HCC Library Committee Minutes

Library Chairs

2009-10-28

9:00 AM, 3100 Main

Members Present: George, Dennis, Angela, Gwen, Ron, Mike. Guests: Charles Cook, Bill Carter, Judy Cantwell

1. Library technology

Drawing comparisons (Angela)

• Angela presented a table derived from the NCES statistics comparing librarians and expenditures per FTE between HCC and Austin CC.

• HCC would like to do many of the things ACC is doing, but have more limited budget and staff, which is also spread out over a wider area and more locations

• Angela’s “wish list” included: many online tutorials and podcasts, many research guides (our solution is a tag cloud that will be effective when completed, but will have minimum participation), FAQs on many services, simple help pages, textbook info, more databases, and a Spanish version

Charles Cook discussed textbook initiatives, especially developing vendor relationships with Cengage and Pearson. A textbook meeting is planned for the afternoon of Nov. 18. He also talked with us about ebooks and access to digital resources. During this conversation we all discovered that we have three strategic plans requiring coordination, and we agreed to share information. I will share Charles’ white paper on textbooks, and both VCs will share their strategic plans with each other and with us.

Bill Carter discussed many IT initiatives too numerous to mention. Highlights concern progress with the printing copying RFP, which is changing focus to separate the two processes, the PC replacement plan, network development (we’ll have an “obscene amount of bandwidth” by May), ID works needs and development, Internet 2, the TX2 initiative, the tech support structure, and the replacement request process.

The libraries need to develop a plan stating where we are going and what we need to get there in order to request the resources that we need, and suggests that we request vendor roadmaps 5 years out.

IT will be handling maintenance contracts for hardware and software, including III. Unfortunately, Bill was unable to commit to letting us keep the money for this horrendously expensive contract.

AD questions were addressed by stating that Adrian Gutierrez is working on a software solution to the guest login and time-out issues. This is being addressed through the IT Steering Committee. We did not get the impression that AD is stable enough to attempt an implementation of LDAP.

Angela will take the issue of an additional library member to the IT Steering Committee at the next meeting, but forgot to ask the chairs who that potential member would be.

2. DE Committee

Ron will be the new chair liaison to the DE Committee.

The chairs discussed the issue of participation in DE projects and services, but did not feel it appropriate to require that librarian members of the DE Committee be required to assist. They agreed to discuss participation with their representatives. Cathy will be assisting with Aska (email) on Fridays. Angela is interested in assisting with Twitter.

Gwen reminded us that Jennifer would also like the DE Committee members to help create tutorials. (Aside: although Captivate is available, Jing is easier, and Jennifer has created some nice tutorials with this freebie software!)

The chairs further discussed the issue of library innovation, and came up with a plan to introduce possibilities at the next Forum, and to write a position description for an instructional technology librarian (Angela will do the draft) at each college to work with the automation librarian to lead innovation on a cooperative basis.

3. LIBR 0100 update/planning

Dennis updated us on the status of the LIBR 0100 course, which was approved. He suspects that the 1 hour course is needed to fill out a third hour for students taking GUST courses. The 1 hour option is needed by students receiving financial aid. Stafford will probably pilot the course (thank you, Bill!), although the other deans may want it offered right away.

4. Coleman Library issues

Angela is still trying to figure out, with Dr. Willyard and Bob Sabin, how to efficiently offer library services at Coleman. Part of the media collection is still intact and being used. The new “library assistant” will do the tutorial and learn Millennium so that she can check out material from the other HCC libraries to Coleman students, faculty, and staff. The media collection will be unsuppressed following inventory.

5. Nov. 6 training/ Ebsco/ Free B&T

Angela just reminded the group that Cheryl Duke will be here training on Nov. 6. At 11 Angela hopes to present some instructions for searching the free version of Baker and Taylor, since we will not be using TS III. We will be licensing access to at least some of the book reviews, depending on cost. Angela has asked for a grace period of access to TS III before we get the book review and free access properly set up.

Next meeting Dec. 3, 9 AM at the West Loop

Library Chairs

2009-10-15

Members Present:

Ingram/B&T (Angela & Rosa)-A long discussion about problems with B&T, and a power point presentation by Rosa on Ingram’s. Decision to use Ingram’s at least on a trial basis.

Research Guides (Angela)-Angela reported that the Research Guides are getting a substantial number of hits on a monthly basis. She is running them through software to insure all links are still valid. Would like to see the project re-invigorated. Chairs decided to refer the project to the Web Committee for implementation, since the LIC has not shown any interest in taking on the project.

Learning Web (Angela)-Angela commented on how the IMCs seem to be taking a leadership role in providing information on the Learning Web. Some discussion on what sections of the Learning Web Librarians actually have access to. Angela will do some research on the project. Suggested that our homepage Featured Database would be useful on the Learning Web. Angela will see how that can be accomplished.

Library Strategic Plan (Angela)-Current status. The Library Plans seems to be complete. When Cindy returns from Italy, a meeting will be held to ratify the document in its final form. It will then be referred to the Chairs for approval, and then to Daniel Seymour, who is in charge of the system strategic plan.

Reserves/textbooks (Angela)-Reserves-issues on consistency and use of catalog to search for reserves. Whole issues will be referred to the joint CUG/CircP&P for discussion and recommendations. Textbooks-Angela will discuss with Charles ways to acquire and process all textbooks for all campuses.

Artstor (Angela)-Central is buying this, but it will be available for all library patrons through the Library Webpage.

Ebscohost Training (Angela)-Agreed that Friday morning, Nov. 6, would be best time for Ebscohost training.

Library Initiatives (Angela)-Will invite Bill Carter to our next meeting to discuss what the library and librarians can keep abreast of and implement new technologies in the libraries.

IT Steering Committee (Angela)-Discussion of UCC task Force was on agenda but put on hold, since Linda Comte was not at the meeting.

Catalog Questions (Dennis)-Dennis presented Kathleen’s concerns regarding the catalog. It was agreed that the best way to approach this was through discussion on the listserv. If there seems to be a consensus, arising from the list, further action can be taken.

DE Committee -Ron agreed to be the Chair liaison to this committee, if Angela chooses to not continue.

Library Chairs

2009-09-03

Codwell Library

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Gwen Richard, Angela Secrest, George Teoh

Judy was congratulated on her appointment as HCC SACS Director and thanked for her many contributions and hard work on behalf of our libraries. She will be greatly missed. The committees she served on were looked at and others volunteered to replace her in the following:

Discipline Chair—Dennis (for current year, after that it will rotate)

Distance Ed—Angela

Information Literacy—Ron

IT Advisory—Angela

Curricunet/Educational Plan—Judy will remain on it, along with Angela

UCC (Universal Copier) Taskforce—George, Ron, Dennis

Judy also mentioned the CSSE and SEOI surveys as they relate to the library. She suggested 1) Chairs should request a meeting with Margaret Drain, 2) get a copy of each instrument to see if questions are relevant to the library, 3) request that supplemental questions about the library be added to the CSSE, 4) Dennis will request a breakdown of the library related questions by college/campus.

IT Advisory

IT will handle all library computer maintenance. Replacement plans for computers include student computers under the instructional plan and staff computers under the administrative plan. The IT technician for each college is responsible for inventorying each library’s computers and putting them on the four-year replacement schedule. These include laptops as well as desktops.

Print/copying RFP and UCC Taskforce

Ron will gather information from librarians regarding what each library needs from a copier and print management service. Each Chair is responsible for forwarding to him the requests from his/her libraries. The next UCC Taskforce meeting is scheduled for 9/16/09. Angela will send out a copy of the old Coin Copier RFP to the Chairs.

2010 Budgets—The HCC official budget is due out 9/8/09.

New Program Review (now called Educational Plan) template

The District sent out the template two weeks ago. It was suggested that since the former Program Review template did not account for library functions, we look at using the Library portion of the Educational Plan as our template. Judy stated that in the near future we should confer with Charles Cook about the library’s place in future program reviews. The libraries should do their own review in two years (2012). Angela recommended using our Operational Plan as a program review.

Headcount is scheduled for the week of October 12-18, 2009. The grand total number for each library should be sent to Angela.

Coleman Library staff will be transferred to SE College. Judy’s position will be advertised as a FT temporary (3-year) position.

Faculty Workload input

Everyone is still working on theirs. The process must be done each semester. Mark Tengler can assist with passwords and access.

Library PR & marketing

Gwen volunteered to get a committee together to brainstorm marketing ideas for the library. Trudy, Cindy and Jo have shown interest in this issue and will be asked to participate. Angela will email Gwen a copy of the existing library brochure. The Weekly Featured Resource on the library homepage was mentioned as a good marketing example and Angela agreed to search for statistics showing the increase in a database’s usage subsequent to being featured.

Staff training

Angela is developing an online tutorial for training new library assistants.

Other

• The Automation Librarian position is scheduled to be re-posted next week.

• The next Chair meeting will be held on Thursday, October 1st at the West Loop Library at 9:00AM.

Library Chairs

2009-06-11

Stafford Learning Hub, June 11 and July 1

Members Present: Ron, Judy, George, Angela, Dennis, Gwen.

(The July 1 meeting is a continuation of the June 11 meeting, since the proposed agenda was not fully covered on June 11).

1) Fred Satchel to discuss AD – Fred and several of his assistants meet to discuss a variety of issues, some of which he had not encountered before, e.g. 1st and 2d year Early College students. Also discussed need for statistics, time-out, closing messages, guest log-ons, etc.

2) Stimulus grant update-Judy passed out info on this. Nothing definite has been decided yet.

3) Coleman –Richard discussed the latest developments at Coleman, namely turning the Library into an ERC.

4) Report on I.T. Advisory Committee doings-Judy reported on most recent meetings of IT Steering Committee. Need to send names of new full time staff to IT (who?), procedure for requesting capital equipment. Status of Tech Fee Funds?

5) Enhancements to Library Catalog –George raised some issues about enhancements which Angela shot down.

6) Picnic-Raised its ugly head again and was resoundingly shot down, again.

7) Ref statistics-Angela just wants “raw” numbers, on a monthly basis.

8) Workload Woes-Workshop on inputting data.

9) Workforce/technical/career categories for databases and web sites-Angela strongly urged a broader breakdown of Workforce areas in the database and related web sites lists. Angela will do a preliminary list of what she thinks appropriate.

10) Standard training/orientation for new library assistants-Agreed that this is a good idea. Cindy and the Circulation P&P is working on a Circ Desk Manual, which should serve this purpose.

11) Forum-Agreed to hold the Librarians’ Forum on the same day as Discipline Day, Aug. 19. Angela agreed to try to book a seminar room at 3100 Main, since there is apparently no space available at Central.

(Apparently the format for Discipline Day is changing and the above may no longer be relevant).

Next Meeting: Thursday, July 30, 9:00 AM, West Loop.

Library Chairs

2009-03-26

9:00 AM Northline Library

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Gwen Richard, Angela Secrest, and George Teoh

Program Review

April 15th was set as the deadline to forward all program review documents to Angela to be compiled for the 2009 report. Judy talked about using the Colleges to Standard model to tie staffing needs to contact hours in an effort to standardize staffing for the libraries.

Workloads calculations

As with faculty, librarians will have their workload responsibilities tied to their PEP documents. Mark Tengler will hold meetings to train department chairs on how to calculate workloads and enter that into PEP. Judy questioned how current workload guideline percentages are factored, and Dennis mentioned that the numbers represent averages.

I.T. Steering Committee liaison—Angela reported:

• Discussions concerning University Copier Centers favored abandoning them as service providers because of poor performance. Bill Carter has put together a committee to address this and since every library has different needs, each library chair should have input into what is to be expected from a new contract and service.

• HCC ID cards will become mandatory to all students as of Fall 2009. A discussion is being held about adding students’ pictures to their PeopleSoft account and also to Millennium.

• RoboDialers are being explored to send overdue notices via phones.

Security Systems

HCC’s newly constructed libraries are being outfitted with 3M security systems without prior knowledge or input from librarians. Thus we are faced with systems that are not compatible with the tags/targets already in our collection. Chairs are exploring how to address this. All collections may eventually have to have both 3M tapes and existing Checkpoint targets to cover both possibilities unless HCC specifically chooses one system over another.

Minutes of committee meetings

All committees are asked to send their minutes to its members for approval within five days of a meeting. After approval, the minutes should be sent to the librarian listserve. Michele Estep will extract the minutes from the listserve and post to the Committee Minutes website.

Keeping updated on changes

o Angela emphasized the need for all librarians to take seriously the responsibility of reading committee minutes, and for all library staff to read Library Support Services emails, and other notices that apprise everyone of changes in policies or procedures.

o A suggestion was made to include PT library assistants in the Circ listserv. Angela will bring the matter before the Circulation Policy and Procedures committee.

Other

Angela is requesting monthly statistics from each library for compiling district reports. The LIC has been asked to discuss and decide on what reference statistics are to be reported and gathered, for consistency.

The next CALLR meeting will be held Thursday, April 23rd at San Jacinto-Central in Pasadena. Gwen will forward the CALLR email to the librarians listserve.

The next meeting will be held in the new Stafford Learning Hub building on Thursday, April 16, 2009 at 2:00 PM.

Library Chairs

2009-01-29

Members Present: Angela, Richard, Judy, Ron, Gwen, Dennis

Program Review Update

Judy handed out a copy of the last update and discussed how to go about completing the current update. Individuals “volunteered” to complete specific areas. It was decided to set Feb. 19 as the due date for the sections to be completed and returned to Judy, who will compile the final report. It was also noted that we are in the third year of our Program Review cycle and, thus, due for a complete report next year, however, Judy reported that a decision was made (by Charles Cook and the academic deans a couple of years ago) to extend the report cycle to every four years, instead of the previous three year cycle.

Delegated responsibilities addressing the Recommendations (#1-9) that were made in the libraries last major program review, were as follows:

1 & 2: Angela (Information regarding staff was also to be included)

3 & 4: Judy (Would interview Charles Cook for some of this information)

5: Dennis

6: Gwen (SEOI was to be included)

7-9: Richard

Also, Angela volunteered to look at the “HCC Annual Progress Report” form and compare the HCC libraries with other community colleges when she can find information that would help answer questions number 1 and 2.

Curricunet/HCC Educational Plan

As part of the preparation to implement Curricunet, HCC is updating its “Educational Plan” which was last updated in 2001. Angela has been placed on the committee that will do this. Judy brought a copy of the Plan to the meeting and pointed out that there should be library information and issues throughout the plan. She and Angela suggested that the chairs go through the plan that is located on Charles Cooks web page to help with Angela’s contribution to the Plan updating committee.

Student Learning Outcomes

Discussed the requirement for developing Student Learning Objectives (SLOs). Judy pointed out that there are extensive SLOs in the Information Literacy Syllabus, developed by the Information Literacy subcommittee of the Library Instruction Committee. And, it was suggested that several of these be used, when there is a specific request for SLOs from the colleges.

HCC Strategic Plan

Judy announced that she has been appointed to the HCC Strategic Plan Steering Committee.

IT Steering Committee

Judy reported on the last meeting of this group. Main point was to use the Emergency Request Form for Admin requests. Not available for student side requests. Also, the Tech Fee seems to be going away, and IT is absorbing much of these needs.

Load Issues

Angela discussed. Most problems seem to be resolved, and we’re back on a regular Daily (?) schedule.

ID Issues

Cameras have been ordered for each site. Dennis reported that he did not wish to have Daphene Keys, at Missouri City become involved in this project. New ID cards ordered last fall have not yet arrived, but libraries are to continue to issue the current Library Card, if the need arises.

Faculty Conference

Scheduled for this Saturday. Bill is presenting on Libraries and Second Life.

Librarians’ Forum (Feb. 20?)

Agreed to schedule the Librarians Forum for March 6, 8:30 AM – 11:30 AM. Ron is checking on possible meeting sites at Central.

Next Meeting: Feb. 19, 9:00 AM, Central. Ron will send out a notice about specific location, as well as assemble an agenda and take minutes.

Library Chairs

2008-12-16

Members Present: Angela, Gwen, Richard, Dennis, Angela

1. Recommended procedures (2) – Angela
Angela reported on the status of the new ID cards. They will not be available at least until Jan. 5. However, after Dec. 17, libraries should not issues barcodes, but rather give the student the barcode that appears in their Millennium record. HR load for employees has not been standardized yet. In new loads, social security numbers will be “masked” and show just the four final digits of the SS#. Two other suggestions made by Angela were approved: New items will be listed as “In Transit” when they leave LLS. Receiving library will need to check in all new items to change the designation A patron record for items sent to LLS will be created to insure that they can be tracked as needed.

2. Librarians’ Forum – Dennis
The Chairs agreed to cancel the Jan. 9 Librarians Forum, due to uncertainties about moves at Central and Stafford and the ability of librarians from both of these locations to be present. It was agreed to hold a Forum on a Friday morning during the first month of the Spring semester, and to hold one, if needed during the break in May. Dennis will send out a note to the list announcing the cancellation.

3. Subcommittee Minutes – Dennis
The Chairs agreed that minutes from subcommittees should also be posted on the Library’s web page

4. Database survey – include PT librarians?
It was agreed that all future database surveys should be open to adjunct librarians as well as to full time librarians, with the understanding that librarians who have more than one assignment will only complete the survey once.

5. People Soft Holds – Dennis
The Chairs approved the recommendation from the Circulation Policy and Procedures that PeopleSoft holds be placed on a monthly basis. Holds will be placed on the 15th of each month for all materials that are overdue by the end of the preceding month.

6. Catalog changes – The Chairs approved the changes to the catalog appearance that Angela recommended. The changes will be made during the Fall/Spring break.

7. Judy reported on the activities of the IT Steering Committee. Judy also agreed to distribute minutes from the IT Committee as she receives them. The form Request for Emergency Funds is due on the Friday before the Committee is scheduled to meet. Judy will send out a reminder when this occurs.

8. Judy and Charles are co-Chairs of a Strategic Planning Committee for Student Success.

9. Angela will set up a committee to begin looking at open source library systems. The Chairs will each nominate one person to the committee by the next Chair meeting. One, or more, people from IT will also be invited to participate.

10. Next Meeting: Thursday, Jan. 29, 9:00 AM, West Loop.

Library Chairs

2008-10-23

Members Present: Angela, Judy, Ron, Richard, George, James (for Gwen), Dennis

Report from IT Steering Committee (Judy)

Judy reported on the latest actions from the IT Steering Committee. Bill Carter is proposing a three-year replacement cycle for Admin PCs and a five-year cycle for Student PCs. The question of where library student machines should be classified was raised. Chairs need to talk with their local IT departments and make a recommendation regarding this based on local IT depts. Ability to handle maintenance. Not sure at this point if the libraries need to be unanimous regarding a recommendation.

VOIP is slated to be introduced system-wide by 09/09.

Report any CIP technology issues to Bill Carter.

Angela agreed to be the library spokesperson regarding creation of new homepage and portal pages, with Belinda, if we can find out who she is and where she works.

Library Cards/barcodes – interim measures

Angela recommended a bar code system she is recommending as a stopgap between the end of the library’s gray cards and the new identicard system. Chairs approved and urged her to proceed. It is anticipated that the new card will not be in place before the beginning of Spring semester.

Innovative Interfaces

As a follow up to discussions held at the CUG meeting last Friday, the Chairs approved Angela establishing a committee to evaluate III and explore other options. The committee, representing all segments of the library, will be established to begin this process.

Library link on HCCS Homepage

Dennis presented a draft of a proposed Memo to Charles Cook and Art Tyler requesting that the Library Link on the HCC homepage be continued. However, due to new circumstances, Dennis agree to revise the memo to incorporate concerns about the faculty/staff and student portals. (This was sent out Thursday afternoon).

Ask A Librarian?

Angela reported that the Ask A Library service had been defunct for some time but that she has been working on re-instituting it and is almost ready for it to go. Denise will be the contact person to keep each college library informed when their month comes around.

Headcount

It was agreed to hold the fall headcount during the week of Nov. 10-14.

Next Meeting

The next meeting was scheduled for Thursday, Nov. 20, 8:30 AM at Eastside.

Library Chairs

2008-08-13

Members Present: Angela, Judy, Ron, James, Gwen, George, Dennis

Forum Agenda

Discussed agenda for Forum on Aug. 18. Ron will put the agenda into comprehensible format. Meeting was moved to Whiteley Library.

One-Hour Course

Discussed need for a one-hour course. Bill and Judy will present idea to Academic Deans on Aug. 29. Bill will discuss at the Forum and call a meeting of interested librarians to begin discussing a syllabus.

Strategic Planning

Second half of Forum will be devoted to an initial discussion on developing a strategic plan. Cindy and Angela will lead the discussion.

Chat Reference Policy

Agreed to adopt UH policy for time being, with further research to see if it needs to be supplemented. Angela will rework, eliminating UH references, and post in the P&P section of the Library’s web pages.

“Right to Refuse Service” policy

Agreed to adopt policy from Richland College. Angela will rework, eliminating references to Richland College and substituting HCC phrases. She will post policy on Library Web page in P&P section. Angela will notify librarians and support staff when these changes have been posted.

Other

Ron announced a retirement reception for Judy Brown and Marilyn Duncan on Aug. 27, 2-4 Pm in 221, San Jacinto Building.

Next meeting

Thursday, Sep 11, 8:30 AM, West Loop.

Library Chairs

2008-07-17

3100 Main (July 17 & 23, 2008)

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Gwen Richard, Angela Secrest, James Smith, George Teoh and Bill Carter (Guest)

Statistics:

Judy told the group that she had requested the FTE report for Spring 2008 and the reports on the library questions from the SEOIs from 2006 to the present.

Transfer student outcomes:

Both Angela and Judy reported that they had spoken to a librarian from a local university recently who seemed to think that HCC students did not have the library skills that non-freshmen were expected to have. The chairs decided to contact all three of the nearby University of Houston campuses to see if librarians from those campuses could come speak to an HCC Librarians’ Forum about what they expected transfer students to know about library use. The chairs thought that HCC librarians might be interested to know about what the expectations for our students are.

Bill Carter, I.T. and the libraries:

Three templates designed by Bill Carter for I.T. personnel to use to create a strategic plan for I.T. were sent out to the library chairs before the meeting. Bill would like for all areas of HCC to use them to create a technology strategic plan for themselves that would be gathered together in I.T. to form a district-wide strategic plan for technology. His goal is to create awareness among all parties of the technology needs and plans of all areas and a way to begin to prioritize across the system. This planning would have budget implications both short and long term. He hopes that all HCC areas would begin to think strategically about what they want/need to accomplish and what they want/need to do it. All technology costs should be captured on these templates: everything (but not limited to) software licenses to computers to security systems to database subscriptions to I.I.I. costs. The templates would cover present library services and projects as well as future initiatives. Bill spoke of I.T. plans for the near future like his ideas and plans for a 3-year admin computer replacement plan, VOIP for all HCC telephones, an emergency communications system, etc. The replacement plan would cover printers, too. Bill hopes that eventually HCC will have a replacement plan for all capital equipment, not just computers and printers.

The chairs decided to use the I.T. templates so that our plans could be meshed with I.T. and other HCC areas, but when it came to the libraries’ strategic plan, the templates could be modified for our own purposes. The library technology plan will just a part of the overall library strategic plan. Judy has already talked to the DE committee about strategic planning, especially the technology portion and she will discuss it with them again at the next DE committee meeting. Angela planned to bring up the topic at the next Web committee meeting. The chairs decided that it would be beneficial for the DE committee and the Web committee to have a joint technology strategic planning meeting. Angela has already proposed some technology initiatives. Jennifer Stidham has also. It is assumed that many members of both committees will also have ideas. Judy will send an email to the HCClibrarians list to elicit ideas from librarians who don’t happen to be members of either of these committees. A small working group of librarians (probably Judy, Angela, Bill Hord and Jennifer) will combine the ideas if necessary and add all of the ideas to the templates and make sure that the templates truly do represent the libraries’ technology strategic plan.

Strategic Plan:

Dennis expressed concern that the overall strategic plan effort seems to have stalled. The chairs who were not on the original strategic plan committee were added to it. Angela will put the latest version of the survey online and we will advertise it through HCC news and at the August 18th Faculty Discipline Day. There will be a Strategic Plan Committee meeting called before August 18th to plan the librarians, faculty and student interest group forums. The faculty forums could then be announced at the Aug. 18th Discipline Day. There will be no paper versions of the survey because of the difficulty of data entry.

Security:

Angela said that Dr. Tyler was concerned and unhappy with the large number of books that have been lost by the libraries. She suggested a report about security and related issues to Drs. Cook and Tyler that shows that we understand the issues and are willing to communicate with the administration about this. We have problems with unprotected emergency exits, the location of the security targets within the books, the accessibility of attractive and expensive books, as well as other issues.

Weeding policy:

Angela wrote a proposed addition to the library policies about weeding. Some of the usual weeding practices followed by most of the libraries were included in the proposed policy, but Angela also proposed some new ideas. She wanted to see weeded books not sold by the individual libraries nor donated to a non-profit group, gathered together and sold at a system-wide book sale, perhaps to be held at the same time and place as the district’s surplus equipment auction. No chair was willing to staff such an enterprise and none said that there was room on any campus to house all of the withdrawn books from across the district. Therefore this portion of the weeding policy was voted down. Angela will post the approved weeding policy online with the other policies as 2.3.9.

Processing reserve materials:

Correct procedures for processing and circulating reserve materials are not being followed by some library staffs. Therefore the reserve materials section of the catalog is not useful to our students and the library system is losing some of its circulation count. Angela said that she is willing to process all reserve materials. She also said that she was willing for her staff to process the individual articles as electronic reserves and get the copyright clearance for those articles that are not available through our subscription databases (for which we already have copyright clearance). She said that she thought that we would have enough money in FY 2008-09 to pay for membership in the Copyright Clearance Center. This proposal was met with enthusiastic approval by the chairs. She can begin to process all materials submitted to her department at any time, but articles for which we must pay a fee through the Copyright Clearance Center must wait until the new fiscal year. Cindy Belmar, as chair of the Circulation Policy and Procedures Committee will be asked to call a meeting of that group to discuss the reserve materials procedures. All chairs will be asked to attend this meeting.

Chat reference policy regarding abusive patrons:

Judy described an incident during which one of our chat librarians was verbally attacked by a patron using vulgar and abusive language. Members of the DE Committee researched the policies of other libraries that have chat reference services and found that many of them have written policies about how to handle this. Other chairs said that we should look at these policies for ideas about adding an entire section to our Guidelines and Procedures online covering chat reference. Judy said that she would send the links to the library policies that the DE Committee found to the other chairs, so that an entire section of policy could be proposed before the next chair meeting and voted upon at that time.

Discontinuation of Diebold:

HCC’s contract with the company that produces our student i.d. cards is being dropped. HCC does not plan to have a similar contract with another company, but will instead configure PeopleSoft to assign a barcode number to a student as soon as the student has registered and paid for a class. A student may get a picture i.d. card and the PeopleSoft system will automatically put the assigned barcode number on the card, but getting an i.d. card will be an optional part of registration. Therefore many students will not have i.d. cards. Since a barcode number will be assigned to each student by PeopleSoft, that barcode number will be downloaded daily to the Millennium system during the patron load. There will be no reason to give any student a gray library card. Students may check out books using any picture i.d. card or a PeopleSoft receipt that will enable library staff to match patrons with their library patron record. Cindy Belmar will be asked to put this issue on the agenda of the Circulation Policy and Procedures Committee.

Vacancies in LLS:

Angela is concerned that there has been no movement to create the Automation Librarian’s position or to replace the second driver. The chairs said that they would send a joint letter to Charles Cook (and Art Tyler, if she thought that it would help) about these positions. Angela will draft a suggested letter mentioning what she thinks are important points. The chairs will edit and sign it and send it to Dr. Cook (and perhaps Dr. Tyler).

1 Hour Course:

Dennis brought up the district-wide effort to offer (or to design and then offer) 1-hour courses to fill-out a typical 12-hour schedule for a student who is taking GUST 1270 (a two-hour course). When the e-mails about this started to circulate, both he and Judy suggested creating an information literacy course based upon the information literacy curriculum recently written by the Information Literacy Sub-committee chaired by Bill Hord. Dennis noted that there is not a library information/information literacy class approved by the coordinating board for the State of Texas and that librarians from across the state would like to see a college start the process of getting one approved. The chairs agreed to find out from Mark Tengler how to start this process and how to start the process for getting an information literacy class proposal approved by the academic deans.

Grant proposal:

Dennis asked Angela about the status of the LSTA Grant Proposal that she and Bill (and others) submitted a few months ago. Angela said that our proposal has received a high ranking and will probably be accepted when the grants committee distributes the grants in August.

Database voting:

Dennis asked if the librarians will be asked to rank our databases again this year, so that if there is not enough money budgeted again this year to renew everything, priorities will have already been established that will allow Angela not to renew a certain database when it comes up for renewal, even if it is early in the budget year, based upon a low ranking by the librarians. Angela agreed to put the survey online again. She would prefer that we focus our efforts on getting more money for electronic resources than to meekly assume that we won’t have enough money and to prepare for that.

Librarians’ Forum:

Ron was asked to get a room for the Forum at Central on August 18th. The construction and renovation at the Central Campus may interfere with that process, but he noted that the Whitely Library is still available to us, if we can’t find a room in the San Jacinto Building.

Next meeting:

The next library chairs meeting will be at 8:30 a.m. on August 13th at West Loop.

Library Chairs

2008-06-12

8:30 AM Northline Library

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Gwen Richard, and James Smith

Gwen hosted the meeting and was informed by Dennis that it is the responsibility of the host to set the meeting’s agenda, inform the members of the meeting date and location and to write and distribute the minutes. Since Gwen did not know this in advance (this being only her second meeting) those present proposed the following agenda items.

The Information Literacy curriculum

Judy informed the group that IL Committee Chair, Bill Hord, reported that the curriculum as drafted was complete and would be a dynamic document, to be changed as needed. Dennis moved to accept the curriculum with commendations to the members of the Curriculum Committee for their work. All present voted in agreement.

HCC Curriculum Committee

Bill Hord’s three-year appointment on the committee ends at the conclusion of the current academic year. Ron will ask Len Cazares to replace Bill as the libraries’ representative.

Library Department Chair Guidelines

Judy reported that the library has completed the document that will be presented to the district’s Guidelines Committee. The library guidelines suggest a stipend/remuneration system based on the number of sites a chair supervises and on student enrollment at each site.

Disaster Recovery Plan and Library Servers

Bill Carter, VC of Information Technology, is developing a disaster recovery plan and wants input from librarians on what library recovery issues would be. To determine this, each library will be asked to report on 1. How many servers you have and where they are located, 2. What is run on the servers and what would be lost if they went down, 3. What part does library staff play in handling the servers. These questions may be answered with the assistance of each college’s I.T. representative or with Chau Nguyen, the system I.T representative for libraries.

Library input in creating I.T.’s Strategic Plan

Bill Carter wants to meet with Library Chairs at their next meeting to talk about creating a plan and budget for regular replacement of library computers and equipment and for planning for future technology needs. That meeting is scheduled for Thursday, July 17th at 8:30 at 3100 Main. Judy will verify date and room number with Bill’s secretary. The current Strategic Plan Working Group for the library is comprised of Cindy Belmar, Judy Cantwell, Denise Coles, Ron Homick, Dennis Klappersack, and Angela Secrest. Dennis will ask Cindy to convene a meeting to discuss the above concerns.

Defining ERCs (Electronic Resource Centers)

Dennis has asked Deborah Salvo to research standards and guidelines for creating and maintaining ERC’s. Since few people usually know what an ERC is, Deborah is also researching what other names or designations electronic libraries might use and has suggested the term E-Library in place of ERC.

The meeting was then adjourned. The next meeting is scheduled for Thursday, July 17th at 8:30 at 3100 Main in Room 11A07.

Gwen Richard reporting.

Library Chairs

2008-03-27

Alief Campus at Hayes Road

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Angela Secrest, George Teoh

1. Library Chair Job description: Dennis reported that everyone seems to agree that the library chair job description as written was acceptable, except to add in "supervise or oversee the supervision of library staff".

2. Web Committee: There was a long discussion about the new enhancements to the library catalog (i.e. jacket covers, send to cell, other resources, ratings, etc.) and about the responses from Angela's email request. Adding these enhancements to the catalog will cost about $2,800, and can come from Angela's budget. Angela will be putting all these new enhancements on for a trial to the public, till the end of this semester. We also decided that librarians are to take special note of student interest in the new catalog features, and that Angela will gather statistics on use of the "send to cell" feature.

Concerning updating table of contents to the library catalog, the Chairs will request Angela to get someone in the Library Technical service staff to take on adding the table of contents manually, as a special project.

Angela reported that the Web Committee had expressed concern over broken links and the lack of updated pages on the database pages, particularly suggested websites pages. Some chairs said that they had noted this, too. The LIC has the responsibility of maintaining these pages. The Chairs said that they would ask LIC to evaluate their process for adding new recommended websites to the pages,Â fix the broken links and to publicize this process.

Judy reported that she and Jennifer Stidham had come up with an idea for enhancing the recommended websites pages while they were at TxDLA this week. Angela suggested that they present the idea to the Web Committee, since this idea was an enhancement to functionality of the recommended websites pages and just not just content, after the LIC has established (or re-established) a way for librarians to suggest new content for the pages.

3. Overdue notices: George reported that instead of sending instructors nasty notes when they have not returned overdue library materials, it would be a good idea to send them a friendly reminder before their items are due, via email. This was being done by HPL. At the last chair meeting Angela was requested to change the language about overdue notices and it is already been implemented. George will check with Cindy Belmar (Circulation Policy chair) about changing the due date for instructors.

4. Program Review: The deadline for completing the Library Program Review, will be May 15. Judy will be contacting each chair in the meantime about specific statistics or figures that are needed.

5.Other business: The next Chair meeting will be at Westloop on April 25, at 8:30 am. Dennis took us on a tour of the Alief Campus.

Library Chairs

2008-03-26

9:00 AM Northline Library

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Gwen Richard, Angela Secrest, and George Teoh

Program Review

Workloads calculations

I.T. Steering Committee liaison—Angela reported:

• HCC ID cards will become mandatory to all students as of Fall 2009. A discussion is being held about adding students’ pictures to their PeopleSoft account and also to Millennium.

• RoboDialers are being explored to send overdue notices via phones.

Security Systems

Minutes of committee meetings

Keeping updated on changes

o A suggestion was made to include PT library assistants in the Circ listserv. Angela with bring the matter before the Circulation Policy and Procedures committee.

Other

The next CALLR meeting will be held Thursday, April 23rd at San Jacinto-Central in Pasadena. Gwen will forward the CALLR email to the librarians listserve.

The next meeting will be held in the new Stafford Learning Hub building on Thursday, April 16, 2009 at 2:00 PM.

Library Chairs

2008-03-26

9:00 AM Northline Library

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Gwen Richard, Angela Secrest, and George Teoh

Program Review

Workloads calculations

I.T. Steering Committee liaison—Angela reported:

• HCC ID cards will become mandatory to all students as of Fall 2009. A discussion is being held about adding students’ pictures to their PeopleSoft account and also to Millennium.

• RoboDialers are being explored to send overdue notices via phones.

Security Systems

Minutes of committee meetings

Keeping updated on changes

o A suggestion was made to include PT library assistants in the Circ listserv. Angela with bring the matter before the Circulation Policy and Procedures committee.

Other

The next CALLR meeting will be held Thursday, April 23rd at San Jacinto-Central in Pasadena. Gwen will forward the CALLR email to the librarians listserve.

The next meeting will be held in the new Stafford Learning Hub building on Thursday, April 16, 2009 at 2:00 PM.

Library Chairs

2008-03-26

9:00 AM Northline Library

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Gwen Richard, Angela Secrest, and George Teoh

Program Review

Workloads calculations

I.T. Steering Committee liaison—Angela reported:

• HCC ID cards will become mandatory to all students as of Fall 2009. A discussion is being held about adding students’ pictures to their PeopleSoft account and also to Millennium.

• RoboDialers are being explored to send overdue notices via phones.

Security Systems

Minutes of committee meetings

Keeping updated on changes

o A suggestion was made to include PT library assistants in the Circ listserv. Angela with bring the matter before the Circulation Policy and Procedures committee.

Other

The next CALLR meeting will be held Thursday, April 23rd at San Jacinto-Central in Pasadena. Gwen will forward the CALLR email to the librarians listserve.

The next meeting will be held in the new Stafford Learning Hub building on Thursday, April 16, 2009 at 2:00 PM.

Library Chairs

2008-03-26

9:00 AM Northline Library

Members Present: Judy Cantwell, Ron Homick, Dennis Klappersack, Gwen Richard, Angela Secrest, and George Teoh

Program Review

Workloads calculations

I.T. Steering Committee liaison—Angela reported:

• HCC ID cards will become mandatory to all students as of Fall 2009. A discussion is being held about adding students’ pictures to their PeopleSoft account and also to Millennium.

• RoboDialers are being explored to send overdue notices via phones.

Security Systems

Minutes of committee meetings

Keeping updated on changes

o A suggestion was made to include PT library assistants in the Circ listserv. Angela with bring the matter before the Circulation Policy and Procedures committee.

Other

The next CALLR meeting will be held Thursday, April 23rd at San Jacinto-Central in Pasadena. Gwen will forward the CALLR email to the librarians listserve.

The next meeting will be held in the new Stafford Learning Hub building on Thursday, April 16, 2009 at 2:00 PM.

Library Chairs

2008-02-14

West Loop

Members Present: Judy Cantwell (note taker), Ron Homick, Dennis Klappersack, Angela Secrest and George Teoh

1. The program review template was divided among those present to review last year's report and to write about the relevant topics this year. Instruction (section 2) and Student Success (section 3) were given to Judy Cantwell. Paragraphs about the information literacy curriculum, staffing for the library instruction component of GUST 1270, and dual credit issues will be added. Instructional Resources (section 4) was assigned to Angela. Similar, but updated, information to that given in last year's report would be sufficient for this section. The paragraph on open source materials may be deleted. Planning for Improvement, Strengths (section 5) was divided among several people. System-Wide Cooperation (including info on the writing of a library strategic plan) and Library Instruction were assigned to Ron. Distance Education was assigned to Judy. Electronic Resources and Library/LRC Support were assigned to Angela. Library Use and Professional Development was assigned to Dennis. Library Technology was assigned to George. Planning for Improvement, Weaknesses was also divided. Space, Collections and Security of Collections was assigned to Judy. She is to include information about a shared-use facility like the one planned for Missouri City in the section about Space. Angela is to provide Judy with the statistics about the district-wide collections as well as each individual site. Library Effectiveness & Evaluation was assigned to Dennis. There was some talk of moving this topic to another part of the report. Technology was assigned to Angela. Every chair is to contribute to the Staffing section by providing FTE statistics for both librarians and library assistants per site to Judy via e-mail.

2. Library Strategic Plan: A steering committee, whose charge is to oversee the process of creating a library strategic plan, was formed. Richard was absent from this meeting. Since the object was to have one person from each college on the steering committee, he will be asked if he wants to be the Coleman representative. James was also absent, but since Denise Coles has expressed such an interest in the project, she was tentatively placed on the committee pending his approval. The nominated members of the committee are as follows: Central: Amy Sisson; Northeast: Denise Coles; Northwest: Cindy Belmar; Southeast: Judy Cantwell; Southwest:Â Dennis Klappersack; and LLS: Angela Secrest.

3. Gate Count Week: It was decided that the next district-wide gate/head-count would be March 3rd - March 9th.

4. Overdue notices for faculty: It was decided that we would stop sending the automatically produced overdue notices to faculty. Creating a list of faculty overdues and devising a way for each library staff to remind the faculty of their overdue library materials will become a part of the end-of-semester routine for the library assistants at each site. It was suggested that the Circulation Policy & Procedures committee devise a form letter that each library staff might use to notify these faculty members as a part of this end-of-semester routine.

5. Subscription cancellations: Based upon the voting tally, we will cancel the Proquest National Newspaper Abstracts. We will vote again in August in order to have time to cancel some of the titles that were already renewed in January before we had a chance to vote this last time.

6. Other: Judy updated the chairs about the last I.T. Advisory Council meeting. Angela said that she'd work with Chau to see what can and should be done to replace old and failing servers across the library system. Dennis will work with the library assistants to arrange a professional development activity that can be attended by part-time staff who work only in the evening and/or the weekends. It might be held on a weekday evening during the intersession between Spring and Summer or it might be held on a Friday night.

7. Next meeting: The chairs initially set a date of March 5th as the next chair meeting, but that meeting has been indefinitely postponed and no new date has been set.

Library Chairs

2007-12-13

Members Present: George, Judy, James, Ron, Angela, Dennis

1. Database selection procedures

Angela will create an online survey to determine which databases librarians would be willing to cut in order to purchase different ones, or in order to remain within our budget, since cuts will most likely be required this year.

We will also provide a list of possible additions for librarians to review and rank after the voting cutoff data on the 18th. Dolores and Rosa will be asked to begin compiling a list of additions.

2. Strategic Plan for Instructional Technology

Judy will introduce this topic at the Forum, and Angela will bring copies for the librarians. A meeting is scheduled Jan. 9, 2:00 PM at Town and Country for any librarians who wish to discuss the document and provide input. Angela will then input our comments on Google docs.

3. Librarian's Forum

The Forum will probably be held in Room 105 again. The agenda will include the two issues above and the committee reports. Information literacy will be part of the LIC discussion. The Chairs are considering a separate forum focusing on Information Literacy.

4. News items

Alief is moving this weekend, and will be replicated at the Alief Hayes site. Alief CEC will remain at the Bissonnet location. Jo will be moving to Hayes, and a new librarian will be hired for the Bissonnet ERC.

Bill and Henri will conduct a reference workshop for the library assistants on Jan. 8 as part of the PEP professional development series. Angela will create certificates.

The part-time staff budgets will be restored to last year's spending levels.

Library Chairs

2007-12-13

Members Present: George, Judy, James, Ron, Angela, Dennis

1. Database selection procedures - Angela will create an online survey to determine which databases librarians would be willing to cut in order to purchase different ones, or in order to remain within our budget, since cuts will most likely be required this year. We will also provide a list of possible additions for librarians to review andÂ rank after the voting cutoff data on the 18th. Dolores and Rosa will be asked to begin compiling a list of additions.

2. Strategic Plan for Instructional Technology - Judy will introduce this topic at the Forum, and Angela will bring copies for the librarians. A meeting is scheduled Jan. 9, 2:00 PM at Town and Country for any librarians who wish to discuss the document and provide input. Angela will then input our comments on Google docs.

3. Librarian's Forum The Forum will probably be held in Room 105 again. The agenda will include the two issues above and the committee reports. Information literacy will be part of the LIC discussion. The Chairs are considering a separate forum focusing on Information Literacy.

4. News items Alief is moving this weekend, and will be replicated at the Alief Hayes site. Alief CEC will remain at the Bissonnet location. Jo will be moving to Hayes, and a new librarian will be hired for the Bissonnet ERC.

Bill and Henri will conduct a reference workshop for the library assistants on Jan. 8 as part of the PEP professional development series. Angela will create certificates.

The part-time staff budgets will be restored to last year's spending levels.

Library Chairs

2007-11-15

Members Present:

1. Where are libraries in the new HCC web page project.

Angela, Judy and Dennis were at the Web Page committee meeting on Wednesday. Other than change to the new logo, the system web designer was OK with the library’s web pages and indicated no intent to take over design of the pages.

2. Library web page maintenance issues.

Discussed plan to move some of the maintenance tasks to a specified individual in each college and descriptions of related web sites and databases to LIC. Angela is in the process of designing templates and interfaces that will facilitate this process.

3. Process for choosing databases and decisions regarding cancellation of databases.

Angela has and will make available web usage statistics and a comparison of cost to usage statistics. Angela will also provide some budgetary information and the possible amount that might need to be cut. Will also set up a means for librarians to prioritize cancellations, if there is a need to make cancellations.

4. Budget shortfall memo.

All signed memo. Judy will make copies and distribute to Chairs, Charles and Dr. Tyler.

5. Librarians Forum, Jan. 4.

Some uncertainty about location for meeting. Meeting will follow format of previous meetings with committee reports.

6. LLS Committee Representation:

Rosa: Continuing resources (Chair?)

Michele: LIC

Klairon: Web committee

Angela also asked to designate a representative to the DE committee

7. Next meeting?

Tentative scheduled for Thursday, Dec. 13, 8:30 AM at District Offices (Main) Angela will schedule a room.

Library Chairs

2007-06-14

Members Present: Ron, Judy, Angela, George, James, Dennis

Library Assistant Job Classification-Discussion of the meetings Judy and Dennis had with John Chen regarding correcting the problems with Library Assistant I and II categories in Public Services. Dennis followed up this conversation with the SW Generalist, Cathy Douse-Harris. Final statement from HR was that there was no record of any changes whatsoever, and if we felt there needed to be a change, we would have to initiate action and enlist the help of Charles Cook. Ron commented that he was on the Buck Study Committee who reviewed all of the job descriptions and recommended that the LA1 and LA2 positions be merged into one level and that this was approved and should have occurred. What actually happened is that the LA 1s were moved from step 3 to step 5, but that the LA 2s were retained at a level 6. As far as we can tell, there is no difference in the job descriptions. Dennis volunteered to pursue this further. George volunteered to send Dennis a copy of the LA 1 job description received from HR is his effort to replace the vacating LA 1 at Town and Country. The job description that the LA Standards committee developed and that Dennis and Judy gave to John Chen seems to have vanished as well. Once Dennis has whatever job descriptions he can locate, he will get back to Cathy Douse-Harris and also inform her that this action was part of the Buck Study committee chaired by HR Generalist Karrie Ballard, with Ron, Diana Castillo and others on the committee.

Noodletools-Consideration of a recommendation from the Distance Education Committee to initiate a trial to Noodletools. This occasioned a broader discussion of the work of the DataBase Committee. It was decided that the charge of this committee should be broadened to include all electronic resources, including e-books and tools, such as Noodletools. Accordingly, it was decided to re-name the committee the Electronic Resources Committee. It was also re-affirmed that this committee was charged with making recommendations to the Chairs, after receiving input from the Library Faculty as a whole, either through a Forum or a poll. Angela suggested that a brief survey be appended to trials, enabling librarians to comment on-line about the trial. It was also suggested that an announcement of trials be placed in HCCS news to solicit input from faculty and others regarding the potential value of the resource. This is especially true of a service like Noodletools, which may impinge on some of the skills that faculty might want students to develop on their own. Angela indicated that she would develop the survey for Noodletools, and Judy volunteered Mike Mitchell to take on this task for forthcoming trials, following some training with Angela. George said he would give Cindy to go-ahead to initiate the trial, since she was the primary contact with Noodletools. Cindy will communicate with Dolores when the trial has been established and Dolores would announce the trial to all librarians and place a notice in HCCS news.

Materials funds-Angela commented that is was time to spend all remaining funds. Items ordered should be listed as available and ready to ship in Baker and Taylor.

Assignment Calculator-This resurfaced after a discussion between Dennis and Angela. Dennis asked Bill and Gwen about the status of this and was informed that it had come up in the LIC, but that no one was willing to take on the work involved in modifying it for HCCS use. Dennis asked Gwen to put it on the agenda of the next LIC meeting for discussion to see if there is any interest in it at this time.

George mentioned Space/Time.com and recommended that Librarians look at this. Judy commented on the fact that the new configuration of GUST 0303 into 0170/1270 meant that a number of faculty were not using the library module as part of their instruction. This should probably be taken to the GUST Discipline for study and a recommendation to include the library as part of this course.

Ron reported on his attendance at the monthly IDC committee. Interest is again on the rise in adopting a Smart Card for printing

Judy reported on the IT Advisory Committee and some funds available for replacement of admin machines.

An ongoing conversation that was recorded in the March Chair Minutes was resumed. The main topic of discussion was concern expressed by the Chairs that if Angela were unavailable there was no one else currently on staff who could take over her responsibilities as they relate to library automation. The concern was that IT would take over those responsibilities and the resulting decision making that Angela, in concert with the Librarians, now exercises. The most viable solution, it seemed was to urge Angela to lobby for the creation of a library automation/systems position, though this may not be the only or even best solution.

Part of that solution, it was theorized, was that this position would assume some of the maintenance duties that a number of librarians exercise at this time. The Chairs recognize and are deeply appreciative of the fact that a number of librarians, namely John Lam, Bill Hord and Shelly Drumm, took it upon themselves and at their own initiative to become educated and trained in the creation and maintenance of web pages. We would not have the web pages we have without their contributions, and the Chairs envisioned that these responsibilities would remain with them.

It was thought that we might be at a point where the purely clerical aspects of web maintenance, inputting changing hours of operation, phone numbers, names, etc., were at a point where they could be assumed by someone with less training, thus freeing up the librarians to perform the more professional aspects of this job. Under this concept, the Web Committee and the Librarians able to create and modify web pages would continue their valuable professional level work, while the more clerical aspects of the job might be delegated to someone else. It has come to the attention of the Chairs that the relevant minutes from the March meeting have been open to interpretation as a critique of the work of those who are largely responsible for the current sophistication of our web pages. This was surely not the intention of the Chairs and is actually counter to the well-deserved appreciation the Chairs have for these contributions. At this point this concept is still theoretical. Charles Cook has informed Angela that the likelihood of adding personnel during the coming year is almost non-existent. This is a concept or theory on the table for discussion and input by all librarians. And the Chairs welcome any comments or input on this evolving situation.

Judy commented on the need for a close look at the web page and a possible re-design. It was decided to schedule a discussion of this at the next forum.

The next Chair meeting has been scheduled for Thursday, July 19, 2:00 PM, West Loop.

Library Chairs

2007-05-16

Members Present: Judy, Ron, Richard, George, Dennis; Not Present; Angela

Power Point Presentation to Chancellor. Discussed when to present report to the Chancellor. Judy suggested that the report, in print format, be used as a starting point to inform the chancellor about the HCCS library system, but also to include major issues from reports that she and several others prepared for their presidents. Judy agreed to start the discussion by sending out her list of issues, which others would comment on and add to. Will ask Angela to ask Charles to schedule a meeting with the Chancellor mid to later June.

Discussed the Active Directory meeting attended by Ron, Judy and Angela. Question of who is to fill out the OU reports. Judy agreed to distribute minutes of meeting to those not in attendance. Question? Can Angela fill out the report, or does each chair need to respond for his/her department.

Net-Support. Agreed to have info on number of computers by next meeting to explore possibility of obtaining a system wide license through Tech Fees.

EduCause. Judy commented that she had her name added to list of Active Participants and can receive reports, if anyone has a need/interest. If individuals wish to become an Active Participant, they should contact Bill Crater.

Judy also discussed a draft form that will be used to request specific IT needs, both equipment and others.

DE Students. Discussed Angela's proposal to send Library Cards to all students who show up on a list without a barcode listed. Agreed to go along with this and for Angela to undertake the project using her staff and resources, with the understanding that if this becomes too burdensome, she would take the issue to the Chairs for help.

Ron questioned the status of the project to remove SSN from student records. Angela was working on this and asked to report at the next meeting.

Next meeting: Thursday, June 14, 2:00 PM, West Loop

Library Chairs

2007-04-18

West Loop Center Library, 8:30 AM

Members Present: Dennis, Ron, James, Judy, Richard; Not Present: George, Angela

Public Services representative to IMC meetings. Judy discussed her attendance at a recent meeting of the System-Wide IDCs. Since this group seems to have become the de facto decision makers regarding technology issues, it was deemed important that the Library have a representative at its meetings. It appears that the IDCs agreed to invite Angela to its meetings in the past, but there is no indication that they did so, nor any indication that if they did, Angela ever attended. It was decided to send a memo to Charles urging that the library be invited to meetings of the IDCs at least as often as Bill Carter is invited and that two representative from the Library; Angela and a public services representative be included. That agendas and minutes for all meetings of the group would be sent to Angela and Ron, who agreed to serve an initial year as the public services representative to this group. Dennis volunteered to draft the Memo.

Also discussed was the status of computer furniture for the new facilities due to come online in the next 18 months. Ron agreed to contact the furniture rep. And invite him to our next meeting to discuss the status of this issue.

Years of service. Dennis suggested that the Chairs might want to send a memo to Diane Blankenship, Director of Compensation, regarding the recently distributed requests for listing experience prior to HCCS Full time employment. Dennis suggested that experience in Public Libraries ought to be counted at the same level as college level experience, and that work experience in the public schools (K-12) should count on a two to one basis, similar to the formula adopted for teaching experience. Judy also suggested that we recommend that experience in Special Libraries be considered comparable to college level experience. Dennis volunteered to draft a Memo to Diane recommending our interpretations.

Libraries included in intern program. At present Librarians are specifically excluded from the Intern Program. Dennis raised the issue of whether the Chairs wanted to write to Charles urging that the libraries be included in this program. After a discussion of the pros and cons, it was decided not to take any action at this time.

Opening/closing routines? Dennis discussed the progress of the Library Assistant Standards committee in developing quantitative standards for evaluating library assistants. Some part of this evaluation revolves around completing all of the steps in the opening and closing routines in a timely manner. Some discussion about whether this can be applied throughout the system, but was decided to wait for a bit until the committee completes its work

SS Numbers in patron records. It was agreed to give Angela the go ahead to explore viable alternatives. These minutes would constitute the Chairs formal approval of the concept.

Judy discussed some of the discussions from the last IT Advisory Committee meeting, regarding the Firewall, etc., and some of the issues regarding training or lack of training for the new email system.

Dennis commented that the semester break would be upon us in a matter of weeks and that we needed to make some plans if any meetings or training sessions were going to be planned for that period.

Next meeting; May 3, Thursday, 8:30 AM, 3100 Main. Ron will contact the furniture guy to see if he came come and what type of room he needs.

Library Chairs

2007-03-01

Members Present: Ron, Judy, Richard, Angela, Dennis

1. Chancellor's Report Angela distributed copies of the report on the Libraries that was requested by Charles Cook for the new Chancellor to inform herself about just what we do.

Presentation to Presidents - Looks like the week after Spring Break will be the earliest we can get this together.

Headcount - It was decided to hold the headcount during the week of March 26-31.

Maintenance of web pages - Long discussion on various aspects of this issue. It was pointed out that Angela is still the automation librarian and has overall responsibility for automation. Web maintenance is essentially a non-professional activity that can be handled by a number of people. The Chairs need to find ways of motivating other librarians to be come more involved in instructional technology. Angela will take some of the questions/issues to the Web Committee, slated to meet next week.

Next Meeting: Thursday, March 29, 2007; 8:30 AM at 3100 Main.

Library Chairs

2007-01-05

Members Present: Angela, Ron, Judy, George, James, Richard, Dennis

Len's Request for change to catalog materials type options Decided that rather than a vote, this is a topic for discussion at a forum. Angela will be looking a work-arounds and possibly deleting some of the material (also know as mat) types and possible some re-ordering of the list.

IT Advisory Council Report Judy reported on activities of the committee. Of note was to make sure that the interests/concerns of the Library were included in any deliberations.

Schedule of Copyright Presentations for Technology Certificate program Presentations begin on Friday, Feb. 2. Shelly will be presenting. Jenn and Peggy are backup.

Public Domain/Open Source policy Policy approved by the Board Thursday evening (Jan. 25). A Task Force of interested Librarians will be invited to meet on Feb. 12, 2:00 PM at the West Loop to discuss implications for the Library.

Electronic Reserves - Status This is up and running. Northwest seems to be the only college taking advantage of this. It is up to the Librarians to inform faculty of this service. Refer to Frequently Asked Questions (also known as FAQs) from the E-reserve page for information.

Academic Program Review template revision Dennis presented a proposed revision and will send it out electronically for review/comments.

Library Program Review Presentation, with budget implications Dennis agreed to work on this with one or two volunteers and present it to the Chairs for review and presentation to the Presidents' Council

Net Support Agreement Chairs agreed to present this as Tech Fee request for the System as a whole

Faculty Overdues There is nothing in the Circulation Policy/Procedure dealing with faculty overdues of Library materials. It was agreed to refer this to the Circulation P&P Committee to begin writing a policy dealing with this issue

Get My (your) Barcode Angela agreed to continue to handle this but was encouraged to request help from the colleges when the workload became burdensome. Librarians were to be encouraged to issues as many cards as possible at the campuses, rather than encourage use of the automated site.

Minutes Template Agreed that a standard template for committee minutes was desirable. Angela will present a proposal at the next Chair meeting

(Hidden Agenda) There didn't seem to be anything else.

Next Meeting: Thursday, Feb. 15, 8:30 AM, Eastside

Library Chairs

2006-12-07

3100 Main

Members Present: Judy, Ron, Dennis, Angela, James, George Guest: Bill Carter

Our discussion with Bill Carter centered on the following items:

Computer replacement: He is proposing a new replacement plan with all PCs being replaced in 3 years. The IT Advising and Steering Committee will work on this in the Spring. It will probably take at least 2 years to switch to a new plan.

Moving the library.hccs.edu server from Stafford to IT: We agreed that Angela and Annette will meet to discuss and plan for this move. We also discussed moving the current librus.hccs.edu server to the disaster recovery site at Westgate and planning for a replacement production system for purchase next year. Update: The server is being moved the week of the 12th. Daniel Cortez and Jim Hylton will also be giving it a "tune up" for going live.

Student email issues: This discussed centered basically on new options for student records and possibly implementing LDAP.

UCC: This discussion was not really pertinent to IT except for the network concerns, and Bill was unfamiliar with these issues.

We agreed that the PEP committee will continue working as a training committee, and that I would then be part of that committee. A PEP workshop and a Technical Services workshop will be scheduled in January as part of the "Library Assistant Certificate" offerings.

We have added a chat reference discussion to the Librarians' Forum agenda.

We still do not have a room for the Forum meeting.

Angela will turn off paging requests for the mini session since we will have no delivery.

We selected our choice of CCSSE questions by vote. Dennis will forward our selections to Margaret immediately.

Library Chairs

2006-09-21

3100 Main, 8:30 AM

Members Present: George, Judy, Angela, Dennis, James, and Ron

Faculty Certification In Technology

We discussed an apparent conflict between a request Lorah made of the library chairs via Angela to develop a faculty certification in technology module concerning copyright and library resources and existing DE Committee projects.

The chairs agreed to meet October 26 and invite Lorah Gough, Charlotte Hamilton, Bill Hord, and Shelly Drumm to this meeting.

In addition the chairs reiterated that all committees must publish minutes so that we are all aware of library activities around the system.

Publication of Minutes

The Web Committee discussed publishing the Minutes and Angela and Shelly met later to brainstorm. Shelly had suggested Wordpress as a good means for doing so. Angela installed two separate installations, one for the new LLS blog, which is now housed on the new server, and one for committee minutes.

The chairs agreed that blogging functions were not required, and that the page should function as any other web page and as an archive. The page will be linked from the policies page that lists library committees. Angela will continue to publish the minutes in Wordpress once the draft version of the minutes homepage is approved. It may be found here: http://library.hccs.edu/Minutes/ . The password and commenting function will be removed.

Chair liaisons agreed present a charge to each committee to publish the mission and goals of the committee. To date the Circulation Policy and Procedure Committee and the Web Committee have published a â€œpoliciesâ€ document. The Database Committee has created a document but has not published it.

In addition the chairs agreed that all library committees should undergo the annual chair election process as soon as possible.

CUG

The CUG agenda was reviewed.

UCC

George gave a brief report on his meeting with UCC. University Copy Center has agreed to give students 5 free copies with the purchase of the first $1 copy card. They will not provide coin operated machines.

Angela agreed to discuss the issue with Charles and suggest that we would prefer an RFP process before proceeding with a UCC contract for the libraries.

Other

Ron reported that the T&D Library was not funded this year. Marcia and Ron are trying to fund it as an agency fund utilizing subscription fees.

Ron also agreed to contact Karen Head to find out where she is on a library security proposal.

Angela will ask Rosa to solicit input for an Acquisitions workshop and to plan to hold a workshop for the librarians covering acquisitions issues as soon as possible.

Dennis is continuing to work to promote library faculty equity with instructional faculty vis a vis the overload policy.

The chairs agreed unanimously to abolish the quorum criteria for a valid vote of librarians, but to retain the 2/3 majority of those voting for an issue to carry. In addition, votes are to be instituted via email, for a set time period stated in that email.

Program Review

The remainder of the meeting was devoted to a discussion of program review. Angela will:

Email the draft to all chairs and await editing input
Complete edits submitted this morning
Add the SACS recommendations section to the document
Add statistics for LLS
Begin to prepare an online version, appendices included
Make 18 copies for the Academic Deans' meeting on Friday

The next Chair meeting is scheduled for Friday, Oct. 26, 8:30 AM at 3100. Lorah, Charlotte, Bill, and Shelly will be invited.

A mini-retreat for the Chairs will be held Friday, Oct. 12, in one of the labs at 3100.

Respectfully submitted, Angela Secrest

Library Chairs

2006-09-01

3100 Main, 8:30 AM

Members Present: James, George, Angela, Dennis, and Judy

Program review

Library Program Review will be presented to the Academic Deans in September. Angela will compile the 3 sections, make notes and edits with Dennisâ€™ help, complete the notebook, and forward the document to the library chairs for further edits and approval. In the meantime she will also start working on a PowerPoint to be presented by one of the other chairs at that meeting. Some issues will be added to the sections, such as library student computers, networking issues, University Copy Center, and a "Strengths and Weaknesses" section.

Book Covers in the Catalog

Angela will make a mockup of book cover displays for review by library staff.

Libline will be added to the feeds pages, and eventually the feeds will be linked from the main catalog page. Dennis also suggested an ALA intellectual freedom feed. (Here are the available ALA feeds : http://www.ala.org/Template.cfm?Section=News&template=/cfapps/xml/pr_inst.html)

CUG

We will convene a CUG Sept. 21, 1:30-3:30 PM at West Loop. Dennis will verify that the lab is available. The discussion will center on the Library Assistant Certificate. Attendee feedback will determine which workshops to develop initially. The formation of a library assistant association will also be discussed. Librarians will be welcome at any workshops planned as part of the library assistant certificate curriculum.

Web Committee Purpose

After considerable discussion centering on the purpose of the Web Committee and the published guidelines of that committee, the Chairs request that:

The chair of a committee presenting a new web page to the Web Committee must be Â Â Â present when the web committee discusses that page. The discussion will be tabled until the chair is able to attend a Web Committee meeting.
The purpose of the Web Committee is to coordinate the design and style of the pages and to make recommendations to the Chairs.
The Web Committee shall vote on the use of the style sheet or template to be applied to new pages.

Databases Committee

The Database Committee is to recommend additions to the Chairs, and orders should be placed being approved by the Chairs. Discussion centered on the addition of Alldata.com to our electronic resource offerings, which came as a surprise to some librarians.

Angela and George stressed that the addition of this particular database occurred very near the cutoff date for purchase orders. In that case the Chairs recommend that librarians be notified of new purchases when the decision to purchase is made so that they wonâ€™t be surprised by a new database.

Minutes

The Chairs agreed to publish minutes, which are to be sent to all librarians after being approved by the Chairs. Angela will make them available in a passworded folder on the new server.

Addendum: I am requesting an addendum to the minutes that the chairs agreed after the meeting to publish all committee minutes in this manner. We could turn this folder into a feed for our librarians, too. Probably they would be the only ones wishing to subscribe, but in any event it would be passworded.

PEP

Dennis will convene a committee of librarians and library assistants to agree on system-wide standards for evaluation and to revise and update the library assistant job description.

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