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Governance Minutes Archive

November 11, 1992

  ULC did not meet in December. These minutes were approved as

  submitted at the ULC meeting on January 13, 1993.

 

                  UNIVERSITY LIBRARY COMMITTEE MINUTES

                            November 11, 1992

 

  PRESENT:

  Meighan Belsley, SGA                Gerald Luttrell, Engineering

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

  Darrell Clowes, Faculty Senate      Martha Rose, CSAC

  Sherry Edwards (for J.Fithian) GSA  James Yardley, Business

  Joanne Eustis, Library              Rodney Young, Ag. & Life Sciences

  Edward Fox, Arts & Sciences

 

  GUESTS:

  Dave Beagle, Library                Paul Metz, Library

  Buddy Litchfield, Library           Marilyn Norstedt, Library

  Bob Pillow, Library                 Linda Richardson, Library

 

  ABSENT:

  Norm Dodl, Education                J. Scott Poole, Architecture

  Jeff Fithian, GSA                   Mark Smith, Veterinary Medicine

 

  MEETING SUMMARY:

 

  The meeting was called to order at 3:05 p.m. with Ken McCleary

  chairing for N. Dodl. The October minutes were approved as

  submitted.

 

  NEW BUSINESS

 

       LIBRARY REPORT (J. Eustis):

 

       With the approval of the state general obligation bonds the

       library storage building will go to bid very soon.  The

       building will be constructed near the airport and should be

       finished in about two years.

 

       Peter Karp, the University Architect, met with library staff on

       November 9 to inform them about the proposed addition to the

       library.  The bookstore cannot be remodeled into satisfactory

       library space; therefore, the university now is considering an

       addition to the library on the mall side.  A four-story

       addition would add approximately 30,000 sq. ft. and a six-story

       addition would provide almost 50,000 sq. ft. of usable space.

       The additional space would be used to create the public areas

       that the present library lacks.  Whatever form the addition

       takes, the central light court will be glassed over and

       renovated to create a reading room and a central focus for the

       building.  The proposed addition is not a part of the bond

       issue, and will be funded in a different way.  It has been

       approved within the university and presented to the building

       committee, but these are very preliminary plans.  Mr. Karp's

       most optimistic estimate is for completion in about four years.

 

       REPORT ON RESOURCE SHARING WITHIN THE STATE (B.Pillow):

 

       Interlibrary loan and document delivery have undergone dramatic

       changes during the past year.  The most important change has

       been the Resource Enhancing And Delivery Initiative project, or

       READI, an agreement among James Madison University, Va Tech,

       and the University of Virginia for a three-way cooperative

       project for resource sharing.  During the past year the

       libraries were able to borrow from and lend to each other in a

       much more timely and efficient manner by prioritizing requests

       and aiming for a 24-hour turn-around time.  Book material is

       sent by UPS overnight, and articles or journal materials are

       faxed rather than photocopied and mailed.  During fall semester

       last year, 10% of requests to JMU and UVa came back to us the

       same day and over 80% in less than two days, a dramatic

       improvement.  The other four doctoral granting institutions in

       the state have become interested in joining in this plan, and

       during the summer the directors, and collection development and

       interlibrary loan staff from all six institutions met to

       discuss a READI-like project among the six.  Almost 50% of this

       library's borrowing is done in-state, so that the spread of the

       program to four more libraries would be a substantial

       achievement.

 

       The library also is involved in an ASERL (Association of

       Southeastern Research Libraries) agreement whereby materials

       are supplied free among members and rushed (either by fax or

       UPS) upon request.

 

       All copyright rules are observed by participants in these

       agreements, which represent an enhancement of traditional

       interlibrary loan but do not go beyond that.  We do not

       function as a "supplier" as CARL (Colorado Alliance of Research

       Libraries) does.  In the past year the library has also joined

       the Copyright Clearance Center, through which we pay royalties

       for some materials that we could not obtain in the past due to

       copyright restrictions.

 

       With the proliferation of full-text databases and commercial

       sources, interlibrary loan rapidly is becoming a different

       process and staff must not only learn about new sources for

       materials, but also develop decision-making processes for

       selecting the best source based on time and budget

       requirements.

 

       POLICY DISCUSSION ON SHELVING PERIODICALS AND SPECIAL MATERIALS

       (J. Eustis):

 

       This agenda item resulted from requests from the College of

       Business for special treatment for some tax materials and from

       the Department of Physics for a special shelving arrangement

       for some periodicals.

 

       Marilyn Norstedt, Head of the Cataloging Department, explained

       what the classification system does and why libraries shelve

       materials as they do.  A cataloging department both catalogs

       and classifies.  Cataloging is the process of describing the

       particular item and adding access points so that it can be

       found.  Classification is the organization of what has been

       cataloged, and many classification systems have been devised

       over the years.  This library uses the Library of Congress

       system for most material, with the Superintendent of Documents

       system used for government documents, and an accession number

       system for media materials such as phono discs and videos.

 

       The Physics Department has asked the library to shelve their

       subject area periodicals in alphabetical order.  The library

       receives similar requests every few years.  Classifying in call

       numbers keeps subject area periodicals together and solves

       another problem as well.  Patrons are seldom aware of the

       number of periodical title changes, which occur so frequently

       that one staff member in serials cataloging could be kept

       occupied 80% of their time doing nothing other than title

       changes.  When a title change occurs the periodical's call

       number remains the same, as does its place on the shelves.

       Alphabetical shelving for a part of the periodicals would

       require the library staff to do frequent shifting of materials.

       In addition, separating some periodicals to be shelved

       differently would tend to make that area invisible to other,

       cross-disciplinary users.  In a library of this size it seems

       most efficient to classify by call number, which allows the

       users to see items in their subject next to other items in

       their subject.  Alphabetical shelving does have some advantages

       particularly in a small library; however, for a library of this

       size the disadvantages outweigh the advantages.  The mission of

       the Cataloging Department is to make materials as accessible to

       library users as possible, while balancing this objective with

       what is feasible and efficient for library operations.  Ed Fox

       expressed the concern of the Physics Department that

       alternative solutions be sought in an open-minded way.  The

       library would like for collection development and cataloging

       staff to meet with representatives of the Physics Department to

       explain the true implications of their request.  A compromise

       may be possible which would achieve their purpose in some other

       way.

 

       The Reference Department has been working since last summer to

       accommodate a request from the Accounting Department to

       relocate some tax materials from the third floor to the second.

       Linda Richardson, Head of the Humanities/Social Sciences

       Reference Department, explained to the committee that this was

       a very different kind of problem.  The former location of a

       reference desk and study tables on the third floor made these

       tax materials reasonably easy for students to use.  However,

       the reference desk and study tables are no longer there, which

       caused many problems for the large classes that must use these

       materials at essentially the same time.  Books carried to other

       parts of the library, where study tables were available,

       scattered the materials, and the delay in reshelving meant that

       some students were unable to find needed materials.  This

       situation resulted in the accounting department's request.  The

       compromise reached has been to reshelve the tax materials on

       the second floor near the main reference desk with study tables

       in the same area.  The reference area also has its own shelving

       crew, which means that materials are returned to the shelves

       quickly.  This move required the cooperation of the Cataloging

       Department and other library staff, and seems to being working

       successfully.  A newly requested further change in shelving

       arrangement to relocate some materials closer together is

       currently being discussed and a compromise solution seems

       possible.

 

  The meeting was adjourned at 4:05.  The December meeting has been

  canceled due to a lack of agenda items.  The next meeting will be

  held at 3:00 p.m. on January 13, 1993.

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