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Day 1 Minutes

Day 2 Minutes

 

Day 1 - June 12, 2000

 

Present: K. Bartosz; R. Berg, M. Berlin; J. Chang; M. Clark, K. Collins, T. Fu; W. Gamzon; M. Hebert; J. Hendricks; K. Jacobi; R. Kokoska, G. LaHaie, P. Leonardi; L. Loomer; E. Luering; M. Miller; B. Nelson, G. Robinson; D. Rogers; E. Rumery; G. Shoffstall; M. Smith, S. Smith, A. Stanley, N. Welchman

 

Absent: D. Oppelt

 

Tina introduced Dr. Pachis, Vice President for Academic Affairs. She thanked him for his support of the present Retreat and retreats in the past.  Dr. Pachis spoke to the group about the mission and goals of the university, indicating that we are a liberal arts institution. We foresee limited and controlled increase in full time student enrollment. However, there will be an increase of part-time students. We are still a service institution. The planned new buildings for the future are: science building; fine arts building; and early childhood center. As the result of these new buildings, access to computers and technologies will be more. Faculty are learning to make use of technologies in CIT/CEE. He would still like the Library to be a place for students to come. Technology is increasing, but he still wants to see people coming to the library to find and read books.

 

Tina introduced Elizabeth Rumery (LTA, Cataloging/Government Documents), Phyllis Leonardi (Serials Librarian), and Sharon Smith (LTA, Government Documents) as new staff members. Tina spoke about what our focus should be for the future. We should keep on top of technology so that we do not become antiquated. Our focus should be to keep giving quality service.

 

Nick asked about the new articulation agreement with Three Rivers. How should we treat them? Should we treat them as ECSU students or as Three Rivers students? Rebecca said she asked Continuing Education about this. They are Three Rivers students until they are actually matriculated in as ECSU students. They will not have ECSU borrowing privileges. They will be community users. Marie stated that she did clarify this once in the Reference Group meeting. This is our interpretation. We should present this to the administration and find out if they agree with us. Tina will write a memo to Dr. Pachis to get clarification. It was also noted that if the part time student population increases, then the university needs to support staffing some offices in the evening to make it easier for after hour students to get ID cards, etc.

 

Focus Groups/Committees Review:

 

This is to review if the committee should continue, change or end their work, and to offer opportunities to serve to new library professional and support staff members:

 

 

I.  Collegial Groups:

 

Collection Development Group ( Leader: Marianne Hebert): Meets on a regular basis. Consists of all professional staff

Reference Group (Leader: Marie Clark): Meets on a regular basis. Consists of  professional staff

User Education Group (Leader:  Nick Welchman): Consists of librarians who engage in the User Education Program.

 

II.                Administrative Group: Tuesday Division Heads and Systems Group: Technical Services, Public Services, Systems, Tina Fu. Group does a lot of prep work to present to Professional Staff, e.g., brainstorming on charge for printing, various staffing issues, technology related issues, etc.

 

Tina also conducts bi-weekly meetings of the professional staff for consultation purposes.  She also conducts all library staff meetings as often as possible.

 

 

III. Library Level Focus Groups/committees: (Chairs are underlined)

 

Emergency Planning Committee: Rich, Marianne, Greg, Guy, Jim, Beth.

The group needs to meet.

Room Assignment: Tina, Karen, Greg, Mike.

We need to upgrade research study room policy. The present policy is not working. We need to put information on web. We need to have a web request form.

Accessibility: Greg, Debbie C., Tina, Nick, Kris.

Pat Mulhall will retire in October. Greg will take over the group. We have a Culpepper grant for $2,000 to purchase equipment for students with special needs. Greg encourages one more person from Reference and Access Services to join. Beth, Phyllis and Jim will join.

Public Relations: Bill, Mike, Jin-Chih, Kris, Kim, Debra, Maureen, Sharon

Systems: Guy, Leanna, Marianne, Kris, Meg, Nick, David, Greg, Bill

Faculty Copier Use: Nick, Greg, Meg

Food and Drink Policy: Marianne, Greg, Barbara, Debbie, Bill, Karen

Operable Windows: Leanna, Anka, Mike

Leanna passed out a report updating their work.

Security: Marie will turn over to Greg. Kris, Rich, Erna, Mike, Georgia, Sharon

Suggestion Box: Anka and Greg did work. Honorably discharged.

Sunshine Committee: Kim, Kris, Jin-Chih, Mike, Bill, Marion, Debra, Sharon, Beth

Web Working Group: Mike, Kris, Meg, Karen, Guy, Rebecca, Greg, Marianne, Youliang (This Group did a demo of the new library Web design on Jan. 13.)

After the review of focus groups and committees, staff reviewed goals and objectives of 1999/2000, and set goals for 2000/2001.

 

After the goals and objectives review session, the staff split into three subgroups, as follows:

 

Public Services (Leader Marie Clark)

Technical Services (Leader Marianne Hebert)

Administrative and Information Technology Services (Leader Guy LaHaie)

 

They reviewed the goals and objectives they set in the last Retreat (Jan., 1999) and set new goals. They were asked by Tina to report in their results the next day (Jan. 13).

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Goals/Objectives for 1999-2000: Review of accomplishments

and Goals/Objectives for 2000/01

 

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I. PHYSICAL ENVIRONMENT

 

GOALS:

 

1. Plan and implement a successful move to the new building. DONE.

Objectives:

A. Make a commitment and take action to ease transitions for users.

(For example, publications and programming, etc.)

 Action: fill positions. We’re on our way.

B. Assure a smooth transition for library staff.

(For example, moving consultant and open discussions how individuals fit in the new library organization, etc.)

For 2000/01: The group feels that we have done part of this but need to update position descriptions for everyone and more training is needed in the various new systems in the new building.

 

2. Maintain clean, safe, aesthetically pleasing physical space for study and work. Continue.

        For 2000/01: A.  Since the maintenance staff plays in important part in this, we need to include them in Sunshine activities to show our appreciation..

        For 2000/01:  B.  Food and drink Policy Committee needs to address problems with users. We need to get a handle on the issue in order to maintain the Library as a clean and vibrant place.  Refine policy.

 

 

 

II. CULTURAL AND INTELLECTUAL ENVIRONMENT

 

GOALS:

 

1.      Support activities, programs and exhibits that enhance the cultural life of the university

      community, including those with attention to pluralistic values. Done and Continue

 

Objectives:

A.     Expand electronic coverage of cultural activities on campus via the library Web-Page, including electronic publishing of exhibits–timely, promptly, and with staff assistance.

Done and Continue

B.     Re-evaluate the way the library’s Web pages are set up

Web Working Group is working on this. Continue

 

2. Ensure an atmosphere supportive of academic freedom and expression, including the provision of a collection representative of diverse perspectives. CONTINUE

 

3. Plan recruitment of additional positions to add staff that will enhance the campus cultural and intellectual environment. CONTINUE

 

Objective:

A. We will actively support candidates that come from a diverse background and subject specialties. CONTINUE.

 

III. QUALITY USER-CENTERED LIBRARY SERVICE

 

GOALS:

 

1.      Survey the needs of users and analyze the results to improve service. Have not done, to do.

 

Objectives:

A. Gauge user needs through the continuation of trial databases and better monitoring of usage of our Web as well as databases via CONSULS, the CD-ROM client/server metering software, First Search, and all full-text databases. Continue to do trials: have not brought up the CD-ROM metering software, to do. Being resolved

B. Work with CSU to retrieve CONSULS circulation statistics and analyze it for appropriate use. TO DO.

C. After the move to the new library, conduct a user survey. TO DO

 

2.      Embrace flexibility and responsiveness to technological, curricular, and societal changes.

 

Objective:

A.     Library faculty will draft wording for a bylaws change to include a library representative in the campus Curriculum Committee.  Change strategy

For 2000/2001: Work for having an ex officio member: will try to seek signature from Library re new majors/minors/programs: will also: Strengthen liaison program; be involved in department meetings.

 

3.        Deliver cordial and efficient service, with adequate library hours, to all users. Done and continue: library hours expanded from 84 to 92.5 hours per week.

4.      For 2000/01: Provide responsible and responsive service to external and internal users.

 

Objectives:

A. Increase reference training. DONE, NEED MORE.

B. Ensure adequate staffing, especially in the Government Documents, to provide cordial and adequate service. CONTINUE

 

IV. RESEARCH AND SCHOLARSHIP

 

GOALS

 

1.      Identify research and scholarship needs of the University and build and expand the library’s collection and access accordingly. Accomplished at lot but need to continue

 

Objectives:

Ensure appropriate access to electronic resources after testing and trial. CONTINUE

A.      Expand electronic reserves. CONTINUE

For 2000-01:

1. Plan to purchase or use existing software to implement E-reserves.

2. Study royalty and related issues re: Electronic Resources

 

2.       Expand and improve interlibrary loan services, including new document delivery technologies and improvements provided by III new releases and upgrades.

 

Objectives.

A.  Test, implement and promote full-text document delivery methods. DONE : CONTINUE TO PROMOTE

B.      Purchase and implement the III interlibrary loan module. Study this. Done: we have signed up with CISTI, BLDS

For 2000-01: C. Expand from library-to-library to end user delivery.

 

3.      Improve communication among the CONSULS libraries. CONTINUE.

 

Objectives:

A. Facilitate and promote communications among the various CONSULS as well as    between the groups and the directors. CONTINUE

 

4.      Provide reference services regardless of users’ physical locations. Done but Need to promote

 

Objectives:

For 2000-01:

A.     Need to establish various approaches, such as clarifying where do these forms go to,  who addresses the phone queries of technical questions, etc.  Need to include this in as  part of the Library Web upgrade.  Need to clarify with CSU Online people and campus  Help Desk.

 

B.  Market and promote electronic reference service, internally and externally, using segment or target group marketing strategies. Need to do

 

5.      Explore and establish relationships with other academic libraries in Connecticut. Have Done so with community/tech colleges: Have begun conversations with UCONN. HAVE HOSTED GROUP MEETING AT THE ECSU LIBRARY, E.G., GODORT, CONSULS DIRECTORS, CCALD, ETC. CONTINUE

 

Objectives:

A. Participate in CCALD (Council of Conn. Academic Library Directors) and expand links with the CCTC’s (Conn. Community and Technical Colleges). CONTINUE.

 

6.        Strengthen academic partnerships with departments/programs and other support units on campus through the liaison program and other cooperative activities. Have continued participation in STEP-CAP and the departmental liaison programs: Need to do more in e-reserves and Blue Sky

 

V. ORGANIZATIONAL EFFICIENCY

 

GOALS

 

1.      Improve communications within the library through the creation of inter-departmental pathways.  Done and Continue

 

Objectives:

A. E-mail all procedural changes to all staff or send through listserv. Continue with the Library’s Common folder.

  B. Plan more training sessions for staff in using various electronic utilities. CONTINUE

 

2.      Empower staff input and participation via committees, staff meetings, etc. CONTINUE; Banner and NELINET

 

Objectives:

A. Provide organizational chart with discussions in staff meetings at various levels. DONE and Continue: Post organizational chart in Common Foler

B.     Open up communications and discussions with staff regarding their jobs in the larger organization with additional positions in the new building. CONTINUE.

For 2000-01: C. Explore a 9-month full-time reference position.

 

3.      Engender staff input and participation via committees, staff meetings, etc. CONTINUE

 

Objectives:

A. Continue to support vehicles to encourage staff input. CONTINUE.

 

4.      Support and adhere to the ACRL standards of staff growth. DONE and CONTINUE.

 

Objectives:

For 2000-01:

A. Do a training needs analysis of staff and take action accordingly. NEED TO DO. Banner, NELINET and Outlook

B. Emphasize staff development with support in time, financial resources, and scheduling. Continue

C. Need Systems Training (CONSULS); Banner training; Altiris Update; Millennium Modules for III; NELINET/Cataloging. More and Continue

 

VI. TEACHING AND LEARNING

 

GOALS:

 

1.      Enhance user development through Bibliographic Instruction and reinforcement of learning skills. CONTINUE AND CHANGE NAME TO USER EDUCATION.

For 2000-01:

2.      Research and develop an evaluation tool to assess learner outcomes of the program. Need to do.

3.      Actively participate in faculty development activities in offering instruction on new information technologies. Closer ties with Freshman programs for incorporating library user education.

 

 

Objective:

A. Continue to offer faculty/staff workshops as well as providing individual assistance if needed. NEED TO DO MORE.

 

4.      Support the teaching mission of:

+ Reasoned Inquiry/Critical Thinking NEED TO DO RESEARCH AND FORMULATE PLAN TO IMPLEMENT.

+ Experiential Learning DO MORE: NEED TO EXPLORE LIBRARY INTERNSHIP FOR CREDIT.

+ Distance Learning CONTINUE/EXPAND (by the Reference/Outreach Services Librarian). Successful program planned and implemented. Will continue.

 

Objective:

A. Pull together a set of guidelines for distance learners. CONTINUE.

 

VII. COLLECTIONS AND INFORMATION ACCESS

 

GOALS:

 

1.      Provide timely access to new acquisitions. DONE & Continue

 

Objectives:

A. Continue to assess current electronic ordering procedures for quality control. Doing it but need to tweak.

 

2.      Provide a collection in appropriate formats to meet the needs of the curriculum and the liberal arts and sciences core. CONTINUE.

 

Objective:

 

3.      Take initiative in collecting and preserving materials of historical value to ECSU and local communities. WAITING FOR STAFF (new Reference/Archives and Special Collections Librarian) Have begun and will continue. Archives to collect and organize items of the history of ECSU.

4.      Provide seamless access to appropriate formats of information, including the J. Eugene Smith Library’s holdings and electronic resources (both on and off-campus) through an interactive network. Improved and continue.

 

Objectives:

A. Publicize collections and services through appropriate modalities. CONTINUE

B.     Widen access of CD-ROM’s to the entire campus via available technologies.

Need to Do after Systems related problems are resolved.

C. Successfully implement full-text of serials and OVID, and to incorporate online and training sessions for staff and users. DONE 1st PART; WORKING ON 2nd PART. DONE. Added Lexis Nexis. Expand to include other titles, e.g., JSTOR.

 

5.      Make library services, collections, and electronic resources accessible to users regardless of their financial resources, physical challenges, or geographical locations. WORKING ON IT. Explore using Culpeper Grant

 

Objective for 2000-01:

 

A. Fully activate Room 235, Special Services in cooperation with Pam Starr’s office to market the room.

 

6.      Use state-of-the-art technologies for timely delivery of data, text, and multi-media resources. Become a full partner in the world-wide information network. CONTINUE

 

Objective for 2000-01:

 

  A. Upgrade OCLC and CULS serials and Government Documents holdings of the Smith Library. ONGOING. Need to do.

 

7. Become a full partner in the world-wide information network. CONTINUE

 

For 2000-01:

8. Review locations of Collections taking into consideration preservation, size, easy access and other issues.

 

VIII. LIFELONG LEARNING

 

GOALS:

 

PROPOSE

1.      Continue policy of open access to community users. COMMITTEE FORMED to review and formulate Policy/procedure to be proposed to University Administration. Done and will continue.

2.      Provide technologies to maximize opportunities for remote access. CONTINUE

3.      Encourage and assist users to upgrade their library skills over time and help them develop independent learning skills. CONTINUE and do more.

(Use various methods: for example, tutorials on line; special classes, one-on-one, on campus visits of remote classes, etc.)

 

IX. UNIVERSITY COMMUNITY SERVICE AND OUTREACH

 

GOALS:

 

1.      Provide access to library resources to schools and other community groups. WILL REVIEW AND PROPOSE POLICY ON THE QUESTION OF ACCESS TO LIBRARY (The library does provide resources to schools, including six computers for community users for 18+ and for those under 18 who come with parent/guardian. Grade school/high school group tours need to be clarified.)

 

Objective:

A. Work with the Education Department, schools, and other organizations to develop new methods of outreach. CONTINUE

 

2.      Participate in library cooperatives such as ECL and other public networks. ECL MOVED on JUNE 2, 1999.

 

Objective:

 

3.      Support the efforts of the University in sharing its expertise with the community. CONTINUE.

4.      Support the University’s efforts to secure gifts and other means of university advancements (e.g., grants, endowments, etc.). Did obtain several grants (a SNET, a Culpeper, a Wolf Fund, and a campus faculty development, need to do more and CONTINUE. Also, much effort has been put in for fundraising in cooperation with the University Administration.) Archives need to promote. Done and will continue.

5.      Activate the Friends of the Library group. Need to do.

 

The three major groups from last year: Public and Research Services; Technical Services and Administrative and Systems broke out to review last year’s goals and to come up with new ones. They will report at 9:00 a.m.

Go to Day 2