LIBRARY ADMINISTRATORS AND MANAGERS GROUP
June 28, 2000

The meeting was called to order at 8:30 a.m. in Room 222 by Director of Libraries Jennifer Younger. Also in attendance were Laura Bayard, Joanne Bessler, Katharina Blackstead, Andy Boze, Theresa Casad, Jane Devine, Sue Dietl, Stephen Hayes, Lou Jordan, Jean McManus, Dan Marmion, Thurston Miller, Carole Richter, Marsha Stevenson, Carol Szambelan, Joe Thomas, Marc Truitt, Sherry Veith, and secretary Melodie Eiteljorge.

The minutes of the meeting of May 24, 2000 were distributed and approved via e-mail.

JB distributed a draft charge on a "Web-based Undergraduate-Instruction Team." This was a result of the Advisory Council for University Libraries' (ACUL) spring visit, which included a hands-on instruction session at the BIC. Since that visit two council members have come forward separately to propose ways of engaging students and faculty in discovering what we have online. They suggest that we work with other people on campus to develop some new approaches.

AB asked about the life span of the term for the group. JB responded that it will take 6-12 months to develop the program but up to two years in total for the completed project. AB suggested that by using the term "Web" we are excluding other technology. "Connected education" might be more inclusive.

SH asked about budget and staffing implications. JY responded that one of the council members is willing to provide seed money. In regard to staffing, we will find ways to fit it in, which means that something else gets pushed out.

The charge is attached.

The next agenda item was a "Committee on Diversity." JY distributed a memo on this two-year residency program, which is molded after existing diversity programs. This memo/charge is also attached.

TC next reported on pay for returning students. She sent a memo to LAM on June 19 to accompany the student hours budget. The memo outlines new procedures to recognize returning students' experience. This memo is attached.

The next agenda item was Library Policies and Procedures (LPPs). I (MGE) gave the following report:

For some time we have considered posting LPPs on an internal Web page. These documents span a period of 20 years and number approximately 200. In perusing them, however, it became apparent that many of them are out-of-date or completely obsolete.

A group met twice in April to review these LPPs: myself, Theresa Casad, Eilene Franson and Elaine Griffen. We discarded those that were obviously no longer valid. This included policies on committees or subjects that no longer exist, policies replaced by more current policies, and policies superceded by University or Human Resources policy. Though we maintain a master copy of all the original LPPs, we discarded approximately 30% from the group to be put online.

The remaining 70% were distributed to the appropriate ADs and a few others for review. JY is reviewing policy regarding faculty or faculty committees. She is presenting some of these to LEC. KB is reviewing policy related to development, and SV is reviewing HR-related policy.

Those reviewing the LPPs are asked to return them to us with a decision on whether to retain, discard or update by the end of summer. As policies are accepted or updated for posting, student assistants will input them electronically, using HomeSite, over the summer. Once we have a start on inputting them, Eilene Franson will begin the process of putting them on the Web. They will be linked under an index page to "reports" on the internal page. The group considered scanning the documents and posting them as PDF files. We decided against this, however, because we think it would be useful to have them in a format that is searchable.

I will report back on the progress of this project at the September 13 meeting.

As a follow-up to this report, JY distributed LPP:80:03 rev., September 26, 1986: Library Administrative Committee. This is the charge for the Library Administrators and Managers Group (LAM), which was formerly LAC. She noted that this needs to be revised over the summer by 2-3 people, and she seeks volunteers.

JY next reported on renovation. The University's building construction project review committee did not meet in June, but they will meet in July or August. Members are Doug Marsh, Jeff Kantor, Jim Lyphout and Father Timothy Scully. They will determine the scope of the plan.

Meanwhile, JY will reappoint the Libraries' space planning committee with Jo Bessler as the new chair. She feels that the current members have gathered critical information and experience that they can contribute to the next phase of the project. They are Marsha Stevenson, Rick Jones, Thurston Miller and Lou Parent.

JY noted that the upcoming renovation will affect library staffing patterns. She emphasized, however, that no one will lose employment or pay as a part of the renovation project.

CS asked if JY will have interaction with the University committee. JY replied that Paula Carlaccini and Jeff Kantor will keep her informed, and she expects to be able to provide some input.

REPORTS:

JY reported that Jane Devine, Laura Bayard and Sherry Veith are reviewing search procedures in faculty recruiting.

JY reported that Sherry Veith will be spending more time in the Libraries beginning July 1. She will continue to serve some smaller units on campus, including Campus Ministry and NITA.

JY noted that Steve Hayes has suggested the issue of staff salaries and the matrix as a future agenda item. He is particularly concerned about exempt staff, who are not part of the matrix. JY agreed that we need to determine how longevity figures into salaries. JD noted that we must find ways to retain newer people in a competitive market.

SV next reported that we have filled reservations for one bus to ALA in Chicago on July 10. She will start a waiting list for anyone who registers late.

SV also noted that a change went into effect in January concerning the length of time employees must be in a position before they can apply for promotion or transfer. It was changed from six months to one year. In the Libraries we have always adhered to the University policy. However, within a specific unit there can be exceptions. The policy is basically to protect supervisor from the need to re-train frequently.

JB next reported on upward evaluations. This has been delayed slightly because the Library Staff Committee is in the process of restructuring, and their input is needed. The group working on this issue will be talking to supervisors in August.

KB reported that the Grantsmanship Initiative Group is pleased with the responses they have received to their recent questionnaire. Still, she urged LAM members to remind others to submit their responses by June 30.

MS reported that Reference has ordered 20 laptop computers, primarily for hands-on library instruction. The computers will provide wireless internet access.

LB reported that she will be the new Coordinator for Bibliographic Access for 2000-2001 beginning July 1.

JMc reported on a conference opportunity offered by INCOLSA for support staff in Indianapolis on July 20. She has flyers available. She also reported that she has taken over the Carl Uncover account administration from Marsha Stevenson.

CR reported that the Science Direct contract has been signed. She also reported that Donna Stevenson would give a demo on her work with Jake at ALA on Saturday, July 8, 11:30 a.m. at the Marriott.

JY reported that Chris Fox and Charlotte Ames have acquired a new expendable account for Irish Studies. Also in progress are new funds for Latino Studies and possibly Byzantine.

DM reported that the Libraries have purchased a digital camera. It is available for library related purposes/events. MS suggested that we could request a CorporateTime account for scheduling the camera. DM also reported that we have purchased a large format plotter printer which will be put on a network. It holds paper on rolls up to 36" wide.

SH reported that BIC staff are working with Ave Maria Press on a brochure and logo for the BIC. The BIC is also talking with an architect about a potential future reconfiguration of space.

JY reported that she received a request from Arts and Letters to accommodate pro-cards for campus document delivery and copies. TC is working with the controller's office to investigate this further. It is definitely possible, but she needs to determine whether it is viable in terms of cost, setup, equipment, etc. She will contact Sue Dietl and others in making an assessment.

LJ reported that he, Theresa Casad and Lorry Zeugner have been working on subject allocations. LZ is still trying to close books in Acquisitions for the fiscal year. After that they will meet again to see how they can work between IFAS and Aleph to reconcile for the 1999-2000 fiscal year. In mid July they with Jennifer will look at the budget to make allocations for the coming year. Thus, it may be August before people receive their allocations.

JY reported that she would be away from the University for the next two weeks. Following a few days' vacation she is scheduled to attend ALA. Then, on July 13, she and all the University's deans are invited to Washington, D.C. to attend the Congressional Gold Medal Ceremony to honor Father Hesburgh. She will return to the Libraries on July 17.

There being no further business, the meeting adjourned at 10:00 a.m.

Respectfully submitted,

Melodie Eiteljorge
Secretary

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ADDENDUM 1

Web-based Undergraduate-Instruction Team Draft Charge

The Web-Based Undergraduate-Instruction Team will consist of a small group of librarians/specialists who will work with a Campus Advisory Committee to determine strategies and "best practices" for involving students, faculty, and librarians in identifying issues, characteristics, goals, measures, and existing models for developing and marketing a web-based library instruction program that would help Notre Dame undergraduates capitalize on web access to authenticated information resources and services. Specific responsibilities would include:

• Recommending membership for a Campus Advisory Committee that will offer this team expertise in areas, such as game theory, web design, user behavior, instructional techniques, and learning objectives as well as direct input from undergraduates;

• Identifying a few key issues related to the information-seeking habits of undergraduates that should serve as the focus of pilot studies.

• Reviewing the letter and notes from two members of the Library's Advisory Council describing instruction-related ideas (such as the use of games, increased publicity, and direct advice from student users to heighten web-based instruction), determining how their ideas might be integrated into a multi-phased planning process, and drafting for my review by August 8 responses to the Advisory Council members describing our plans/goals

• Initiating, implementing, and evaluating during the next six-twelve months, one or more specific projects that would help explore these issues and test new instructional models.

• Identifying library and campus positions, units and committees whose responsibilities give them a vital interest in the outcome of these issues, and consult appropriately with these entities. Committee members will be responsible for incorporating the results of these consultations into their discussions.

REPORTING:

The Team will be chaired by the Coordinator for Instructional Services and will report to the Associate Director for User Services. Together, they will insure that appropriate consultation is taking place and that the informed views of concerned parties are being considered. Both LEC and LAM will be kept informed of the progress of the Committee's activities.

MEMBERSHIP:

The Working Group will be chaired by Joni Kanzler, and will include two other members who are experienced in library instruction or web-based services.

OPERATION:

The group will meet at least bi-weekly and will establish a regular system of two-way communication with the External Advisory Committee until charge is fulfilled and recommendations are complete. Minutes will be taken and distributed. Group may be reconvened at intervals at the behest of the Associate Director in order to monitor success of recommendations, and determine need for modifications.

Jbessler
June 27, 2000


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ADDENDUM 2

Memo To: LAM
From: Jennifer A. Younger
Re: Committee on Diversity
Date: July 14, 2000

Background

The University of Notre Dame is a signatory to the Association of Research Libraries (ARL) Initiative to Recruit a Diverse Workforce which is now well underway with the spring 2000 awarding of stipends to four MLS students of color. Our residency program is intended to assist in the national effort to connect students from underrepresented backgrounds to academic and research libraries. The University Libraries and the Law School Library have joined forces to implement a diversity residency program at Notre Dame which will bring one individual to Notre Dame for two years.

Committee on Diversity

The Committee will include members from both libraries, appointed by the respective library directors with one member from Law and three from the University Libraries. To offer continuity beyond initial appointments, two members will be appointed for four years and two for two years. The University Libraries Affirmative Action faculty representative will be a member and serve as the Committee Chair. Their charge is as follows.

- To develop and oversee the ND University Libraries and Law School Library Diversity Residency Program.
- To recruit and select a candidate.
- To establish and manage the two year program of each individual diversity resident.

Members are Laura Bayard, chair, and and Dwight King, Law Library, for the four-year terms, July 2000 through June 2004. Two-year term members are Andy Boze and Margaret Porter, July 2000 through June 2002. The committee will report to the respective library directors.


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ADDENDUM 3

MEMO TO LAM, June 19, 2000
From: Theresa Casad
00/01 Student Hours Budget

Good news! The student hours budget has been finalized and is attached for your reference. Please note that in addition to approving the departmental hour allocations, LEC also approved a "premium" that will be added to hourly rate of qualified students to recognize the returning students experience. To qualify a student must have two or more semesters of experience. Those students with 2 to 4 semesters of experience will receive an additional .15 cents per hour and those students with 5+ semesters of experience will receive an additional .30 cents per hour. This will begin in the upcoming fall semester. Every fall semester thereafter, a returning students seniority will be reviewed and their rate will be adjusted accordingly. Please share this information with the appropriate people within your department. As always, feel free to contact me if you have any questions. Thanks for your patience.

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