Council of University of Wisconsin Libraries
Heidel House Resort,
Attendees: Anita Evans (Chair), Ewa Barczyk, Joyce Huang, Kathy Schneider, Leanne Hansen, Barb Baruth, Bob Rose, Lorie Docken, Paul Moriarty, Marc Boucher, Ken Grant, Deb Nordgren, Phil Schwarz, Chris Goss, Pat Wilkinson, Arne Arneson, Valerie Malzacher, Tom Murray, Lori Voss, Tony Gulig, Ed Van Gemert, and John Krogman.
Guests: Dave Alarie, Andrea Deau, John Jax
Anita called the meeting to order at . After introductions, a revised CUWL membership
roster was distributed. Hearing no
corrections to the CUWL minutes of
1) IAA Update – Dave Alarie
IAA is a common authentication system for all of the campuses. A Whitepages pilot implementation was successful. The data is authoritative and maintained by the campuses. The goal is to use this system for identity management with other common systems (Kronos, Voyager, D2L, Lawson, SFS, etc.). It is FERPA protected and contains demographic and role information. About four campuses are yet to provide feeds, but all should be in by the end of the year.
2) Electronic Resource Management Task Force Report – Valerie Malzacher
Valerie gave a detailed report (PowerPoint slides available) on the background work of the task force to date, a summary of the functionality of federated search and cross-linking software and the next steps. Two vendors were selected to give demonstrations: Endeavor (Encompass and Linkfinder products) and Ex Libris (MetaLib and SFX). The vendors will provide PlaceWare demos of their products to the campuses in early October and CUWL will be asked to act on the task force recommendation in late October or early November. If the decision is made to move forward with either product, UW System would fund the initial hardware and software installation and the campuses would then pick up the annual maintenance cost.
3) UW Madison K-12 Portal & Partnerships – Ed Van Gemert for Ken Frazier
Ed gave a short summary on Ken’s behalf.
4) Library Reserves through UW Madison Portal – Tom Murray
5) UB: UWS Faculty Borrowing from Memorial Library – Ed Van Gemert
Memorial Library formerly issued a card to those UWS Faculty who requested it that would allow
semester-long checkout of materials with unlimited renewals. The new UB policy
limits everyone to 28-day loan periods with one renewal. After fielding some
6) CDC Report - John Jax
John presented the 2003-04 budget. The group decided to act on items individually. First, the motion from the committee for Renewals was approved unanimously. The motion to cancel Human Relations Area Files in Ethnography and Archaeology was approved unanimously. The motion to cancel Science Online was defeated on a voice vote with two dissentions. After several suggestions, Bob Rose moved and Arne Arneson seconded, to request the CDC develop a proposal to fund Science Online, tying it to examining duplication across the System libraries. The motion passed unanimously.
7) CUWL Website Development - Roundtable
Tom Murray raised the concept of using D2L as a forum for discussion and posting documents. The consensus was favorable and it was recommended that the Executive Committee put together a working group to assist Tom.
8) Staff Reductions - Roundtable
Leanne Hansen ask the Directors to email her of any staff (FTE) and student worker reductions that each had incurred due to the recent budget cuts. Five campuses and the Colleges indicated they had not lost any staff.
9) WiLS Report - Kathy Schneider
ARL did an ILL cost study for last year; WiLS is
still less than the average cost ($6.97 as a lender compared to the $9.28 ARL
average). As a result of the ILL/DPI shake out, many public libraries canceled
10) CUWL Task Forces Converted to Committees - Leanne Hansen
On behalf of the Executive Committee, Leanne distributed a proposal to formally convert the Resource Sharing Committee and the Digital Collection Advisory Committee to CUWL standing committees. The motion was approved unanimously.
The meeting adjourned for the day at .
Anita reconvened the meeting at .
Attendees: Anita Evans (Chair), Ewa Barczyk, Joyce Huang, Leanne Hansen, Barb Baruth, Bob Rose, Lorie Docken, Paul Moriarty, Marc Boucher, Ken Grant, Phil Schwarz, Deb Nordgren, Chris Goss, Pat Wilkinson, Arne Arneson, Valerie Malzacher, Tom Murray, Tony Gulig, Ed Van Gemert, Peter Gottlieb, Ed Meachen and John Krogman.
The LAMs joined CUWL for agenda items 17 – 21.
11) UW System Report – Ed Meachen
- Ed has been involved in an OCLC project to make faculty content more accessible, particularly with D2L. A D Space digital repository may be used. The project goal is really to organize knowledge and content.
- Libraries should be thinking about how they can leverage D2L. He suggested a definable project (library instruction or other training modules, shared learning objects) with a funding request.
- System will respond to the CUWL Strategic Plan soon, after Cora Marrett reviews it.
- In response to questions, Ed indicated that the Board of Regents is looking for efficiencies and ways to enhance learning, so a D2L component made sense. He supported the idea of some sort of joint library/IT budget initiative (DIN?) for the 2005-07 cycle. The budget process will again contain a cost-to-continue model for libraries, but he noted that we also need creative projects that might go after grant opportunities. With the budget crisis, we all recognize that there are things we just won’t be able to do.
12) Strategic Planning Task Force – Arne Arneson
Arne reviewed the changes made in the document since July. He noted that the document will be posted on the CUWL website with the appropriate links. It was recommended that a fourth bullet action item be added under SD #7 that would include language to seek new funding. Bob Rose moved and Ed Van Gemert seconded to accept the document as amended. Motion passed unanimously.
13) Working Groups/Task Forces - Arne Arneson
Arne noted that the new Strategic Plan calls for several working groups and/or task forces. It was the consensus to prioritize these groups for a phased implementation. In particular, it was recommended that a “web presence” group get started soon and a “collection management” (CM) group follow. The CM group should include CDC folks, faculty and Directors and may need some sub-groups. This CM group should revisit the idea of “de-duplicating” collections first and look for ways to pursue outside funding. It was further recommended that the “digital space” task force be delayed a bit (Feb??).The group on common intellectual property policies should get started soon and should work with CIOs and IT Directors. It was the consensus that the Executive Committee would formulate plans to organize these groups.
14) Library Automation Budget – Arne Arneson
The budget was distributed. It was noted that the budget is solid for 2003-04, but uncertain for 2004-05. It was also noted that the South Central Delivery Service ($700,000) is funded out of this budget. Campuses will pick up the ILLiad licensing fee of $70,000 starting in 2003-04. $610,000 has been set aside for the Electronic Resource Management initiative in 2003-04 and $100,000 in 2004-05. Campuses would pick up the annual maintenance costs and campus staff costs to implement this new system, if it is approved. Pat Wilkinson moved and Tony Gulig seconded, to approve the budget as recommended. Motion approved unanimously.
The committee reviewing libraries and archives filed a
report just prior to the Governor’s budget release. They just got back to
revisiting the group’s recommendations. The recommendation to work more closely
- The budget impact included the loss of two vacant positions, but the operational funds of the Area Research Centers (ARCs) remained intact. The push is to shift support off of state funding and create an endowment. The WHS has written a challenge grant for $2.5 million to begin a “preservation” endowment. They are also exploring more fee-generating services.
- The Digital Collection folks received an IMLS grant to participate in the American Journeys narratives, tied to National History Day in 2003-04. The goal is to develop programs for students and teachers.
- The second phase of the Director search is underway with the assistance of an executive search firm. David Olien is the UW System rep on the Search Committee.
- A redesigned WHS web site should be on-line at the end of October.
16) UWSAC Report – Peter Gottlieb
It was noted that CUWL needed a regular annual report from this group. At their October 27th meeting, UWSAC committed to participating in the National History Day Program, working with public school teachers and students. They discussed patterns of collection growth and storage issues at the ARCs and their involvement with the UW Digital Collections. A joint CUWL meeting in May might be a possibility.
17) ILLiad/Odyssey Update – Paul Moriarty
- ILLiad is running at all campuses except the Colleges. We are still working with Atlas on software issues.
- OCLC now owns both these products, but Atlas has taken back support in the short term.
18) Endeavor Update – Paul Moriarty
The upgrade was completed this summer. There are still UB problems, but hopefully those will be fixed with a soon to be released patch.
19) LAMS Report – Barb Fahey
- Barb also noted that we hope to have Odyssey ready soon, IF Atlas addresses the problems.
- It was recommended that future Voyager upgrades be scheduled in late June or early July. The UB patch should be available soon. There are still problems with simultaneous searching.
- It was recommended that campuses post their known downtimes.
- The LAMS also noted the change in the semester loan policy at Memorial Library. Semester loans for faculty is technically feasible.
- Jeff Morse from UW Superior is the new LAMS Chair; Carole Van Horn is Chair-Elect.
- A sub-committee has been formed to look at UW System hub issues, particularly hardware upgrades.
20) Digital Library Advisory Committee Report – Pat Wilkinson
Pat distributed a report from the UWDC Advisory Committee. Included in the report was a motion to allow individual libraries to integrate their individually developed digital collections into the UWDC, allow individual libraries to add a detailed meta-data record for their campus’s digital collections to the UWDC, and to allow the UWDC to hire short-term help to handle editorial work for major projects. The motion was approved unanimously. Nolan Pope also highlighted the goals and recent projects of the UWDC (PowerPoint available).
21) Future Meetings
The group was reminded to turn in their badges and
evaluation forms. Anita noted that agenda items are needed for the February 2
meeting. The May 3rd meeting will be held in
The meeting was adjourned at .