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Governance Minutes ArchiveNovember 1, 1989
UNIVERSITY LIBRARY COMMITTEE MINUTES November 1, 1989 PRESENT: Sharon Brusic, GSA Michael Kainer, SGA Norman Dodl, Education Michael Vorster, Engineering J. C. Duke, Faculty Senate Jane Wentworth, Human Resources Paul Gherman, Library David West, Arts & Sciences GUESTS: Bela Foltin, Library Frances Painter, Library Shirley Glazener, Library Linda Richardson, Library Bill Kuster ABSENT: John Bowen, Veterinary Medicine Provost's Representative Arthur Keown, Business Roderick Young, Agr. & Life Science J. Scott Poole, Architecture MEETING SUMMARY: The meeting was called to order at 4:05 p.m. Minutes of the October 4, 1989, meeting were approved as submitted. The committee's action also gave formal approval to the recommendations which were sent forward to the Task Force on University Commissions, Committees and University Council Composition. (See attached) The committee unanimously approved a statement of policy on branch libraries, which will be sent to University Council. Future agenda items were identified. P. Gherman presented details of increased student requests for University Library support of home-country and home-town newspaper subscriptions. The University Library Committee voted to affirm an internal policy statement on newspaper selection prepared by a committee of the library staff. MEETING DETAIL: OLD BUSINESS I. APPROVAL OF POLICY ON BRANCH LIBRARIES (PMG): There was considerable discussion in committee during the past year on the need to reiterate and clarify the policy on branch libraries, particularly in light of the establishment of the Roanoke Graduate Center and a request from the Equine Center that they be considered as a possible site for a branch library. After additional brief discussion it was moved and seconded that the document be adopted as worded, and sent forward to University Council. The motion was unanimously approved. II. IDENTIFICATION OF COMMITTEE AGENDA PRIORITIES FOR 1989-90 The Chair asked for suggestions for agenda items to be considered by the University Library Committee this year. Committee members suggested the following possibilities: 1) discussion of policy about access vs. ownership, 2) library space needs, 3) advance warning for the library and the committee of new initiatives on campus, 4) a food and drink area in the library for students, 5) areas in the library where portable computers may conveniently be used, or where computers are available for student use, 6) a need for group study areas in the library, 7) library policy regarding acceptance of magnetic tapes from campus departments, and 8) review of policy on access to the collection. The committee noted that items 4, 5, and 6 on the list might be combined in a general study of space utilization. NEW BUSINESS I. NEWSPAPER POLICY (PMG & BF): The library subscribes to newspapers from various countries. International student groups frequently petition the library to subscribe to additional international newspapers, or to newspapers representing differing and competing political views in their countries. In order to be useful the newspapers must be sent to us by air freight, which means that some of them are subscribed to at costs ranging as high as $1,000 per year. These requests have recently increased, and in September, a committee of the library faculty reviewed the library's existing newspaper policy. The policy was found to be sound and rational, and there were only minor revisions. A copy of the newspaper policy was distributed to committee members. The policy is to support the univer- sity functions of teaching, research, and extension, to provide examples of editorial and journalistic excellence, and to give depth and breadth of regional, national, and international news coverage. It does not purport to give equal representation to all countries or to all factional views. In reviewing the policy it was found that the library had deviated from the policy in some instances by subscribing to a few papers which do not meet policy criteria, and this will be corrected. However, the library does recognize that somewhere in the university there should be provision made for students to have access to these papers. The library has been in contact with Dr. Goodale, and others on campus concerned with this problem, and with the Cranwell International Center. The library has proposed that the Cranwell Center house international newspapers that are of interest to various student groups, but which do not meet library criteria. The student groups might provide funds to subscribe to these papers, or ask their embassies to furnish the subscriptions. A solution of this nature would remove the pressure on the library for additional space and handling costs, and also remove the library from the political controversy of the competing demands. The following motion was placed on the floor by J. Duke and seconded by D. West: that the newspaper policy be affirmed with the deletion of item III.C.1., and that the library bring itself into compliance with the policy. A motion to table was made by M. Kainer, and seconded by S. Brusic. The motion to table was defeated. The original motion was passed by a vote of 4 for, 1 against, with 2 abstentions. (Detail of the discussion on this issue is appended.) REPORTS I. L. Richardson announced that the Provost would visit the library on November 2, and speak to library faculty. She invited committee members to attend. II. P. Gherman announced that VTLS, Inc. has developed a microcomputer intelligent front end. It makes using VTLS easier, gives windowing options, allows use of a mouse, and other refinements. The library may be negotiating with VTLS to try and obtain a site license to distribute the software on campus. The meeting was adjourned at 5:25 p.m. APPENDIX J. Duke: If student groups paid for the papers, could they be housed in the library? This has been tried at other universities and has not worked. The papers must be brought to the library and taken away or disposed of on a regular schedule, which is difficult to monitor and control. Also, it should be pointed out that students from the United States also persistently ask for subscriptions to their hometown papers. The library does not have the space to devote to an ever expanding collection of newspapers. N. Dodl: To what extent is this policy a revision of the 1984 policy? There have been very minor changes made to the 1984 policy statement. B. Foltin, as the Collection Development officer, initiated a review of the 1984 policy by the newspaper committee. Their slightly revised policy was reviewed and approved by the Director and the Director's Executive Council. As with other operating policies, the new statement now serves to guide selection and maintenance of the library's newspaper collection. S. Glazener was here when the original policy was written. She stated that as she recalls there was a good deal of controversy when the previous policy was formulated. It was promulgated after much discussion, it was very similar to the revised policy just distributed, and indeed there was a resolution then that papers be placed in an international center, and that library funds not be involved. N. Dodl: Is there any need at this time for this policy to move through the university governance system for discussion and approval, beyond this body? P. Gherman stated that the policy pertains to normal operations in the library and, as such, is no different from other internal guidelines for operation of the library. It should not need to be processed through the formal governance system of the University. However, the issue will probably receive publicity on campus and, as it involves the international community within the university, it will get attention. The University Library Committee should be aware of the current pressures on the library. The Director has seen this as a student problem, and has brought it to the attention of Vice President Goodale, in order to seek a solution that will satisfy the need, but remove the library from the middle of any political controversy. D. West: In the policy, under III.(Criteria for selection) A.(Geographic representation) 4."selection...(of international newspapers) will be based on supporting curriculum and research needs." Can that be separated from the social need? In other words, the library is subscribing to international newspapers under this criterion--which ones will the Cranwell Center be asked to take care of? The library looks for input from the academic departments on newspapers which support curriculum and research, for instance from the Political Science Department or the History Department. The library consults with all the faculty that it knows of who are interested in international areas of study. If a department or faculty member asks for a certain international newspaper because it is needed for study of a particular area, then it will be purchased by the library. N. Dodl: The library's selections are based on requests that are program related, as opposed to those that are individual requests? Yes. M. Vorster: In the policy, under III.(Criteria for selection) C.(Editorial and journalistic excellence) 1."Titles should provide a balanced collection of diverse editorial viewpoints." That seems too broad, and the wording could invite the kind of situation that now exists. N. Dodl concurred--that the primary criteria should be programmatic. B. Foltin--there are several books that review international newspapers, and their recommended list of the fifty great papers of the world is used to help make decisions about the papers the library subscribes to under III.C.2."Award winning newspapers and those papers recognized for journalistic excellence should be given strong consideration." Perhaps this statement should be made number 1 under III.C. in the policy statement. N. Dodl: What is the time urgency for the committee, could this be tabled and brought back before the committee later, or should it be acted upon now? P. Gherman thinks there is some urgency, and it would be useful for the committee to go on record, if not to agree word for word with the document, at least as having considered it or agreed (if it does) that newspaper selection should be primarily for programmatic reasons. J. Duke: Moved that the newspaper policy be affirmed with the deletion of item III.C.1., and that the library bring itself into compliance with the policy. D. West: Seconded. M. Kainer: Objected and moved to table until the issue is taken back to his constituency. S. Brusic: Seconded. The vote was taken by show of hands: 4 against, 2 for, and 1 abstention, therefore the vote to table did not carry. The committee discussion returned to the original motion. D. West: Spoke in support of the motion now on the floor, but wished to express his ambivalence. From a cultural point of view the international newspapers are very important, but from a budgetary point of view it does not seem that the library should be asked to purchase additional subscriptions to newspapers when there are journals and books which cannot be purchased. N. Dodl: Reiterated that the committee is dealing with a policy which essentially puts the burden into a program driven decision rather than in a user request framework. M. Vorster: Thinks the library should be very careful about the function of the library--that is, teaching and research rather than general information. If the library defines its policy very clearly, with a programmatic focus, then we should look for other sources to support the general information mission. B. Kuster (guest): The committee is acting to reaffirm this policy without members having a chance to consult with their constituencies. If item III.C.1. is deleted how will the library assure the collection has a diverse editorial viewpoint? Until some mechanism is in place for students to have access to other newspapers, how can the library change the policy? B. Foltin: The Cranwell International Center does currently have some other newspapers. Mr. Foltin is meeting tomorrow with the President of the International Students Group, and is consulting with other interested parties and meeting personally with petitioners. Most of the papers which have been asked for are not in English, and their use to the general student body for research purposes would be limited. Also, the budgetary limitations are severe. If the choice must be made between a research journal and an additional newspaper, then the choice becomes obvious. We do subscribe to a broad number of international newspapers which meet the criteria of the policy, and will continue to do so. The vote was called on the original motion and was passed by a vote of 4 for, 1 against, and 2 abstentions.
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