Keeping Current – Part 1

As part of Keeping Current, staff members share the latest library developments gained from professional meetings in the previous year.

Linda Spiro

Among the benefits of attending an ALA Conference are specialized talks associated with new vendor tools. Given the highly controversial Presidential election this year, of particular interest at ALA Annual in July in Orlando was a Readex-sponsored talk given by Professor Mark Wahlgren Summers entitled “Politics is just War without the Bayonets: Dirty Politics in a Genteel Age, 1868,1892.” The talk was recorded, so you can see it at http://www.readex.com/videos/politics-just-war-without-bayonets-dirty-politics-genteel-age-1868-1892.


A highly energetic speaker, Dr. Summers called elections the most popular sport at the end of the 19th century with 70 to 90 percent of the electorate showing up to vote. The whole town turned out when candidates came through town and spoke for two or three hours at the fairgrounds where parties hosted barbeques. Campaigns were virulent, violent, nasty and dirty. A good day was when only five people were killed in a particular town. A nonpartisan press did not exist. There were two sets of papers for every town, one Democratic and one Republican with completely different headlines after an election. Ballot boxes were burned and dead people voted. The South, with its one party (Democrat) system was particularly violent with potential black voters and fair-minded officials killed and threats made against white men who planned to vote Republican. The British and Chinese were accused of meddling in our elections. Third party candidates were bankrolled by the Democrats or Republicans to draw voters from the other side. The main qualification for being a Presidential candidate was that you didn’t want to run.

Although many are disgusted with the most recent election contest, let’s hope the outcome remains more peaceful and above board than those of the late 19th century.

Shannon Kipphut-Smith

In Spring 2016, I attended two conferences that had sessions on supporting researcher compliance with new funder public access policies—an area that Digital Scholarship Services is actively engaged. At the American Chemical Society Annual Meeting’s CINF symposium “Driving Change: Impact of Funders on the Research Data & Publications Landscape,” I presented (with colleagues from Utah State University) the results of a study conducted to better understand how academic libraries are leveraging existing services and resources when addressing the new public access policies (our slides can be found at http://hdl.handle.net/1911/88651). Other presentations included speakers from the National Institutes of Health and Department of Energy, publishers, initiatives such as SHARE, and services such as Figshare. The conversation about public access support continued a few weeks later at the SPARC MORE Conference. Participants heard from a representative at the Bill & Melinda Gates Foundation about their unique open access policy, and members of the Coalition of Open Access Policy Institutions (COAPI)–Fondren is a member–discussed ways to leverage institutional OA policies to support public access compliance.

Norie Guthrie

In October, I presented at the Houston History Conference’s “The History of Houston’s Musical Soul”; the link can be found at https://www.houstonhistoryalliance.org/houston-history-conference/2016-houston-history-conference/ As part of a panel covering music archives in Houston, I talked about the Houston Folk Music Archive’s collections and our current and future plans. Not only was the conference incredibly interesting, it was a great way to reach out to the Houston community. An audience member from the Houston Folklore and Music Society contacted us after the conference and donated the society’s newsletters dating back to the 1960s. You can follow the Houston Folk Music Archive on Facebook: https://www.facebook.com/houstonfolkmusicarchive/


Mary Brower

The Texas chapter of the Music Library Association held their fall meeting October 7-8 at the Richardson Library of Hardin-Simmons University in Abilene. A total of eight presentations were given during the two half-days. One of the most interesting was University of Houston Music Librarian Stephanie Lewin-Lane’s presentation “Creating a Beta-Space in an Academic Music Library.” A Beta-space is similar to a Makerspace, but with less emphasis on technology and more emphasis on creativity and inspiration. She repurposed an office into a group study room in the music library that is open to all UH students, but is specifically geared to the performing arts students. It can also be used for skype/phone interviews, viewing webinars and MOOCs, tutoring sessions, and small information literacy classes and workshops hosted by the music library. Previously there was no similar space anywhere in the building. The music library staff repainted the room in blues, greens and purples (associated with stimulating creativity in color psychology), and added stimulating art and comfortable furniture. They also outfitted it with a USB enabled keyboard and microphone for recording; TV and speakers; a laptop equipped with recording, arranging and mixing software, a large whiteboard, and a resource center with relevant handouts and books to check out. Since the room opened in September 2016, there have been 20 reservations–79 people total, including four nonmusic majors.

For further information about the Beta-Space and how it is used: http://guides.lib.uh.edu/music/betaspace

For more photos of the room: https://www.facebook.com/uhlibraries/photos/?tab=album&album_id=10155137584224838

Trial Airfare Reimbursement

Fondren Library encourages all library staff to attend professional and scholarly activities which enhance skills and knowledge. To facilitate maximum staff participation in scholarly activity, the Library will implement a trial period in which the full cost of a reasonable airfare will be covered for reimbursement. (Currently, the Travel and Development Guidelines for both participants and attendees provide reimbursement for half of a reasonable airfare.)

This trial period begins January 1 and ends June 30, 2017. The definition of “a reasonable airfare” remains unchanged:

“The most economical and direct form of transportation should be used … Economy class airfare should be used.” (https://professor.rice.edu/uploadedFiles/Professor/Finance/Controllers_Office/ACF78.pdf)

This trial does not change the maximum fiscal year limit of $2,100 for active participation (or the $850 limit for non-participation attendance). As usual, these limitations will be applied when requests for travel funds are submitted to the Library Travel, Training, and Development Committee.

After the trial period ends, a decision will be made on whether to make this trial change permanent.

International Travel

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International SOS information:

Rice University uses International SOS services for international travel on university business. A benefit of the service is the opportunity for Rice employees to purchase medical and travel security assistance on an individual basis for personal travel at a 20% discount. Staff interested in this should contact the ISOS Individual Membership Department, who will walk them through the process.

International SOS Individual Membership Department
Customer Support
1-800-523-8662 toll free

In order to get the 20% discount, we need to use the Rice membership number (11BYSG000011) and our Rice NetID and password.

Coverage for each trip will be written separately and each quote depends on the details of the trip, such as the travel destination, the age of the traveler, and the number of people traveling. Also, family coverage has some additional requirements that will be addressed during the registration process. We can get a quote for free without an obligation to purchase.

More information can be found at the Office of Risk Management, along with the Rice membership number. Another resource can be found here.

Travel, Training, and Development News

Rebranding for the committee-

After numerous suggestions from Fondren Staff, the committee has decided that the name should be changed. After considering seven suggestions, the new name is:

Library Travel, Training and Development Committee (LTTD)

FYI-our scope of responsibilities has not changed: the committee manages staff travel, training, and development, while administrative travel is still managed by Sara Lowman.

The Committee has arranged the following events for the staff this fall:

IndiePreserves
On Wednesday November 4th, Scott Carlson and Norie Guthrie will present on the Indie Preserves web site in the Collaboration Space at 1:00 pm. Scott and Norie care passionately about preservation and music, especially indie music. Come hear about their adventures in providing preservation tools to the indie community, and how it’s led them to SXSW 2016.

VizDavinciBanner_2010Theme
On Tuesday November 10th at 10:00 and at 11:00 there will be staff tours of the Chevron Visualization Lab. Staff members need to sign up with Lauren Mueller for the time that works for them:

10am to 11am Tour Form

11am to 12pm Tour Form

On Friday November 20th, Alan Steinberg’s students in the Houston Action Research Team (HART) will present on the ongoing Houston Public Library Pattern Assessment project at 2:00 pm in the Collaboration Space. The summer project focused upon library choice, i.e. who is going to what library and attempting to understanding why. They used data about where the users live and explored which libraries they used around the city.

We also want to thank Amanda Focke, Monica Rivero, Rebecca Russell, and Linda Spiro, who presented at the Fall Keeping Current event on Wednesday October 11th. The topics were:

AF: Coalition to Advance Learning in Archives, Libraries and Museums and Rice University’s Woodson Research Center
MR: Updated Metadata guidelines from the TDL ETD Metadata workgroup
RR: Presentation on How to implement a digital preservation program
LS: Dr. Megan Kate Nelson’s talk “A Battle Logs: Visualizing the Destruction of Forests in the American Civil War talk.”

New Concur Tips

The Staff Travel,Training and Development Committee has posted additional tips on reporting travel expenses on the Concur Tips page:

Auto mileage-70220- Because Fondren limits the transportation amount to 1/2 of a normal (coach) airfare it’s probable that you will not be able to use the Mileage Calculator link, which cannot be itemized between reimbursable and personal expenses. You will want to approximate as closely as possible the amount approved for transportation on the Staff Travel Request Form. To calculate this, enter a mileage amount in the required “Distance” field that will result in the desired reimbursable amount. For example: if you have been approved for $100 in transportation expense, enter 174 in the Distance field. You may wish to add a comment that the amount is the reimbursable portion of round trip mileage expense to the destination.

Hotel/Accommodations-72344- Staff have found that the Concur system prefers that the Vendor field, which is not required, be filled in. While there is a drop down to select major hotels, you can also simply enter the name of your hotel in the field. Concur will accept a new name in the field.

Thanks to Scott Vieira for sharing his experiences in the system. We look forward to hearing from you all as you have additional questions about the Concur process.

Concur Revisited

The Staff Travel, Training and Development Committee has offered a second series of classes to allow staff to ask questions about uploading receipts into Concur for preparing expense reports. The meetings were held in the Collaboration Space on two dates: at 9:30 AM on Friday February 13th and at 1:00 PM on Wednesday February 18th. This is the second series of classes provided by the STTD committee to help provide support for the transition to the Concur system for reporting expenses. The first series, held in December 2014, provided training in creating a personal profile for staff in the system.

There was a demonstration of the process of creating travel expense reports and uploading receipts into the report in a test environment for those attending. Staff members were encouraged to ask questions about particulars related to their travel expense experiences. The committee gathered helpful information from the discussions and will create a list of tips for Concur based on the feedback from users. The Concur Tips page will be uploaded to the Staff Travel, Training and Development home page in Fondranet.

As you discover issues or helpful items please contact the committee and we will add your suggestions to the Tips page. Your Staff Travel, Training and Development Committee are: Dara Flinn, Lauren Mueller, Nadalia Liu, Shannon Kipphut-Smith, Judy Howell, Mary Brower, Andy Damico, and Nyssa Juneau-Kimbrell.

Tips for Concur:
1. Travel expense reimbursement requests must be submitted within 60 days from the last day of the trip.
2. Itemized receipts must be included for each expense of $25.00 or more. There is an option to enter an expense if you have lost the receipt which can be found in the drop-down under “receipts” in your expense report.
3. Meals and parking should be paid for separately, rather than included with lodging in your hotel bills. This will simplify the audit process from the Concur side.
4. It’s possible to submit multi-page receipts, or add pages to receipts already in the system.
5. Any alcohol (such as a glass of wine with a meal) must be itemized and the alcoholic beverages account used for the expense (70880).