Minutes

Council of University of Wisconsin Libraries

October 19, 2000

Wisconsin Dells

 

Present: Joe Jax (Chair), Bob Carmack, Paul Moriarty, Pat Wilkinson, Tom Peischl, Anita Evans, Ken Grant, Jim Bredeson, Bob Rose, Kathy Pletcher, Sandra Pfahler (for Ken Frazier), Peter Watson-Boone, Christina Baum, Cathleen Palmini (for Arne Arneson), Gary Alexander, Joyce Huang (for Hsi-ping Shao), Kathy Schneider, Lorie Docken, Ed Meachen, Lori Voss.

 

Guests: Joan Robb, Nolan Pope

 

1.     Call to Order

 

Jax called the meeting to order at 1: 25 PM.

 

2.     Introductions

 

Participants at the meeting introduced themselves.  Jax noted that faculty member Winston Van Horne would not be at our meetings today and tomorrow.

 

3.     Minutes

 

Carmack moved and Evans seconded the approval of CUWL minutes for May 4 and 5, 2000.  Motion passed.

 

4.     Proposed CUWL meeting dates for 2000-2001

 

Jax noted the proposed meeting dates: Tuesday - Wednesday, February 13 – 14, 2001 in Madison and Thursday – Friday, April 26 – 27, UW Plattville.  Jax explained that the February meeting was scheduled to encourage participation in WLA’s Library Legislative Day.  The April meeting was scheduled to avoid a conflict with WAAL.  Discussion followed regarding the schedule for Legislative Day and how it impacted CUWL’s schedule.

 

Action:  The dates were approved.  Depending on the agenda for the February meeting, CUWL may need to meet all day on February 14.

 

5.     Regents’ $4.7 million Initiative for Library Acquisitions (strategies for support)

 

There was a general discussion of how best to support the student initiative that resulted in UW System putting a $4.7 million increase in its proposed budget for library acquisitions.  Meachen stated that currently UW System is going forward vigorously with all parts of the budget, and the strategy for selling it to the Governor was being developed. Watson-Boone summarized the CUWL teleconference of September 26, 2000 and suggestions generated for supporting this initiative.  (See email by Jax, “Unofficial Summary of CUWL Teleconference, September 26, 2000, dated September 28, 2000).  Additional options were noted.  There was general agreement with Pletcher’s evaluation of the situation.  There is an explosion of information resources.  UW System libraries need to make a reasonable amount of this available to our students and faculty, and we will be prevented from doing this unless UW System libraries get an increase in funding.  Moriarty asked about BadgerLink funding.  Pletcher offered to investigate how BadgerLink will be funded and report back to CUWL.

 

Action: Meachen will organize a meeting in the next few weeks including himself, Gary Thibodeau, Frazier, and other CUWL members to develop a strategy to support this funding that is in line with System priorities.  Alexander will communicate to Jax the names of the new faculty members soon.  (Two new faculty members were later appointed.  They are Anthony Gulig from UW Whitewater and Anthony Galt from UW Green Bay.)

 

6.     Vice President for Academic Affairs Issues

 

Alexander noted that there is a search ongoing for a new Senior Vice President for Academic Affairs that should be concluded by January 2001.  Gary Thibodeau is acting in an interim position and will not continue past December 2000.  There was also discussion about filling the faculty member slots on CUWL in a timely manner.

 

Action: Alexander will inform Jax of new faculty appointments to CUWL.

 

7.     Customized Database Task Force Report

 

Rose, chair of the task force, gave the group’s report.  (Copies previously distributed through an email attachment, dated October 2, 2000.)  Rose described the task force’s work as a noble effort that failed and thanked the members of the task force for their good and hard work.  The group recommended that the task force be disbanded, that CDC work with publishers to meet collection needs in the area of Nursing and Allied Health (CHINAHL database offers the most potential), and that the task force share what it has learned with the profession.

 

Action: Carmack moved and Pletcher seconded to thank the members of the task force for its ground breaking work, accept the task force report, and approve its recommendations.  Motion carried unanimously.

 

8.     Resource Sharing Task Force

 

Schneider reported that the task force is working in two sub-groups.  One group is working on curriculum materials.  It is developing a model for sharing special materials.  It will meet at WLA.  The other group is working on resource sharing as it relates to Universal Borrowing.  It will start its work after training for Universal Borrowing.  Schneider noted that the mid-December date established for the report of the second is not possible to meet because of Endeavor’s delays of Universal Borrowing.  The group will report when Wisconsin’s “beta testing” of Universal Borrowing is done.

 

9.     Update on Authentication Issues and UW System IAA group (how this relates to libraries)

 

Pope reported on the progress of the UW System IAA group.  Pope noted that the group is working in two sub-groups.  One is dealing with policy issues, and the other is dealing with technical issues.  He noted that the group has $500,000 to do a pilot project.  He will send a summary of the pilot project to CUWL.  The pilot (phase 1) has a limited but important purpose.  It will create a registry for all campuses.  In short, it will get the infrastructure in place.  The creation of “white pages” will be the only application available in phase 1.  Library issues regarding authentication will not get dealt with until phase 2, but phase 1 is laying the foundation for all future authentication issues.  Discussion and questions followed.  Evans asked whether libraries should continue with establishing proxy servers for their libraries.  Pope suggested that libraries go ahead with their own proxy servers because the IAA project is at least two years away from providing applications that may help libraries with authentication issues.  Members of CUWL expressed appreciation to Pope for his thorough report and the IAA group for its work.

 

10. CDR Task Force

 

Docken described the process currently going on to collect data for the federal government’s Academic Library Survey (ALS).  She noted that CUWL had expressed interest in using this survey with a brief supplement to replace the CDR.  Schneider had been doing something similar with IPEDS and the WAICU libraries.  Docken distributed a copy of the ALS and additional data that Melissa Kepner stated that she might find helpful.  Discussion followed.

 

Action: Moriarty moved and Carmack seconded that the CDR report on libraries would be discontinued and replaced.  It would be replaced by the ALS and the supplemental financial data (Section II, B) on the blue sheet that Docken distributed.  The libraries would submit the ALS to the federal government as required.  Also, libraries would send the ALS data and the supplemental financial data to UW System annually.  System will compile and summarize data and distribute a report to CUWL.  Motion carried.  Docken will provide directors with a contact for sending ALS data to UW System.

 

11.  Access for Students with Disabilities Guidelines for Home Pages

 

For the CUWL’s information, Jax briefly described the work and the report of the Committee on Access to Technology for Individuals with Disabilities.  He noted the wide range of issues involved for libraries.  The report has been submitted to Katharine Lyall and will likely need Regents approval.   Discussion followed.  Moriarty asked if anyone has contacted vendors such as EBSCO about its web site.  Docken will raise the issue with EBSCO.

 

12.  Report from Lorie Docken

 

Docken distributed a report to CUWL on various topics.  Regarding Voyager 2000.1 upgrade, Eau Claire, La Crosse, Stevens Point, Stout and the Colleges have upgraded.  All other libraries have arranged a date with Endeavor.  Regarding Universal Borrowing, the beta testing has been delayed due to Endeavor’s delay in releasing 2000.1 and lack of “live” Universal Borrowing software for training.  Tentatively, training for the beta sites’ librarians is scheduled for November 27- 28, beta software should be available in early December, and testing by the beta sites will likely occur in the mid-January to mid-February period.

 

Regarding the contract with Endeavor, UW System has withheld the remaining software maintenance payment for phase 3 sites because Endeavor has not met the September 30^th deadline for delivering Universal Borrowing beta software.  Other items reported on were a budget summary, the book bid proposal, and the CUWL web site.

 

There was discussion about Endeavor and its failure to meet contractual dates, bugs with release 2000.1, and generally slow customer service.  Some members suggested that some meeting should be arranged with Jane Burke of Endeavor to discuss our concerns (topic discussed more on October 20).  In addition, suggestions and information for the CUWL web site (http://www.uwsa.edu/olit/cuwlweb/) should be sent to Docken.

 

13.  Uniform Computer Information Transaction Act (UCITA)

 

Pletcher distributed a handout that she received at an EDUCAUSE 2000 presentation, “UCITA: Enforceability and Fairness of Negotiated, Shrinkwrap, and Click – Through Licenses.”  WLA and ALA are opposed to this act that will be introduced in the next session of the Wisconsin Legislature.  Pletcher noted that this is both an issue for libraries specifically and IT in general.  Paul Nelson of the Middleton Public Library is looking for volunteers from academic libraries to work on this issue.  Contact him if you are interested.  Also, it was noted that several sites around the state are hosting a teleconference about UCITA on December 13, 2000.  They are listed at http://www.wla.lib.wi.us/legis/ucita.html.

 

Meeting adjourned at 4:35 PM.

 

Respectfully submitted

Patrick J. Wilkinson, Secretary

Minutes

Council of University of Wisconsin Libraries

October 20, 2000

Wisconsin Dells

 

Present: Joe Jax (Chair), Bob Carmack, Paul Moriarty, Pat Wilkinson, Tom Peischl, Anita Evans, Ken Grant, Peter Gottlieb, Jim Bredeson, Bob Rose, Kathy Pletcher, Sandra Pfahler (for Ken Frazier), Peter Watson-Boone, Christina Baum, Cathleen Palmini (for Arne Arneson), Gary Alexander, Joyce Huang (for Hsi-ping Shao), Kathy Schneider, Lorie Docken, Ed Meachen, Lori Voss.

 

Guests: Joan Robb, Nolan Pope, Todd Digby and the LAMs

 

1.     Jax called the meeting to order at 8:35 AM.

 

2.     LAMs Report – Todd Digby

 

Digby discussed the large amount of dissatisfaction with Endeavor among the LAMs.  Problems included numerous bugs in release 2000.1, slow customer support, Endeavor clients do not work well on several common Window operating systems (they work best on Windows 95 & 98), simultaneous searching does not work in an acceptable manner in new release (this is vital for Universal Borrowing), Endeavor has not met several release, test, and training dates, the ILL/Clio module is not recommended by the LAMs.  Digby noted that fortunately most UW System libraries are not upgrading to 2000.1 until December/January.

 

Pletcher suggested that UW libraries have a meeting with Endeavor (Jane Burke) before January.  Endeavor needs to clearly know that UW System libraries are not happy with Endeavor for the reasons outlined by Digby.  Baum stated that the poor customer service alone is reason to meet with Endeavor.  See action item.

 

Digby next discussed the issue of how the LAMs proposed to respond to CUWL’s directive to provide a collaboratively maintained (technologically-based) listing of full-text periodicals from aggregator databases that allows sharing of maintenance responsibilities between campuses, which does not involve cataloging records in local OPACs.  Digby outlined a two step approach.  The first step involved getting the lists of periodicals from specific aggregators as an electronic file and post information on a shared web-site (shared repository of information).  The next step would be to take this shared data and put it in a common table format by aggregator.  Then the work on providing holding information and updating the list would be divided among libraries.  Digby will report on LAMs progress on this issue at CUWLs February meeting.  In February, the LAMs will have more detailed information on how this concept can be implemented.  There was general agreement within CUWL that the LAMs were on the right track.

Lastly, Digby discussed the issue of the scope of LAMs responsibilities.  Traditionally, CUWL looked to the LAMs to deal with issues that dealt with just the library’s integrated system.  As means of electronic access to information expands, CUWL asked the LAMs to expand its scope of responsibilities to include electronic access issues such as how to deal with aggregator databases in ways that do not use the library’s catalog.  Digby reported that the LAMs were willing to expand their responsibilities.  For many LAMs, it mirrors what they already do at home institutions.  CUWL members agreed to this and stressed the need for consultation by LAMs with staff in libraries that deal with other electronic access issues ranging from web page design to ILL.

 

Jax thanked Digby and the LAMs for the report and stated that CUWL looked forward to their report in February.

 

Action: Voss and Docken will arrange a meeting including themselves, Digby, and Jax with Endeavor (Jane Burke) to express concern and frustration with Endeavors current releases, products, and service.

 

3.     Digital Library Task Force Update

 

Jax noted that the task force has been divided into a content sub-committee and a technical sub-committee.  Jax distributed reports from each group.  Both reports were reviewed.  Numerous issues were raised.  The importance of portability of content, the need for teaching faculty to have a strong “editorial” role in the planning and implementation of the project, and the importance for CUWL to develop a “strategic” vision for UW System Library projects.

 

There was general agreement that the task force should go forward with its demonstration project using the Belgian American collection.  UW System OLIT is prepared to cover the products costs related to this project (estimate $7,500).  Docken and others will look at the collection on November 7.

 

Pope distributed and reviewed his proposal, “The University of Wisconsin Digital Library: A Proposal for UW Libraries to Jointly Develop & Support Digital Library Initiatives.”  The proposal outlined “an approach to combine resources and accomplish a greater level of capability and sophistication than is likely with individual campus efforts.  The UW Madison digital library efforts would serve as a base expanded to support resources from all the UW libraries.  UWSA funding along with a shared CUWL governance structure is proposed.”   Discussion followed on Pope’s proposal and UW System Library digital projects in general.  Some issues raised concerned costs, governance, content of projects, priorities, strategic directions of digital library efforts, transportation of rare and fragile materials, and the relationship of UW Libraries efforts with other projects in the state.  Pope was thanked for his thorough proposal.

 

Action:  The Digital Library Task Force will proceed and use the Belgian American collection as a demonstration project. Watson-Boone moved and Evans seconded that CUWL establish an ad hoc committee to study strategic directions for digitizing UW System libraries collections.  The committee should be appointed by the CUWL chair, consist of CUWL and UWSAC members, and report back to CUWL at its April meeting.  Motion passed.

 

Pope will develop a business plan for his proposal and distribute it to CUWL in the near future.  The proposal will be reviewed by the “strategic directions” committee and will be discussed at the CUWL February meeting.

 

4.     CDC Report - - Joan Robb

 

Robb distributed the report of the CDC Meeting of September 25-26, 2000.  Points two and three consisted of a recommendation to renew existing subscriptions listed and a recommendation of six new products to purchase.  The report further outlined products that have been recently made available to campuses and pending with other issues that CDC is considering.  Discussion followed largely on the issue whether UW Madison should be included in the purchase (with System funds) of Cinahl (Bell & Howell) with full-text since UW Madison has and will keep Cinahl access through Ovid.  The main points discussed were should CUWL save money by excluding UW Madison from the contract with Bell & Howell since Madison does not want or need this additional access or would excluding Madison set a bad precedent on how System funds were used and cause confusion and problems in the future.  An additional issue was raised regarding the problems excluding Madison might cause for CNP students.

 

Docken distributed a memo that described the discussions that she and Pletcher had with the APA about the large proposed price increases for PsycInfo. Not all outstanding issues were resolved with APA, but the organization did revise its subscription price with UW System libraries for November 1, 2000 through October 31, 2001.

 

Robb distributed a report on UW System Library participation in the Wisconsin Academic NetLibrary Consortium.  All UW System libraries now have access to e-books through NetLibrary.  The consortium decided that there would be no annual fees until after July 1, 2001.  The issues of use and training regarding NetLibrary were discussed.  Schneider will find out from NetLibrary what training sessions for campuses would cost.

 

Action: Moriarty moved and Pletcher seconded that CUWL accept the CDC report with its recommendations for purchases including providing Cinahl access through Bell & Howell for UW Madison.  Motion passed.  Pletcher moved and Carmack seconded that CUWL accept the newly negotiated price with APA for next year, CDC investigate alternatives to PsycInfo, and CDC report back to CUWL about alternatives in either February or April.  Motion passed.

 

5.     UWSAC REPORT - - Peter Gottlieb

 

Gottlieb noted that issues of interest regarding the digital library project have been discussed.  He suggested that the UWSAC chair be invited to give a report to CUWL as other sub-groups such as CDC or the LAMs.  He informed CUWL that a new rule has been drafted for electronic records and thought the libraries that have some records management responsibilities need to be aware of it.  Further, he said that due to renovations the Reading Room at the SHSW will be closed during January 2001.  ARC transfers of materials will still happen during the period.  He noted that UWSAC’s April meeting dates would conflict with CUWL.

 

6.     Ed Meachen Report and Questions to and from CUWL

 

CUWL described to Meachen libraries’ dissatisfaction with Endeavor (see October 20, #2).  He suggested that libraries be clear on what outcomes CUWL wants with a meeting with Endeavor (Jane Burke).  There was further discussion of the issue how to support the Regents 4.7 million initiative for library acquisitions (October 19, #5).  Peischl raised an issue (based on his experience at EDUCAUSE 2000) regarding the changing nature of libraries and information.  What will be the future role of academic libraries? Discussion followed.  It was suggested that CUWL may need a new vision for the next 3-5 years, the next CUWL meeting might be structured around these issues, and that CUWL needs more involvement from faculty.

 

The group wanted to express its appreciation to David Kieper for his organization of the joint meeting.  It was also noted that CUWL does not have a local arrangements person for its February meeting in Madison.

 

Meeting adjourned at 12:05 AM.

 

 

Respectfully submitted

Patrick J. Wilkinson, Secretary