CARLI Office
Conference Room 242
June 13, 2007, 10:00-3:00

Present in person:  Carlos Melian (NEI), Stephanie Graves (SIC), Felix Chu (WIU), Tony Glass (EUR), Tom Goetz (WHR), Xiaotian Chen (BRA), Larissa Moebs (ICC), Courtney Greene (chair Instruction), Hilary Kraus (chair OPAC), Paige Weston (CARLI), Lorna Engels (CARLI), Kris Hammerstrand (CARLI)

Present on phone: Jana Brubaker (chair Cat. & Auth. Control), David Bell (EIU), Jennifer Hansen-Peterson (AUG), T.J. Urbanski (ISU), Lynn Bierma (ISL, chair Resource Sharing), Cathy Salika (CARLI)

Not attending: Cindy Fuller (  , co-chair Acq/Serials), Stephanie Atkins (UIU)

1. Announcements:  
   • The chairs of several of the IUG Teams are attending today, welcome.
   • Jennifer Hansen-Peterson will be leaving IUG as she has take a position at a public library
2. Approval of minutes for May 11, 2007 meeting:  Approved
3. Committee/Task Force Reports (see end of year reports for details on all)
   • Acquisitions and Serials Team: Carlos Melian – The team has supplied their year-end report to the IUG chair to help write IUG year-end report.  Of note from their report:
     • Co-chairs Tammy Schnell and Cindy Fuller. IUG discussed the functionality of having 2 chairs for a committee
     • Open conference calls are still happening regularly, determined to offer quarterly after having a survey gauging interest
     • Their Forum went well
     • They have five (5) committee openings
   • Cataloging and Authority Control Team: Jana Brubaker (Chair) - The team has supplied their year-end report to the IUG chair to help write IUG year-end report.  Of note from their report:
     • John Whisler left the committee
     • Update to CARLI-ize and update to Voyager 6.1
     • 2 Forums
       • Springfield – focus new developments in cataloging
         Columbia College – focus on new cataloging standards
     • 4 committee openings
   • Resource Sharing Team: Lynn Bierma (Chair) - The team has supplied their year-end report to the IUG chair to help write IUG year-end report.  Of note from their report:
     • Had some membership changes over the course of the year
     • Revised and wrote new documentation, concerning circulation & universal borrowing functions
     • At request of CARLI Board the team investigated the Odyssey software for resource sharing
     • Held a forum at Kankakee Community College
       • More interest in UB issues than workflow discussion
       • Desire for discussion of copyright issues
       • Premiered IUG’s mentoring program – calls for further discussion*
       • Premiered a Call-In possibility for forum attendees which garnered a mixed response**
       • Thank you’s to CARLI staff and Jenny as liaison
       • Expressed a strong need for a Resource Sharing Policy review – waiting for the State Library to complete revisions of the ILLINET Interlibrary Loan Code in order not to duplicate efforts; the ILLINET ILL code takes precedence over the I-Share Resource-Sharing Code, so it behooves CARLI to wait on ISL's action
       • 4 openings
       * Mentor program – need to review specific practice, possibly get mentors/mentees in contact earlier; establish guidelines for mentors.
       **T.J.  suggested that we consider web casting for future – IUG will look into the possibility
   • Instruction Team: Courtney Greene (Chair) – The team has supplied their year-end report to the IUG chair to help write IUG year-end report.  Of note from their report:
     • EndUser tutorials have been revised and reviewed
     • Conducted an instruction needs survey regarding current instructional practices – and CARLI-sponsored services, resources, and events relating to instruction
     • Planning forum – November 7, 2007 at Heartland Community College – focus on Learning styles and Assessment – Beth Woodard will be the morning speaker
     • Significant interest in more training in Camtasia and in packaged staff training using Camtasia
       Carlos raised the point of non-Voyager software training by the Voyager user’s group committees and the questions of where to draw the lines about what software the Instruction Team “trains” for and how specific the Team can be relative to things like individual training of staff at specific schools.  General consensus that the Team probably does not want to do training on specific software.  User Services staff is thinking on how to reconceptualize staff training
     • 4 openings
   • OPAC Team: Hilary Kraus (Chair) - The team has supplied their year-end report to the IUG chair to help write IUG year-end report.  Of note from their report:
     • Hilary will be continuing as chair next year
     • Approximately 30 libraries have implemented the new books list in the catalog
     • Implemented many improvements to the catalog for positive user experience
     • Suggestion that the “Help” pages are not being used so they linked the Instruction Team’s tutorials into the OPAC
     • Team is keeping an “Enhancements” Log (http://www.carli.illinois.edu/comms/iug/iug-opac/iug-opac-reports/opac-tasklist.html)
     • Team would like to see progress made on Usability Study work in the future
     • 4 openings
4. CARLI Office Report
   • Bib loads are complete and patron loads are in review for the new member libraries – still on schedule to be in production for all but UB by 7/1/07
   • No date yet set for UC freeze and rebuild
   • Susan is meeting with the CARLI library directors for pre-planning for the CARLI strategic plan
   • CARLI has obtained Wimba, but User Services staff  have not been trained on it yet – general sense that it is not good for committee meetings but will be for training
   • CARLI staff were informed they would be moving to a different, probably off-campus facility where the different offices of CARLI (UserServices, DataServices, TechnicalServices, Administration) will be housed together.  Spaces are now being considered, but an actual move would not happen for some time. 
   • User Interface front end – still in the investigation phase –
     • Primo
     • Open Source with U Rochester, NY – Susan has signed letter of intent to participate at some level
     • Aquabrowser
     • WorldCat Local
   • Looking into MARCIt! (an ExLibris product)
   Carlos suggested that the time has come for IUG to have a conversation with CARLI office and administration to determine IUG’s role in the future of CARLI; T.J. seconded and Paige agreed.
5. CARLI Board Report – minutes are posted online.  In addition to the Office Report (above):
   • Mel and Cathy had a day of troubleshooting with ExLibris (Voyager product support) for, mostly, UB issues – good step forward to try to fix bugs
   • Statewide delivery proposal
     • RFP’s went out
     • Currently at “Best and Final Offer” point in the bidding process (will not cover intra-system delivery)
     • 24-hour (working day) delivery among all I-Share libraries
     • 2 bids requested from each
       • As the current delivery sequence has it
       • Expanded base for direct college-to-college delivery
   • Applications for the next round of I Share libraries will begin soon (6 are pre-approved from last round)
   • Resource Sharing Policy review (see above) confirmed on hiatus, pending action by the State Library
6. Other Business
   • Forum Evaluation
     • Carlos shared copies of simplified forum evaluations
     • We discussed what we were trying to discover from these documents (What was the goal)
     • We agreed to remove the Likert scale evaluation areas in favor of the simpler questions (phrasing still to be determined):
       • What was the most useful aspect of the program? / What will you take home with you and use?
       • What could have been improved?
     • Kris suggested that to simplify the evaluation forms, CARLI collect demographic information on the online registration form
     • Also suggested, for improvement to both the evaluation and the mentoring program, move evaluation of that experience to a “personal” follow-up so that non-participants do not even need to consider it.  However, suggestion removes PR opportunity for mentoring program: non participants would not be reminded the mentoring program exists.
   • Reviewed proposal for Usability Team
     • Revisited discussion on scope and intention of this team
       • Who are the customers for this group?
       • Individual libraries
       • Other task forces and teams
       • Team as clearinghouse for questions, then match the question to the institution who will do it
       • Possibility of blanket approval for human subject research was raised
       • Carlos suggested a standard IUG team with 9 members
       • Tabled to next meeting the creation of the charge, guidelines and actual mechanics of making it real, then we revisit writing the proposal
     • IUG members still convinced that this should be a CARLI-wide team, not limited to IUG
   • Annual Report – closely reviewed what was written and approved with minor changes as well as new content from today’s discussions
   • From discussion with Team Chairs present, a need arose for more PR about what IUG and the various teams actually do
     • Carlos recommended announcements with specific links to each Team’s reports for major accomplishments
     • And IUGblog was recommended and the CARLI newsblog (http://www.carli.illinois.edu/mem-serv/comm-dev.html) was referenced
     • This will be added as an agenda item for future meetings
     • For more with this we will invite Margaret Chambers to come to the August IUG meeting
     • Felix mentioned something that sends the e-mail equivalent of an RSS feed as possible means to get information out
     • Courtney suggested monthly Team Chair reports of the highlights of what their team is doing
     • Further discussion to get involvement and market what people look for  and where they would normally look to see it
   • IUG Nominations and Team Appointments – all accepted.  Felix will contact team appointees to confirm interest
7. Next meeting Friday July 27, 2007, 10 a.m., CARLI Offices, Champaign

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