L318 Learning Resources Center
Illinois Central College
October 13, 2006, 10:00-3:00

Conference Call Option:  217-244-7526

Present: Stephanie Atkins (UIU), Xiaotian Chen (BRA), Felix Chu (WIU), Tony Glass (EUR), Carlos Melian (NEI), Larissa Moebs (ICC), Lorna Engels (CARLI), Kris Hammerstrand (CARLI)

Phone: Judy Anderson (SVC), David Bell (EIU), Jennifer Hansen-Peterson (AUG), Cathy Salika (CARLI).

Absent: Tom Goetz (WRH), TJ Urbanski (ISU), Paige Weston (CARLI).

1. Announcements: None

2. Approval of minutes for September 8, 2006 meeting: Approved.

3. Committee/Task Force Reports

Acquisitions & Serials Team: Carlos Melian – Planning for the December 7 forum at Governor’s State University.  The focus of the forum is on electronic resources and the title is “Mass Migration: Moving from Print to Electronic”. They plan to open with a panel discussion followed by breakout sessions, and ending in a large group discussion. They had good conversations on the monthly conference call. Next meeting is this coming week by conference call.

Cataloging and Authority Control Team: Tony Glass – They met in an October 3 conference call. Fall forum registration is now open. “New developments in Cataloging – I-Share and Beyond” at UIS in Springfield. They also discussed several ongoing issues. Casey provided a new Access query to clean up 019 tags. It is posted to the shared SQL page. They are working on a report for missing LCCN numbers. Casey is also testing a new routine for discarded bibs as part of the loading routine. 10-digit OCLC numbers are coming. Voyager 6.1 is supposed to accommodate the longer OCLC numbers. The Team is revising recommendations for cataloging electronic resources. Non-filing indicator searches are in place and working.

Resource Sharing Team: Jenny Hansen-Peterson – Susan Singleton joined the September 19th conference call. The Product and Services Vetting committee has received a request to look at the Odyssey product from Illiad. Odyssey provides electronic delivery to patrons. They would like the resource sharing team to look into how it might work with Arial and Illiad, and report back by January 1st. Document revisions are ongoing. Mel and Lorna are posting them to the website. WorldCat Delivery is also being looked at. The group is planning a late winter forum, possibly in a Chicago location. They will be working on plans at the October 16th meeting.

Instruction Team: David Bell – Met September 29th for a Camtasia training session. They are revising the scripts for the 12 tutorials to conform to the new names and appearance.  They should be finished with the scripts by December 8th and then they will begin producing the tutorials.  They are thinking of forum ideas. No forum planned until after new tutorials are complete. Courtney Green will remain as chair. Future meetings are October 24th and November 7th by conference call.

OPAC Team: Tom Goetz – No report.

4. CARLI Office Report: Kris Hammerstrand – Margaret Chambers, Assistant Director for Communications is now on board. She came to CARLI from the National Council of Teachers of English. Her focus will be to broaden communication to the library community and improve communication within the consortium. She reports to Susan Singleton. A formal assessment of CARLI services will be coming. . The new website went live September 29th, with a new look, feel, and server environment. The conversion to I-Share terminology continues. New features coming will include a back button, and printer friendly option. The calendar is easier to search. There will also be additional art work.  CARLI has purchased Voyager’ Analyzer, web-based reporting interface, at a great price for all I-Share libraries.  CARLI is working on including the new I-Share class of 2007 in the pricing. Software has arrived and servers are on order. It is a very resource intensive service. Fall testing is scheduled. It is easier to use than Access, will improve the reports distribution process, and has very nice graphs. It is possible to import Access SQL’s.  No ODBC drivers will be needed. There are no plans to phase out the Access system. Hope to be able to introduce Analyzer at a spring reports forum, but a forum is not sufficient time for training.

5. CARLI Board Report: Kris Hammerstrand – CARLI board accepted 6 of 15 applications for the class of 2007, and pre-approved 5 for 2008. The institutions that will be implemented in 2006-2007 are: Carl Sandburg College, Galesburg, Illinois Eastern Community Colleges, Knox College, Galesburg; Monmouth College, Monmouth; Saint Francis Medical Center College of Nursing, Peoria; Trinity International University, Deerfield.  The Illinois Eastern Community Colleges (IECC) comprises four institutions that share a common administrative structure that will be one CARLI member. IECC will have one I-Share database serving Frontier Community College, Fairfield; Lincoln Trail College, Robinson; Olney Central College, Olney; and Wabash Valley College, Mt. Carmel.  The institutions that were pre-approved for 2007-2008 are: Adler School of Professional Psychology, Chicago; Chicago School of Professional Psychology, Chicago; Erikson Institute, Chicago; Harrington College of Design, Chicago; Rush University Medical Center, Chicago. The class of 2007 is welcome to attend forums but won’t have Voyage documentation until they have officially joined. CARLI By-laws ballot regarding associate members coming at Membership Annual meeting November 3, at Elgin Community College. Next summer the State Library will roll out Web Junction (OCLC/Gates Foundation initiative).  It is a cooperative of library staff sharing and using online resources with the ability to do Wikis, RSS feeds, Web casts. It will be a flexible web presence for the State Library. Product and Services Vetting Committee is responding directly to requestors. Items under consideration:

Analyzer:  This was fast-tracked due to special pricing.

Electronic Chronicle of Higher Education:  Tom Dorst is looking for a sustainable model to purchase an electronic subscription for the consortium.  He hopes to notify the consortium before the January renewal deadline.  Consortial access may not be in place by January.

Odyssey:  This was sent to the Resource Sharing Team for consideration.  

RefWorks (citation management system):  This is a brokered service to get a discounted price.  It is expensive so a subsidy is not an option.

Electronic Resources Management Systems: Kris is going to try and coordinate some information meetings to determine what libraries are doing and what they need need and to investigate the state of the market. Not sure if CARLI will seek a RFP later.

Tagging:  The committee is not sure what to do on this request.

The new Digital Collections Users Group inaugural meeting is October 19th.

6. IUG opening:  Beth Cox from SIUC will no longer be able to serve on the committee. After much discussion and consideration, IUG selected a replacement.  Felix will send the person an invitation to join IUG. 

7. Other reports, etc.

Thank you letters: Cathy Salika summarized the need to keep it simple and to use time at each meeting to think of people to thank (e.g., recent forum).  IUG decided to keep it on the agenda monthly under “Other Business”. In terms of workflow, the CARLI staff will prepare the letters and give them to the IUG chair.  It will start at the beginning of this school year. The committee is to bring a final draft for next meeting.

Mentors for new libraries (Larissa & Jenny): Mentors should be willing to host a visit, act as a sounding board for questions on workflow and procedures not covered in “best practices,” and recommend various forums and training sessions. In all cases mentors provide the live environment to supplement the I-Share training. Larissa will draft a call for mentor libraries for next meeting.

WorldCat delivery (Jenny): Jenny shared a power point presentation from OCLC. The delivery system would automatically update Circulation when requests were filled in WorldCat. The requests are not mediated. The infrastructure is not in place for Endeavor products to interact with it.  OCLC is also interested to see if libraries would like the option of home delivery.  Libraries would need to pay for the delivery.  This would not provide any further value in I-Share. This seems to cause more problems that it solves. IUG does not wish to recommend this to Product and Services Vetting committee. If Resource Sharing, as a group, decides that they would like to make the proposal to Products and Services Vetting, that you all were welcome to do that. But that would have to be without the support of IUG.

Media scheduling (Steph) Additional documentation project is pending. Endeavor has very little information out there. 3 new libraries have received the software.

8. Formalize communication concerns regarding internal CARLI communication. We will wait to see how things develop. Kris will invite Margaret Chambers to our next meeting.

9. Other Business

Formalize communication concerns:  Some members raised concerns about the ambiguous organization of the various CARLI committees and the need to avoid duplication of effort.   

SFX training? Paige is looking for a pattern of needs. I-Share offers initial training every year.

I-Share training is offered every year on all modules. Individualized training can be arranged if classes do not meet a specific need (ex. new employee).

Future agenda items:

    Margaret Chambers on communication
    Final draft of Thank you letters
    Draft of call for mentor libraries

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Board

Executive Committee
Finance Committee
Personnel Committee
Products and Services Vetting Committee
Program Planning Committee

Collections Working Group
E-resources Working Group
Preservation Working Group
Public Services Working Group

Digital Collections Users
I-Share Users
I-Share Acquisitions & Serials Team
I-Share Cataloging & Authority Control Team
I-Share Instruction Team
I-Share OPAC Team
I-Share Resource Sharing Team

Illinois Repository Task Force
Image Database Task Force
Learning Objects Task Force
Library Tools Task Force
Seamless Access Task Force
Statewide Serials Collection Task Force