Council of University of Wisconsin Libraries

Council of University of Wisconsin Libraries (CUWL)

Council of University of Wisconsin Libraries (CUWL)

Meeting Minutes

Madison, PyleCenter

February 7, 2005

 

Present:  Leanne Hansen (Chair), Ewa Barczyk, Barb Baruth, Marc Boucher, Lorie Docken, Anita Evans, Ken Frazier, Jean Gilbertson, Chris Goss, Peter Gottlieb, Tony Gulig, Joyce Huang, John Krogman, Mordecai Lee, Valerie Malzacher, Ed Meachen, Paul Moriarty, Sarah Neises (for Pat Wilkinson), Bob Rose, Philip Schwarz, Felix Unaeze

 

Guests:  Kathy Christoph, David Hart, Tom Hennen, James Hibbard, Nolan Pope

 

  1. The meeting was called to order at 10:00 a.m.  Introductions were made around the table.

Frazier announced that he would like to add an agenda item: discussion of a proposed resolution.  A consent agenda was approved, along with minutes from the November 12, 2004 CUWL teleconference meeting.

      

  1. Tom Hennen, Chair of the WLA Library Development and Legislation Committee, talked to the group about Library Legislation Day and the Alliance for Libraries Foundation (ALF).  Hansen handed out WLA’s legislative agenda.  Hennen said that librarians need to counter the myth that the Internet “fixes” it all, and get across the message that libraries still matter. 

 

  1. Ed Meachen reported on a number of UW System Administration current issues.

·               The impact of the proposed merger of Colleges and Extension is not yet known. The two chancellor positions will probably be combined and there will be a search for a new chancellor.

·               The 2004 audit of the UW System by the Legislative Audit Bureau puts a number of campus “administrative” positions in jeopardy.

·               Donald Mash has been appointed UW System Executive Senior Vice President.

·               The Common Systems Review Group recently met for a long-term planning retreat and essentially reinvented itself.  It was decided that each campus should be represented on the group by the CIO, the CBO, or the chief academic officer.  The group will consider common value propositions across the system.  The value proposition for library automation is “one system, one library.”  During discussions, libraries were mentioned as the gold standard for the common systems approach.  The bad news is that the HR system is threatening to come off the tracks, provoking a crisis that could have a deleterious effect on the common systems approach.  The HR risk assessment is quite sobering and some critical decisions will need to be made.  This situation makes the effort to keep library automation system funding out of the common pool a wise one.

·               Meachen is working on setting up an advisory group for the new network, trying to make sure that each element of the educational community has at least one seat and that SBC and DOA also have representatives in order to provide a point of contact.

 

In response to questions, Meachen said that the Desire2Learn course management system deficit will be ongoing and will be borne by the campuses, and that the governor’s plans for combining operations to save money could result in the aggregation of services such as purchasing and travel.  Boucher noted that the Colleges/Extension merger could result in the Colleges libraries taking on support for distance learning and new joint programs.  Meachen urged Boucher and his colleagues to work to ensure that library interests are taken into account early.  Frazier pointed out that UW System library automation monies have been well and carefully spent and that CUWL counts on Meachen’s advocacy to tell that story.  Meachen said that if there is a 10% cut, it would have a negative effect on the cooperative collection development fund and the grant programs.  He noted that most UW System funds are passed through to the campuses.  Lee suggested that it is equally possible the Joint Finance Committee may halt the Extension/Colleges merger – it is not clear what will happen.

 

  1. Frazier distributed copies of a draft resolution about federal documents.  The GPO has proposed reducing the number of printed documents and the proposal has generated a large negative response.  Frazier’s resolution supports the GPO in providing electronic delivery of government information in lieu of printed documents.  Frazier asked that CUWL members talk about the resolution with their documents librarians.  Discussion of the resolution ensued: some individuals might not yet be able to access documents online, it will be a difficult transition for staff whose careers have been centered on the print version, there is a lack of faith in electronic resources, a fear of eventual loss of electronic access, and a fear that the government might withdraw or alter information.  If the GPO proposal is implemented, there will be a shift in library staffing, with fewer staff resources needed for materials processing and additional staff resources needed to provide assistance with access.  Concern was expressed that librarians’ reactions against the proposal come across as self-serving.  CUWL supported Frazier’s suggestion to discuss the resolution with staff.  A CUWL poll on this issue will be an agenda item for the Executive Committee’s next conference phone call.  CUWL should make a decision on the resolution before May.

 

  1. Huang reviewed the Strategic Directions 2005-2007 Task Force preliminary report.  A teleconference was held on January 12th.   The task force has reviewed plans from other systems and believes that CUWL is on track.  Strategic directions themes are “more collaboration” and “more assessment.”  The task force needs to produce a public, readable plan that can speak to our constituencies in a clear way.  Barczyk asked if the plan should address how funding for initiatives will be secured.  Goss said that membership on the Board of Regents has changed considerably, so CUWL may want to make another presentation to the Board.  Gilbertson asked if support for digitization of a legacy collection of documents should be included in the plan.  Gottlieb noted that preservation is implied in the plan, but asked if it should be explicit.  The task force will meet again this afternoon and will have a draft document ready for discussion at the spring CUWL meeting. 

 

  1. Krogman gave an update on the Copyright and Intellectual Property Task Force’s activities.  The committee received only one comment about the revised template presented last fall.  Individual campuses may wish to use the template, which will be posted on CUWL’s website.  Krogman distributed a list of copyright FAQs, noting that the committee sees them as a work in progress and that the list will be expanded as other questions arise.  The committee welcomes CUWL’s comments about the FAQs.  The document will be posted on CUWL’s website soon, so CUWL members were asked to send their comments to Krogman by February 28th.  Krogman will email an electronic copy of the FAQs to CUWL members.  Frazier expressed concerned that the fair use for educational multimedia section is very conservative; he will send alternative wording.  It was noted that the FAQs are conservative because they are based on UW System legal counsel Chris Ashley’s recommendations. 

 

  1. Barczyk outlined the Collection Management Task Force’s progress and then CUWL discussed the task force’s four recommendations.  1) Invite Julie Gammon to talk about OhioLink’s model.  The cost would be nominal.  CUWL supported this recommendation.  2) Provide a web demonstration of OCLC’s assessment service.  Although there are other, similar products, there would be no cost for an OCLC web demo and CUWL could better assess if the information would be useful.  CUWL supported this recommendation.  3) Ask the CDC to develop a process to review and recommend reductions of duplicate serials based upon a set of agreed-upon principles.  It will be necessary to establish a protocol for how decisions to share will be made.  Lee expressed concern about the ability to browse journals.  Frazier noted that because of the high cost of journals, that type of access has already been lost, but the loss can be mitigated by sharing access.  CUWL supported the recommendation.  4) Begin investigation of remote storage facility issues.  Barczyk noted that the group has not spent much time yet on the remote storage facility concept.

 

  1. Moriarty presented the Electronic Communications Task Force report.  Before Tom Murray retired, he worked with Engineering Library and UW System IT staff to set up CUWL web pages to provide for self-posting of documents and a bulletin board for chatting and sharing information.  Due to a lack of expertise with the underlying PHP application, staff were not able to solve a problem with viewing posted documents.  The website has been moved from the Wendt Engineering server back to UW System server and a student is ready to link documents.  Persons wishing to post documents should use the email link on the web page.  There were problems with bulletin board registrations from cyberspace, resulting in the need to delete users, so the bulletin board is currently in limbo.

 

  1. Evans gave the Diversity Task Force preliminary report.  The task force has spent time discussing compelling stories.  Members agreed that successful programs need role models and mentors, and that it is necessary to plant early the seeds of “librarianship as a career.”  Obstacles involve geography, community (lack of appealing infrastructure), beginning salary, and image (librarians not seen as cool).  The task force has entered a data collection phase and is building a resource list and developing a survey.  The group is interested in learning about minority populations on campuses and finding out what has worked and what has not worked.  It will gather data from library schools and the ALA Black Caucus, and identify best practices.  The next conference call meeting will be in March.  Unaeze added that libraries should put minority people on search committees and pay attention to retention issues.  Evans requested that CUWL members contact her with additional ideas.

 

  1. Boucher presented the Distance Education Policy Subcommittee preliminary report.  The subcommittee sent out a survey, received a 100% response rate, and incorporated survey information in the revised document.  Some of the old guidelines were not followed and the subcommittee is concerned about the implications of that.  Boucher highlighted changes in the revised document: distance education is renamed distance learning, libraries should send their books to distance students, and libraries should accept alternative forms of ID and not require a campus ID.  Frustrations with joint services include lack of staffing and lack faculty/administrator interest in working with library staff to integrate libraries into their programs.  Library services should be included in initial planning whenever a joint program is created; librarians should take a proactive role.  Problems occur because some programs don’t have a home campus.  Boucher mentioned two other suggestions:  a) create a new CUWL subgroup that specifically addresses distance learning policies and problems, and b) include in the guidelines expectations about proctoring services.  Librarians should at least know who provides proctoring services for their campus.  The subcommittee has arranged an April 20thWAAL discussion session, open to anyone involved in distance learning at UW campuses.  In response to a question about whether distance learning students have a low impact on UW libraries, Boucher said that impact varies between campuses, but in relative terms, impact is low.  Frazier suggested strengthening softening the recommendations by removingusing wording such as “make every effort.”  Responding to a question about reserves, including e reserves, Boucher said that the area needs clarification.  Rose noted that it would be good for distance learning students to be covered legally by electronic resources licensing agreements and Gilbertson pointed out that there is a related technology problem in that distance learning students may be stopped by proxy servers.  Docken pointed out that this gets back to the student ID issue and the overhead associated with administering passwords.  Huang inquired whether students not enrolled at a specific campus will be given a UW System ID and Docken replied that the issue has not been decided.  Barczyk suggested that the subcommittee consider using the distance learning definition in the ACRL Guidelines for Distance Learning Library Services and Boucher responded that the subcommittee will do so.

 

  1. Malzacher discussed SFX/MetaLib implementation progress.  Todd Digby has volunteered to serve as applications contact person, at least for this year, and has been working in this role for the last month or two.  The contact person’s duties include helping LAMs work together to resolve issues at local level, if possible, before Ex Libris is contacted.  Digby has been working on various issues: when to apply patches, making the connection with the LDAP service, and bringing e journals from SFX into MetaLib.  Malzacher noted that UW Colleges is the first institution truly in MetaLib production mode.  Many campuses have a number of resources implemented, several more are poised for a spring rollout, and some campuses have successfully made the LDAP connection.  Malzacher reminded CUWL to be sure to implement the agreed upon consistency measures.  SFX and MetaLib are currently sharing the same server; moving MetaLib to its own server is not a pressing issue.  The Implementation Advisory Committee will be looking at SFX statistics and discussing the possibility of doing a usability study.  In answer to a question about prioritizing Digby’s work, Malzacher said that he tends to address UW System issues first.  Moriarty reported that the port 80 issue will be addressed when MetaLib moves back to its own server.  Responding to an IAA security question, Moriarty said that LDAP is secure but http currently is not.  Gilbertson asked about increases in ILL statistics and Barczyk responded that UWM's statistics have risen since SFX was implemented.

 

  1. Docken presented the Collection Development Committee’s recommendations as given in a written report submitted by Sylvia Beardsley.  CUWL unanimously passed the recommendations concerning renewals.  Discussion then centered on the Stanford Encyclopedia of Philosophy.  Although the suggested donation level for the UW System is $14,000, this figure seemed disproportionately high to the CDC and their recommendation is for a $10,000 donation ($10,000 for each year FY05-07).  Several CUWL members pointed out that taxpayer funds cannot be contributed to a private endowment and if CUWL decides to make a donation, the contribution must be characterized as a license, a subscription, or a purchase/guarantee of access.  However, since the resource is currently free, this might be difficult to justify.  Docken will further investigate the issue.

 

  1. There were no questions or comments about the written reports from the Reference Coordinators Committee and WiLS.  Answering a question about the Digital Planning update, Frazier noted that it is not yet clear what the relationship will be between the UWDC and Wisconsin Heritage Online.  Wisconsin Heritage Online will use a distributed sites model, which is a new approach to digitizing content.

 

  1. Docken updated CUWL on the Voyager test server proposal.  It will be an advantage to have an environment where early releases of software can be loaded and tested in a non-production mode.  A configuration for a test server has been put together; the proposed server could handle UW-Madison’s database and two or three others.  The test server will not be used for backups nor will it be a performance machine that can handle hundreds of hits.  LAMs will need to be involved from time to time, loading and testing data.  Endeavor has asked for an $8,000 annual maintenance fee (reduced from $10,000) and this maintenance fee has been a point of conflict.  Krogman moved that CUWL approve the proposal and proceed with the test server and Evans seconded the motion.  The motion passed unanimously.

 

  1. Pope presented status reports from the UWDC and the Repository Task Force.  The UWDC has been receiving a fair amount of local history information and a number of photographs from various sources.  A microform collection, Wisconsin History of Agriculture and Rural Life has been outsourced to OCLC for digitization.  UWDC software has been enhanced with pan and zoom features for viewing maps and UWDC metadata are now being harvested in conjunction with the Open Archives Initiative.  Pope highlighted differences between the UWDC and the DSpace repository.  The UWDC has far more sophisticated search, retrieval, and navigation capabilities, but staff have to process materials to get them into the collection.  Faculty and staff outside the library can decide what will be included in the DSpace repository and there is no cost to libraries for processing.  DSpace software was upgraded and now supports a sub collection hierarchy.  Pope considers the repository’s biggest problem is getting people over the hurdle of viewing it as “one more thing to do.”

 

  1. Kathy Christoph and David Hart presented a Learn@UW Integration Sub Committee report on the February 2 meeting about the integration of library resources.  The sub committee wants to work with libraries to include library resources in Desire2Learn.  Christoph noted that D2L software enables instructors to perform certain activities and student to perform certain activities. She asked if librarians should be enabled to perform defined activities and noted that it may raise questions about who is in charge.  Gulig asked if the use of e reserves is diminishing; he would like e reserves to be accessible within Desire2Learn.  Gilbertson pointed out that e reserves use at some libraries is declining because the faculty are mounting the information themselves on their courseware pages.  Malzacher explained that faculty can save an open URL, then cut and paste it into a D2L course.  Frazier said library information in the D2L environment will make students and faculty more productive; libraries need to be in the D2L environment and every course should have a website.  Schwarz reported that UW-Stout uses their course management system as the e reserves base; their courseware requires that each faculty have a web course page.  Docken is putting together a working group to address incorporation of library resources into D2L courses.  There are already several volunteers, but there is room for additional members.  The group includes one faculty member, but more are needed.  Docken asked that CUWL send her names of persons wishing to join.  Rose stated that working with the Learning Technology Development Council (LTDC) campus contact is critical.  Frazier pointed out that this is a high stakes economic issue in that copyrighted content in a D2L environment has a very strong “fair use” defense.

 

  1. James Hibbard presented the UWSAC report.  UWSAC meets twice a year, with the fall meeting in Madison and the spring meeting at one of the campuses.  Archival fees have been a discussion topic; there is no uniformity and probably never will be.  UWSAC is getting back into mentoring, with the service administered by UW-Oshkosh.  UWSAC also discussed ARC transfer/loan periods.  Previously, the loan period was one semester, but the Wisconsin Historical Society has changed it to 30 days, with an extension granted if needed.  Early Board of Regents minutes are being digitized and campus histories are being sent to UW-Platteville for digitization.  The process requires that volumes be physically taken apart.  There may be some copyright issues.  Participation in National History Day, coordinated with local schools, is growing.  Frazier asked if Hibbard envisioned a time when local digitization will be done throughout the state.  Hibbard replied that there are some valuable materials in local archives but he was not sure whether institutions would digitize locally or send materials out for digitization and metadata construction.

 

  1. Gottlieb gave the Wisconsin Historical Society report.  He discussed three major points:  1) 2005/07 budget issues.  In light of anticipated cuts, Ellsworth Brown, Director of the Wisconsin Historical Society, decided to close the museum in order to avoid a negative impact on library and archives services.  The late breaking news is that the WHS will not be cut 10% and will not have to close the museum.  WHS has campaigned for resources for a preservation facility for offsite storage of library and archives collections.  If the effort is successful, there will be an opportunity to renovate the headquarters building.  2) Digital collections.  A new WHS website, Wisconsin Turning Points, is aimed primarily at the K-12 level.  The project was user-driven, starting with a ballot at the K-12 level asking which events are considered to be turning points in Wisconsin history.  WHS then selected content to tell the stories of those turning points.  Although the site is not complete, Gottlieb urged CUWL members to look at it by following a link from the Society’s home page.  The Society has raised private money to add approximately 7,000 images to the online photo collection, Wisconsin Historical Images, which is about Wisconsin localities.  The Wisconsin Historical Society is working with UW-Madison on two endeavors: procuring grant money from the National Endowment for the Humanities for the digitization of approximately one million pages of Wisconsin newspapers from the 1900-1910 era, and digitizing legacy federal government documents collections – the serials set in particular.  3) ARCs.  As of September, WHS has resumed management of the Ashland ARC.  All ARCs are now connected to the Society. 

 

Frazier proposed a resolution supporting the Wisconsin Historical Society’s efforts to obtain a preservation facility.  After a friendly amendment was accepted, the following resolution passed unanimously:

Whereas the Wisconsin Historical Society has collections of American history that are among the best in the United States, and

Whereas these collections must be preserved for the benefit of Wisconsin citizens, and

Whereas high-density preservation facilities are effective in managing these resources,

Now therefore be it resolved that CUWL supports the Wisconsin Historical Society in the construction of such a high-density preservation facility.

 

  1. Roundtable discussion about marketing libraries and librarians on campus.  UW-La Crosse has an outreach librarian who makes faculty and administrators aware of major happenings in the library.  Evans distributed examples of UW-La Crosse’s web-based promotional efforts.  UW-Eau Claire feeds news bits to the local newspaper and has formed a marketing committee, which intends to produce a short monthly newsletter.  UW-Whitewater reference librarians prepare customized packets for delivery to new faculty.  UW-Milwaukee makes a point of inviting people to come to the library (e.g. it hosts a biennial program recognizing UWM authors).  Librarians at UW-Superior have faculty status and teach classes.  Unaeze meets monthly with the Provost to discuss what is going on in the library and makes use of campus administrative meetings to tell colleagues about library initiatives.  UW-Superior also puts out a newsletter and holds receptions.  Unaeze will be writing a proposal for the Provost for a new position, “First Year Experience” librarian, to be in charge of first year students and teach information literacy classes.  UW-RiverFalls hosts an annual celebration to honor local research, scholarship, and creative activity.  Lee suggested that provosts be asked to sign acknowledgement letters for library donations.  UW-Eau Claire is considering holding a celebration for faculty who have achieved tenure or promotion.  UW-La Crosse will be hosting the new education editor for the La Crosse Tribune, letting her know that the library is a resource.  Evans distributed examples of UW-Lacrosse’s web-based promotional efforts.  UW-Whitewater is working with the LearningCenter to arrange workshops on plagiarism and how to evaluate websites.  UWM is experiencing a public relations problem with a neighborhood where a dorm will be constructed.  To help solve the problem, the library distributed special invitations to future dorm area neighbors to attend a tea and a tour of the library.  Unaeze said that when he was working in New Mexico, his library focused on celebrating reading by asking faculty to borrow a library book, read it, give a presentation, and publish a summary of the book.  UW-Oshkosh has a common ID card for regional libraries, creates local Read posters by using the ALA template, holds a murder mystery event each fall, and produces a newsletter.  Staff make presentations at new faculty orientations and walk in the homecoming parade, and the library director writes articles for the student newspaper.  UW-RiverFalls is a member of the American Democracy Project.  The library participates in the project by receiving and distributing copies of the New York Times and hosting a monthly “Coffee with the Times” session, where people talk about interesting articles they have read.  UW-GreenBay is interested in creating partnerships and has worked with the Society for Human Resource Managers, which has donated books to the library, and partnered with the CareerCenter to make presentations about librarianship as a career.  Reference librarians, rather waiting for students to come to the library, travel to the dorms two evenings a semesterweek.  UW-Madison libraries are designating librarians as liaisons to individual programs.

 

  1. Other business.  Rose said that the ACRL 12th National Conference will be in Minneapolis.  He asked for volunteers to help out, noting that at least 275 people are needed.  Rose will send an email that CUWL members can forward to staff.

 

  1. The next meeting will be May 5-6, 2005, at West Bend.  Hansen asked CUWL members to email her agenda items.  Boucher distributed driving directions and parking permits and announced that dinner will be in the hotel.

 

The meeting was adjourned at 4:20 p.m.

 

Respectfully submitted,

Barb Baruth