Memorial Library Staff Information

Library Staff Meeting Agenda & Minutes - Tuesday, December 6, 2011

The meeting was held in the library classroom. It began at 1:30 PM and ended at 2:42 PM.

Attendees: Elizabeth Andrejasich, Vivienne Durbin, Emily Gover, Sherre Harrington, Cheryl Hawkins, Maureen Morgan, Judy Thompson, Jeremy Worsham, Jessica Yates

Agenda

Request for updates on various projects

• Library classroom
• Space committee / art
• Reference
• Government Docs

Library Staff Meeting Agenda & Minutes, Tuesday, Nov.15, 2011 

The meeting was held in the classroom and began at 1:30 pm and ended at 2:20 pm.

In attendance were: Elizabeth Andrejasich, Emily Gover, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Maureen Morgan, Martha Reynolds, Jeremy Worsham, and Jessica Yates. 

 

Agenda

• Announcements
• Staff / Handicapped Parking (Jenny)
• Christmas Party (Jenny)

 Announcements

 

• The annual “What is Culture” Photo Contest is today at 5pm in the library.

 

• Elizabeth led today’s student workshop on dealing with difficult people.  Approximately 18 students attended.  Topics included: working in groups, pet peeves, and identifying behaviors as separate from the person.

 

• Student workshops spring semester – The Berry Student Work Program will present workshops as part of Student Work Week.  The library will pay for students to attend 2 of these.  Library level 4 and 5 student workers will also be asked to participate in an internal workshop to share their work experiences with other library student workers.

 

• Furniture – Only two pieces of the furniture in Technical Services has been claimed.  Anyone wanting furniture for their office should claim it now.  Submit ideas on re-locating the remaining furniture to the Space Committee. 

 

• Cleaning – During Christmas break, Physical Plant is scheduled to clean (carpets, candelabras, etc.) and touch up paint throughout the building.

 

Staff / Handicapped Parking

 

• Jenny and Jessica conducted a parking study of the spaces around the buildings on campus.  They found that newer buildings have more handicapped spaces than older buildings, like the library and Ladd.  We need to develop a proposal to submit to Physical Plant for more handicapped spots.  It was suggested that we address the handicapped parking space issues along with other handicapped building issues, in collaboration with Martha Van Cise, director of the Academic Support Center.  The lack of nearby parking spaces for the nighttime closers at the library was also discussed.  Ideas being considered: designating the upper lot (outside Technical Services) as a 24/7 restricted faculty/staff lot; designating the lower lot as a 24/7 restricted faculty/staff lot; designating 2-3 parking spaces in either lot as 24/7 faculty/staff restricted; and designating the loading dock area as an approved parking space for closers.  Hang tags could be issued to student closers needing to use the restricted faculty/staff spaces.  Use of the lower lot was preferred due to the library closers needing to exit via the front door of the library.

 

Christmas Party

 

• The library Christmas party will be held on December 4^th at Sherre’s house, with a tentative time of 4-6pm.  Extended hours begin at the library after Thanksgiving, so a suitable time was not available for the party to be held at the library this year.  Having the party off campus was not a good option due to some students’ lack of transportation.  The traditional “Taco Ho Ho Ho” theme was proposed.  Invitation flyers will be posted.

 

The next staff meeting is scheduled for December 6^th at 1:30pm.

Library Staff Meeting Agenda & Minutes, Tuesday, Nov.1, 2011 

 

The meeting was held in the classroom and began at 2:00 pm and ended at 3:12 pm. In attendance were: Elizabeth Andrejasich, Vivienne Durbin, Emily Gover, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Maureen Morgan, Michael O’Malley, Martha Reynolds, Judy Thompson, Jeremy Worsham, and Jessica Yates.

 

 

Agenda

 

• Announcements
• Space Planning Use Study (Sherre)
• Music Library Cataloging Update (Jeremy, Martha, Sherre, Cheryl)
• Presidential Advisory Committee Update (Sherre)
• Displaying Art in the Memorial Library (Judy & Michael)
• Patron Security of Personal Items (Jenny)
• Gimlet Demonstration - web-based reference statistics tool (Martha)

Announcements

• Computer replacement is scheduled for Dec. 15-22 in the Microforms Room; it will be necessary to ensure proper networking of devices
• A Facebook post has mentioned positive feedback re: electronic book (EBL) services
• The Memorial Library will host a student poster session for the annual Student Research Symposium (Spring 2012)

 

Space Planning Use Study

• Library administration student work staff is undertaking a follow-up study of furniture use in the library (Nov. 14-15) based on the seating use counts done by the Space Committee in Nov. 2010

 

Music Library Cataloging Update

• The cataloging methods used will be those used at the McGill University Music Library
• Scores will be cataloged first, followed by books; the condition of the scores is being examined (some are in need of repair) and call numbers assigned
• Staffing – student training will be conducted at the Memorial Library using an integrated workforce approach (similar to the training for the Curriculum Materials Center)
• Keys are needed for staff access to the Music Library
• Chris Carlisle welcomes the opportunity for enhancing access to the music collection

 

Presidential Advisory Committee

 

            Football Study

• Plans (Phase One & Future Phases) were reviewed for the football study
• Placement of the football field will be near the Cage (on the side closest to Martha Berry Highway)
• Plans include widening roads, installing seating, and a relocated Gatehouse

 

Campus Strategic Planning

• Think big, aspirational issues – 3 distinct issues: to be recognized as a top tier liberal arts institution, with a premier student work program, and recognized as having premier character & values
• There is an emphasis on an academic mindset with a focus to establish landmark educational programs
• Using the physical campus environment – environmental studies and animal science programs; creating a student research culture building on “capstone” programs
• Balance athletics with the arts &  humanities while maintaining a service culture

 

Displaying Art in the Memorial Library

·         As part of the work of the Space Committee, Judy and Michael have been photographing and documenting various art from the Museum collections for display in the Memorial Library on a rotating basis

·         Museum staff will assist with cleaning, handling, and labeling the art for display

 

Security of Personal Items

• As a reminder, library staff and patrons should always maintain an awareness of your surroundings

 

Gimlet Demonstration

• Gimlet is a web-based method of collecting reference statistics   

 

The next staff meeting is scheduled for Nov. 15

Library Staff Meeting Agenda & Minutes, Tuesday, Oct. 18, 2011

 

The meeting was held in the classroom and began at 1:34 pm and ended at 2:24 pm. In attendance were: Elizabeth Andrejasich, Vivienne Durbin, Emily Gover, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Michael O’Malley, Jeremy Worsham, and Jessica Yates. 

 

 

Agenda

 

• Announcements
• Scheduling Writing Center & Conference Room - Sherre
• Staff Information LibGuide - Sherre

Announcements

• A fax line has been installed for the 3rd floor loft area and was added to the call list
• With the departure of Barbara Lowery (with a get-together pending), there is a vacancy - the job description will be reviewed and revised and a staffing plan will be sent to the Provost and President for approval; a search committee will be established for re-hiring for the position.
• Additional furniture has been installed in the 2nd floor loft area

 

Scheduling Writing Center & Conference Room

• The Writing Center and conference room will be scheduling options for meetings and group study
• Scheduling will be made possible thru the use of room calendars established with Microsoft Outlook as, "Library Writing Center" and Library Conference Room"
• A link to the scheduling calendar and room etiquette information will be posted on the Library's webpage

Staff Information LibGuide

·         The RSS feed doesn't update the box and page information, Elizabeth will contact Springshare for a solution

The next meeting is scheduled for Tues., Nov. 1

 

Library Staff Meeting Agenda & Minutes, Tuesday, Oct. 4, 2011      

 

The meeting was held in the classroom and began at 1:30 pm and ended at 2:15 pm. In attendance were: Elizabeth Andrejasich, Vivienne Durbin, Emily Gover, Sherre Harrington, Cheryl Hawkins, Maureen Morgan, Michael O’Malley, Judy Thompson, Jeremy Worsham, and Jessica Yates. 

 

Agenda

 

• Announcements
• Reference Collection Weeding Project - Cheryl 
• Libraries Committee Report - Sherre 
• Library Staff Committees Membership Update - Sherre 
• Wiki Discussion/Suggestions (library staff communication interface)

Announcements - None

 

Reference Collection Weeding Project update 

• Faculty have reviewed library staff recommendations and students have started to review flags (Sept. 12)
• Liaisons will be contacted to review comments and missing flags
• Disposed materials will be recycled

 

Libraries Committee Report update

• Updated listing of members sent to the Provost
• Collection Development Policy final revision due prior to Oct. 25 committee meeting
• Additional information will be posted on VikingWeb

 

Library Staff Committees Membership update

• Confirmed staff membership for 3 library committees - Student Work, Space & Environment, and Web Advisory

 

Wiki Discussion/Suggestions

• Ideas were solicited for library staff communication interface
• It was suggested that the library use LibGuides to communicate policy & procedures, meeting minutes, and committee news.   

The next staff meeting is scheduled for Tues., Oct. 18.

 

Present: Elizabeth Andrejasich, Sherre Harrington, Jenny Kleine, Michael O’Malley, Maureen Morgan, Martha Reynolds, Judy Thompson, Jeremy Worsham, and Jessica Yates.

Announcement/Update

Sept. 23 event – Rave @ the Memorial Library

Print Management services – printing allocation to start Spring 2012 (500 copies/semester, 250 copies/summer). Printed copies are defined as front/back and black & white. Five cents/copy will be assessed in excess of the account limit. The Provost will meet w/SGA to discuss print management implementation; the Provost will also hear appeals from account members concerning print management services. Account reimbursement will be established for poor quality copies. Student clubs & organizations will utilize printing services at Krannert Center to print materials related to events.

Emergency Contact Information

• Distributed emergency contact list information for verification

New Faculty Brunch

• Thursday, Sept. 29, 2011 @ 11 am in the mezzanine of the library
• Invited are members of the new faculty, libraries committee, writing center, academic services, and academic department chairs and the honor program chair.
• Think of ideas for creating a table of information which faculty members can learn about the library and its procedures and services – handouts, brochures, newsletters, etc.

Library Staff Meeting Agenda & Minutes, Tuesday, Aug. 16, 2011       

 

The meeting was held in the classroom and began at 1:30 pm and ended at 2:55 pm. In attendance were: Elizabeth Andrejasich, Vivienne Durbin, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Maureen Morgan, Michael O’Malley, Martha Reynolds, Judy Thompson, and Jeremy Worsham.

 

Agenda

 

·     Announcements

·     Library Projects List

·     Library Student Worker Orientation

·     Martha Berry Digital Archive Project Update

 

Announcements

·     New Faculty Brunch - on Thurs., Sept. 29, 2011 at 11 am in the mezzanine. Provide faculty with an introduction to library staff and services in an informal setting. Brochures will be available which will provide additional information about library services.

·     National Book Awards selections will include Pulitzer Prize winners and books from National Book Award nominees and winners

·     Welcome Emily Gover, who will start on Sept. 12 as the new Web Services Librarian

·     A final determination of print quota will be determined by Brian Erb during the fall semester

·     Faculty/staff parking – there was a discussion of the amount of spaces available near the Library and it was determined that there is adequate parking

 

Library Projects List

·     Student work planning – revise organizational chart for the Provost to review and then submit to the Student Work Office

·     Space Committee has determined logistics for moving furniture in the library with a student work crew. Furniture usage patterns will be assessed in the future.

·     New replacement carpet will be installed in Circulation

·     Furniture will be moved into the Writing Center by Aug. 19. Coordinate with Jonathan Bopp re: moving furniture. Need to determine office hours and place signage.

·     Music Library – discontinue use of stand-alone catalog and use Voyager. Need to consider staffing and training and operating hours. 

·     Reference collection faculty review to be continued thru Aug. 31

·     Digital streaming video subscriptions are functioning

·     E-book subscriptions require an EBL authentication

·     A grant application will be submitted to develop a new multi-media classroom to help create a more active learning space 

·     The Library catalog will include a search function for music library materials; companion CDs and floppy disks will be united with textual information

·     Government documents – newspaper back issues will specify location information; obsolete documents will be disposed from the back storage area on the first floor; the electronic hearing documents are not accessible thru ILL.

 

Student Worker Orientation

• Mandatory training for library student workers is scheduled for Sun., Aug. 21. Supervisors are responsible for contacting their students re: specific orientation times. A folder will be distributed containing library policy information, photos will be taken of student for use on the Library’s LibGuide, Sherre will review the confidentiality agreement with all students, and students will get acquainted with their supervisors and work environments.  

Martha Berry Digital Archive Project Update

• Bloomsburg University will submit a grant proposal for project continuation of one year and letters of commitment and support will be submitted.

The next meeting is scheduled for Tues., Sept. 6.

Present: Elizabeth Andrejasich, Vivienne Durbin, Sherre Harrington, Jenny Kleine, Michael O’Malley, Maureen Morgan, Martha Reynolds, Judy Thompson, Jeremy Worsham, and Jessica Yates.

Announcements

• Thank you card from Barbara for ‘get well’ card will be routed for staff
• Send e-mail to department staff containing names of student workers needing summer jobs; inform Jenny re: an announcement for student work hires
• Search committee will be formed by May 6 for a web services librarian; posting were sent to the ALA, Chronicle for Higher Ed., and appropriate listservs; 10 applications were received thus far

Architectural Planning Update

• Need to plan and determine the new location of a classroom and writing center for fall 2011; also need to determine classroom design
• The writing center will relocate from current location in Evans and temporarily utilize library storage space
• Discussed organizational concept planning – develop a phased space utilization plan; implementation of a plan design is based on future funding and recommendations from the campus-wide space planning committee
• The organizational concept plan was discussed (and subsequently distributed the following day) – consisting of 4 draft concepts: refining the current, passages of activity, learning center entry/internal hearth, and main reading room. See copy of plan for a graphical representation of design information.
• Refining the current – continually refine and update the current situation w/o major impact. Future planning w/maximum refinement at minimum cost.
• Passages of activity – solitude builds as you progress thru the building. Promote more casual and public activity in the library in a controlled and easily accessible area.
• Learning center entry/internal hearth – plan ahead to further develop the smart learning environment and concentrate it at the entry. Draw a sense of place of the reading library to the middle of the building.
• Main reading room – promote a formal sense of arrival and academia as the beginning of an experience. Controlled entry hall at the vestibule. Coffee shop moved to a more casual and open activity space at the rear of the building. The library is in a controlled and easily accessible area.

Present: Elizabeth Andrejasich, Vivienne Durbin, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Michael O’Malley, Maureen Morgan, Martha Reynolds, Judy Thompson, Jeremy Worsham, and Jessica Yates.

Announcements

• Kindles are available for checkout, titles are searchable and availability status is displayed in the catalog; logistical procedures for adding titles is forthcoming
• Reference materials from interior storage are available for review, discards will be recycled
• Institutional Effectiveness (2010-2011 Plan) Group Reports
• Draft revisions to goals and outcomes were reviewed and discussed

Staffing – Summer Vacation and (Student) Work Schedules

• Judy – May 11 – June 9
• Martha – June 23 – July 19
• Half-day Fridays in July – notice forthcoming from the President’s Office
• Student Request for Hire approvals forthcoming from Student Work

Present: Elizabeth Andrejasich, Vivienne Durbin, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Barbara Lowery, Michael O’Malley, Maureen Morgan, Martha Reynolds, Judy Thompson, Jeremy Worsham, and Jessica Yates.

Announcements

• Jessica will assume some of Barbara’s responsibilities during her absence.
• Student Symposium – research

Maki’s shower

• Tues., May 10 from 2-4 pm, in Krannert 250; registered at Wal-Mart & Toys-R-Us; unwrapped gifts preferred; gift notification date – April 30 (see Jenny).

End of Year student party

• Jenny will check into departmental party funding based on last year’s spring cookout party
• Senior recognitions

Summer student workers

• Departments need to determine project and operational needs for summer hires
• Determine from existing student staff, those who are looking for summer work

Space planning update

• Need to choose specific locations for the writing center and smart classroom (13 ft. ceiling is needed for projector)
• Possible fundraising opportunities
• Reducing size of print collections on 1st floor
• Possible reading room area placement in interior storage?
• Determine external factors – presently, there is a need for more space for enrollment management in Krannert, which will relocate the Bonner Center to Evans (beginning fall 2011) and as a result, the Writing Center will move to the Library
• Information concerning the Academic Commons as it relates to library space planning has been posted to the LibGuides page, see http://libguides.berry.edu/academiccommonstf
• Illustrations of new space concepts and suggested example scenarios include: study space, presentation space, office & work staff space, and group workspace

Institutional Effectiveness Plan

• Revisions for 2011-2012 plan, due Tues., April 19 – determine at least 2 and no more than 4 outcomes which can be assessed for each goal
• Part of the accreditation review process
• Sherre will write reports for 2009-2010 and 2010-2011 Effectiveness Plans

Conference – Undergraduate Research and Institutional Repositories as Publishers

• Attended by Martha and Michael at Kennesaw State University (March 15, 2011)
• Determine ways to enhance collections thru Council on Student Scholarship and Student Enterprises as a continuation of showcasing undergraduate research efforts; develop proposal (summer-fall 2011)

Present: Elizabeth Andrejasich, Vivienne Durbin, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Barbara Lowery, Michael O’Malley, Maureen Morgan, Martha Reynolds, Judy Thompson, Jeremy Worsham, and Jessica Yates.

Announcements

• Counseling Center collection acquisition – conducted inventory, materials are being reviewed for weeding (contact Susan Logsdon-Conradsen), update location information in catalog record
• Review “Outstanding Academic Titles, 2010” and submit order requests by Fri., March 4
• Reference collection – possible change to a “circulating collection” due to lack of use. Need to review specific types of materials which should NOT circulate within the existing collection. Materials in the ‘T’ and ‘Z’ sections are in-process of being weeded.
• Martha Berry Digital Archives Project – Stephanie Schlitz submitted an NEH Digital Humanities Start-up grant proposal (Feb. 2011). She is visiting campus on March 10-11 for a series of meetings which will include discussion about metadata standards and selection of materials to be digitized.

Alden Trust Grant & Academic Commons – update (Sherre)

• A gift of $54,000 from the Alden Trust was received for use in the development of a multimedia classroom in the Learning Center (part of the Academic Commons). The Academic Support Center has been re-located to the first floor of the Library. The Writing Center is scheduled to move into the Library this summer; possible locations are being determined based on operational needs and requirements. The re-location of the center is being funded by the College. The Academic Commons Task Force will draft a mission statement for the Academic Commons and will invite comments in a future joint meeting.

Workflow Analysis – update (Sherre)

• A Technical Services retreat was held in response to the consultant’s recommendations. Areas needing more focus are: cataloging, book repair, student work, discovery layer/interface design issues, and collection development approval plans.

Berry Capital Campaign – Sherre

• Preliminary Case Statement (Feb. 2011) was distributed for review. The current ‘silent phase’ is until 2013, with the ‘public phase’ occurring between 2013-2017. The total campaign goal = $100 million, with a need to reach a commitment of $60-70 million before reaching the ‘public phase.’ The Campaign includes funding for scholarships and the Student Work Program. There are other needs addressed in the Campaign (as determined by the Planning Council, during 2007-2009). Some examples include: a Fine Arts Center, Library & Academic Commons, faculty lines, a Welcome Center, and adding and enhancing academic programs. Present gifts, whether monetary or in-kind, are included as part of the Campaign.

Present: Elizabeth Andrejasich, Vivienne Durbin, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Barbara Lowery, Michael O’Malley, Maureen Morgan, Martha Reynolds, Emily Thompson, Judy Thompson, Jeremy Worsham, and Jessica Yates.

Announcements

• Student training sessions – Customer Service Skills, Safety in the Workplace, and Stress and Study Tips. Library student workers are expected to attend at least 2 of 3 workshops during the semester. Students will be paid for their attendance. Workshops will be held from 11am-12pm in the Library classroom.
• Library building environment – within the building there are areas of temperature extremes – too hot/cold. This is usually based on the outside environment however, the Physical Plant must remain informed on building environmental problems since HVAC equipment may have to be repaired or replaced.

Future staff meeting dates & facilitators

• Meeting schedule w/listing of facilitators was distributed and will be posted on the Library’s Wiki page. It is the responsibility of the current facilitator to arrange for a substitute in cases of scheduling difficulties.

Technical Services Workflow Analysis

• Report created (Jan. 2011) by New Leaf Consulting Services (Karen Brown Letarte)
• The analysis determined the overall impact of library workflow processes with the goal of maximizing staff resources for overall Library operations
• The Workflow Analysis Report will be reviewed and discussed at a staff retreat (Feb. 24)

Present: Elizabeth Andrejasich, Vivienne Durbin, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Barbara Lowery, Michael O’Malley, Maureen Morgan, Martha Reynolds, Emily Thompson, Judy Thompson, Jeremy Worsham, and Jessica Yates.

Announcements

• Sherre will make an announcement at this week’s SGA meeting re: printing services at the Library (PaperCut). A campus-wide announcement is forthcoming.
• The Theatre Dept. is in need of books as stage props, see Cheryl for more information
• Staff awareness: see Judy for information re: the reset button at the front door for locking/unlocking
• Public Services – reviewing applicants needed to cover evening work hours
• Welcome and Open House – Academic Support Center, new office location – first floor
• African-American Read-In (Feb. 8) in conjunction w/Multicultural and International Student Programs

Student Worker Workshops (Jenny)

• The Student Work Committee has scheduled 3 workshops during the semester: Reference Referrals (Feb. 15), Workplace Safety (March 22), and Studying Skills and Stress (April 12)

Book Repair (Cheryl)

• Current repair processes – all materials in need of repair are routed thru Cheryl
• Cheryl will update the catalog record which will show repair status and materials will still be usable within the Library

Present: Elizabeth Andrejasich, Vivienne Durbin, Sherre Harrington, Cheryl Hawkins, Jenny Kleine, Barbara Lowery, Michael O’Malley, Maureen Morgan, Martha Reynolds, Emily Thompson, Judy Thompson, Jeremy Worsham, and Jessica Yates.

Announcements

• Free trial access to Reference Universe linking all reference publications is available thru Feb. 18
• Public Services staffing schedule distributed – Vivienne will work 32 hrs/wk; Emily will work 40 hrs/wk in a 4 day week; an additional night position needs to be filled; there will be rotating Sunday coverage thru Spring Break (job shadowing is encouraged to understand Sunday coverage duties)

Public printing/PaperCut update

• This is still a “work-in-progress”
• Jenny has assisted with coordinating printing efforts throughout the Library
• Print management system software, PaperCut” has been installed for all public printers
• All questions concerning operation should be referred to the reference desk
• Guest printing – create an account (up to 5 free copies)
• The Information Technology dept. is working on solutions to current problems
• Students are using the idea of a “guest’ account as a solution to any printer problems which they might encounter – this will confuse statistics for both student and guest printing

Archives staffing & hours

• Distributed work schedule which shows the Archivist’s and student’s schedules
• The Library administrative offices will assist the Archives with coverage for occasional small time gaps

Webpage updates

• Web committee review – determined that departments are responsible for determining and creating webpage content
• A banner should be created to showcase library announcements

Academic Commons Task Force update

• Next meeting is scheduled on Jan. 19, 2011
• Office construction work for the Academic Support Center began during the winter break
• The Academic Support Center will move in during the first week in Feb. (signage updated and locks modified)
• The location for the Writing Center will be determined by the summer
• Instructional Technology dept. seeking future space in Library

Supplies

• Supply locations – technical services room and administrative office closets (2)
• Contact Jenny re: re-ordering supplies
• The inside storage room continues to be cleaned out