UNIVERSITY COMMITTEE ON LIBRARIES
February 10, 2000

The meeting was called to order at 7:30 a.m. the Morris Inn by Chairman Harvey Bender. Also in attendance were Maureen Boulton, Kelly Gritten, Roger Jacobs, Margaret Porter, Walter Pratt, Larry Rapagnani, Laurence Taylor, John Weber, Jennifer Younger, observer Joanne Bessler and secretary Melodie Eiteljorge.

The minutes of the meeting of January 11, 2000 were approved as written.

Younger reported that she and chairman Harvey Bender had met for lunch to discuss various issues including agenda items for the year. Bender had suggested that we invite Rev. Mark Poorman, C.S.C., to discuss student use of the library in connection with renovation. In contacting Father Poorman, Younger learned that he was available on either March 23 or April 13 at 3:30 p.m., which is not the regularly scheduled time. After some discussion, it was agreed to move the March 23 meeting to 3:30 p.m. in the Hesburgh Library Faculty Lounge. Rapagnani suggested that another contact in regard to space planning and students might be William Kirk.

Younger next reported on the latest round of faculty hiring. We have filled positions for education/psychology reference librarian, head of serials, a systems librarian, and associate director for information systems and access. We are starting two searches for science librarians. Younger noted that we have made considerable progress and anticipate having a faculty of 45 by the end of summer.

Younger also reported that the master plan for renovation of the Hesburgh Library is almost completed. The architects are working with Paula Carlaccini and Doug Marsh on a cost analysis. Once complete, the master plan will go to a University committee for approval. According to the current timeline, work could begin in Fall 2001/Winter 2002.

The next agenda item was to seek volunteers for this year's Foik Award Committee. It was noted that the past three recipients of the award are automatically members of the committee. Those are Katharina Blackstead, Stephen Hayes, and Charlotte Ames. The Foik Award is given annually at the President's dinner in May to a library faculty member who has contributed significantly to library service to the Notre Dame community or to the library profession through personal scholarship or involvement in professional associations. The award is named for the Holy Cross priest who served as director of Notre Dame's library from 1912 to 1924 and was a leading figure in the library profession in the first quarter of the 20th century.

Larry Rapagnani agreed to serve on this year's committee. Any other members who are interested in serving can contact Jennifer Younger or Melodie Eiteljorge.

The next agenda item was interlibrary loan (ILL) requests and trends, and access to other catalogs. Bessler distributed a handout depicting various screens that are available through the Libraries' homepage. We do not yet have the capability for users to make direct borrowing requests of other libraries such as Purdue, though we wish to pursue establishing that option. Meanwhile, through any computer in the Libraries or through AFS, users currently hae access to a list of other library catalogs.

At the last meeting, it was noted that ILL requests for items that Notre Dame owns had risen. There was some concern that this might be due in part to the fact that patrons were having trouble finding things in Aleph. Bessler discussed this with Kathryn Ryan-Zeugner, head of Interlibrary Loan. She learned, first, that borrowing in general is up this year by 17%. Lending is up 5.6%. There is always some duplication in items requested that are already owned. Pre-Aleph the rate for this was approximately 8%. When Aleph first came up, the rate jumped to 35%. At this point, however, it has dropped back to 8-12%, which is expected, since the national average is 10%.

Jacobs asked if we have data on the percentage filled of what is sent out, and what we do when a request cannot be filled. Bessler responded that we do keep data, though she could not quote the figures from memory. She added that ILL is very aggressive in following up on requests through various means, including tear sheet services. Subject liaisons are sometimes asked to assist when there are problems.

Rapagnani asked how the law library collection is separate from the other collections. Jacobs replied that law has a different user database and a different catalog. While law students automatically go to Aleph when they do not find an item in law, he does not believe that this is a reciprocal notion. He also noted that there is no longer a union catalog. At Bender's request, Jacobs will write an addendum to the minutes regarding the law library.

New Business: Student Use of Libraries.

Younger noted that one assumption in renovation planning is that the Libraries will be print and digital, and that digital information will not automatically have print versions as a backup. We are projecting a slight decline in the physical growth rate for the library collections over the next 15 years because we will acquire some information resources in digital format only.

Bender asked about the issue of archiving electronics. Rapagnani stated that any reputable company should communicate its strategies in regard to archiving and moving with technology as it advances forward. Consumers should ask pointed questions. Bender raised concerns about companies that might close or merge with larger companies. Rapagnani stated that one safeguard is to ask a company to establish an escrow account with an independent third party. The OIT has done this in some cases. The security and permanence of electronic/digital information is just one of various factors we have to consider in becoming print and/or digital. Another is cost factors. Younger noted that some publishers have now started to provide access packages to all the journals they publish for a cost greater than the Notre Dame Libraries pay currently, but less than the cost of subscribing to each journal separately.

Gritten asked about the impact on printing in the Libraries as we acquire more products online. Younger replied that printing is something we must consider in advance. Rapagnani agreed that this is a significant issue for the OIT. They have been looking at some print management software. One of their concerns stems from the fact that there is significant waste.

Weber asked about the degree to which attitude changes are taking place. Are people comfortable with electronic resources? Gritten replied that it depends on the group. She has taught freshman classes in which it was difficult to get students to submit papers by email simply because they didn't know the basics of attaching a file.

Jacobs noted that it is also a technical question. At this point the worst newsprint is better than the best CRT now available. Until that changes, people will prefer print.

In a related area, Taylor is a member of the Graduate School Committee on Electronic Dissertations, which conducted a survey last semester on electronic dissertations feasibility. The response was favorable. Other institutions are already providing this alternative. Younger added that the Libraries' electronic reserves pilot was also very well received. It has now been expanded.

The last agenda item was a suggestion from Bender that we begin now to consider the development of a year-long, campus-wide program designed to celebrate the completion of the library renovations and to share and introduce the new and expanded facilities of the Hesburgh Library to the entire University community. Such a celebration could, for example, include campus-wide lectures and programs involving noted academic scholars resulting in the development and compilation of a festschrift dedicated to the occasion. It was noted that the Advisory Council for University Libraries could/should be invited to play an active role. It was suggested that we invite Father Hesburgh to serve as the honorary chair. It was agreed that committee members should think about possibilities for such a celebration and that we continue to discuss the matter in more detail subsequently.

There being no further business, the meeting adjourned at 8:50 a.m.

Respectfully submitted,

Melodie Eiteljorge
Secretary

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