Digital Reference Committee Meeting
Wednesday, July 7, 2004
CLIS (room 4113) from 10:30-12.
Facilitator: Beth
Note taker: Eileen
Present: Joan, Beth, Cindy, Laura, Eileen

NEXT MEETING: August 4th

Topic: Chat Scenario #1 and #2
Leader: Cindy

Discussion: In talking about the two scenarios, the members present felt that we would need Neal to discuss his scenario. Scenario 1 and 2 are very similar and we would like to have a scenario that is out of the current reference model. We had a discussion about reference work in general. Should this scenario include AskUsNow! ? The discussion is that we need to move out of the pilot phase of chat reference. The formula in scenario 1 is based on staffing. Suggestion was made to select one software package – that is would be easier to sell the service to other librarians. Reference services need to be integrated better than it is being done at this time. Integrating AskUsNow! will be difficult because most of the patrons are not UMD. New software might accommodate the routing issue. Neal and Julie are analyzing the transcripts and will give feedback on the outcome of the analysis of AskUsNow!. This could inform a recommendation for continuing or withdrawing from the AskUsNow! program.

New scenario proposed by physical location (McKeldin, Art & Architecture, EPSL, Pal, Chemistry, Shady Grove, Hornbake, Other.) Cindy will provide data on the number of reference librarians, number of hours that the reference desk is open in McKeldin and she agreed to coordinate getting that information from the other locations. Cindy will send a draft of the surveys that we discussed to DigiRef. We agreed to ask librarians how much time they spend on e-mail reference in a typical week.

Eileen will send the statistics from Josh Boyer at North Carolina. There are various like kind libraries forming consortium (University of Seattle is one).

TO DO: Draft survey for locations, survey for individual librarians (% of time being spent), Discuss at CPL, gather data on number of hours regarding reference. Cindy will take the lead on data gathering. Need to develop the model.
Find out what “aspiration peers” are doing – how long have they been offering e-mail and chat.
Send a link to article by Steve Coffman and Linda Arret entitled To Chat or Not to Chat.

Topic: Report on ALA Management of Electronic Reference Services program
Leader: Beth

Discussion: Report of presentations made at ALA. 1) UCLA reported – they are very aggressive in their marketing. T shirts (Ask a Librarian Online) – we think for the librarians; coffee mugs; during exam week, leave table tents in the door rooms and this resulted in a huge jump (doubled); survey and prize (survey asking where they do their research and tell students they can do their research from home or dorm room. UCLA is on top of training and they give a quiz to librarians. They laminate a quick guide. Report to Chat Librarian Listserv – they have librarians post after every session. 2) Hillsborough County Library (Florida) is using Docutek. They have to justify every service because they are public. They keep detailed statistics. They define input and outcomes (decrease cost, increase satisfaction, etc.). Looking at how to get people who don’t use chat to respond to the survey. 3) Oregon State University – using Tutor.com. They are having a debate about getting the librarians to buy into chat reference. The debate is between generalists and specialists. [Cindy will get the name of this last presenter from Beth and contact her to see how they manage the discussion.]

Related discussion: Have the links within the databases brought more traffic? Laura will check on dates that links were added. Cindy mentioned a mini-conference at the School of Education on cybersecurity, cyberethics, and cybersafety.. [Called the 3 Cs conference.] Cindy will be happy to report on this at the next meeting if the group is interested.

Topic: Continue discussion on all-staff meeting, peer training, etc.
Leader: Joan

Discussion: Peer training workshop set up for next week. 12 signed up so far. Handouts are ready, outline ready, books will be on display. 2 hour session next Wednesday. All staff meeting is scheduled for mid-August (August 12th and Aust 17th ). CPL asked what works and what doesn’t, number of questions, who uses it, statistics, issues of staff time. 30 minutes to fill at the meeting. Cindy will not be here if the 17th. Beth and Cindy will help. Need to figure out who will create the PPT and who will give the talk. Volunteers? Beth will coordinate, Laura will work with Beth. Neal and Julie need to provide the data. Beth and Laura will have a rough draft for the next meeting. [Cindy also needs the data and will try to get that from Julie.]