University Library Council
Minutes of the Meeting
December 14, 2005

Present: Klumpp (chair), Baughman, Burright, Cavaliero, DeWitt, Dix, Francescato, Greer, Lapin, Peres, Ruschoff, Shih
Absent: Newhagen
Meeting with Council: Charles Lowry, Dean of Libraries

Topic: Minutes of November 30, 2005
Outcome: Approved as written

Topic: Chair's Report (Klumpp)

• Spoke with Jerry Miller, chair of Campus Plan of Organization Review Committee (PORC), concerning a schedule for mandated review of the Council structure. There are no potential changes in the Plan of Organization relating to councils planned, but could be created. The Senate Elections, Representation, & Governance Committee, not the PORC, is the appropriate committee to which ULC will report. Miller suggested that fall semester would be the more appropriate time for such a report, although spring is also possible.
• Reviewed Spring Semester meeting schedule. With a couple of exceptions, Fridays from 10:00-11:30 appear to be a good meeting day for the majority of ULC members. [Note: Since this meeting, Klumpp confirmed the following dates and times. All meetings will be held in Dean Lowry's conference room, 6131 McKeldin]:
  
     Jan. 27, 10:00-11:30
     March 3, 2:00-3:30
     March 31, 10:00-11:30
     April 21, 2:00-3:30
     May 12, 10:00-11:30



• Announced that this would be the last ULC meeting supported by Loretta Carstens, who has accepted the position of Staff Assistant to the Provost, and thanked her for her support to the Council through the terms of the past three ULC chairs.

Topic: Report on DRUM (Susanna Van Sant)
Van Sant, Interim Leader, Collection Management Team, reported that since DRUM was established in August of 2004 as the institutional digital repository for the University of Maryland, 2718 items have been deposited: 1,000 technical reports by computer science; 2,000 dissertations (and some masters theses) since December 2003; and over 70 individual submissions by faculty. She emphasized that faculty members may only deposit complete works of scholarship, not lecture notes or multiple drafts.
Progress reported:

• The Libraries have completed interviewing candidates for the position of full-time DRUM coordinator, whose responsibility will be to build the collection by assessing the policy, work flows, technological capabilities, and where changes are needed to encourage further deposits.
• Van Sant distributed a promotional brochure, which the UM Libraries developed on DRUM and sent to every faculty member one year ago.
• Libraries have offered dedicated training for faculty who are new, about to retire, and for those having emeritus status.
• Training has also been offered to library liaisons to academic departments to enable them to promote DRUM and provide instruction to the departments.

1. appropriate Library representatives meet with Deans and senior staff to inform faculty about the advantages/opportunities in using DRUM and to educate them regarding author agreements and affordability for making research materials available to classes;
2. Lowry send to Deans an update on submissions, usage, and searching instructions with a request that the Deans forward the information to their faculty reflectors; and
3. information be linked from Ellin Scholnick's Faculty Affairs website.

Topic: Completion of Discussion of Issues Emerging from DeWitt/Wilkerson Report (DeWitt)
Past Chair DeWitt reviewed the "Three Proposed Strategies with Action Items for the Future," listed on the final page of the report "Library Perspectives on Library Services and Collections: Key Insights and Themes from Interactive Presentation to the University Library Council." Discussion included the need for colleges to support better funding of UM Libraries' budget, rather than viewing the library as a competitor for funds. For example, when Colleges purchase costly databases for their faculty and students, others on campus are denied the access that a Library purchase would provide. Supporting funds for this purchase by the library would be a better strategy for the campus's library holdings. Questions to be answered are: What are the databases? How many are there? Should the Libraries be made aware of them? Should there be a tie and link? With what databases do the Libraries become involved in oversight & management? Is there a server size concern?

Proposed next steps:

• Review the liaison system including compiling a list of best practices for Library liaisons (e.g. sit in on departmental meetings).
• Develop a segment table for diversity of Library needs across disciplines. (DeWitt advises that the lists be descriptive for the purpose of discussion, rather than prescriptive.)
• Under the theme "Funding for information," review the University's capital campaign and how it relates to both the Libraries and the Colleges. The source of funding should be considered, as well as how the funds are to be spent.
• Identify any issues that should be added to the long term agenda document.

Topic: Setting priorities for Spring Semester
Klumpp reviewed the Long Term Agenda Planning document.

• #1 Electronic Library Issues. Anne Turkos has been invited to attend the January meeting to discuss the TERPive project.
• Tasks for Spring:
  • #3 Communication between the library and the faculty
    Review the liaison system - how is it working? what are expectations? Schedule a time for Jennifer Hanna, Libraries' Communications and Public Relations Coordinator, to meet with ULC to participate in this discussion.
  • #6 Address the New Programs topic.
  • #7 Look at Changing Structure of Academic Publishing
    Work in when timing is right with the Senate Executive and Faculty Affairs Committees. How does one get a topic on the Senate agenda?
  • Items 2-7 are more long-term topics.
  • #5 Review of Library Council Bylaws can be scheduled for Fall Semester 2006.

Assignment over semester break:

1. Work on segment chart. (Are there groupable segments?)
2. Try using Research Port in preparation for a discussion about how useful it was and what, if any, improvements in functionality are needed. (Undergrad discussion with VBIC)

• ULC ties to Middle States through the Library Information Literacy contribution to the report;
• Copyright management website (working with Anne Bowden in its development);
• Under technology issues, add briefing report on Fedora by Susan Schreibman.

Klumpp adjourned the meeting with an expression of thanks for Council's work during a rigorous fall agenda and a wish for happy holidays.
Next meeting will be January 27, 10:00 -11:30, in 6131 McKeldin.

Submitted by Loretta Carstens