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University System of Maryland and Affiliated Institutions
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USMAI Council of Library Directors,
Minutes for Thursday, September 17, 2009
10:00 a.m. - 12:00 noon
Attendees: Celia Rabinowitz (SMSC), Alice Bahr (SU), Shelia Bailey (UMES), Richard Bradberry (BSU), David Gillespie (FSU), Barbara Gontrum (UML), Kathy Heil (CEES), Lucy Holman (UB), Stephen Miller (UMUC), Deborah Nolan (TU), Patricia Steele (UMCP),Will Tress (UBL), Don Spicer (USM), MJ Tooey (HS/HSL), Larry Wilt (UMBC), Carlen Ruschoff (ITD).
Rabinowitz called the meeting to order. No adjustments were made to the agenda. The minutes for the CLD meeting held June 18, 2009 were approved. Patricia Steele was introduced and welcomed.
TOPIC: ITD Update
Ruschoff highlighted topics from the IGeLu meeting, the upcoming Maryland State Audit, the ITD planning for continuation of operations in a “disaster,” and the plans for installing ALEPH version 19/20. As part of the IGeLU report, Ruschoff reported that ExLibris plans to incorporate MetaLib into PRIMO. ExLibris has decided to continue to support MetaLib for customers that do not install PRIMO via the PRIMO platform. ExLibris plans to migrate all instances of MetaLib to the PRIMO platform by the 2nd quarter of 2011. (The date of the migration of MetaLib to the PRIMO platform was not provided at the meeting.) The full USMAI Central Site report is found in Appendix A.
Action: The CLD congratulated the ITD staff for their work in planning and preparations for the Maryland State Legislative Audit.
Action: The proposal for the redistribution of the FY09 funds was approved. Tonita Smith will contact each member library director to find out whether the funds should be moved to the local database account, the local site equipment budget, or to be refunded to the campus.
TOPIC: Campus Allocation Planning FY12-16
Leaders: Rabinowitz, Wilt, Holman, Ruschoff
Wilt reported that data for establishing allocation shares have been gathered. The current focus is on building an expenditure projection of the Central Services budget based on a programmatic plan. We will also need to establish a base for the contingency funding. It is clear that USMAI is spending considerably less than budgeted in the 2007-2011 five year plan. Wilt predicts that USMAI can keep the budget figure the same or lower for the next 5 year plan. The Budget Working Group has only looked at the costs to support the library business system. The Strategic Planning Working Group is looking at the overall program. New initiatives would add costs to the baseline budget. The budget proposal needs to be ready for the May 2010 Presidents’ meeting (the first Monday of the month).
To be prepared to present the budget proposal in May, CLD must address the following issues:
- The strategic plan needs to come before the CLD in November in order to finalize the budget.
- The projected budget expenditures for the FY2012-16 must come before CLD in January at the latest.
The proposal for the annual projected expenditures and the allocation distribution by campus for central site, databases, and local site equipment for FY2012-16 must come before the CLD by February.
The following points were made in the ensuing discussion:
- Based on the historical spending patterns, one director observed that we are looking at approximately 14% in reduced allocations, across the board. If an Executive Director is hired, the overall costs could still be reduced by 11%
- The Presidents need to know that CLD has planned for the next system and has set aside money in a contingency fund.
- Each President should nurture collaboration between the Libraries and their office of IT on their own campuses.
- Wilt has invited Jack Suess to discuss In Common and identity Management. Wilt will find out if Jack is available for the Nov. meeting.
- Spicer suggested a joint meeting with the USM IT CIOs to discuss collaborative planning between libraries and CIOs.
Wilt thanked Ruschoff and Smith for the July budget statement. It is very helpful for future budget planning.
Action: Wilt will invite Suess for the November meeting, with December being the fall back to discuss identity management. He will need about 30 minutes.
Action: Convene a joint CLD meeting with CIOs in the spring (March or April). The meeting will be arranged through Spicer.
TOPIC: Archives User Group Request
Leader: Rabinowitz, Nolan
Rabinowitz received a request to form an interest group for university archives., (see Appendix B).
Action: USMAI Archivists group was approved by acclamation.
Action: ITD will arrange for a listserv list to be se-up for the group
TOPIC: New Business - Announcements:
Rabinowitz reported that she has received a recommendation from RSTG on steps to be taken for pandemic planning. The report will be shared with CLD via e-mail.
Holman (UB):
- Maryland Library Leadership Institute (MLLI): This year’s MLLI will be held July 19 – 23, 2009 at the Donaldson Brown conference center. The cost is $850 for the week. Directors are encouraged to nominate staff for the institute by February 19, 2009. For more information, contact Lucy.
- CALD: If anyone has ideas/suggestions for the CALD annual program this spring, please send them to Lucy within the next few weeks.
- UB Langsdale has opened a new leisure reading collection. The collection is limited to UB students, staff and faculty, and we will not accept requests from other campus patrons.
Tooey (HS/HSL):
- Debbie Berlanstein has been appointed our new Head of Reference
- The new exhibit starting at the HS/HSL on September 28 is “Against the Odds: Making a Difference in Global Health” http://apps.nlm.nih.gov/againsttheodds/index.cfm
- In late April, HS/HSLwill be hosting a full day symposium on mobile technology in higher ed called “Going Mobile.”
- Library staff have developed software code in .net called Quick Help which allows reference staff to assist users in remote locations. We are happy to share the code. HS/HSL will offer any support or programming. Contact Alexa Mayo (amayo@hshsl.umaryland.edu) for more information.
Heil (CEES):
- The UMCES, CBL library will not be staffed 9/25-10/5, hold/recalls will not be turned off nor will the OCLC holding symbol be changed to lower case for ILL. Some of the USMAI requests will be filled by UMCES, HPL site (which is staffed Tues-Thurs).
Wilt (UMBC)
Miller (UMUC)
- UMUC's Information & Library Services is on track to move to the new UMUC Academic Building at Largo on December 7th. All public services and library staff will be moving. We will be maintaining a circulation point at UMUC's Student and Faculty Services Center building in Adelphi. Here is a view of the new building (click Aerial to see its location on the map):
http://www.bing.com/maps/default.aspx?v=2&FORM=LMLTCP&cp=qgjxqn8kwfc5&style=b&lvl=1&tilt=-90&dir=0&alt=-1000&scene=6566247&phx=0&phy=0&phscl=1&encType=1
Nolan (TU)
- Two new librarians joined Towson’s Cook Library. Joyce Garczynski, a new graduate from UMCP’s School of Library and Information Science, is Research & Instruction Librarian- Communications & Development. Shannon Simpson, new graduate of Kent State University’s graduate School of Library and Information Science, is Towson’s first Residency Librarian. Towson implemented its Post-Master’s degree Residency Librarian Program this fall.
- The Baltimore Hebrew University was incorporated into Towson University July 1, 2009 becoming the Baltimore Hebrew Institute (BHI) at Towson University. As part of that move, the 80,000 volume collection of BHU was added to Towson’s Cook Library. Now named the BHI Judaic Collection, the holdings are in the process of being added to the USMAI catalog. In addition to the circulating collection, about 1,000 special and rare materials from BHI were added to Cook Library’s special collections.
- The Special Collections and Archives space in Cook Library has reopened after having been completely renovated and enlarged.
- Towson University has a new provost, Dr. Marcia Welsh, who comes most recently from Adelphi University in New York.
Announcements:
Bailey (UMES)
- Bailey asked the group if member libraries purchase print serials that also appear in the databases acquired. The majority of USMAI present responded (show of hands) that print serials are not purchased when the titles are covered in databases except where there may be embargoes for science based journals.
- On Oct. 28 at 2:30 pm, UMES & Princess Anne Public Library will be co-hosting the program “One Maryland, One Book,” featuring James McBride talking about his book:, /Song Yet Song/ with author James McBride on W, October 28, 2009 at 2:30 pm.
- UMES Frederick Douglass Library has a new exhibit: “From Princess Anne to the Pros: A Small College's Football Legacy,” running from September 2009-February 2010.
Appendix A
USMAI Activity Report to CLD
Sept. 14, 2009
In late August, ITD was informed by the College Park OIT that the auditors would be on campus in September. The auditors will be evaluating any system that has personal data – and that is ALEPH. We expect scrutiny over who has access to personal information and what our guidelines are for giving that access.
ITD has begun, in earnest, “continuity of operations planning.” We have divided the work into three phases. The first is to migrate all services to VM ware, so that we can easily and quickly move a copy of our database to a mirrored site. VM for ResearchPort will be complete in the first quarter of calendar 2010 and ALEPH will be moved to VM with the installation of version 19/20 next summer. In phase one, we are also planning support during building evacuations, which seem to be happening at McKeldin more frequently. Phase two of the project involves creating a mirrored site on campus and phase three is a mirrored site off campus.
Below are some highlights of the work that ITD has been working on over the past two months.
Consortium wide Development Activities
- ResearchPort access problem. During the week of August 17, College Park technical staff discovered a problem with Research Port. The problem was caused by browser “enhancements” which generated a warning message when accessing some databases. The message incorrectly stated that there was a security problem and offered users the choice to continue anyway. Users who chose to continue were able to access the databases as normal. The erroneous warning was corrected for all institutions as of Thursday, August 27 in the morning.
- ALEPH password policy, phase II. Qi continues to work with campuses to establish passwords for casual labor and for Task Manager. Campuses must submit user IDs by Oct. 1. Thus far, user names and IDs have been collected from 11 campuses, have not heard from BL, FS, CS, MS, and UC.
- Service Packs were installed in production for both ALEPH and MetaLib.
- MetaLib service pack upgrade was installed on Aug. 24. The service pack fixes some minor problems in the user interface and bugs in the management interface. However most changes are intended for East Asian clients.
- The ALEPH Service Pack was loaded on August 28. Most updates are technical fixes. Rxes that were fixed with this service pack include: 4556, stray characters appearing on the request pick-up screen in the OPAC, was resolved by the service pack; and Rx 3996 and 4196, a GUI printing problem.
- Electronic Licensing Database. Programming and testing of the changes requested by the ECCC were completed at the end of August. Training on license input began in Sept. The database will have a core number of licenses entered by early October.
- USMAI/MDL License Review. At this time only 12 consortia licenses have been completed, including Ebsco, Gale, and Proquest, the three largest groups of publisher products acquired on behalf of both USMAI and MDL. Currently 23 consortia licenses are still in the process of renegotiation. Negotiation of an agreement takes on average 1.5 months from first contact of the publisher to final execution of the contract.
- Circulation Recurring Tasks List. The new procedure for building out the circulation events calendar was implemented in August. It is clear that more lead time is needed to ensure that all events are entered prior to the start of the semester.
- SDI (customized new title alert service for OPAC). Initial tests revealed problems with functionality that will require further work to resolve. By the end of August, it was becoming evident that the problems with how SDI functions (or fails to function) may not be possible to overcome. Further, we have not been able to identify any other ALEPH site that has successfully implemented SDI. Hanson will discuss next steps with UITG.
- CJK PAC display problem. Resolved long-standing problem from Rx #452 regarding unwanted $6 tag data displaying in the PAC for CJK titles. Solution moved to production at the end of August.
- ExLibris delivered a test file of ALEPH versions 19 and 20 in the first week of September. ITD will configure the software, load a copy of the database and develop an implementation milestone plan for discussion at the October Campus Contacts Meeting.
- Seguin is working with CPC to rename tags stored in the superholdings to correspond to current bibliographic standards.
Campus Specific Developments
- Consortium ILLiad Migration. Migration for began on August 17. BS and MS are in progress. OCLC encountered a number of problems. The most difficult issue was the configuration for authentication. The migration for FS, SU, SM, ES, CES, and CS is completed. BS and MS are in progress. Congratulations to the staff of each of these libraries for all their heroic efforts!
- B&T EDI for SU – testing shows that B&T does not have export capability. This initiative has been closed.
- ML EDI invoicing with YBP – in production. Due to a mapping error, Qi is manually loading records into production so that she can move the vendor reference information from the 035 to the 866. A fix has been applied, and in a couple of weeks, the loading process will be automated.
- TU’s record load of the Baltimore Hebrew University has been sent to OCLC for processing.
- Wrubel provided training for two campuses on using SFX Admin. (BC and CP)
- LDAP server was adapted for UB to accommodate ILLiad authentication.
- Work began on the upgrade to ILLiad 7.4 for CP
- UC – Reinstated UC-DS code in the appropriate Aleph tables.
- BL’s circ parameters were overhauled and rekeyed into ALEPH tables.
- Updated library information in OPAC for BC (Rx 5020).
- Record sets were loaded for SU and Shady Grove
- Reports were completed for ES, BC, and CP
Submitted by Carlen Ruschoff
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Appendix B Archives User Group Request
Dear Celia,
On July 7, 2009, a group of people who work as archivists and records managers at the various USMAI campuses met for the first time. It was decided that the members of this group would greatly benefit from informal discussion and information-sharing. Hence, we propose becoming an informal "interest group" of like-minded professionals.
Name of group: USMAI Archivists
Membership: University archivists, records managers, and other interested staff at USMAI institutions
Goals: To share knowledge, ideas and expertise about university archives and records; to discuss issues relating to same, including issues that may benefit from collaboration; to raise visibility among the USMAI community
Communication: Email and once- or twice-a-year meetings
Support needed: We request the creation of an email reflector and that our existence be noted on the USMAI "committees and groups" page, along with information on how to subscribe to the reflector
Thank you for your consideration of this proposal.
Kat
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Katherine H. Ryner
Associate Librarian
St. Mary's College of Maryland
18952 East Fisher Road
St. Mary' s City, MD 20686
240-895-4196
240-895-4492 (fax)
khryner@smcm.edu
http://www.smcm.edu/archives
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