'DRAFT'
Agenda
Meeting notes--David Carpenter
- Non-Vanderbilt community access to libraries during 'late' hours
- ARL New Model Scholarly Works study
- Planning for new University Librarian
- Search
- Position descriptions
- Annual reports
- Goals statements for individual units
- Goals for public services
- Other ideas
- Announcements
- Management Library Director search
- Other
Meeting Notes
Attendees: David Carpenter, Martin Cerjan, Sue Erickson, Bill Hook, Frances Lynch, Tracy Primich, Juanita Murray, Holling Smith-Borne, Celia Walker, Flo Wilson, and Lisa Shipman.
Non-Vanderbilt Community Access to Libraries During 'Late' Hours
[A handout entitled "Library Hours for Card Access" was distributed to attendees. It provided a summary of when card access is needed to enter each of the Vanderbilt libraries.]
LDC members discussed the use of the Vanderbilt libraries by non-affiliated individuals "after hours." It was noted that access cards were already being used prior to the removal of library entrance turnstiles. The same access cards are also used for pay-for-print purposes, which is a consideration.
A question was raised as to whether the libraries should have a process to follow (and a form to be filled out) before an individual can purchase an access card, or should the cards continue to be issued to anyone who wishes to purchase one?
Tracy Primich asked the group to consider the consequences of issuing an access card that not only gives access to the library, but also to the building housing the library. For example, an access card for the Science and Engineering Library can also give access to many other areas of the Stevenson Center, including areas with laboratories. Do the libraries have a responsibility to ensure that some individuals do not have such building access "after hours?" What security concerns need to be addressed?
The libraries are required (as a depository) to give access to individuals needing to use government documents. Can this access be limited to daytime hours only? (Martin Cerjan thought that this would not conflict with depository access rules.)
Any faculty member with an identification card from any other college or university can currently purchase an access card for $5.00. This card is the same as other access cards issued by the Vanderbilt libraries. The card can then be renewed without a further fee. For any access cards, a current address is verified.
Bill Hook stated that he did not want library staff to be put in a position of asking individuals why they wanted to use our libraries.
What mechanism could be put into place that would restrict library use to students only after 7:00 P.M. if we decided this new policy was desirable--at least for selected libraries? [No answer to this question was noted.]
Tracy noted that there are currently "a couple of hundred" access cards that are active. Many were assigned to Trevecca Nazarene University students.
When problems occur with non-affiliated (or other) individuals, VUPD is willing to respond to take care of "problematic individuals."
Tracy pointed out that the 24 hour service offered by a couple of libraries, was created to respond to student needs--not to accommodate community users. She stated that there is a need to distinguish between people with legitimate scholarly needs to use the library and people who just want to hang out there. We should give people with scholarly needs more rights.
Bill pointed out that in giving additional privileges to library users, we do not want to extend ILL or borrowing privileges to non-affiliated individuals.
Tracy explained the setup with current card readers for the Stevenson Center, giving access to the library. The egress doors could also be card activated if that seemed desirable.
Access cards are active for one year before they must be renewed. Should the libraries ask individuals to sign a form at least agreeing to abide by library conduct and use policies before being granted an access card? Do we need to review our access card procedures? Should we require and collect "good information" on individuals when issuing an access card? Should individuals requesting an access card be required to sign a Code of Conduct and Computer Use Policy agreement? These and other questions were discussed by the LDC members.
Tracy stated that she thought non-affiliated individuals should be denied access to the Science and Engineering Library after 7:00 P.M. each evening.
Bill Hook noted that we could set up a category to disallow access privileges for a group or for a particular individuals through the coding of the access cards.
Is there a need to limit the number of access cards issued? Someone noted that one Trevecca Nazarene University professor had purchased library access cards for all the students in one of his classes. Should such purchases of access cards be permitted?
Flo Wilson thought that it would be useful to take a look at our current procedures for issuing access cards. What categories of access cards do we now make available? Celia Walker noted that we issue access cards for selected high school students, Retirement Learning participants, and other groups of individuals.
There seemed to be a group consensus that we should examine and review our current procedures affecting the issuing and rights associated with library access cards.
ARL New Model Scholarly Works Study
David Carpenter asked the other library directors for their assistance and support of the Heard Library's participation in an ARL study; the ARL Study of Emerging New Model Publications. David went on to briefly describe the nature of the study and what it would involve.
The Vanderbilt libraries are registered as an institutional participant in this study, as Paul Gherman felt that it was important for us to contribute data to it. At Paul’s request, David had agreed to coordinate the Heard Library’s participation in the ARL study. Subject liaison librarians from Central Library and other Vanderbilt libraries need to participate to make the survey successful. Fortunately, participating in this study should not take much time for each of the ARL "field study librarians."
LDC members agreed that that this seemed to be a worthwhile endeavor. David promised to send each of them further information about the ARL Study of Emerging New Model Publications. He will be glad to offer one or more sessions to go over the procedures for the study if that seems helpful and desirable.
Planning for the New University Librarian
Flo Wilson updated the group on the progress of the search for a new University Librarian. She noted that one of the three applicants for the University Librarian position who was scheduled for an interview had withdrawn his application for the position. One of the other candidates will be invited to interview in his place.
It would be very helpful to the new University Librarian to learn more about each of the libraries. With that in mind, Flo asked each director to prepare an annual report for his or her library covering FY 2007/2008. The annual report should be completed and submitted to Flo by the end of July. Directors should also insure that position descriptions are up-to-date for librarians and other staff members in his or her library.
Celia Walker noted that a summary of committee activities and accomplishments would be helpful to for the new University Librarian to review. Martin Cerjan reported that he had prepared a "How Does this Place Work" document.
Flo asked that each library director also contribute a copy of his or her library's goals statement if one has been prepared. If there is a separate statement of goals for public services that would also be helpful to include.
Announcements
Management Library Director Search
Flo pointed out the need to begin a search for a new director for the Management Library sometime soon.
The Owen Graduate School of Management intends to move into a new building in five years. Hilary Craiglow is serving on an Owen committee to plan for the new building. At this time, it is difficult to predict what changes in the Walker Management Library and its services will be necessary in parallel to that big change.
We also do not know what changes might occur due to the establishment of a new vision and organizational structure for the Vanderbilt libraries as a whole, under Chancellor Zeppos and a new University Librarian. The impact of a potential new budget structure is another unknown right now.
LDC members discussed questions and offered suggestions associated with how to best search for a new Management Library director in consideration of the factors noted previously.
Peabody Library Renovation Project
Celia Walker shared plans for the renovation/construction project in the basement of the Peabody Library. She described the new configurations of space that will occur with this project, and how they will support new or improved library services. There are also plans to renovate two other areas of the library, if funding can be found.