April 18, 2008

Present: Christophe Andersen, COL; Cindy Fuller, MIL; JoAnn Hounshell, IIT Kent; Jen Masciadrelli, CARLI; Carlos Melian, NEI, IUG Board Liaison; Sharon Nelson, NIU; Ted Schwitzner, ISU; Tammy Schnell, LLC; Rachel Wightman, NPU.

Absent: Anne Hudson, CARLI; Todd Spires, BRA; Michelle Toohey, SIE.

Meeting convened at approximately 11:05 a.m.

1. Minutes of March 20, 2008 were approved.


2. CARLI Report, Jen:
   
   • The CARLI office move will take place later in May than originally hoped but everyone should still be settled in by June.
   • Still tuning the Oracle 10g upgrade & trying to get things back to normal.
   • The new I-Share libraries are doing their test patron loads. Production loads will begin mid-May.
   • The ICAT & Resource Sharing forums were held recently and apparently very well received.
   • The Board has approved issuing an RFP for an ERMS product. CARLI is starting a group (with Jen as chair) and librarians from various institutions around the state to work on the RFP.  They hope to announce a decision at the CARLI annual meeting in October.
   • At the Resource Sharing forum Paige demonstrated the VuFind interface for the catalog. "Early adopters" in CARLI will be getting their URLs soon. There are 13 schools in the "early adopters" group, a mix of small/large and public/private institutions.


3. IUG Report, Carlos:
   
   • Teams reported to IUG on various forums. They discussed the Liaison Forum for next year and how to handle items that didn't quite fit into a specific "team." There is interest in a Reports forum, but the status of the Analyzer implementation is holding up progress. Individual forums have been covering reports in the meantime. Some new training sessions on reports might be helpful due to staff turnover and the new libraries coming on board; Jen will ask Amy (who coordinates training) if anything is in process.
   • Additional training on SFX was discussed but no decisions have been made yet.
   • A proposal for consortium-wide resource sharing for articles (e.g., Colorado State's "Rapid") went to Products & Services Vetting and has been referred back to CARLI staff. Carlos will be following up with Kris about current status. NEI is using Ingenta and the British Library's new unmediated document delivery service to users' desktops – while the latter was difficult to set up, they recently succeeded in getting a document within an hour.
   • Reminder that IUG reports are due in June.
   • Carlos commented he moderated a  technical services breakout session at the IACRL pre-conference on "the future of academic libraries" that had a lively discussion about where technical services need to be over the next 5-10 years. He would like to see a similar group of discussions focused around specific problems (not a forum, but more like an "institute day" but across the consortium) and will bring this idea to IUG. Ted commented that we need to find ways to work collaboratively on problems we all share instead of trying to reinvent the wheel individually (e.g., shared cleanup of the UC (along the lines of "maintenance" under FBR); a "visiting librarian" program to share expertise across the consortium).


4. Acq/Ser survey: Jen reported this is ready to go out and will be released next Monday (21st).


5. June Open Conference Call topics: potential topics include dealing with credits and returns; paying with credit cards; prepay issues; creating negative invoices; audit trail concerns. Tammy & Christophe said they could put together some "cheat sheets" on using credit cards for the IACQ wiki, as they use credit cards often with online vendors.


6. Joint meeting with representatives from ICAT about the "workflows" joint fall program:
   
   • Looking for a date in September or early October that would not conflict with other events (ILA, CARLI annual meeting, etc.)
   • Looking to have an emphasis in the program on workflow assessment, analysis, and reorganization so as to provide guidelines and tools to enable libraries to assess/help themselves in streamlining processes from acquisitions to "on the shelf."
   • The target is to have a proposal completed for Program Planning by the end of June. Program Planning needs as much detail as possible on audience, needs addressed, venues, costs, competing/similar topics, etc. ICAT and IACQ members are to brainstorm specific issues for inclusion so all aspects are represented.
   • If the program is not Voyager-specific (and at this point it looks as if it will not be), attendance could be opened beyond the I-Share libraries to all of CARLI (& perhaps even beyond that).
   • It was agreed to allow the entire day for the presentation instead of using part of the day for breakout sessions.
   • It is anticipated that the workflows program would then kick off an entire year of workflow-related activities, e.g., conference calls, listserv discussions, spring forums, etc. on "workflows Voyager-style" and perhaps also programs on "change management" in general -- dealing with retirements, ILS changes (since Voyager 7 will probably be implemented next summer) and new technologies, all of which also have implications for workflow.
   • The workflows program would serve as the "fall forum" for both ICAT and IACQ (that is, there would not be this program plus additional fall forums).
   • Ted will do the initial contact with the proposed presenter; Jen & Amy will research possible venues; JoAnn will research possible date conflicts. Ted, Tammy, Sharon, Christophe, and Jen will assist in proposal development as needed.
   • Casey will set up a joint ICAT/IACQ listserv to facilitate communication during this project.
7. Other:
   
   • The May meeting will be May 16 and will be conference call only, 11 a.m. – 2 p.m.
   • The June meeting will be June 17 and convene at 10 a.m. instead of 11. The open conference call will be 10:30 – 11:30 a.m. followed by a break for lunch, then meeting as needed afterwards.
   • There will be four vacancies on IACQ next year. A question was raised about whether more than one person from the same institution could be members of the same team. Carlos said while there are no regulations against this, it doesn't happen in practice because of the emphasis on having a mix of institutions represented on each team.

The meeting adjourned at approximately 2 p.m.

Submitted by Sharon Nelson

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