silverplatter funded by state?
Paying $63,000 as fiche sets, plus costs of servicing fiche in house, etc. Currently cheaper to subscribe to fiche and pay extra for E-subscribe access.
Table for now. JoAnn Carr will talk to provider at November meeting of National Education Association.
Need:
Unlimited access
No additional $360 for 20% fiche.
Remote user access
a. Web of Science
Issues: title overlap between BIOSIS, SCIENCE DIRECT, Tech Applied Sci. Lou will check overnight on use undergrad vs. faculty/grad.
Provides 6 weeks time lag in coverage vs. 6 month lag on other databases.
Adjourned


August 13
a. Web of Science – continued from 8/12.
Lou and Lori will try to negotiate a better price. Group agreed to say "no" to any calls from their sales people.
b. Academic Universe (Lexis Nexis)
Any of the schools already signed up and paid, will be reimbursed for coverage. Well liked. See e., below.
d. CQ Researcher
*Moved, seconded and passed: Purchase CD Researcher
e. Statistical Universe
*Moved, seconded, passed: Purchase both Academic Universe and Statistical
Universe
f. Math Sci Net
*Moved, seconded and passed: Purchase Math Sci Net.
Two caveats: Negotiate more rational price for colleges
Check that price includes unlimited and off campus access.
g. BIOSIS
Price is high vs. use on many campuses.
Strong need and gaping hole on many campuses for this information.
Wait until finish all science databases discussion.
h. Science Direct
Pricing structure problematic:
Based on total FTE.
Also has a platform fee and a print/electronic surcharge.
Lou Pitschmann will try to negotiate a hand picked subset of journals – highest use. Cancel print. Price not based on head count.
We can notify Lou with any titles we feel are essential by Fri. Aug. 20.
Same process for Academic & Wiley:
Academic & Wiley – Lou will negotiate subset of high use titles. Will use titles 3 or more campuses already receiving.
Highest priority for electronic access.
Campuses could cancel print, use electronic, accept Madison’s print as archival copy.
For 110% of print price, get both electronic & print. If drop print, pay 90% of print price for electronic access.
Lou wants to end up with approx. 25 titles to negotiate system access.
Wiley offers 2 simultaneous user access with a print subscription.
Password access only, not Web. Madison has walked away from Wiley.
Lou proposed spending all System money, then making a list of ones we want but can’t fund – forward list to Ed Meachen asking for more money. We should not hold up our decisions waiting for Elsevier & Academic negotiations.
Evelyn Payson requested assistance for Colleges to fund PsychInfo. Simply had no money to cover it (library Initiative funds are likely to go for books), but the need is there.
Rest of campuses paying for PsychInfo out of own funds.
*Moved, seconded, passed: Use $6,000 System funding for Colleges to purchase PsychInfo for one year. Subject to review next year.
a. Electronic Journals-Cal State Journal Project
Cal State included 1,200 titles in list.
6 vendors responded. 800 titles exist electronically. Ebsco got bid with the 500 titles on their database: 400 on Ebsco Academic, 100 online.
CDC doesn’t feel our doing same project so soon after Cal State’s will be useful – results likely to be the same.
CDC feels pursuing negotiating out the overlap in indexing and full text databases would be more fruitful.
Taking CAL State model next step. Price saving should be pursued. Competition and service factors important.
Negotiating directly with Elsevier and Academic another approach.
Cynthia will have revised full text coverage list available in September. Many of campuses are utilizing. Cynthia mentioned that the Academic Universe full text list hard to pin down.
Ebsco complaints: holdings statements still erratic. Menu also unstable (this can be changed locally).
*Motion made, seconded, passed: CDC wants more information on Web of Science and Biological Abstracts, including better pricing.
Interest is strong for both products.
*Motion made, seconded, and passed: Support System funding of Academic Press, Elsevier, and Science Direct (with surcharge for select titles).
Successful pricing must be negotiated.
7. Other Business
a. JSTOR update.
Handouts on statistics and additional content.
c. Web Site
Will include opening page, then page for each vendor – including length of contract, type of access, specifics of contract – number of simultaneous users, whether cancellation of print allowed, etc.
Password protected – CDC & WICOO members only
-Subject lists for last copies here
-Don’t use for sensitive price negotiations, use list serve
-Will include a checklist of where in process a given contract may be.
b. Net Library
Pricing structure, circulation, and publishers are restrictive. Not viable for our use at this time.
3. CDR Issues and Class codes
Subcommittees report on proposed changes to current CDR reports:
Joyce on CDR issues:
Further define #15 "machine readable materials", and #23 "databases searched online by computer" as DIALOG, or First Search per search (FirstSearch package under Serials).
For a bill that covers both print and electronic, chose what predominates and assign appropriate code.
Add "acquisition for commercial document delivery" (probably as #23A)
Add: #31A any one time purchase of electronic books (specific title).
#39 current periodical titles – electronic journals here.
Examples: ACS, Academic Universe # of individual titles
#36a aggregated product, i.e. Academic Universe
#51 & 52 break out units and titles
#56 cu ft. not linear ft.
#66 Carl Uncover an example
Lou on Class codes:
Postage: recommend leaving as capital expenditure, part of cost of item.
Bindery
Permanent addition to collection.
Recommend leave as capital expenditure
Electronic Licensing
Recommend remain as capital expenditure
This is same info in different format – not leased service.
Insurance for book value – self-insured, won’t get $ anyway in event of loss.
Alternative is ballooning long distance, paper, etc. – not like this.
Service Charge
i.e. Faxon invoice renewal
Some campuses being told to treat as services & supplies.
Recommend capital expense.

Lou sending e-mail to System, copy to us re-iterating all of above.
Return to Core Collection definition discussion postponed from earlier in meeting:
Change title to "Shared Electronic Collection for the Support of Distributed Education"
Drop word "CORE" throughout the document.
Add recommendation for allocation of state funding.
Joyce, Lou, Lori will devise new lst paragraph to address our comments, for our next meeting.
Brainstorming & next meeting date:
.
Share unique products/services (resources). Need a computer so can log into our own campuses & demo for group.
Nov. 1 and 2nd Madison.
Respectfully submitted,
Sue Strehl