Library Council
University of Toronto Central Library System

Minutes of Library Council January 14, 2000

Present: G. Bravo, V. Chase, S. Cozzi, M. Cummins, V. Downs, E. Fillion, G. Grof, T. Guardia, S. Hawrychuk, E. Houtman, C. Jaffray, M. Lee, J. Leishman, K. Martyn, A. Masters, C. Moore, M. Rosenstock
Regrets: G. Bradshaw, A. Cheng, J. Clark, P. Clinton, G. Garlock, E. Granatstein, R. Healey, R. Holder, L. Langford, L, McNair, C. Murray, S. Newman, M. Press, J. Raic, E. Schlauch, J. Snow, C. Socknat, S. Stone, A. Thierry-Broad, K. Turko, I. Wagle
Guests: S. Russel, Erindale

Minutes

Minutes of the November 30th meeting:

The minutes were accepted as written.

Business arising

None.

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

  1. 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 successfully.

  2. 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 areas.

  3. 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.

  4. 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.

  5. 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.

  6. 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.

Other business:

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 workshop.

The meeting adjourned at 3:15 p.m.


Proposed amendment to LC Memorandum 19 (and CLAM 23A)

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.

Annual report of the Committee on Theses - Karen Turko

SGS

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 forms:

paper

floppy disk in PDF format

CD-ROM

compound document (paper thesis accompanied by other information in electronic form)

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.

Future plans

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 years.

The Chair would like to thank the committee members for advice and participation during the last year. They are as follows:

B. Almeida
J. Desjardins (until December 1999)
V. Downs
M. Gamble
B. Horne
C. Jaffray
S. Johnston
J. Toyonaga
I. Wagle

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, that staff member may feel some emotional trauma. It is possible this trauma could last for 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 Health 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 available shortly.

* 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 office.

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 points

* 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:

  1. 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 Alfred.

  2. The committee heard regular updates from the TAOS transition team on Resource Sharing.

  3. 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.

  4. 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.

  5. 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.

  6. 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 most publishers.

  7. 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.

  8. 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.

Susan Stone
Chair
Resource Sharing Services Committee
February 4, 2000

Resource Sharing Services Committee Membership 1999-2000

Ex officio members:

Jane Clark,
Susan Stone
Helen Michael

Appointed Members and Members from Campus Libraries:

Anne Marie Crotty
Lisa Doherty
Valerie Downs
Emma Duncan
Luba Frastacky
Isabelle Gibb
Elaine Granatstein
Joanne Kathan
Pam King
Bea Lawford
Jane Lynch
Suzanne Meyers Sawa
Marte Misiek
Elizabeth Seres
Laurie Scott
Kent Weaver

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