SCHEV -- LIBRARY ADVISORY COMMITTEE

University of Virginia

Harrison Institute/Small Special Collections Building

Byrd Room (318)

Charlottesville, Virginia

March 4, 2005

9:00 a.m.

MINUTES

ATTENDANCE: Ralph Alberico (James Madison University), Wendell Barbour (Longwood University), Christopher Bean (Shenandoah University), Robin Benke (University of Virginia’s College at Wise), Tom Camden for Nolan Yelich (Library of Virginia), Virginia Cherry (Richard Bland College), Elaine Day (Averett University), Cathy Doyle (Christopher Newport University), Alan Edwards (SCHEV), Tracy Elliott (Rappahannock Community College), David Hayes (Radford University), Eileen Hitchingham (Virginia Tech), John Jaffe (Sweet Briar College), Connie McCarthy (The College of William and Mary), Colette Macin (Norfolk State University), Mary Mayer-Hennelly (Tidewater Community College), Frank Moran (Blue Ridge Community College), Virginia O’Herron (Old Dominion University), Kathy Perry (VIVA), Don Samdahl (Virginia Military Institute), Aileen Schweitzer, (Thomas Nelson Community College), Jim Self for Karin Wittenborg (University of Virginia), LeRoy Strohl (University of Mary Washington).

Guest: Diane Walker, Associate University Librarian, University of Virginia

CALL TO ORDER: Robin Benke, Chair, called the meeting to order at 9:00 A.M.

INTRODUCTIONS AND PRELIMINARY COMMENTS:

Robin Benke thanked Diane Walker for the VIVA and LAC meeting and dinner arrangements and for the hospitality at the University of Virginia.

The minutes of the December 10, 2004, meeting were approved.

VIVA REPORTS:

Ralph Alberico, Chair, Steering Committee, VIVA

1. Ralph reported that his term as VIVA Steering Committee chairperson ends in June. A nominating committee comprised of Eileen Hitchingham, Robin Benke and Gene Damon (chair) will bring nominations to the June 9^th meeting for the election of the 2005-2007 Steering Committee chair.

2. Ralph announced that the VIVA Steering Committee will hold a planning retreat July 14 – 15 at Wintergreen. The agenda will be discussed at the June 9^th meeting. Ralph reaffirmed that long-range strategic planning is essential as VIVA moves forward. He noted that the Steering Committee will focus on fewer, more substantive issues such as collection development, funding and organization. Ralph will issue a call for agenda items.

3. The SCHEV Learning Technology Advisory Committee workgroups have been meeting. (See Alan Edwards’ report in these minutes).

4. Ralph distributed information that summarized recent legislative budget action: a. A budget amendment removed $430,00 from the general fund in FY 05-06 for increased VIVA acquisitions; b. Clarification about the purpose of VIVA funding was added, noting that “$378,200 in each year is earmarked to allow the participation of nonprofit, independent private colleges and universities.” c. eVA regulations were modified to exempt sole-source procurements from the 1% fee.

Kathy Perry, VIVA Project Director

1. Renewal of Oxford University Press Journals was approved electronically.

2. The number of First Search ports has been realigned so that VIVA members will have 50 ports available in WorldCat at no additional cost to VIVA.

3. Kathy attended the ALA and ARL anti-trust issues meeting in February related to publishing.

4. Harry M. Kriz, director for Interlibrary Services, Virginia Polytechnic Institute and State University, was named the 2005 Virginia Boucher-OCLC Distinguished Interlibrary Loan Librarian Award recipient. The Virginia Boucher-OCLC Distinguished Ill Award recognizes and honors a librarian for outstanding professional achievement, leadership and contributions to ILL and document delivery.

5. The University of Virginia libraries received the ACRL award for Research Library of the Year.

Virginia Heritage Project: John Jaffe, Chair

John distributed the March 3, 2005 report and summarized the Task Force’s recent work. The Task Force met on Feb. 4, 2005 at the University of Virginia.

1. The members recommended that the Virginia Heritage Project brochure be updated to include new participants, recent awards and resources.

2. The Task Force is investigating costs for continued support of the database and EAD development tools and will present a proposal to the Steering Committee in June.

3. The Jamestown Bibliography has been completed and the 343 page document is now available on the web in pdf format at: http://spec.lib.vt.edu/viva/Jamestownbibliographyviva.pdf. John Jaffe recognized the contributions of those who played a major role in the project’s success, including the Colonial National Historical Park, Ute Schechter, Jodi Koste, Gail McMillan and Susan Riggs. Work is nearly complete on linking from the document directly to items in the collections.

4. The Task Force is engaged in discussions of the digitization project “The Struggle for Freedom in Virginia” and is reviewing input from a survey of teachers on what would benefit their work.

VIVA Resources for Users Committee: Kathy Perry for Gene Damon, Chair

Kathy disseminated the “VIVA Resources for Users Committee Report to the Steering Committee, March 3, 2005,” summarized the Committee’s recommendations for renewals and reported the Steering Committee’s actions on other matters:

1. The VIVA Steering Committee approved renewals for: a. Encyclopaedia Britannica; 2. Gale InfoTrac; c. Gale MLA; d. LexisNexis Statistical; e. Science; f. Stat-USA.

2. The report also included these informational notes: a. The Database RFP Subcommittee (chaired by Sharon Gasser) has drafted the RFP for CINAHL, ERIC and PscyINFO. If necessary a vendor demonstration fair will be scheduled for May 11 at VCU; b. The Serials Analysis Project Subcommittee (chaired by Paul Metz) will continue working with VIVA members to get data loaded and cleaned up. Recommendations from the subcommittee’s final report will be integrated and the serials analysis further refined; c. Two training workshops for the Ulrich’s Serials Analysis System are scheduled for March 10 at Blue Ridge Community College and March 11 at Randolph-Macon College; d. The Training Subcommittee (chaired by Pat Van Zandt) is planning a major database training fair for the summer.

Resource Sharing Committee: Eileen Hitchingham, Chair

The Committee met on February 4 at the University of Virginia. Eileen reported on three projects:

1. The annual ILL Community Forum will be held on July 15 at Sweet Briar College. Library directors were encouraged to participate.

2. An online survey about interlibrary loan policies for media will be distributed among the colleges to quickly retrieve information and to achieve a better understanding of current interlibrary loan practices.

3. Twelve VIVA institutions were funded previously for fiche-to-fiche duplicators. The Committee has discussed replacing at least two of these duplicators at institutions with large fiche collections, such as the University of Virginia and the College of William and Mary. The Committee will bring a proposal to the Steering Committee in June.

VIVA Outreach Committee: Kathy Perry for John Ulmschneider, Chair

Kathy distributed the “VIVA Outreach Committee Quarterly Report, 3-3-05” that noted: the Committee held a conference call on December 18, 2004 and met on February 18, 2005; Elaine Day will represent the private institutions on the Committee; Priscilla Perkins from Lynchburg College resigned from the Committee.

The report also summarized committee work in three main areas:

1. Web site upgrade – The Committee has incorporated changes and enhancements for the new VIVA web page based on feedback from the VIVA community. The Committee plans to bring the final design to the Steering Committee for review in June.

2. New releases – The Committee is reviewing ways to improve the process for news releases and publicity for VIVA products. One example would be to reduce the time between release of new products and press releases.

3. Promotion – Work is underway on a variety of promotional items, including a web page for VIVA’s 10^th anniversary events and the development of a VIVA video. The latter would highlight faculty and student testimonials, emphasizing that VIVA is about real colleges and students. Directors were asked to send feedback and photos to John Ulmschneider.

SCHEV Update: Alan Edwards

1. Alan observed that the language of the Appropriations Act clearly closes the door on the For-Profits request for VIVA membership until the next budget cycle.

2. SCHEV continues to move forward with its Virginia Learning Infrastructure Initiative (VLII) and the associated Learning Technology Advisory Committee (LTAC). Workgroups have been established and have made progress on three priority goals: Transforming the learning environment; Professional development for faculty; and Governance/support services implementation. Ralph Alberico is heading the third work group.

Although legislation and resources for LTAC and VLII did not pass the legislature, the workgroups will collaborate on a document to help form a strategic plan and formalize an approach for the next legislative session. In addition, key players were encouraged to focus on showcase projects that demonstrate improved learning outcomes and the wise use of technology funds.

One proposal was for the library community to work in concert with LTAC on a project relating to the role of librarians in information literacy/information fluency in the digital age. Members discussed the connotations of “information literacy” and “information fluency.”

3. Alan distributed copies of “House Joint Resolution No. 668” that addresses the “high cost of textbooks” issue. Alan volunteered to take VIVA/SCHEV ideas forward and invited members to email their comments to him. LAC members shared a variety of practices and strategies to address students’ needs for relief from high textbook costs.

Library Support and Advocacy Task Force: John Ulmschneider, Chair

John was attending an OCLC meeting and will submit a report at a later date.

How VLA can Attract Academic Librarians to Join Association: Wendell Barbour

At the request of VLA President Ruth Kifer, Wendell solicited ideas from LAC members for enhancing academic librarian participation in the Virginia Library Association. Several suggestions were proposed, including: 1. Continue the practice of holding VIVA Users Group meetings at the annual VLA conference; 2. Feature an academic libraries track at the annual VLA conference; 3. Avoid expensive venues for VLA annual conferences. Be considerate of limited travel budgets for academic institutions.

Nominating Committee: Robin Benke

Robin announced that an LAC nominating committee has been appointed: LeRoy Strohl, chair; Elsie Weatherington; Virginia Cherry.

Other Business

1. John Jaffe asked the Resource Sharing Committee to consider funding or support for a survey that could be used to promote the use of Illiad around the state.

2. David Hayes inquired how other colleges were handling requests to provide email accounts to alumni and retired faculty. Library directors were reminded that they are responsible for ensuring that VIVA contract prohibitions/restrictions for user access are clearly stated and observed.

3. Ralph Alberico reported that JMU nursing students are required to purchase PDA’s and software with medical references and dosage calculators. Ralph asked if any libraries were paying for the content of such devices. None reported doing so.

4. Connie McCarthy shared highlights from the gala rededication of the Swem Library at The College of William and Mary on Feb. 5, 2005. Dr. James H. Billington, Librarian of Congress, was the keynote speaker. “President Jefferson” made a surprise visit and delighted the audience with his commentary on past and current events. Anyone desiring brochures from the rededication may contact Connie.

5. Eileen Hitchingham announced that Virginia Tech has signed a contract for its new library system with Innovative Interfaces and that the new system will be operational by August 2005.

Library of Virginia Update: Tom Camden for Nolan Yelich

1. Tom reported on the significant impact that will result from the two-year renovation project of the Capitol building. The Library of Virginia is responsible for removing and storing more than 150 pieces of artwork from the Capitol. The governor’s office will be relocated to the old State Library building and the Virginia Legislature will be meeting in the old library for the next two sessions.

2. Tom reviewed several important public-private conservation and preservation partnerships in which the Library of Virginia is a key player. Tom noted that the Library of Virginia has its own state-funded conservation lab and an in-house microfilming operation.

Library Services to Distance Users: Carol Sinwell

This agenda item was deferred to a future meeting.

For the Good of the Order

The meeting was adjourned at 10:20 a.m..

Future LAC Meetings with VIVA Steering Committee the preceding day:

June 10, 2005 Virginia State University, Petersburg

Aileen Schweitzer, Secretary