CARLI Board Minutes: June 11, 2021

Attendance

Members attending: Fred Barnhart (Northern Illinois University), Spencer Brayton (Waubonsee Community College), Anne Craig (CARLI), Rebecca Donald (Trinity International University), Karen Janke (Erikson Institute), Jacob Jeremiah (Oakton Community College), Tammy Kuhn-Schnell (Lincoln Land Community College), Taran Ley (Southern Illinois University School of Medicine), Greg McCormick (Illinois State Library), Rob Morrison (National Louis University), Matt Ostercamp (North Park University), Pattie Piotrowski (University of Illinois Springfield), John Pollitz (Southern Illinois University Carbondale), Sharon Silverman (City Colleges of Chicago), Frances Whaley (Kishwaukee College)

Guest:Dallas Long (Illinois State University), Marianne Ryan (Loyola University Chicago), Dan Szajna and Sarah Zehr (University of Illinois System)

Staff attending: Debbie Campbell, Margaret Chambers, Elizabeth Clarage, Timothy David, Diane Day, Christopher Delis, Gordon Fellows, Jessica Gibson, Denise Green, Michelle Haake, Kristine Hammerstrand, Katrina Little, Amy Maroso, Jennifer Masciadrelli, Todd Pavlik, Adrienne Radzvickas, Nicole Ream-Sotomayor, Chris Saunders, Ted Schwitzner, Nicole Swanson, Jenny Taylor, Bradley Woodruff

Decisions

  • Minutes of the March 5, 2021 Board meeting were approved prior to the meeting.
  • Sharon Silverman (City Colleges of Chicago) was selected as the 2021–2022 Vice-chair/Chair-elect.
    • Appointments to Board Committees are complete. Board committee members are:
    • Finance: Karen Janke, Jacob Jeremiah, and Dallas Long
    • Personnel: Spencer Brayton, Matt Ostercamp, and John Pollitz
    • Program Planning: Rebecca Donald, Pattie Piotrowski, and Spencer Brayton
    • Scholarship Review Committee: Marianne Ryan, John Pollitz, and Shannon Pohrte
  • Assignments of Board committee liaisons are complete. The liaisons are:
    • Collection Management Committee: Taran Ley
    • Commercial Products Committee: Matt Ostercamp
    • Instruction Committee: Rebecca Donald
    • OER Committee: Karen Janke and Jacob Jeremiah
    • Preservation Committee: Pattie Piotrowski
    • Public Services Committee: Spencer Brayton
    • Resource Sharing Committee: Sharon Silverman
    • Technical Services: Taran Ley
    • Discovery Primo VE Task Force: Dallas Long
    • E-Resources Management Task Force: Sharon Silverman
  • The Board approved the I-Share Resource Sharing Code as revised. The revised code will take effect July 1, 2021. The revisions include:
    • Updated language to reflect the implementation of Alma Primo VE
    • Language regarding ILLINET resource sharing removed
    • Website posting of facility hours and access policies required
    • Records kept as current as possible
    • References the elimination of fines and fees for overdue materials and processing fees
    • Section numbers added to allow for easier citing of policies
  • The Board approved the FY25–27 Membership fees calculated using the formula approved by the CARLI Board of Directors in March 2019.
  • The Board approved the Recommendations for FY25–FY27 I-Share Assessments. The I-Share Assessments formula will use the same Carnegie Classification multipliers and the same student FTE data as the CARLI Membership Fee formula. I-Share Assessments are recalculated for FY25–FY27, with a new methodology using two factors:
    • A common base fee component charged to each I-Share institution PLUS
    • A proportion of the remaining total of the Ex Libris annual invoice for Alma/Primo VE including savings for the next system, calculated using CARNEGIE CLASSIFICATION MULTIPLIER X FTE
      Other factors used in setting the FY25–FY27 I-Share Assessments:
    • The maximum increase for assessments between FY24 and FY27 cannot exceed $21,000, or $7,000 for each of the three fiscal years covered (FY25–FY27); and the maximum increase for assessments between FY24 and FY27 cannot exceed 27%.
    • The maximum decrease for assessments between FY24 and FY27 cannot exceed 10%.
    • The assessments for non-academic research libraries are calculated in parallel with the CARLI Membership Fee methodology.
  • The meeting was adjourned at 1:35 p.m.

Announcements

  • The University of Illinois expects a flat budget for FY22.
  • CARLI Senior Director Anne Craig gave her FY21 Budget Presentation to the University System Office in April. CARLI was credited for its great work. CARLI staff are working with the system office to showcase the work of CARLI in statewide higher education.
  • Barbara J. Wilson, executive vice president and vice president for academic affairs for the University of Illinois System, will take office July 15 as president of the University of Iowa.  Avijit Ghosh, vice president/chief financial officer and comptroller for the University of Illinois System since 2018, has been named interim executive vice president and vice president for academic affairs, effective July 15. Ghosh will serve until a national search is conducted for a permanent successor to Wilson.
  • CARLI has learned from Ex Libris that we are currently over our contracted bibliographic title count in Alma. As the title count is one of the Alma pricing metrics, CARLI staff have started working with Ex Libris to create reports of duplicate records that can be deleted, and exploring options for making better use of the Network Zone to manage widely held electronic resources. CARLI staff will be developing best practices for record management and working with I-Share libraries on this high priority data cleanup project over the next year.
  • Results of the 2020 Board election were announced. The newly elected members who will serve three-year terms (July 1, 2021–June 30, 2024) are Rebecca Donald (Trinity International University), Dallas Long (Illinois State University), and Shannon Pohrte (Elgin Community College). Directors appointed to one-year terms are: Marianne Ryan (Loyola University Chicago), Sharon Silverman (City Colleges of Chicago), and John Pollitz (Southern Illinois University).
  • The Board thanked outgoing members Fred Barnhart (Northern Illinois University), Tammy Kuhn-Schnell (Lincoln Land Community College), Rob Morrison (National Louis University), and Frances Whaley (Kishwaukee College) for their service to the Board. The June 11 meeting was their final Board meeting.
  • The Board meeting dates for 2021–2022 will be September 17, 2021, December 3, 2021, March 11, 2022, and June 10, 2022. Board meetings in 2021 will continue to be held via Zoom, with possible in-person/Zoom hybrid model for meetings in 2022.
  • The 2021 CARLI Governing Directors Meeting will be held via Zoom on Thursday, November 4.
  • The 2021 CARLI Annual Meeting will be held via Zoom on Wednesday, November 10.
  • University of Illinois System staff will begin returning to work in the fall, assuming Illinois conditions continue to improve.
  • The University of Illinois System/CARLI has been awarded a 3-year $1.08 million from the US Department of Education’s Open Textbooks Pilot Program–a competitive grant program based on US Senate Majority Whip and Illinois Senator Richard Durbin’s Affordable College Textbook Act. The grant will fund Illinois SCOERs (Support for Creation of Open Educational Resources), a program that will provide access to open textbooks and personalized learning tools for entry-level courses in high-demand health care and human development career paths. The grant period is three years, 9/1/21-8/30/24.
  • The CARLI I-Share Migration Team was selected as the 2021 Distinguished Employee Leadership and Team Award (DELTA) recipient by the University of Illinois System. This annual award recognizes University of Illinois System office employees for their exceptional accomplishments, service, and dedication.
  • CARLI is accepting applications for the CARLI Scholarship through June 30.
  • Senior Director Anne Craig is attending Leadership Illinois.
  • CARLI has continued to hold weekly open “office hours” calls to discuss Alma and Primo VE topics, as well as open conversations addressing technical services and fulfillment. Recordings of the sessions are made available on the CARLI website (unless proprietary or confidential information is shared).
  • CARLI will once again purchase a block of registrations for the new ELUNA Learns webinars being offered by the Ex Libris Users of North America.
  • Following the implementation of Alma Primo VE, CARLI has discontinued Illinet borrowing. ILLINET libraries are directed to complete ILL requests through OCLC with delivery continuing via ILDS. Information has been provided to RAILS and Heartland Library System.
  • CARLI continues to work with EBSCO to implement OpenAthens Identity and Access Management Service for interested libraries and implementation times are moving along now that we are through the initial backlog. As of June 9, 76% of I-Share libraries (68) have opted in and 63% of non-I-Share libraries have opted in. Any CARLI Governing Member library may still opt in to Open Athens, which will be paid for by CARLI through June 30, 2023.
  • E-resources update: The FY22 Selection Cycle closed with an overall decrease in subscription spending of less than 1%, with the biggest decrease in spending from community colleges. The ten most popular subscription products were: Chronicle of Higher Education, PsycArticles, Oxford English Dictionary, Black Thought & Culture Annual Access Fee, Women & Social Movements Annual Access Fee, PsycInfo, Nexis Uni, Credo Reference Academic Core, MLS International Bibliography, and Communication and Mass Media Complete.
  • The FY21 CARLI Ebook program will end on June 30. CARLI staff will soon share with each member the preliminary list of ebook titles that will be purchased for perpetual access. Members will also receive their institutional usage information so they may purchase consortial access for titles that will not be on the consortial purchase list.
  • Through the member-funded FY22 Ebook program, all Governing members will have access to ~23,000 titles from Wiley Online Books (all collections and all years) and to ~3,200 titles from Oxford University Press Ebooks (Subjects: Biology, History, Law, Music, Political Science, Psychology, Religion, Social Work, and Sociology from publication years 2018–June 2022.)
  • CARLI has been working with the University of Illinois library to extend their Institutional Repository solution to CARLI members in order to establish a multi-tenant IR. CARLI and UI library staff are working through plans for pricing and building a timeline for pilot project.
  • CARLI migration of services into the cloud is nearly complete. CARLI is utilizing Amazon Web Services (AWS) cloud hosting service procured by the University of Illinois System, for most services, with Alma Primo VE providing vendor hosting for I-Share. The move to AWS from CARLI-managed servers is projected to ultimately save staff resources and real dollars, since total replacement of CARLI-owned hardware was overdue.
  • CARLI has had a very successful pilot year participating in the Professional Development Alliance, a group of nine library consortia dedicated to sharing free professional development opportunities with other alliance members. CARLI-sponsored programs shared with the PDA have increased registration counts and visibility and CARLI members are benefiting from PDA-partner programs and collaborations.
    • An average of 146 attendees registered for each CARLI program with a 55% live attendance rate and an average of 33 views of the recordings afterwards.
    • On average, 84 additional PDA-partner members and had the opportunity to benefit from each of CARLI’s programs that would otherwise have just been offered to our members.
    • 100 PDA programs have been offered to all PDA consortia members from September 2020-June 2021.  In a sampling of 29 PDA-partner events, an average of 23 CARLI members attended each PDA offering.
  • CARLI is in the final stages of implementation for our OER Commons Hub Open Illinois. The site launch is tentatively set for mid-late July.
  • CARLI has been granted a one-year, no-cost extension to the CARLI Counts award that will allow us to offer an additional cohort (the program was originally slated to include two cohorts). Cohort 3 will meet exclusively via Zoom, with team presentations at the 2022 CARLI Annual Meeting. Applications are due by July 15.
  • The Program Planning Committee sponsored the Undergraduate Research Webinar Series consisting of eight webinars spanning across four days which focused on academic library support of undergraduate research. Attendees learned about the University of Miami’s Library Research Scholars and Adobe Scholars Program, supporting students in remote research experiences, providing research consultations in a pandemic environment, integrating information literacy into undergraduate research, building and leveraging relationships across campus to support undergraduate research, and fostering inclusion and equity through course-based undergraduate research experiences. Moderated by Stephanie Davis-Kahl, University Librarian at Illinois Wesleyan University, the series sparked a huge level of interest from institutions across the US, with 797 total registrants across the four days, 422 live attendees, and 124 views of the recordings.
  • The Diversity, Equity, and Inclusion Task Force convened for preliminary discussions in late 2020 and then began regular meetings in January 2021. The task force began its work by examining CARLI’s mission, values, and strategic priorities, with an eye to updating these foundational documents. Revised documents will be presented for Board discussion and approval at their September meeting. The task force started with a shared commitment to take substantive steps, such as supporting students of color with a scholarship and internship. CARLI staff began working with CARLI’s iSchool in order to explore possibilities for a CARLI Member Library Internship Program.
  • Committee Annual Reports will be available from the CARLI website by June 30.

Tasks Assigned

  • CARLI will work with board members and Sharon Silverman to create a revised model for Board meeting agendas.
  • CARLI will work with Board Liaisons and Committees to refine the role of the Board Liaisons.
  • The CARLI staff will post the revised I-Share Resource Sharing Code to the website and inform the membership.
  • CARLI will post the FY25–FY27 Membership Fees and I-Share Assessments and will inform the membership
  • CARLI will work with the DEI Task Force to finalize the Mission, Values, and Strategic Priorities.
  • CARLI will meet with the UIUC iSchool to discuss ideas from the DEI Task Force and possibilities for moving the internship proposal forward.
  • CARLI will hold an All Committees Webinar to kick off FY21 in a coordinated manner and to discuss the review of their work.

Meeting Dates and Deadline

  • 2021–2022 Board meetings:
    • Friday, September 17, 2021 (via Zoom)
    • Friday, December 3, 2021 (via Zoom)
    • Friday, March 11, 2022 (in-person and via Zoom)
    • Friday, June 10, 2022 (in-person and via Zoom)
  • 2021–2022 Executive Committee meetings (via Zoom): 
    • Wednesday, September 8, 2021
    • Monday, November 29, 2021 (Thanksgiving is Thursday, November 25)
    • Wednesday, March 2, 2022
    • Wednesday, June 1, 2022
  • 2021 Governing Directors Meeting(via Zoom)
    • Thursday, November 4
  • 2021 CARLI Annual Meeting (via Zoom)
    • Wednesday, November 10