Library News: Meeting Minutes

1. Welcome
2. Introductions
   • TMLGAC Advisors:
     • Shannon Jones,  Associate Director, Research & Education
     • Steve Barkley, TML Operations Librarian
   • Committee Members
   • Guest: Teresa L. Knott, Director, Tompkins-McCaw Library and Associate University Librarian, VCU Libraries
     • Per suggestions from committee members, TML is now open until 10pm from Monday-Thursday.  After 8pm, IDs are checked and fines cannot be paid.  The library will evaluate whether to continue these hours in the spring.
     • TML is considering whether to purchase a Keurig coffee brewer, which would be kept near the vending machines.  Students could purchase K-cups from the Service Desk.  Maintenance of the area and inventory of coffee extras (such as creamer, sugar, and stirrers) would need to be managed by another party.  Potential groups that might be interested include the Inter Health Professionals Alliance or student groups from the School of Dentistry.
     • Still trying to gauge interest and funding for a mural on the 2^nd floor of TML near the elevators.
     • Next major exhibit at TML is Discover Magic: Photographs by Jeanne Schlesinger.  Jeanne Schlesinger is the director of instructional development for the VCU School of Medicine.  Opening reception is on October 17, 2013, at 5:30pm.
     • Rams Reaching Out photography contest: Best Overall & Best Photograph were tied.
     • The committee suggested last year that TML should offer writing help; the Writing Center is now at TML on Tuesdays and Thursdays, from 12-6pm.  See http://guides.library.vcu.edu/tmlwritingcenter
3. TMLGAC
   • Review the Committee charge. See: http://www.library.vcu.edu/blog/tmlgradadvisors/charge-to-the-committee.html
   • Expectations
   • Communicating with Committee members
     • Shannon created a listserv for the committee
     • The student committee members prefer communication via email/listserv over Facebook.
4. Programming ideas and co-sponsorship for 2013-2014
   • Possible theme for a photography contest next spring: microscopic images.  This contest would be open to faculty and students, as well as the Life Sciences department on the Monroe Park campus.
   • Exhibit ideas?  Suggestion: radiology exhibit.
   • Lunch talks.  (Students mentioned that the key to good attendance is free food.)
     • Stress relief: Possible co-sponsorship with School of Medicine and CHEC
       - Yoga (free through Rec Sports)
       - 3-minute massages
     • Presentation tips
       - Possible presenter: Janet Rogers from Podium Pizzazz
       - Presenting on rounds
     • Dog on call: Would like to do this again in the spring, but the organization is having budget issues.
5. Open Discussion
   • There was a request to receive minutes before the next meeting so that everyone is on the same page
   • Some students don't like having windows in the study room doors on the 2^nd floor of TML.  The librarians explained that they are there for safety reasons and so that others know when a room is being used.
   • There is strong support for modernizing the study rooms on the 2^nd floor of TML.  Committee feedback:
     • Do not lose space during renovations since rooms are already small
     • Plugs in tables aren't useful - just make electricity available
     • In general, keeping desks/tables clear is desirable
     • Use outlets with a regular plug and USB connection
   • Making connectors available for checkout at the Service Desk is useful
   • Quiet vs. loud study areas are largely determined by students, not librarians

1. Welcome

2. Follow-Up from previous meeting

• Joining TMLGAC Next Year - Emily will be sending out an interest form in joining TMLGAC next year.  This form is not a commitment but to help know who would like to be on the committee next year.
• Upcoming Events
• Study Breaks - May 6^th to 9^th 3-5PM
• Dogs on Call - May 7^th Noon

3. Open Discussion

• STF Funding Approval
• T. Knott introduced the proposed Student Technology Fee list to the members of the Tompkins-McCaw Graduate Advisory Committee.  She explained how the students a portion of their tuition is allocated to this fee and it is used outfit the university with technology.  The VCU Libraries' goal is to create a technology environment filled with contemporary tools for students to discover, learn, create and grow. 
• T. Knott explained how it is the libraries intention to upgrade and recycle many public computer stations, add a charging station for mobile devices and add materials for Tompkins-McCaw's Consultation Suite.
• The students were very interested in Macs computers added to the list.  They expressed how they use Macs in their labs in their respected schools so they would like to access them here in the library.  We explained some of the issues we have with our networking with desktop Macs.  We are working around this issue with adding Macbooks to our list.  They will be available for checkout like our other laptops.
• The students expressed some concern over the equipment intended for the Innovative Media Studio.  They wanted to know about the groups who would use these materials.  They also expressed concerns over the scalability of these services.  The 3D printer would be a one-time cost but the materials used to produce the product could be expensive.  This is something the libraries are going to investigate further with the addition of new position of Head of the Innovative Media Studio.
• One student expressed her want for a Clinical System Prototype.  This would provide students with an example Electronic Health Record in a neutral setting.  This could also be used to leverage the promotion of more Interprofessional Education opportunities on the MCV campus.  This might be added to a future STF list.
• TMLGAC Improvement Discussion
• Thank you to our group for offering candid suggestions for possible improvements to the TMLGAC next year. 
• From the feedback, there is a need for more summarization prior to the meetings about recurring topics we cover in TMLGAC.  This is especially important with committee members who have been part of the committee for many years. 
• The setting of goals at the beginning of the year could help with engagement in work with TMLGAC.  The work will then be reflected in a "record of improvement" throughout the year.
• For those who are new member of TMLGAC, an orientation with previous work accomplished by the TMLGAC should be provided.  Emily will work on this during the summer for the incoming members.
• The Cabell Undergraduate Advisory Committee has a service component to their committee work.  From your suggestions, there will be no requirement of participation but an invitation to possibly post an item on our TML News blog or to help at a Library Event.  These invitations will be sensitive to the demands on your time and requested well before the event date.
• If you have any other suggestions, please email Emily with your idea.

1)      Welcome

2)      Follow-up & Announcements

a)      New Scanner - There is a new scanner located on the first floor replacing the old document scanner.  This new one allows you to scan on a flatbed scanner or a document feeder with many options to save documents.

b)      Please take Web Redesign Survey - This is a quick survey for our Website Redesign project.  We will be visited by our Web Systems Librarian, Erin White in March to talk about the redesign project.

c)      Issues with Library Systems - The library has been going through a systems transition and have been experiencing issues with our Get-it @ VCU and Interlibrary Loan systems.  Please be patient with us and try to report issues as they present themselves.  We appreciate your feedback on this.

d)      LibQual+ Reminder - The LibQual+ Survey will be released in late March.  If you receive this survey, please take it.  It is one of the only ways the libraries are able to receive feedback throughout the year.

e)      Upcoming Meetings - Please look at your schedules for the next meeting dates for potential conflicts.  Thursdays, March 21^st and April 18^th are the upcoming meeting dates.  I am willing to be flexible if there are many conflicts for one of those dates.

3)      Open Discussion

a)      STF & HEETF Funding - The VCU Libraries must create a list of items to request for technology for the next fiscal year.  This list is to attain STF funding for different technology in the library.  The students expressed interest in:

i)        Mac computers

ii)      Dual monitors for some computers

iii)    Search stations for all floors of the library - this will allow you to access the VCU Libraries Search to look for call numbers or stack volumes.  This could be either a computer or maybe even a mounted tablet.

iv)    Upgrade older computers so they may run properly.

v)      Per the suggestion of a tablet cart for checkout during class sessions, the students thought it was a good idea but were concerned about the tablets being too locked down.  They wanted to see note-taking tools on the tablets as well as the ability to use their own tablet if they have one.  These are some potential challenges the library will have to think of if a tablet cart is purchased.

b)      Presenter - Jodi Koste, Archivist - Jodi did a short overview of the history of MCV and the collections of historical artifacts in Special Collections at TML.  Feel free to contact her if you have any questions about special collections.

Next Meeting: March 21^st, 2013 @ Noon in the 1^st Floor Conference Room 

1)    Welcome

2)    Announcements

A) Renovations

1)    TML has many renovations happing in the building this winter.  We have had the stacks carrels painted and desk tops replaced.  The restroom stalls on the basement and 2^nd floor have been replaced.  The bathroom sinks counter on the first floor has been replaced.  And last but not least, the entry stairs are being replaced.  We apologize for the noise as these renovations continue.

3)    Follow-up from Previous Meetings

A)   Attendance

1)    I will be sending out Google Calendar invites for the meetings in addition to the agenda.  As a person who lives by her Google Calendar, I hope it will help with organizing your schedules and to know when the meetings are.

4)    Programming

A)   Potential programming ideas from the last meeting have been paired with potential VCU partners to produce the programming.  We hope to have some of this programming arranged for the late spring and new school year.

5)    Guest - Ronke Lawal - LibQual+ Survey Question feedback

A)   We posted a group of questions which will be asked on the new LibQual+ Survey the library will be implementing in the spring of 2013.  Many gave feedback regarding electronic access to materials was good but felt it was a bit confusing finding journals in print in the library.  We will explore potential options to make it clearer in the VCU Libraries Search results on how to get print journals.  The Interlibrary Loan time frame was also brought up for discussion.   It is hard for us to gauge when a request is submitted to when it is going to be fill because we are dependent upon other libraries to fill those requests.  These records are monitored to see if there is a need to purchase a frequently requested item to add to the VCU Libraries collection.

B)   If you receive this survey in the spring, please take it.  The library does not survey often so when we do, it is important to capture as much information as possible.  There will be a chance to win an iPad or a Barnes and Noble Gift Card.  Every survey taken will donate $1 to the Central Virginia Food Bank.

6)    Next Meeting: February 21^st, 2103 @ Noon in the 1^st Floor Conference Room

1)   Welcome

2)   Follow-Up from previous meeting

a)    Attendance

i)     It has been difficult to accommodate the absences from previous TMLGAC meetings with up to 5 students missing a meeting.  Different meeting times during the day, or giving optional times to meet has been proposed.  Emily will be more consistent with updating the Facebook page more with meeting dates and will be more flexible with the meeting times regarding mid-terms and finals for the March and April meetings. 

3)   Programming - Guest - Shannon D. Jones, Associate Director, Research & Education

a)    Types of Programming

i)     Many types of programming were suggested to promote goals of lifelong learning.  These ranged from online, asynchronous tutorials for CE credit to workshops on financial aid.  Many of the programs have to potential for the library to partner with another VCU entities including the Writing Center, CCTR, etc.  The library will be investigating many of these mentioned programs to see if many of them could be offered through the library.

b)   Marketing of Programming

i)     It is essential for the library to know where to advertise our programming.  We will continue to advertise on Facebook and through the VCU Calendar.  Thank you for sharing contacts you receive emails from in your school.  This will help us advertise our programs directly to the schools.

4)   Open Discussion

a)    Coursera and CITI training was discussed as model for online courses.