Agenda
Meeting notes--Bill Hook
- New NIH Public Access Policy
Email distributed earlier. Any ideas about how the Library might proactively respond? Paul copied Dennis Hall and Nunzia Giuse on this as well.
- Budget
- Annual evaluations
- Announcements and Library updates
Present: Flo Wilson, Roberta Winjum, Sue Erickson, Juanita Murray, Celia Walker, Lisa Shipman, Holling Smith-Borne, Martin Cerjan, David Carpenter, Bill Hook, Tracy Primich, Frances Lynch
Meeting notes
- Annual Performance Evaluations – It is once again time for annual evaluations. Lisa indicated the date by which she had to have completed evaluations from supervisors was April 30th. We have had no conversations about changing the procedure, so the same 3 level ranking used last year will apply for evaluations again this year. Procedures and forms for the process are available on the Heard Library staffweb at: http://staffweb.library.vanderbilt.edu/perc/2005percforms/MainEvalFormsPg.htm
As was the case last year, only those staff members who are rated as having Exemplary Service are eligible to be put forward for a Merit Award. Lisa will send the performance criteria document to library directors, which will provide the definition of meritorious service. Supervisor evaluations for persons with such a rating should explicitly reference why this rating is deserved, and that will serve as the narrative for the merit nomination, so no additional nomination submission is necessary. Library directors should submit the names of those for whom a merit award is proposed.
A question was raised about whether staff hired in February should have an evaluation done. Lisa responded that those who have finished their 90 day (or 6 month for exempt) probationary period would need to be evaluated. New staff evaluations might be briefer, though ALL evaluations should include goals set for the coming year.
Lisa then mentioned the Conflict of Interest forms. An email will be going out this week to all staff about this. Please ask staff to complete these by March 1st.
- Budget Update – Revised budget figures were distributed to library directors yesterday. Growth of the overall library budget was reduced, at the direction of the Provost’s Office. The overall IDS increase was held to 4.25%, made possible in part by the Provost’s office ability to minimize expenses for the Archives Annex purchase and operating budget for the first year. Even with that arrangement, it was necessary to reduce other areas and a decision was made to constrain the increases in materials funds, rather than cutting operating expenses. An increase of 3.82% for materials funds was added to all libraries budgets. Library directors are free to pursue exception requests for materials with their Deans – though any adjustments need to be agreed upon and submitted to Lisa by Friday. It was requested that if Directors will be meeting with their Deans, to please include the budget officers as well.
- NIH Public Access Policy – Paul forwarded to library directors information from ARL about this new requirement for NIH funded publications. As of April 8, 2008 any publication produced as a result of any NIH funding must be deposited in PubMed Central and be freely available. The question was what role libraries should have in educating faculty and facilitating their compliance with this mandate. Frances indicated that Eskind has produced a list of journals that have indicated they will automatically forward articles they publish to Pubmed to comply with this requirement. They also plan to provide a repository service for Vanderbilt faculty, to facilitate the submission process for publications that do not automatically do this for the author. They are also forming a team to work on educating faculty about this new requirement.
It was asked if there was an office on the University side that is responsible for communication and support for grant funding similar to a very effective office on the Medical Center side. This is under the purview of Sponsored Research on the university side. Flo commented that this might be a fruitful topic for a future LDC meeting.
- Announcements – there were none.
Adjourned at 1:56pm. Notes submitted by Bill Hook