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Virginia Tech
Governance Minutes Archive

October 9, 1991

  These  minutes were  approved  as submitted  at  the ULC  meeting on

  November 13, 1991.



                             October 9, 1991



  Carol Burch-Brown, Provost's Off.  Ken McCleary, Human Resources

  Norm Dodl, Education                J. Scott Poole, Architecture

  Edward Fox, Arts & Sciences         Martha Rose, CSAC

  Paul Gherman, Library               Cortney Vargo, GSA

  Megan Hilt, SGA                     James Yardley, Business

  Gerald Luttrell, Engineering        Rod Young, Ag. & Life Sciences



  Earving Blythe, Acting Vice Pres.   Paul Metz, Library

    for Information Systems           Bruce Obenhaus, Library

  Joanne Eustis, Library              Lon Savage, Scholarly Communication



  Darrell Clowes, Faculty Senate      Mark Smith, Veterinary Medicine




  The meeting was called to order at 4:00 p.m. The September minutes

  were approved as submitted. A proposed policy on archiving

  University publications was introduced in draft form.  Draft

  guidelines on library treatment of erotic/controversial material

  were introduced.  Both documents were deferred for discussion at

  the November meeting of ULC.




       Earving Blythe, Acting Vice President for Information Systems,

  was introduced and addressed the meeting.  Dr. Carlisle has

  announced a national search for a new Vice President for

  Information Systems.  The search process will begin after

  completion of other searches already in progress, and there will be

  consultation with the University Library Committee.  The interim

  period will last for at least this academic year.  Mr. Blythe

  discussed the structure of Information Systems, and said he plans

  to provide Dr. Carlisle with his assessment of what should be

  included in Information Systems. He invited comments on structure

  from ULC members.






       Scholarly Communications Project (L. Savage): The Scholarly

       Communications Project has operated under auspices of the

       University Libraries since July 1, 1991. The project was

       created to explore and pioneer in the area of scholarly

       communications using new ideas of electronic communications and

       publication. The project currently owns and holds the

       copyright for the International Journal of Analytical and

       Experimental Modal Analysis, a technical engineering journal.

       This paper journal is scheduled to be published in electronic

       format. Project staff and the Department of Hotel, Restaurant,

       and Institutional Management have launched a new electronic

       Journal of the International Academy of Hospitality Research, a

       subscription journal which will give Scholarly Communications

       Project personnel experience in the marketing of electronic

       journals. The project has recently arranged to publish the

       education journal Catalyst online, in additional to its paper

       format. The committee raised questions, and discussion of the

       potential and future of electronic publication followed.


       Budget Support (P. Gherman): The Provost has provided a

       supplemental allocation to the library of $200,000 for the book

       budget this year, which will enable purchase of monographs at

       about 90% of last year's level.


       Library Advances: Word Search has recently been brought online,

       making VTLS more useful to the university community.   It

       enables the user to do a search on any word that exits in the


       Serials Check-in has also been brought online. In about 18

       months, when the database is complete, users will be able to

       find all serials check-in information online.





       (P. Metz):


       A draft of a proposed policy on archiving certain university

       publications was distributed to ULC members in advance of the

       meeting. P. Metz explained that the library regularly receives

       requests for publications attributed to various Virginia Tech

       units, but which have not been submitted to the library for

       archiving. A policy is needed to clarify the obligation of

       subunits of the university with regard to submission of

       published documents. It was proposed that colleges,

       departments, and centers should send two copies of their

       publications to the Acquisitions Department of the library.

       Types of publications would include technical reports, working

       papers, conference proceedings, and other types of research

       publications. The proposed policy is to be redrafted in

       resolution form and placed on the ULC agenda for November.





       Due to time constraints the chair asked that this subject be

       introduced and discussion delayed until the next meeting. The

       document distributed in advance of the meeting explains that

       guidelines are needed to deal with problems which the library

       faces in selecting and maintaining collections which could be

       considered erotic or controversial. For example, certain

       courses in sociology or family and child development require

       materials which may be sexually explicit. These materials are

       often stolen or defaced and for that reason have been kept in

       Special Collections. However, Special Collections is not open

       all the hours the library is open, and some patrons are

       embarrassed by having to ask for them. Present plans call for

       housing these materials in the stacks in the appropriate call

       number position, provided they physically survive in that

       location. If they do not, specific publications which are

       consistently stolen or defaced will be protected by being

       placed on reserve. However, placing the material in the stacks

       means that they are accessible to minors. Since the library

       requires a parent's signature when a minor receives a library

       card, the agreement will need to be reworded to include an

       explanation so that parents are aware of the policy before they

       sign for minor children to have a card.


  The meeting was adjourned at 5:00 p.m. The next meeting will be on

  November 13, 1991.

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