Category Archives: Executive Committee

October 23

No meeting summary available

October 30

The group discussed a draft room reservation policy document prepared by Diane Butler, covering study rooms, library collaborative spaces and conference rooms, and the Kyle Morrow Room.

Dan Cohen’s visit to Houston Oct. 28-29 was discussed.

Several members reported progress toward 100% completion of online staff training in sexual harassment norms.

Judy Howell will meet separately with each Executive Committee member to ID appropriate departmental needs for inclusion in a new donor brochure.

Planned topics for the next meeting included:
ID of library needs to be spotlit in the “Paddles Up” feature of the Friends of Fondren Library Gala
Agenda for the next meeting of the faculty Committee on the Library Dec. 1
Opening up the staff blog for public view

September 25

1) IT projects—Diane Butler

Diane Butler met with members of the Executive Committee to discuss IT projects for the current year. As a result of this process, she developed a list of IT Projects, generally for fall 2014.

2) Library Committee meetings.

David Tobin, who teaches business communications and marketing at the Jones School, is chairing the library committee this year. The library committee will initially focus on communications, but will also be invited to suggest other possible topics. The committee will be encouraged to take a “flipped meeting” approach, in which meeting time is focused on discussion and hands-on work rather than presentations.

October 2

No meeting

October 9

No meeting

October 16

Jeff Koffler will be coordinating communications around the renovation project. He has prepared a construction update document summarizing the rough timeline for the work. Please note that the schedule is subject to change. During the initial stages of the project, construction meetings will be occurring bi-weekly.

As the university rolls out Concur, Rice’s new travel and expense system, Fondren will do the following to help staff transition to the new system:

1) Diane Butler will work with Tessie Skulski to organize training sessions for staff who have P-Cards and to determine an appropriate workflow.

2) Karen Hyde will work with the heads of the Staff Travel and Development Committee and Melinda Reagor Flannery to develop travel policies and workflows for staff who do not have P-Cards.

The operating principle will be simplicity and efficiency.

September 4

No meeting.

September 11

Guests were Sandi Edwards and Debra Kolah. Lowman described the desire to review the library’s assessment efforts. Rice’s next SACS accreditation review is scheduled for March 2016, and we will soon need to begin to prepare for Rice’s annual ROARS (Rice Outcomes Assessment Reporting System) process for 2014. The library already performs periodic surveys, including 3 administrations of LibQual, evaluations of activities sponsored by the Staff Travel, Training and Development Committee and UX (User Experience) projects.

Doing our next major survey was discussed, focusing on LibQual and a new offering from the consulting firm Ithaka S + R. There has been difficulty with accessibility to the LibQual surveys for participants with disabilities, and customization options have been limited. Ithaka is now offering a locally tailored faculty and student survey, building on their record of successful national faculty surveys (http://www.sr.ithaka.org/research-publications/faculty-survey-series). It seems highly customizable. Because of its cost, university libraries routinely partner with other campus offices, such as a writing center, to pay for it. Some preference was expressed for giving the survey in the spring. Kolah will contact Ithaka to let them know we would like to participate and to ask some questions raised in the discussion. She will also do a literature search for any published accounts of participation at other university libraries.

It is possible that a more formal review of Fondren’s assessment activities and options may still be desired.

September 18

Guests were Shannon Kipphut, Amanda Focke, Mike Dewey (Director, Academic and Research Computing). Mike Dewey was invited to share information about his IT division’s projects and discuss how the library and IT can collaborate effectively. All agreed that the library’s role in managing data should be developed in collaboration with IT, and that close communication will prevent wasted resources and overlaps in service.

Dewey stayed for the discussion of the Horizon report Open Educational Resources as a Factor in the Effective Development of MOOCs [link]. The library’s role in supporting MOOCs has been evolving, as has Rice’s exploration of MOOC possibilities. Three high school courses are now in development. The library can create a Libguide on MOOC development resources, and provide short courses and individual consultation on where to find Open Educational Resources (OERs) for use in MOOCs. Helping faculty members track down clearances for materials under copyright for use in MOOCs is extremely time-consuming and will not scale. Rice Online, the campus entity coordinating Rice’s MOOC efforts, now has a website and is adding positions.

Dewey asked how the library is handling campus interest in 3-D printing. Currently, inquirers are directed to the Oshman Engineering Design Kitchen (OEDK) or the Moody Center for the Arts. There is campus interest in more access to 3-D printing. Staffing and hours of access are complex issues for this technology.

August 21

Judy Howell visited to discuss Fondren’s fundraising efforts.  Howell plans to update the “one-pager” listing fundraising priorities for Fondren, since it hasn’t been revised since 2007. The Executive Committee identified four key areas to focus on, including current use funds (such as technology), capital projects, a proposed fellowship program, and digital projects. Executive Committee members will provide Judy with short descriptions to be used in funding requests.

Lowman offered an update on the renovation project. Since project costs are within the anticipated range, work is proceeding on renovations to the basement (including relocating the Kelley Center collections and building a new space for the DMC and a collaboration room) and the south end of the first floor. Demolition work on the basement back stacks area will start in late September, and the basement renovation is expected to be completed in mid-December.

The Executive Committee reviewed and provided feedback on updates to the university policy concerning travel.

August 28

The library will close over the winter break (December 25-January 4).

The Executive Committee offered feedback on the draft Rice Digital Scholarship Archive Deposit Guidelines, which will be posted soon at scholarship.rice.edu.

Staff are encouraged to attend Dan Cohen’s October 29 lecture, “The Emerging Research Environment & the Digital Public Library of America.” Cohen serves as the Executive Director, Digital Public Library of America and formerly was the director of the Center for History and New Media. The lecture will take place at 4 p.m. in 301 Sewall Hall.

Fondren has been challenged by the University of Texas Libraries to participate in the ALS Ice Bucket Challenge. If staff are interested, they can volunteer to help organize Fondren’s response. Participation is completely optional.

Melinda Flannery thanked Diane Butler for recommending that interview groups do more advanced preparation for candidate interviews; the change allowed for more focused questions and will become a standard part of the interview process for librarian positions.

Topics for upcoming Executive Committee meetings:

• September 4: no meeting
• September 11: library assessment
• Sept 18: Mike Dewey (to be confirmed)
• Sept 25: IT projects
• October 2: library communications
• October 9: no meeting

July 31

1. IT support in the library (with guests Lee Pecht, Amanda Focke): The group discussed the need for careful planning for IT support in light of increase in the number of technologically-based projects and programs in the library, especially as regards machine storage and staff support. Butler will develop some questions for discussion, then set up meetings with each of the three other AULs and Woodson to plan for FY15. Lowman noted there may also be technology needs in connection with implementing the university’s move to an online travel reimbursement system. She is exploring possibilities for additional technology funding.

2. Lowman shared a revised time table and basement floor plan for the renovation. Actual construction may begin in the basement in mid- to late-September. First floor renovations are more minor and will be scheduled in due course. Keck will review and update recommendations for placement of collections to be retained on the first floor. There will be a shift toward more scanners and fewer copiers.

August 7

1. Social media: The group discussed the library’s current efforts on social media. Lowman will approach CMACS (Committee on Marketing and Customer Service) to ask for an evaluation of current efforts, tools available/being used, alignment with University-wide social media efforts, etc.

2. Service Centers: The group reviewed some draft guidelines on service (cost-recovery) centers from the university Budget Office. The group was comfortable with the guidelines. The DMC is the library’s only service center; Spiro, Butler and Jane Zhao will meet to discuss compliance with the guidelines.

3. Miscellaneous: Butler reported on several pending software licensing issues, including the decision by Central IT to change license terms for the Adobe suite. The effect on Fondren is that Adobe software will be available only on certain computers. A new desktop support position has been  approved. The new food and drink policy is being finalized. Possible uses for Rm. 361 (former home of assistive technology equipment now housed by the east entrance on the first floor) were discussed.

August 14
No meeting.

June 12, 2014

No meeting.

June 19, 2014

The Executive Committee discussed defining key technology skills for library staff. Potential strategies include developing technology competency standards for staff (based on department or roles) and integrating thoughtful consideration of technology skills into the hiring process.

Lowman reported on the renovation kickoff meeting, mentioning Facilities, Engineering and Planning personnel changes. Ana Ramirez, who worked on the previous renovation, will be working closely with us on this renovation. More meetings are scheduled for June 24, after which the detailed work of the design phase will begin, lasting approximately 6 weeks.

Lowman will serve on the CIO search committee.

Janet Thompson will return to work July 7.

June 26

No meeting.

July 3

Shannon Kipphut-Smith visited to discuss the Public Access Working Group (PAWG) report about Fondren’s readiness to support the Office of Science and Technology (OSTP) public access policy memorandum and the SHared Access Research Ecosystem (SHARE). Kipphut-Smith acknowledged uncertainty about the development of SHARE, but emphasized the need for the library to be ready. Already the library has many of the crucial pieces in place, including staff expertise and an institutional repository. An important part of Fondren’s efforts will be raising awareness of SHARE and public access issues with key people on campus.  Shannon will schedule a meeting with the Research Services group to discuss SHARE and other open access initiatives. The PAWG report will be shared with Fondren staff and will be discussed as part of an upcoming library town meeting.

In addition, the Executive Committee briefly discussed the ARL’s strategic design process, including the six systems of action presented at the Spring 2014 Membership Meeting.

The Executive Committee meeting will be on a summer hiatus until July 31.

May 22

No meeting.

May 29

Lowman shared that an architect and a builder have been chosen and that the renovation project kickoff meeting is scheduled for 6/13. She also reported on the Board of Trustees meeting.

The group completed its review of all Fondren’s consortium memberships.

Lowman clarified that 2 7-drawer microfiche cabinets have been purchased for the Kelley Center to improve space use.

The Office of Sponsored Research and the Office of Graduate Studies may be working with Fondren’s Digital Scholarship Services to ease maintenance of the faculty information system by migrating some information from the IR.

The library’s excellent record of assessment and contributions to the SACS accreditation process were complimented recently at a Deans’ Council meeting.

June 5

The group was joined by Debra Kolah, Sandi Edwards, David Bynog and Linda Spiro for a discussion of Fondren’s K-12 initiatives in light of the recent Horizon report on services to the public: http://library.rice.edu/fondren-intranet/horizon-group/Horizon-Group-Report/view

Fondren sends a representative to campus-wide meetings on K-12 efforts. The Welcome Center is primarily responsible for visitors K-8, the Admissions Office handling visitors 9-12 as prospective students. The Fondren paragraph of the script used by student tour guides needs revision. Especially in light of the new room reservation system and the new instructional space (part of the renovation), room reservation policies should be reviewed and revised to best support campus and outreach priorities. Fondren could well emulate the clear guidelines the Welcome Center provides for visitors about group size, duration, etc.: http://visit.rice.edu/index.cfm?p=main.tourrequestform. In Fondren, WRC is asked to provide services for some high schools and Reference is asked to provide services for others, with little overlap. A focus group will be conducted to gather information from visitors about their Fondren experiences. More staff should be given the opportunity to conduct library tours. The need for visitor lockers should be assessed and addressed. Kolah, Edwards, Bynog and Spiro will review outstanding issues; the Executive Committee will revisit these issues later this summer.

The group discussed possible re-uses of the first floor space to be vacated by the obsolete Better Light scanner.

Executive Committee members discussed the proposed library hours for fall and spring semesters.

Executive Committee Meeting Summary, May 15, 2014

The Executive Committee reviewed Fondren’s memberships in consortia and other organizations to ensure that we are getting appropriate value from them.

The Committee set up the schedule for its upcoming meetings:

• June 5: K-12 outreach; Horizon recommendations for public outreach
• June 12: The new ARL strategic plan and its implications for Fondren (http://www.arl.org/about/arl-strategic-thinking-and-design)
• June 19: Defining key technology skills for library staff
• June 26: Technology support strategies for the library
• TBD: Academic and Research Computing with Mike Dewey, Director of Academic and Research Computing

Executive Committee Meeting Summary for May 1, 2014

Diane Butler gave an IT and Access Services update, beginning with catalog changes now being tested in the Sirsi test system (cordoba) and soon to be implemented in the live system (alexandria). The changes resulted from feedback in the recent user study on catalog use (http://bit.ly/Sxklxy). The new study room reservation system is set to go live 5/27/14, with formal rollout in the fall. Study rooms affected by the upcoming renovations will be offline beginning after finals until their upgrades are complete, perhaps as early as mid-July. The limits on faculty renewal of material is being changed from 10 years to 5 years; some phasing will be necessary. In order to facilitate renewals, use of handheld devices in faculty offices is being explored. Feature film DVDs will now have a week-long checkout period. Replacement costs for lost books have been updated. The processing fee for a lost book is going up to $40 from $30; no fines will be charged unless the book is found and returned. Microfilm checkout period is one week; no microfilm will be loaned on ILL during the renovation. Fondren is collaborating with the Center for Oral, Visual and Written Communication (COVWC) on updating the furniture in study room 201. Diane is monitoring feasibility of having student workers from Central IT help users in the library evenings and weekends.

Sara Lowman shared library budget scenarios to be presented to the Rice Board of Trustees at the May meeting. We should know shortly after that meeting what has been officially approved. Sara is in talks with leaders from Medical Center institutions regarding resource sharing with Rice.

Sara and the renovation group working on furniture met with Louann Risseeuw, furniture rep for Rice Facilities, Engineering and Planning (FE&P). FE&P is waiting for bidding architects to return Rice’s request for proposal (RFP) for the Fondren renovation. First floor shelving and lighting scenarios are being discussed; current shelving has built-in lighting so lower shelving will require lighting changes wherever it is used.

Diane shared that the renovation group working on designing the instructional space was ready to turn in its final construction recommendations. The group’s other recommendations pertaining to equipment, furniture, etc. are still pending.

User experience factors are being considered in the placement of microfilm readers in the renovation of the Kelley Center. Acquiring more space-efficient microfiche cabinets is also under consideration.

At the next meeting, the group will review the costs and benefits of Fondren’s consortial memberships.

[Because there was not time to report as an agenda item, Melinda Flannery shared after the meeting highlights from the Texas Conference on Digital Libraries, including the following links:

Piper, a repository-agnostic batch deposit tool
https://conferences.tdl.org/tcdl/index.php/TCDL/TCDL2014/paper/view/765

TAMU implementation of ORCIDs across their grad student population:
https://conferences.tdl.org/tcdl/index.php/TCDL/TCDL2014/paper/view/730

Project to develop reliable OCR/transcription for ECCO through scholarly crowd-sourcing and the TypeRight software:

https://conferences.tdl.org/tcdl/index.php/TCDL/TCDL2014/paper/view/778

Three Minute Thesis program:
https://conferences.tdl.org/tcdl/index.php/TCDL/TCDL2014/paper/view/782]

Executive Committee Meeting Summary for May 8, 2014

No meeting

Executive Committee Meeting Summary for April 17, 2014

Diane Butler, Melinda Reagor Flannery and Sara Lowman provided feedback on a draft job description for the head of the Kelley Center.

Rice has hired consultants to review staff job structures and compensation.

The Friends of Fondren Board has decided to use remaining money in the book sale fund to cover part of the cost for equipping the new DMC video production studio.

Executive Committee Meeting Summary for April 24, 2014

No meeting.