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VCU Libraries Advisory Committee

4th Floor Conference Room, Cabell Library

Aptil 15, 2011 2:00 - 3:00 pm

Minutes

Attendance
Angelica Bega-Hart, Jan Chlebowski, Bonnie Davis, Corey Davis, Rosemary Farmer, Cindy Jong, Roy McKelvey (chair), Jana McQuaid, Karen Rader, Raj Rao, Brenda Seago, Patricia Strong

Absent with notice
Mary Baechle, Ann Wiesner

Absent
Linda Hughes, Allen Lee, Nathaniel Markson

Staff:  John Duke, Jeanne Hammer, Teresa Knott, John Ulmschneider, Pam Fraga (recording secretary)

Guest: Jodi Koste, Special Collections & Archives, TML, and Ibronke Lawal, Librarian for Engineering Studies

Business
Mr. McKelvey opened the meeting by congratulating Corey Davis on the successful defense of his dissertation and the acquisition of his PhD.

Review and approval of agenda
The agenda was approved as presented.

Review and approval of minutes from March 2011
The minutes were approved as presented.

HEETF and STF equipment requests 2011-12 - handout
Mr. Ulmschneider reported that the VCU Libraries had just received the call for Student Technology Fee (STF) funding requests; the funding requests for Higher Education Equipment Trust Fund (HEETF) has not yet been sent out from the University.  He reviewed the handout, which was a summary of the strategic approach the VCU Libraries will use for these requests.  He noted that several student groups have seen and approved the list in the handout.  He highlighted the last item, an advanced technology/media editing lab for use by all students and faculty.  While it’s possible not all the items on the list will be purchased, it is expected that VCU Libraries will receive approximately $200,000 in funds.  In the discussion which followed, several items were noted, including:

  • Large-scale printer will be installed later this year at JBC; one is already in place at TML.  Ms. Knott explained that its use requires staff mediation, since most students do not have the technical skill to produce items on this type of equipment.  A fee of $15/ft of produced work is charged.
  • University College is interested in having or co-funding a similar item, but is not clear about costs.  The possibility of underwriting the expense by the College would help reduce the costs to the students.

The Committee passed a motion unanimously to endorse the STF list as presented.

Library building hours, 2011-12 - handout
Mr. Ulmschneider said that the handouts were the proposed hours for both library buildings, and that there is no substantial change to the hours of operation for either location.  He noted that TML will be closed across the holiday break in December and that JBC will be open on January 15th even though the next day is a holiday (MLK Day).  He reminded the Committee that despite the funding difficulties, hours have not been reduced at JBC, TML hours have been set to a uniform standard and extended over the entire year, and the VCU Libraries still offers 24/5 prior to exams.

The Committee passed a motion unanimously to endorse the hours as presented.

Reports and Discussion

Media and Reserve Services Review Task Force final recommendations - handout
Mr. Ulmschneider reminded the Committee that the Task Force had presented their preliminary report at the last VLAC meeting.  The handout for to this meeting is the final, full report.  It is a framework for moving forward, not an action plan, and as such, some items may be changed.  He highlighted four areas of particular interest:

  • Creation of a multi-media creative and editing lab, including the potential for green screen work.  The report makes clear that VCU is critically behind the ball on this as many research libraries already provide these capabilities to students and faculty.
  • Discontinue service of course reserves and instead make digital items available on Blackboard for faculty use; the print reserve service will continue.
  • Implementation of media electronic booking modules
  • Strong increase in media collections

In discussion, it was noted that students need strong consultative services from VCU Libraries as many do not know how to use more sophisticated media tools.  Templates and best practices are on Blackboard but additional assistance is often very helpful and quite necessary.  Additionally, it has become clear that students are often the best source of assistance for other students and therefore money ($30,000) has been identified in the budget to fund student paid jobs for this exact purpose.

Mr. Ulmschneider invited any feedback Committee members might want to send to him and asked that they make this report known to their colleagues.

Elevator lobby redesign: update on selection of quotations - handout and visual demonstration
Ms. Hammer reported that funding is now available and in place for this project and so it will be moving forward.  She referred to the handout and thanked the Committee for their great help in reducing the original large number of submissions to the current, manageable size.  She showed a visual of the potential final installation of the first floor area (other floors have not yet been designed).  She noted that the designers are still working on a way to include Braille.  In the discussion which followed, a strong concern was raised about the quote which appears to highlight “mediocrity” and it was decided to revisit the selection of that quote.  While several others were seen as possibly a little “preachy”, it was finally decided that that may just be in the perspective of the Committee members.  However, it was decided, in an effort to be consistent, no honorifics would be used, although there may be a notation on the main VCU Libraries webpage as to the identity of the various authors of the quotes.

LibQUAL+ survey, spring 2011
Mr. Ulmschneider said that there has been a good response from the faculty and the desired 15% response return has already been reached.  The student response, however, has been disappointing.  There will be one more email urging students to respond to the survey.  It was suggested that that email include the words “you have been specially selected” to help motivate recipients to reply. 

VCU Libraries programs:

  • Bedpan Elegance, March 31 – June 30, 2011 – The opening went very well.  Ms. Knott reported that Mr. DuBois, the artist, will donate one of the framed pieces to VCU Libraries.
  • Zine Night, April 5, 2011 – Mr. Ulmschneider reported that this event was very well attended (over 60 people) and included an exhibit, a reading and a hands-on portion for participants.
  • Fan paraphernalia – Ms. Knott noted that several items related to the RAMS were on display on the 4th floor of Cabell , and asked Committee members ifany items they would like to donate.  She also noted the buttons included in the handouts were to note that Fridays in April are Spirit Days and everyone is encouraged to wear black and gold.

Demo and discussion: ASERL Civil War project; important recent acquisitions - visual demonstration
Dr. Lawal had to leave the meeting before this presentation so the information about recent acquisitions will have to be shared at a later meeting in the fall.

Ms. Koste gave a demonstration of the work being compiled as VCU’s contribution to the ongoing Association of Southeastern Research Libraries (ASERL) Civil War project commissioned to honor the 150th anniversary of the Civil War.  Because of its location in Richmond, which was the capital of the Confederacy and therefore a key medical center during the war, MCV has some very interesting and unique items.  The government of the Confederacy mandated that records be kept of each person and their affects upon their death in the MCV hospital.  All these records are being transcribed into a digitized version with the original displayed alongside the digitized version.  This digitized version then makes this information searchable.  This is an amazing collection of information and detail into the lives and deaths of the soldiers in the war and is a very special collection to be added to the overall project.  VCU Libraries is very proud to be able to offer this unique material to the ASERL project which can be found on www.AmericanSouth.org.

There being no further business, Mr. McKelvey noted that this was the last meeting for the academic year and wished everyone a good summer.

The meeting adjourned at 3:15 pm.