ATTENDANCE: Edward Gaynor (UVa), Susan Riggs(CWM), Lucious Edwards (VSU), Jennifer Gunter (VT), and Jodi Koste (VCU, recorder)
The African-American subject survey was sent out to 23 subject specialists in the field of African-American studies and history. The survey return deadline is December 31st. Lucious will e-mail a reminderto survey recipients before the Christmas holidays (around December 15th). A few additional names were given as potential survey respondents.
Jennifer reported that we have had 20 responses to the user survey with some good information provided by VHP users. We plan to close out the user survey as of December 1st and Gail McMillan agreed to prepare a report on the use survey for the NEH final report. Jennifer will remind Gail about this report and ask that it be submitted to the executive committee by January 6th.
VIVA funding is in the processing of being sent to UVA to support a 10 hour per week support staff for the VHP following the close of the NEH grant. Edward has a current student employee in mind for this role and he will send a notice to the VHP listserv about this transition.
The notes recorded today on proposed changes to the web site, search interface and Mu forms will be reviewed by members of the executive committee. We will also ask other VHP participants for feedback. Edward will review the list and divide all tasks into two categories: those that can be undertaken by him or his staff and those that must be done by the UVA technical staff. Members of the executive committee will prioritize the list of tasks.
Edward distributed a handout with the latest numbers for the database. He plans to update the overview one final time. He will also take down the tracking database in early January to get final figures for the NEH report.
Each VHP participant will need to submit a project summary for the final report. This will be a narrative report of 1 to 1 1/2 pages in length. The report is due by January 6th. Each project coordinator will be asked to respond to the following questions:
- Project management: (how did you spend your NEH allocation, one student or ten, when did you begin encoding, did you have project staff turnover that affected the grant, did your project staff work independently on were they directly supervised, describe the work/training background of your project staff, are you a 1st year or 2nd year VHP participant, how many staff members, both project staff and regular staff of your institution did you train to do EAD)
- Database content and promotion: (did you encode finding aids to collections with African-American content, what other significant finding aids did you encode, did you add 856 links for any MARC records in your public catalog to link to finding aids in the VHP, did you train your public service staff to use Virginia Heritage)
- Grant Support: (what type of support did you receive from the UVA central processing center, did the center encode guides for your repository, did you receive assistance from other participants or members of the executive committee)
- Future: (what are your plans for EAD in the future, how will you continue encoding when the grant ends, what percentage of your finding aids can be found in the VHP)
- Other: (discuss any other issues related to the NEH grant at your institution)
At the December meeting of the executive committee we will discuss plans for 2003 and a meeting schedule for the steering committee that will take on the role held by the VHP executive committee for the last two and a half years. The next meeting will be held at 11 am in Special Collections at Alderman Library, University of Virginia.
http://spec.lib.vt.edu/viva/VHP/minutes/20021122.html
Dec. 29, 2003 (MBG)