The minutes were accepted as written.
Chief Librarian's report
a) Transfer payment from the government will
be delayed this year; news may not be available until April. b) The
Provost is focusing on bringing all the five-year plans together. Feedback
from staff which might promote consideration of the Library's financial
requests would be welcome.
External Review Discussion
- M. Rosenstock referred Council to
page 5 which says "the allocation of resources to the several disciplines
has not changed." He pointed out that this is true of periodicals but not
with books. Meeting "the needs resulting from developments in those
disciplines," will require increasing purchasing power for new
subscriptions or cancelling some titles. The Chief Librarian added that
the Collection Management Group is struggling with this as well, but the
reviewers noted that other libraries have dealt with this issue
- Referring to the recommendation on page 6 that the Library "develop
greater collaborative arrangements locally, provincially, nationally and
internationally", a member asked if the library already belongs to a number
of consortia. The Chief Librarian confirmed that the Library belongs to a
number of consortia, including the Internal Consortium of Library
Consortia. She added that more needs to be accomplished. For instance,
improvements are needed in resource sharing, in respect to getting material
faster, ideally within 48 hours. As well, the Library needs to become a
better partner with much more involvement in collaboration. The expected
expansion of Erindale and Scarborough will create more pressure in these
- A member asked if ARL is a kind of consortium and if the library shares
our resources other than through interlibrary loan. The Chief Librarian
explained that ARL is a group of research libraries, some from Canada and
some from the United States, sharing expertise in areas such as copyright,
staff development, sharing of resources, etc.
- Some discussion took place in regards to meeting the needs of faculty
and the need for access to resources outside Canada. It was also noted
that 25% of our ILL borrowing is outside of Canada at the moment.
- There was discussion of the recommendation on page 5 that "the Library
give a high priority to continuing the initiative of surveying users about
the quality of service as it moves to establish benchmarks and performance
measures". The Vice-Provost, Carolyn Tuohy, is very interested in this
topic, the Chief Librarian noted; she also mentioned that the reviewer from
Columbia University had some good suggestions, which are now being pursued.
- The Chief Librarian said the Provost's reaction to the review was that
he was extremely happy to hear that we have a good library. He is now
looking at the acquisitions funding formula; the Chief Librarian hopes to
maintain this funding mechanism. She also reported that the Provost is
sympathetic to the Library's technology issues, which will also be shaped
by what happens on the Task Force on Academic Computing and New Media.
The Chief Librarian was asked if special funding might be used to help with
the current backlog and to keep the library open longer hours. She
answered that the library has had many requests to keep the library open 24
hours, especially during exam time, as is common in the United States. The
Library is already open on-line 24 hours, and the heavier use of Elsevier
journals is during the night.
Cataloguing and Authorities Users' Group - Annual report:
The Chair of the Users' group reviewed the annual report with Council. It was
anticipated that the number of duplicate records will be significantly
reduced as a result of the concatenation now taking place, which will make
the catalogue less bewildering to users. A member asked if all records are
placed together before sending them to AG-Canada for matching. The Chair
of the committee reported that AG-Canada matches the records and sends them
back, and then we place them into the system; while duplicates are being
cleared as much as possible, any corrections required will be made along
the way. The Chair thanked Shelley Hawrychuk for the report. Council
voted to accept the report.
Albert Masters suggested that a workshop titled "Exploring Cultural Differences" be recommended for staff to attend if
possible, as he feels it could benefit staff with their everyday dealings
in such a multi-cultural work environment and with life itself. The Chair
of Council suggested that the Staff Development Committee consider offering
The meeting adjourned at 3:15 p.m.
To: Members of Library Council
From: Steering Committee
Date: February 14, 2000
Re: Revision of Library Council Memorandum #19, June 4, 1997
Library Council Memorandum #19, A, 2 states:
Elected members [of Library Council] shall include eight unionized staff,
six librarians (other than Senior Staff) and four administrative staff
(other than Senior Staff)
* * *
Since the former administrative staff category has recently been divided into union and non-union groups, the Steering Committee unanimously recommends revising #19, A, 2 to read:
Elected members shall include ten union staff and eight non-union staff (other than Senior Staff)
"Union staff" will include Library staff who are members of CUPE or the Steelworkers Union. "Non-union staff" will include all other Library staff.
The Chair had several meetings with staff from the Schools of Graduate
Studies at both U of T and York University this year to discuss the
implications of the advent of e-theses for the institutions. One of the
agreed directions is to change the submission procedures for theses at both
institutions, and SGS (U of T) is proceeding on this course. The proposed
changes are making their way through the Division Meetings at this point,
and if passed by all Divisions will proceed to SGS Council in March. Karen
Turko has, at SGS's request, been on hand at these meetings to field any
questions which might arise. The main thrust of the changes that SGS is
proposing is as outlined below.
Submission of a thesis (M.A. or PhD) will be able to take one of four
floppy disk in PDF format
compound document (paper thesis accompanied by other information in
It is a requirement at a small number of other institutions in North
America that theses be submitted only electronically, but U of T is leaving
the student with various options at this point. Some of the reasons for
moving to an acceptance of electronic submissions on the part of SGS are to
cut down on labour intensive paper handling, to meet student demand for
this option and to accommodate those students whose theses are only or
partly in electronic format. The latter category is a small but growing
percentage, and prior to this U of T was not able to handle the archiving
of these theses at all.
The Chair has reported back to the Theses Committee as these events unfold,
and will continue to do so, but it should be noted that UT Library's theses
collection policies are unchanged at this point.
Agreement with UMI
The agreement with UMI continues, and as a result U of T is provided with
both a film and electronic version (1997-) of our theses. Since UTL also
has a subscription to UMI ProQuest we also have access to electronic
versions of all theses filmed by UMI covering the same period. In June
1999 an open information meeting was held on campus with William Savage
from UMI to discuss details and ramifications of the agreement. This
meeting was well attended by Library staff, SGS personnel and students.
Some items on the agenda include ongoing monitoring of the UMI agreement
and developments at UTSGS and their implications for UTL, and a renewed
attempt to streamline the internal Library policies regarding theses and
resolve some of the anomalies which have crept into the process over the
The Chair would like to thank the committee members for advice and
participation during the last year. They are as follows:
J. Desjardins (until December 1999)
Annual report of the Committee on Personal Safety and Security - Teresa Guardia
Committee on Personal Safety and Security
Annual Report to Library Council
February 14, 2000
The Committee on Personal Safety and Security was formed as a result of a
recommendation of the Task Force on Personal Safety and Security and first
met on September 9, 1998. The Task Force recommended that the Committee be
comprised of seven members, 1 Management and 1 Union representative from
the Gerstein Science Information Centre, Robarts Library, and Other
libraries in the central Library system. The members are Peter Gurney,
Helen Michael, Teresa Guardia, Kamlesh Sharma, Gabriela Bravo and Carol
Schiavetto, with Bill Godoy as ex officio member. In June 1999, John
Workman became an additional member from Bill Godoy's office. The original
distribution of management and union has changed somewhat due to the Staff
Association becoming part of the Steelworkers Union. In the event that new
members are added, this distribution will no longer be followed as rigidly.
GOALS OF THE COMMITTEE:
* to set up the Library Watch program in the central libraries
* to develop and implement Safety Audit procedures
* to implement and/or re-examine the June '98 recommendations of the Task
Force on Personal Safety and Security
* to receive and act on personal safety and security concerns of staff
* to distribute safety and security information to all staff
IMPORTANT ISSUES DEALT WITH
(since last annual report: April 21, 1999):
* the liaison with Len Paris, the U.ofT. Health and Safety Officer, to
conduct Safety Audits jointly with his office and thereby including more
campus groups in the process, was temporarily suspended due to Len Paris
leaving his position to take a job elsewhere. Since a successor was not
immediately named, we carried on with the previous Safety Audit Schedule.
* as a result of feedback from the Rare Books Library Safety Audit, we have
further refined the procedure we would like to follow for all the Safety
Audits. We notify the department heads in advance that we will be coming
to the Library to conduct the audit. It is the responsibility of the
Department heads to notify their staff. The audit will include random
interviews with staff and patrons. The final report is reviewed by the
Committee and approved. Once approved, we submit the report to Bill
Godoy's office and to the department head(s) for distribution to staff.
Feedback from the report, either objections or suggestions, should be
written and will be appended to the report in Bill Godoy's office.
* conducted a Safety Audit of Robarts Library in December 1999. This
required the committee's dividing Robarts into 4 sections and splitting up
into teams to fill out the Safety Audit Questionnaire and conduct
interviews for each section. The report will be distributed to department
heads in early March. There are now 5 libraries left to be audited:
Gerstein, Math, Pharmacy, Earth Sciences and the East Asian. We expect to
have these safety audits completed by May, 2000.
* received and assessed the booklet, "Guide to Crisis Response and
Management". This booklet deals with many of the issues that concern our
committee. We would like to recommend to the Library Council its
distribution to every department in the Central Library System. (For more
information about or more copies of the Guide, please contact Lee McKergow,
Manager, Police Services at 978-7472.)
* would like to recommend to Janice Oliver, Assistant Vice-President of
Operations & Services, that the following language be included in the
Guide concerning the aftermath of trauma:
"In the event of an attack on a staff member, either verbal or physical,
member may feel some emotional trauma. It is possible this trauma could
some time and affect the employee's ability to function in the workplace.
The employee should be given the option of contacting the University's
and Safety Officer, for help in dealing with the aftermath.
In addition, the employee's supervisor should consider the following:
The supervisor should, in consultation with the employee, consider ways in
which the employee might be given altered duties in order to accommodate any
emotional trauma. Since the employee may have difficulty entering certain
areas, working alone, working at certain times of the day, etc., the work
schedule should be changed temporarily if necessary. The supervisor should recognize that
the emotional trauma could continue for some time, depending on the employee
and the intensity of the experience. The supervisor should consider
conferring with the U.of T. Health and Safety Office about such a situation."
* reviewed the existing Emergency Procedures "Binder", which we agreed was
out of date and should be discarded. Reviewed the Emergency Procedures
Handbook 1994, the yellow booklet distributed by Bill Godoy's Office. We
made recommendations that it be updated to include the newest information
about OISE Library and approved it for publication. A new version will be
* established exact procedures to follow concerning theft in the libraries
* established a schedule for monthly Emergency Equipment Testing. Robarts,
Gerstein and OISE have all had their emergency phone systems tested.
Emergency Equipment should also be tested during a Safety Audit of a
library, if applicable.
* established a reasonable "expiration" date of postings with descriptions
of suspicious persons.
* reviewed the terms of office for the members of the Personal Safety and
Security Committee. The present membership will remain until November
2000, at which point, half of the members will have the option of leaving
the Committee and we will find replacements
* as a result of having a guest speaker come to one of our meetings with
some of his concerns involving the recent assault at the Gerstein Library
and an issue of electronic hate-mail being received by a staff member at
Robarts Library, we re-evaluated and defined the procedures surrounding the
reporting of incidents and the submission of Incident Report Forms. We
presented a reminder to LC about the need for supervisors to ensure
Incident Reports are filled out for any reported incidents by a staff
member or patron, even if that person should wish to remain anonymous or
doesn't want to make a great issue out of it. This is the only way to
establish a pattern of documentation for persons who may become "repeat
offenders". The Incident Reports should then be sent to Bill Godoy's
PLANS/FOCUS FOR THE COMING YEAR:
* to re-establish a liaison with the U.of T. Health and Safety Office with
the idea of broadening the involvement in Safety Audits
* to create, by June, a fixed schedule for the performance of Safety Audits
in all the libraries of the Central Library System
* to re-examine the Safety Audit Questionnaire
* full implementation of the Library Watch Program
* examination of the procedures for handling cash at the public service
* continuing to respond to the safety and security concerns of the library
community; to this end, we would like to repeat our invitation to anyone
who would like to attend our meetings and bring us any of their concerns
involving personal safety and security.
* further dissemination of safety and security information to the various
libraries; especially in promotion of the "Guide to Crisis Response and
Management" as a necessary document for all staff.
* to make an announcement in the Staff Development Update that the
Committee for Personal Safety and Security meets regularly on the 1st
Tuesday of each month at 3-5pm. We welcome any person who has concerns or
questions to attend the monthly meeting. If interested, please contact one
of the committee members to let them know when you would like to attend.
Annual report of the Resource Sharing Services Committee - Susan Stone
As in previous years the Resource Sharing Services Committee has met
regularly to discuss issues related to Interlibrary Loan and Document
Delivery. The Committee continued this year to operate as a vehicle to
exchange information on policies, procedures, technological changes and to
encourage co-ordination of services provided across the system.
Some of the issues that arose during the year were:
- Campus Delivery Service - Alfred Cheng attended a meeting to discuss
problems with the service. He indicated that he would like to improve the
service and asked for some guidance from the committee. The RSSC sub
committee on campus deliver service continued to meet during the year and
in early December sent out a questionnaire to all campus libraries. The
results of the survey will be passed on to Jane Clark for follow up with
- The committee heard regular updates from the TAOS transition team on
- There was considerable discussion at many meetings on the status of the
Ariel installation in Earth Sciences, Engineering, Pharmacy and Rare Books.
They are now functional.
- The committee agreed that all document delivery requests for copies
would be transmitted electronically between the 12 libraries on campus
which now have an Ariel setup.
- Installation of Prospero software(which is used to convert tiff files to
pdf files and them mount the document on a Web server) and works in
conjunction with Ariel is being investigated for Document Delivery use on
campus and with the Health Science Information Consortium.
- Warren Holder gave the committee and update on full text E-Journals and
how they related to ILL including restrictions placed on these materials by
- There was considerable discussion about whether document delivery
requests for material available electronically should by refused and U of T
students and faculty informed so that they could access the material
themselves. Members of the committee have not yet reached a consensus and
varied practices are being followed.
- Erindale and Scarborough are now lending duplicate copies(material held
on the St.
George campus but in use, missing, etc.) to libraries on the St. George
campus and libraries on the St. George campus are doing the same for
Erindale and Scarborough with a couple of exceptions.
Resource Sharing Services Committee
February 4, 2000
Resource Sharing Services Committee Membership 1999-2000
Ex officio members:
Appointed Members and Members from Campus Libraries:
Anne Marie Crotty
Suzanne Meyers Sawa
Back to: Minutes of Library Council