Council of University of Wisconsin Libraries (CUWL)

Madison, 213 Pyle Center

Monday, February 2, 2004

 

AGENDA

 

Attendees:  Anita Evans (Chair), Ewa Barczyk, Barb Baruth, Lorie Docken, Marc Boucher, Ken Frazier, Leanne Hansen, Joyce Huang, John Krogman, Valerie Malzacher, Paul Moriarty, Tom Murray, Deb Nordgren, Bob Rose, Kathy Schneider, Phil Schwarz, Pat Wilkinson, Tony Gulig, Peter Gottlieb, Chris Goss.

 

Guests: Rick Grobschmidt, Nick Weber, Ed Meachen, Nolan Pope, Amy Rudersdorf, John Jax.

 

 

10:05 a.m.        Call to Order: introductions, announcements, and approval of agenda and minutes from Nov. 7, 2003 teleconference and review of minutes from the October 3, 2003 and January 23, 2004 Executive Committee Teleconferences

 

Announcements:

 

Ken  – Madison K-12 Portal will be going public in a month; each campus will be asked to identify resources.

Anita – Barb Baruth is now Director of Library and Instructional Technologies at UW Parkside.

Anita – Tony Galt is back teaching after his accident and will join us at UW – Green Bay.

 

Minutes:

 

            November 7 minutes were approved as distributed.

            January 23 Executive Committee minutes: the Nominations Committee will be Bob Rose, Leanne Hansen and Anita Evans.

 

 

10:15 a.m.        Rick Grobschmidt, Assistant State Superintendent Division for Libraries, Technology, and Community Learning

 

            Availability of library resources is a concern for all. DPI has had their share of budget cuts (15%). UW System aids were fully funded. Regional Library for the Blind, Children’s Cooperative Book Center, State Historical Society are top funding priorities. The 4 contracts did not receive an across the board cut, so other areas had to absorb the 15% cut.  A public library consultant position was lost.

 

            Library Systems were surveyed and 6 indicated that they would possibly pay for interlibrary loans.  Some interlibrary loans have been filled through MINITEX.

 

            BadgerLink funding increased; ProQuest and EBSCO were selected in recent RFP process.  Educational journals have been added in EBSCO. Usage stats show a lot of “hits”; they are looking for better ways to track and share usage information.

 

            Sally Drew has initiated a WISCAT patron-initiated interlibrary loan service pilot.

            The Maritime digital collection project was very successful. Future projects will depend on resources. WiLS is sponsoring a digital collection conference on March 24^th in hopes of developing some collaborative initiatives. Efforts are underway to prepare the next LSTA proposal. Note: The federal LSTA allocation was recently passed and was slightly higher. Pat Wilkinson will send a link for UWDC to Rick.

 

            The reduction of funding for library contracts unquestionably has had adverse local impacts. An independent consultant will be brought in to do a needs assessment and help brainstorm ideas on how to maximize access for Wisconsin citizens given difficult budget times. As always, CUWL input is welcome. The Governor is on record supporting education and libraries when resources become available.

 

            In preparation for the Legislative Day tomorrow, as a former legislator, Rick recommended thanking legislators and their staffs first (BadgerLink). Note with them the great things that libraries are doing and highlight the need to provide these valuable library resources to Wisconsin citizens.

 

It was noted that all UW System libraries are accessible to the general public at minimal or no charge.

 

11:30 a.m.       UW System Administration/OLIT Report (Ed Meachen)

 

The next generation of Wisconsin’s network will include a collaborative, cooperative WisNet and a solid prime vendor managed video network on the same backbone. UW will be allowed to experiment with Internet 2. The problem is eRate…it only applies 100% to a public carrier that provides end-to-end service (although WisNet is close to 100%). Uncertain subsidies like eRate and the Universal Service Fund are driving the future of Wisconsin network development. The issues have come down to management and governance. An eight member task force has been appointed by the Governor to develop this network plan. It is hoped that K12 representation will be added.

 

OCLC would like to do an eLearning course management project with libraries.  UW System has volunteered to participate.

 

Kronos (time and attendance software) will continue and move forward. Classified info is the first focus and will be fed into the new HR system (APBS). Student info will feed into a separate system.

 

Any joint budget initiatives will wait until the UW System Future of the UW study is completed. The financial aid issue is the primary focus.

 

Noon               UWSAC Report (Nick Weber)

 

            Transfers between ARC’s is high; they have run into some logistical problems.

 

Campus Histories is the next digital collections project. 

 

ARCs and campuses are becoming more involved in National History Day.

 

Space continues to be an issue on many campuses. About half have 1-2 years of space left; others in the 3-4 years range. May have to re-examine holdings, particularly government documents.

 

There is some question as to how D2L and other electronic formats might impact the archiving of course materials. This will be one point of discussion at the next meeting in the spring.

 

They are trying to coordinate 5 core elements appearing on the ARC websites.

 

Bibliographic records will also be a point of discussion at the next meeting.

 

12:15 p.m.       Resource Sharing Group (including UB loan periods) (Kathy Schneider) 

 

            The RSG will be surveying constituents this spring on policies and procedures.

 

            The Committee recommends revising the UB Loan period for Faculty and Staff to one semester with a minimum of one renewal. (This would not apply to 14-day loan items.) This may be a problem for campuses that have a loan period of less than one semester. Ken Frazier was under a lot of pressure to return to the semester loan period after the 28-day loan period was implemented at Memorial Library. Some of the other Madison libraries prefer the 28-day loan period. It was noted that recalls cannot be done in UB; only the holding library can place a hold. A number of campuses supported the one semester loan (Whitewater, Eau Claire, Oshkosh and Stevens Point); La Crosse and other campuses are willing to consider it. Discussion ensued on whether or not to just have an exception for Memorial Library. It was recommended that a survey question be added to address this concern.

 

            Pat Wilkinson raised the concern that allowing UW libraries to have different UB policies for identical material was inconsistent and a set back from the "One System One Library" concept.  Also, there may be confusion if there are different loan periods for the same title.  Will faculty be encouraged to borrow materials from Madison (i.e. Memorial and those Madison libraries allowing semester loans) since the loan period is longer than for the other campuses?  

 

            There was no clear consensus developing and given that the RSG would be gathering more information in the survey, the sense of the group was not to vote at this time. The revision of loan periods could be discussed within the context of the entire report by RSG at the Green Bay meeting.

 

John Krogman moved to table. Seconded by Philip Schwartz. Passed with two dissentions.

 

12:50 p.m.        Lunch

 

1:00 p.m.          DSpace Presentation & Discussion (Nolan Pope and Amy Rudersdorf)

 

            A UW DSpace pilot is up and running. The demo also showed MIT’s live site and Ohio State’s pilot. The UW test site has a humanities and science community up. Only members of a “community” can add materials to a collection. Materials can be posted in almost any format. However, only the “bits” of information are stored; not the software to display it. DSpace is an archive, but not intended for preservation, and it is probably compatible with metasearching. It’s envisioned that each campus could become a community when DSpace is completely operational.

 

1:45 p.m.          Electronic Resource Management Task Force Report (Valerie Malzacher)

 

Valerie Malzacher introduced the topic by saying she hope that eventually “library” eventually will be used as a verb in the same way as “google” is used today.  Paul Moriarty will be the Project leader. An Implementation Advisory Committee has been formed and a timetable proposed. The “kick-off” meeting is February 10th at the Pyle Center. Three staff members can subsequently attend the SFX training sessions. Implementation can follow as soon as six weeks after training. SFX will allow users to go directly from an index to an article. SFX can also go directly from an index to an article delivery service.

           

1:55 p.m.          Reference Coordinators Committee (Paul Moriarity/Valerie Malzacher)

 

            The RCC looked at D2L at the December meeting and decided to use the CUWL D2L web site for discussion and demonstration. Everyone was encouraged to have a library presence on their D2L pages.

 

Reference coordinators discussed their role in the ERM implementation and virtual reference. They will be meeting with the CDC on possible recommendations related to shared electronic resources.

 

2:05 p.m.          UWSA Student Services Working Group and Integration Work Group (Ed Van Gemert/Pat Wilkinson/Lorie Docken)

 

Ed reported that there are currently about 30 collaborative degree programs in the UWS. Library resources and the impact of D2L are part of the discussion on providing services to students in these programs. Licensing issues will have to be addressed in these programs.

 

Pat and his staff met with the Integration Group in Oshkosh and indicated that the integration of D2L with library resources and single login (IAA) are System priorities. Future meetings are planned at individual campuses.

 

2:20 p.m.          CDC Report (John Jax)

 

$74,300 will be carried over at the end of this fiscal year. The 2004-05 budget will still have a shortfall in the $37,000 to $62,000 range.

 

CDC recommends the renewal of BioOne for $61,700. Joyce Huang moved to approve. Pat Wilkinson seconded the motion. Approved unanimously.

 

CDC recommends supplementing the Shared E-Resources budget by $100,000 annually through campus allocations based upon a formula approved by CUWL. Pat Wilkinson moved to accept. Ken Frazier seconded the motion. Approved unanimously.

 

APA’s PsycARTICLES was suggested as an additional electronic resource. It was also suggested that materials need to be targeted for deselection (McGraw Hill Ency. of Science & Tech. and OED??). It was also noted that the Nursing database Bell & Howell CINAHL has very low usage at a very high cost.

 

The CDC has formed a sub-committee to plan a joint meeting with the Reference Coordinators to evaluate the Electronic Resource Collection. The utilization of usage statistics was highly recommended.

 

2:45 p.m.          Collection Management (CM) Task Force Charge and Copyright and Intellectual Property (CIP) Task Force Charge (Executive Committee)

 

The membership and charge of the CM Taskforce was presented. Ewa Barczyk has agreed to chair the group. It was noted by Ken Frazier that $20 million is spent annually by the UW System on collection development. There is extensive duplication of print journals across the System. Duplication might be eliminated if high-speed (same day) desktop delivery becomes readily available. Licensing tables of contents of electronic journals is also recommended. Staffing to provide this high-speed service is also a concern.

 

The membership and charge of the CIP Taskforce was presented. John Krogman has agreed to chair the group. It is hoped that this will be a System and not just a library project. North Carolina and Texas are examples of good system wide policy development. UW Madison is updating its eReserve policy and welcomes working with the Task Force. It was recommended that this information be readily disseminated to the campuses, possibly utilizing a common web site.

 

3:40 p.m.          Electronic Communications Task Force (Tom Murray)

 

The website, maintained in D2L, is envisioned as a common communication site for CUWL. The Reference Coordinators have begun to use the website already.  It will be eventually tied to a common authentication (IAA), but users have to set up individual accounts for now. Other functional groups or areas can be added. Maintenance of the site will be done by leaders of each “group”. To set up an account, just send username(s) and email(s) to Tom.

 

3:30 p.m.          Roundtable Discussion: LibQUAL+/ WLA Legislative Day

 

LibQual Survey: Each participating campus can add five questions to the standard list. If you wish to publish the results, you must go through your campus IRB to get the questions approved. UW Madison will share their experience in getting IRB approval. UW Parkside has done its own series of surveys (3 in 12 years). They used their data to make a case for an additional reference position. UW Whitewater is also currently administering their own survey; 100% of faculty and staff, 20% of the students. LibQual advises surveying all students at “smaller” campuses.

 

Legislative Day: Because of lack of time, this will be discussed informally at dinner.

 

4:15 p.m.          ILLiad/Odyssey Implementation and Endeavor Update (Paul Moriarty)

 

Odyssey was tested and is working pretty well, with a few glitches. Most campuses are in production. Atlas is working to resolve outstanding issues. A list of enhancement requests has been submitted to Atlas. Usage stats (for UW libraries only) were distributed.

 

Conference calls continue with Endeavor on UB problems. Progress is slowly being made but troubleshooting is extremely difficult. 

                                                                       

4:30 p.m.          WiLS Report (Kathy Schneider) 

 

The Digital Conference, outlined earlier is upcoming.

 

The OCLC quotes, distributed earlier, are still good for a few months.

 

Terry Wilcox from DPI wanted to know if we have changed our stance on free lending in the case of LVIS libraries. We have not. However, UW Colleges is the only entity not charging the $5.30.

 

It was the consensus of the group that CUWL volunteer to meet with the DPI consultant noted by Rick Grobschmidt earlier.

 

The OCLC elections for Members Council are upcoming. Pat Wilkinson is running as a delegate.

 

4:50 p.m.          CUWL Operating Procedures Changes (Bob Rose/Anita Evans)

           

The Digital Library Advisory Committee and Resource Sharing Committee need to be incorporated into our operating procedures as standing committees. It was moved by Bob Rose, seconded by Leanne Hansen, to change the operating procedures to include these groups. Motion passed unanimously.

                       

4:45 p.m.          Other Business/Future Agenda Items:

 

Next Meeting:  May 6 – May 7, 2004 (Green Bay)

 

ACRL is April 7-10, 2005 next year in Minneapolis. Encourage staff to submit proposals. Bob Rose is chairing the Volunteers Committee for the conference.

           

Leanne Hansen is wondering if there is any interest in pursuing a WLA Directors roundtable group. There is!

 

5:00 p.m.          Adjournment