VCU Library Advisory
First Floor Conference Room, Tompkins-McCaw Library
March 28, 2008 3:30 to 5:00 p.m.
Minutes
Attendance
Present: Jan Chlebowski, Les Harrison, Sharon Lanning, Wes Poynor (chair), Brenda Seago, Mary Secret, Susan South
Absent: Corey Davis, Rosemary Farmer, Amanda Garza, Hanju Jeong, Allen Lee, Worth Longest, Jackie McGrath, Roy McKelvey, Gabriel Reich, Fang-shen Wu
Staff: Pat Flanagan, John Ulmschneider, Pam Fraga (recording secretary)
Guests: Jodi Koste, Susanna Pathak, Lynne Turman
The meeting was convened by the chair at 3:30 p.m.
Business
Review and approval of agenda
The agenda was approved as presented.
Review and approval of minutes from February 2008
The minutes were approved as presented.
Follow-up to affiliate and preceptor access arrangements – handout
Ms. Flanagan, referring to the handout, reviewed for the Committee the new procedure for reporting difficulties accessing library resources by people affiliated with VCU (including preceptors). She pointed out that the name “preceptor” had been added to the list of possible user names and that the wording had been made more user-friendly. She also said that this problem seems to be declining. In discussion, it was decided that the page is a significant improvement.
Access to computers and buildings by non-affiliates – handouts
Ms. Flanagan reported to the Committee that there are new ways being developed for non-affiliated people to access the VCU Libraries’ resources when they visit library facilities. Up until now, there had been several computers available for this purpose. However, with the increased security of using eID’s, there are now only Macintosh computers left that can be accessed without an eID. These machines are being phased out, since they don’t support the campus eID login mechanism.
To replace these machines and ensure continued access by non-affiliated people who visit, it has been decided that 4 Windows computers, similar to those used for students, will be designated for non-affiliate use. Access on these machines will be available by a login ID that is assigned by staff at the circulation desk upon request. The login ID will be valid for one hour, and cannot be renewed or extended, so non-affiliated people normally will be limited to one hour of use per day. For more extended use needs, such as use by visiting faculty or non-VCU students on break from their home universities, it will be possible to get a temporary eID good for two weeks. One of the handouts explained the objectives of this program, as well as the options for use. It is hoped that this system will be meet the existing need for access by non-affiliates in library facilities, but not require that staff police the computers. Ms. Flanagan explained that this program will be implemented at Cabell only at first and the designated computers will be located next to the Reference Desk. Ms. Turman said that the staff at TML will monitor the Cabell experience and then determine if something similar would be useful at TML.
In discussion, Ms. Flanagan pointed out that while students are welcome to bring in their laptops, most do not want to carry them around all day and so rely on the availability of computers on campus. Mr. Ulmschneider reminded the Committee that the students have been vocal directly to the Board of Visitors about the limited number of computers available to them and how access to computers is fundamental important to their academic pursuits. He also said he has informed the Provost about the new program.
Dr. Poynor pointed out that providing sufficient computer access for students is not in fact a library problem, but rather a university problem that has been left to VCU Libraries to solve with its own resources. He questioned the overall effectiveness and fairness of this approach. He offered to have VLAC enlighten the BOV about this. He also asked to place the new non-affiliated access initiative on the agenda for next January’s meeting to be reviewed at that time.
Reports and Discussion
Mandatory submission of ETD: status – handouts
Mr. Ulmschneider thanked the Committee for its work in reviewing the proposed plan to require that students submit theses and dissertations electronically. He said that the current proposal is now in the hands of the Policies & Procedures Committee of the Graduate Council. The Committee met with Jimmy Ghaphery (VCU Libraries/LIS) and Mr. Ulmschneider March 24 to discuss the proposal and how it might be implemented. He reported that for calendar 2007, 19.5% of dissertations were done electronically and 42% of theses, indicating that there is an increase in use of this format and that this might not be a major change for the University community. The Committee aims to have a final draft proposal to the Graduate Council in May and adopt an implementation plan in September. The restructured technology platform will be in place by then. The process will be operational for a year before becoming mandatory/required in the Fall of 2009.
Mr. Ulmschneider referred to the handout which dealt with a recent action at the University of Iowa. At Iowa, students producing theses for the MFA in creative writing expressed concern that electronic submission of their theses might significant affect their publication. It is generally the goal of creative writing MFA program to produce a book as the theses. These works, submitted in partial fulfillment of the MFA, often are published later in full with little change, whereas most other publications from theses and dissertations are derivative works. The Association of Writers and Writing Programs (AWP) has expressed similar concerns. In discussion, Mr. Ulmschneider said that while the Policies & Procedures Committee had discussed this, it was felt that this might not be a significant concern. Dr. Harrison said that he felt that in time, it would be seen that this was not an issue and the whole matter would likely be scrapped as a problem that didn’t materialize. Nevertheless, the Committee likely will accommodate this concern in the final policy and procedure document. Several people on the Committee felt that a university should ask permission before scanning in a person’s work, since that might be considered a derivative work not permitted by fair use. However, if a work is registered with UMI, it will be scanned and published as this is part of the permission process.
The subject of embargo was discussed. Mr. Ulmschneider said that the P & P Committee is likely to recommend a 5 year period with no renewal option. For a work to be embargoed, the student, the advisor and the Graduate Committee would all have to agree on the need.
LibQUAL + survey – handouts
Ms. Pathak explained to the Committee that the LibQUAL survey is a web-based survey used to measure users’ perspective on the quality and value of library services and collections available at VCU. This survey was done in 2004 and 2006 and is being done again this year; the intent is to conduct the survey every 2 years. The survey will begin on April 2nd and will be sent to random sample of 12,500 people at VCU – staff, faculty, and students. In addition, anyone who wishes to complete the survey can access it on the library home page. A total of 45 prizes are being offered as incentives. The survey measures the gap between users’ perceived experience, the users’ ideal experience, and the users’s minimum expectations on multiple points of library service and collections. The results handout highlighted gaps between the perceived experienced and users’ minimum expectations. Ms. Pathak pointed out that gap scores in the 2006 survey are smaller than in the 2004 survey, indicating that VCU Libraries is responding to the data and making changes that improve user experience. Mr. Ulmschneider pointed out that this data is used to determine service and staffing needs, as well as resource allocation. The biggest areas of criticism are related to scholarly journals and literature availability. The results of this year’s survey will be available this fall.
Mr. Ulmschneider reported quickly on a few events taking place at VCU Libraries. First, he reported that the Brown-Lyons Lecture on March 20th on Jewish humor had been very well received with over 450 people in attendance. He also told the Committee about the Authors’ Tea held on March 27th at TML to celebrate VCU/MCV published authors. He reminded the Committee that the Cabell Lecture on April 9 is “A Party of Poets”, a presentation and panel discussion by several Virginia poets.
Demonstration: Health literacy BlackBoard site and related initiatives
This demonstration had to be cancelled.
Ms. Koste then gave an update on the Special Collections and Archives department’s work at TML. This began with an overview of the database “Virginia Heritage”, which she showed how to access and search.
She then reported on several activities either initiated by or supported by the Special Collections and Archives department. These included:
Hunton Student Center
School of Nursing Heritage Room
Critical Care Hospital
Historical Perspective on Health Disparities
Medical Artifacts Collection
The meeting was adjourned at 5:10 p.m.