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Council of University of Wisconsin Libraries (CUWL) Meeting
April 23-24, 2007
Green Lake, Wisconsin
Meeting Minutes (Final)

Present:
CUWL - Valerie Malzacher (chair), Ewa Barczyk, Marc Boucher, Kathy Davis, Anita Evans, Jean Gilbertson, Tony Gulig, Leanne Hansen, John Krogman, Mordecai Lee, Paul Moriarty, Kathy Schneider, Brenda Swannak, Felix Unaeze, Ed VanGemert, Paul Roberts, Chuck Rybak, Pat Wilkinson, Joyce Huang, Chris Cox, Steve Frye, Richard Reeb, Joshua Ranger, Christopher Goss.

LAMs - Jim Lowrey, Mitch Lundquist, Carol Hagness, Jon-Mark Bolthouse, Maureen Olle-La-Joie, Allan Davis, Jon Musselman, Bill Doering, Carole Van Horn, Susan Lindah.

Guests - Laura Dunek, UW System Office of General Counsel, Records Policy Advisor; Michael Pickart, UW Stout; Tim Lyden, UW River Falls;

April 23, 2007
Call to order at 2:15

Introductions and announcements
Vanaja Menon has had an injury and is not able to attend the meeting.
Michael Doylen has provided a written report from UWSAC in lieu of meeting attendance.
Paul Moriarty provided a new CUWL membership list for distribution.

Incoming Coordinating Committee Chairs and CUWL Liaisons were introduced:

Joshua Ranger – UW-Oshkosh, Digital Initiatives Coordinating Committee Chair
Pat Wilkinson – UW-Oshkosh, CUWL representative to Digital Initiatives Coordinating Committee
Richard Reeb, UW-Madison, Collections and Resource Sharing Initiatives Coordinating  Committee Chair
Ewa Barczyk- UW Milwaukee, CUWL representative to Collections and Resource Sharing Initiatives Coordinating Committee
Steve Elfstrand, UW-Eau Claire, Library Technology Initiatives Coordinating Committee Chair
Leanne Hansen, UW-Green Bay, CUWL representative to Library Technology Initiatives Coordinating Committee            
Steve Frye, UW-Madison, User Services Initiatives Coordinating Committee Chair
Valerie Malzacher, UW-River Falls, CUWL representative to User Services Initiatives Coordinating Committee

 

Agenda and Minutes
Agenda and minutes were approved as submitted – Leanne Hansen moved, Felix Unaeze seconded – Motion passed unanimously

Library records management schedules – Laura Dunek, UW System Office of General Counsel, Records Policy Advisor
Laura distributed documents identifying campus records management officers, structure and policy documents, and a copy of her presentation slides. 

Effective Dec. 1, 2006 Federal Rules of Discovery changed dramatically and evidence is no longer defined as a document but includes anything that is created on paper or electronic.  The scope of what falls into evidence has also been expanded dramatically.  Institutions are losing administrative documentation because of the electronic distribution and creation of documents. 

Laura reviewed the records management policy and outlined the legal requirements at system, state and federal levels.  A record is defined in two places in the document:  Ch. 16 defines a public record as any state business, regardless of form, that is created or received.  Personal emails, routing slips, drafts, and copies are exempted.  Ch. 19 is more broadly defined as any state business document you create or receive that is retained.
Ch. 4.7 of the policy will have a budget impact on institutions. Ch.5.3 outlines that employees may only store state information on equipment and tools that are supported by the institution. 

Laura demonstrated the UW Records Management website and shared resources available through this site.  UW General Counsel now hosts Records Management Services for the UW system.  Laura reviewed the structure, membership, and meeting schedule for the Records Management Council.  A question was asked about the personal legal liability of records management officers.  Laura responded that there is no personal liability under Ch. 16.  The responsibility lies at the institution level.  DOA does have the authority to audit individual institutions record management operations. 

A question was raised concerning the proper reporting structure for records management officers at the campus level.  Laura responded that these issues will be among discussions in the future.  

Records schedules are defined as a timetable by which records are retained. Record schedules also define record categories and best business practices for these materials. A general schedule for UW Libraries is needed.  The Records Management Council will develop the schedule with input from UW Libraries.  Committee members are needed to work with the Council to facilitate this work.  Laura will provide samples from other state university systems which have completed similar record management schedules.  CUWL will suggest committee members to assist the Council. The timeline for this project is July, 2007 or October, 2007.

 

Learn@UW – Library Integration Task Force Final Report – Marc Boucher Jean Ruenger-Hanson

Jean and Marc reviewed the task force process including surveys, focus groups, and literature review and recommendations. 

Recommendations:
#1  Implementation of a library link on the navigation bar within the course pages in D2L. D2L administrators will have to be consulted to plan for this implementation.

#2  Each campus may pick between four navigation bar library link models. 1) A link to a static web page; 2) UW-Green Bay Model; 3) UW-Madison Model;  4) UW-Colleges Model.

#3 The resolution of the D2L navigation bar global delete bug which the committee thinks has already been solved.

#4 CUWL will anticipate and plan for the support network needed to establish the desired technology solution on each UW System campus.

#5 CUWL will revisit the original charge in one year to follow-up on the implementation progress of recommendations.

Ed Van Gemert moved to accept the committee’s recommendations, Patrick Wilkinson seconded , the motion was accepted unanimously.

Announcement
Valerie Malzacher announced the retirement of Carole Van Horn after 33 years at UW Stevens Point.  Jon Mark Bolthouse read a proclamation in honor of Carole Van Horn. 

[LAM members withdrew at 4:10 to meet separately] 

WISYS Researchers’ library needs – Michael Pickart, UW Stout; Tim Lyden, River Falls
Michael Pickart and Tim Lyden, representatives of the WISYS Technology Foundation, joined CUWL to talk about the needs of faculty researchers.  The WISYS Technology Foundation is affilitated with the Wisconsin Alumni Research Foundation and is interested in developing licensing and intellectual property rights for UW faculty.  Their goal is to have dialogue among groups that are interested in supporting faculty research needs.  Collectively the groups may be able to make progress toward this goal that has been difficult for individual groups.  President Riley’s growth agenda includes plans to advance research and teaching at UW institutions.  Michael and Tim  are working with the Integrated Solutions Consortium (ISC) in northwestern Wisconsin to focus on addressing collaborative research needs of that region.  Faculty and administrators have been polled to determine needs. Two needs currently defined are faculty time for grant writing and research and access to quality information resources from the latest journals in faculty disciplines.  Librarians are already helping to meet the needs of faculty research, but Michael and Tim are interested in exploring what else can be accomplished.  The CUWL group was asked for information such as costs of resources and a description of the structure of information access.  Faculty members realize that UW libraries are quality institutions but more resources are needed to meet the goals of faculty and administrative research initiatives.

Issues discussed included the possibility of UW faculty having access to UW Madison resources.  CUWL members explained that funds are not available at this time to extend collection resources across the UW System.   There was a question about the feasibility of offering access to selected researchers or selected groups to the existing Madison databases.  Again, CUWL members explained that licensing restrictions must be considered. Libraries must work within the vendor models for access to resources. 

Patrick explained that the system libraries need a base budget increase to meet the ongoing needs of electronic resources.  One time funds, although helpful, do not meet the needs of researchers at our institutions. The need for more electronic resources is pervasive among all faculty members in the system.

CUWL members expressed that they would be happy to work with research faculty to develop a proposal to take to UW System for a base increase.  It was suggested that an assessment of the core needs be done to determine the level of funding to request from UW System.  ISC representatives offered several ideas for discussions relating to getting researchers access to Madison’s resources.  CUWL members describe the budget and acquisition situations on various campuses.  Faculty must vocalize the need for more electronic resources and encourage UW System and local campuses to include a library piece in the DIN or grant proposals.  Ed offered that technical colleges (post secondary colleges) should be included in these discussions as well. 

Patrick outlined some of the services and resources that are currently available to faculty for research.  Ed suggested that faculty join CUWL in discussions regarding open source publishing.

Valerie suggested that the Executive Committee discuss this topic and follow-up with ISC representatives to move forward with solutions or proposals. 

UWSAC Report – Michael Doylen written report –

Michael forwarded  a UWSAC report to the CUWL group, but could not attend the meeting.  Joshua Ranger offered to answer any questions regarding Michael’s report on UWSAC activities.  The big project facing UWSAC is the ramping up of the digitization of large quantity of documents.  Valerie thanked both Michael and Joshua for providing the report.

Motion to adjourn Patrick, Ewa seconded 5:15.

Tuesday, April 24 – 8:10

Announcements – Ed Van Gemert announced the CIC Authors Addendum currently proposed by the Madison Library. This proposal supports retention of all copyright for faculty publications.  The Madison University Library Committee unanimously agreed to send the proposal to the Faculty Senate.  Ed also announced an update on the campus shelving facility.  Ed has been asked to submit a formal request for funding – Madison is looking at 2009-11 Biennium for construction, if approved.

Felix Unaeze, UW-Superior, announced that his building renovation project is still in the planning stages and anticipates construction will start Fall 2007.  The Library will move to the Union building during the renovation.

Leanne – WLA Foundation helped fund a study of school libraries.  The Foundation will be doing a similar study for public libraries.  Leanne asked the group to consider how the foundation will work with academic libraries for next year.

UW Stout – 100th anniversary of the library – A 6 minute DVD demonstrating the difference between the new and old library was distributed to attendees. 

Ewa – Milwaukee just kicked off a library remodeling project.  Jim Jorsted is consulting on the design of a learning commons.  Milwaukee is also working on the faculty copyright issue and scholarly publishing and is currently building consensus on campus.  The reaction has been very positive.

Joyce Huang -Whitewater’s Chancellor is leaving and the Provost will be the interim Chancellor for a year.  The Library has started displaying Undergraduate Research Posters

Anita Evans, LaCrosse – The Provost is leaving.  Murphy’s Mug Café, the new library café, was launched successfully.

Christopher Cox, Eau Claire – UW Eau Claire has a new Provost.  There has been a launch of new collections and the library is posting undergraduate research posters.  A Coffee Cart is looking possible for next fall.

Kathy Davis, Stevens Point – Carol VanHorn is retiring and Terri Muraski will be filling her position.  UW Stevens Point University Library just completed a successful Faculty Scholarship and Creative Activity Reception.  There will be an opening for an Access Services Librarian in the near future.

River Falls – The River Falls University Library was part of a successful Differential Tuition Proposal which resulted in more funding for the library ($150,000) - $72.00 per year for students. 

 

CUWL Coordinating Committee Progress Report-
Coordinating Committee Chairs have been appointed by the Executive Committee and the Executive Committee has met with the Chairs to review the formation of the committees.  The Executive Committee will appoint the remaining committee members this summer.

Records Management compliance – it is important that the Library Technology group include records management compliance in their charge and take out the statement in regard to Archivists managing this service. Valerie will make that change in the documents.

Length of term for the CUWL representatives to the coordinating committees was discussed.  This issue has not been addressed to date.  It was recommended that a three year term would be appropriate.  Another suggestion was that a shorter term would allow for more involvement by CUWL members.  An initial term of two years followed by a three year term would allow for overlap with the Chair.  It was asked whether it might be problematic to have all CUWL representatives revolving off the committee at the same time. Valerie suggested that a formal proposal outlining terms be submitted for review at the July meeting

UW System Report – Paul Moriarty
1. Blackwell has started training institutions. 
2. Colleges have asked to join the hub.  DoIT can easily accommodate the Colleges.
3. Lorie Docken’s Library Consultant position- The position description has been approved by Human Resources and is currently being reviewed by the UW System efficiencies group.  Once these reviews are complete, the draft PD will come back to CUWL for review discussion. At some point in the next six months a search committee will be formed with a CUWL representative present.
4. UW System is in the process of hiring a new Vice President of Academic Affairs.  In preparation for this hiring, Academic Affairs has been reviewing its organization, conducting a planning exercise, and collecting feedback from stakeholders such as CUWL.    

To inform the CUWL response to the four planning questions received from Academic Affairs, there was a discussion about the overall relationship between CUWL, OLIT and Academic Affairs.  Valerie will work with the Executive Committee to draft a formal response to the four questions.   It was recommended that CUWL have an annual meeting with the UW Vice President of Academic Affairs.

WILS Report – Kathy Schneider
1. OCLC is initiating a governance study.  The final report is due in November, 2007.  The concept will review the current structure with its international nature in mind.  Changes could have an impact on Wisconsin libraries.  As the OCLC members’ council is expanded internationally, there may be a loss of representation for Wisconsin libraries.  WILS will share information as it becomes available
2. Report of CISTI Balance of $12,000 out of $50,000 budget.
3. Report of intrasystem interloan.  Net lenders/net borrowers have remained constant.
4. WILS survey – There are some technical issues being worked out.
5. WILS Board is doing a scenario based planning process.  They will be working with focus groups this summer.  There will be a brief report at WILS World in July.

Collaborative Funding ideas and opportunities – Ed Van Gemert

A small group has been working on investigating funding ideas and opportunities.
The lack of additional funding for libraries is a challenge for all Wisconsin libraries.  The group is looking at the Alberta Library system initiative.  Alberta has been successful in getting funds for sharing electronic resources.  Their libraries are funded provincially and they include all postsecondary institutions in their consortium.  The small group working on this project is interested in including technical colleges.  Work is being done to develop a new way to communicate the funding issue.  Alberta tied their proposal into a vision of lifelong learning and how libraries impact the citizens of Alberta. They created an organization that all libraries belonged to.  This organization lobbied for the group outside the individual institutions. Assessment is a part of their plan that will determine how successful their actions have been in meeting their goals.  CUWL can use this information as the strategic plan is formulated and use data to develop a proposal for Wisconsin academic library funding.  It was recommended that Native American university libraries be included in the discussions.

Strategic planning creative brainstorming session – Pat Wilkinson
A committee has been appointed and a draft is planned for the summer meeting with approval planned for the fall meeting.  A question was posed for CUWL member input. What do CUWL members see as the biggest challenges for UW libraries in the next two or three years and how would they be reflected in the strategic plan. 
Increase emphasis on research and how that affects the demands on libraries
Funding and searching for alternative ways to provide support for research
Challenge of looking at a new way of doing things.  Libraries can’t continue to do things as they have been.
Establishing strategic collaborations
The issue of diversity
Distance Education needs
Change in the environment in the world of information
How do we maintain the fine line between collaboration and individual identities
The increasing importance of information literacy
Determining the priority resources and letting faculty know they exist
Catalog is no longer meeting the need – more user friendly
Communicate our message better
Assessment of services, collections, instruction, learning outcomes
One system one library to electronic resources
Acquisition models for allocation of funds
Move from purchasing to creation of materials
Duplication of electronic resources – pool resources to purchase system-wide resources
Electronic resource management product
Investigate different operating models to promote the one system one library model
How do we get library services out to our users.  Are libraries in the places where people work?
MINDS@UW
Look at the way that shared collections are used and assess products, projects and services that we are spending money on.
Physical space – adequate remote storage will allow for repurposing building space.

           
UW Extension Learning Innovations Courses and Library Support – Leanne Hansen
Students enrolled in joint programs or students without a home campus do not have access to resources.  The recommendation is that we work with the administration of the program to get a list of students in the program and add them to patron load. A work around will be necessary.  It seems to be a failure of communication at the planning level of the program.  This has been a reoccurring topic over the years.  This issue might be appropriate for the User Service Coordinating Committee and Library Technology Coordinating Committee to address. 

Resource Sharing Committee recommendations regarding UB Policies – Kathy Schneider
The UB task force has collected all UB policies for posting purposes.  The Resource Sharing Committee reviewed and analyzed policies with a goal of institutions implementing new policies by fall.

Recommendation:
a. UB block should be implemented as long as the number is raised to three
b. Additional policies should be made uniform across all campuses (i.e, those campuses that have policies that differ from the majority are encouraged to consider changing their policies to align with the majority).

Valerie asked for a vote by CUWL members accepting the Resource Sharing Committee recommendations. Motion moved Anita Evans, seconded by Patrick Wilkinson, motion unanimously approved.  Directors will take these recommendations back to their staffs for discussion and consideration.

CDC Recommendations for summer renewals
Copies of the summer renewal recommendation were distributed. 
Ed Van Gemert moved to approve summer renewal recommendations Tony Gulig seconded the motion, motion was unanimously approved.  There is one remaining summer renewal for the Gale package.  When the vendor provides the renewal price, Valerie will ask for an electronic approval for renewal of the Gale resources.

LAMS Report – Jon Mark Bolthouse
Jon Mark summarized the LAMS Report
Carol Van Horn is retiring and Terri Muraski will be taking her place at UW Stevens Point.
LDAP vs. IAA for authentication
Universal borrowing –there continue to be issues about items going from one campus to another. More study is needed.
LAMS are going to try and get UB promotion up and running – This function passes the UB request on to other institution much like ILL works.
The LAM committee will delete the current LAMS web discussion list in favor of the coordinating committee list serv.
Metalib 4 upgrade – should be completed during the week of May 29-June 1.
Next big project – LAMS will work with the coordinating committee to determine priorities. 
Possible open source products – Gold Rush ($600 per library)
Bill Doering at LaCrosse is developing a product for eresource management.
Vista and Office 2007 outlook for campuses.  Office 2007 is looking more attractive.
Identity management system collaboration is being considered.
Hub issues – different products that could be incorporated on the hub were discussed.
Bill Doering will chair the hubs and LAMS group.
LAMS discussed the automation system market place and the future of Voyager.
Paul offered that UW System is talking about using the common administrative systems to accomplish acquisition and other library administrative systems.  This might provide libraries with more flexibility in terms of a user interface system.

Kathy shared that OCLC is piloting using World Cat as a user interface.  The pilot will take place in Illinois.

Ed asked about authentication issues associated with providing access to all UW Library resources.  Madison is looking at a commercial product to resolve this issue.

Ideas for UW System Library Summer Meeting

The summer meeting around acquisitions, Blackwell and issues related to the purchase of materials.

Nominations Committee Report – Jean Gilbertson
Proposed slate of officers: 
Ewa Barczyk – Chair Elect
Paul Roberts – Secretary
Member at Large is still open and will be elected over email

Felix moved, Anita seconded; slate approved unanimously.
Tony Gulig has completed his full term on CUWL and CUWL thanked him for his contributions.
Valerie was thanked for her service as Chair and Kathy Davis was thanked for her work as Secretary.

Other Business/Future Agenda Items/Future Meetings
Summer meeting – possible agenda items
Author rights
Follow-up with faculty members that visited during the April meeting
Follow-up with the WLA Foundation
Discussion about library automation budget future
Off site storage
ERMS (Electronic Records Management System)
CUWL’s role in the copyright and fair use issues
Types of patron data and information that is being saved
Reviewing the cost effectiveness of products like Metalib– assessment plan
Strategy for people to discover materials
Library integration with D2L next steps

Adjourn motion Anita moved to adjourn Leanne seconded 11:45, Unanimously approved.