International and Area Studies Implementation Team
Meeting Minutes: February 26, 2010
Present: Cuno, Jiang, O’Brien (Chair), Orta, Rudasill, Sroka, Sullivan, Toby, Wei
Absent: Barnes, Escobar, Koenker, Randolph, Song, Teper
1. Minutes taker: Shuyong Jiang
2. Brainstorming for new initiatives, services and areas of collaboration for IAS Library:
• Marketing –promotional items, allocate funding for this.
•
Web presence for the IAS—This can be done almost immediately. In addition to existing web
portals for individual collections of the unit, the IAS web will include general info of the unit,
such as hours, staff, etc. Can request a GA to help to put all the resources online and make it a
marketable tool. The key is to present its existence.
•
It was also noted by several that this is an evolving process, we will revisit service issues to see
what and how we are doing. The data collecting and assessment should be built into the process.
•
Space and reference collections—it is still going on to collect the data for the linear feet of
reference collections to be in the service area. At one point, it was suggested to have Jeff
Schrader, Library Facilities, to come to an IAS meeting, and tell us what can be done, what it will
be like for the collection area. However, the conclusion is that it might be more helpful for the
working group to continue to gathering meaningful data than to ask Jeff to come.
Some, however, are concerned that without an idea of the capacity of the space, it might not be
realistic to measure the linear feet of the reference collection. One faculty mentioned Tom
Teper’s proposal for the shelving space. The concern is that there might not be enough shelves for
the reference collections at a level of having comprehensive/decent reference collections.
All seem to agree that our decision should be made based on the data collected. There are also
specific things we need to consider, i.e., currently most of the EA reference collection is in the
stack, so are we going to move them into the new service area; identities for each area; and
services we want to have in the space should also be considered. It might be helpful to know the
room capacity when making all these decisions.
•
One faculty reminded that we cannot talk about new services before we know what we are going
to lose, we should consider all sorts of tradeoffs.
o Transition cost. Concerns about lack of budgetary information for the new library were
raised again. How much funding this will cost? Although it is not something in the
charge of this group, it is something we need to take into consideration. What funding
allocation do we have for any new services?
o Professional librarian at reference desk. How will it work to meet subject specific
requests and needs? As each area requires different languages, how will a librarian in one
area be able to handle questions of another area? The model of referrals to subject and
language experts was discussed.
There was a discussion of whether we are dealing with cutbacks in terms of personnel, funding
and services. But one library faculty pointed out that, although it might be true to some degree, in
other areas we continue to have collection development, and we are not cutting back service, but
rather finding new ways to serve. There might be things about which we have concerns, such as
access to Stacks, but we will continue to discuss these issues and try to limit the impact.
•
New ways for services--the service group is conducting a graduate student survey for services. So
far, only 22 responded. One major difference from the faculty survey is the request for longer
hours, although this may also refer to quiet study space as well, not just reference services.
The library also has a reference service working group to look for new ways to serve. Things
have been discussed include videotaping, live chat, computer lab, etc. The IAS can explore new
ways as well and thinking out of the box. Things we can explore include ideas such as web portal,
digital services, and especially other reasons to digitize our collections.
•
One other area mentioned is visiting scholar support. Everyone agrees that this is an important
service the IAS should provide. The service can develop from the existing services, such as
Slavic research lab. The key is to build the collaboration with other units within the library, other
institutions, and even other countries.
•
Other suggestions for new service including continue professional workshops for librarians;
electronic service spaces; good referral system with good training for reference staff; on demand
ordering.
3. Reports from Working Groups:
Services Working Group
Most were already mentioned in the discussion of the new services above. A reminder about the graduate
survey will be sent. Others also suggested possible channels to send the survey. From what was
collected, one thing that is different from faculty survey is the longer hours desired, this mean both
service and study space.
The group also recommends using IDEALS as a good place for sharing resources.
One library faculty mentioned the new IAS can work more closely with centers for Title VI, seeking
additional funding. It is pointed out that the new IAS will be a good place to show the support for centers.
One faculty reminded everyone again that it is great to connect with Title VI, as collection and subject
experts are all in one place. However, to connect to the Title VI center, librarians and experts are the key.
Collections and Space Working Group
The group is still waiting for the data of linear footage to be collected. It is noted that without the real
footage of the space, it is hard to make plans.
Staffing Working Group
Nancy and Tom started interviewing staff in area studies libraries as well as staff who were already
reassigned to technical service units to solicit their concerns and questions. They also plan to interview
library faculty and academic professionals in area studies.
One thing was brought out about relocating the technical staff. It was emphasized that although some of
the staff need to relocate to different places in the building, they should still belong to the new IAS unit,
so that the work they do for the unit will not disappear from IAS activities. In other words, some
cataloging staff may relocate to central technical unit, but they should be considered as catalogers for the
IAS, so they will keep cataloging IAS materials.
This is an issue of organizational structure of the unit. This should be discussed and considered carefully.
Everyone agreed it cannot be over emphasized the importance of subject expertise. The library
administration should also recognize it. The subject librarians are the baseline and we need to specify
that collections require area expertise.
It is also agreed that collaboration with other units will be more efficient in staffing.
The organizational structure of the new IAS is the next agenda for the working group.
4. Status of Progress Report
A faculty raised some concerns about the report, including some wording in the report. But most people
think it is time to send out the report, as this is only a progress report. If we can send this out, we will be
able to receive feedback.
It was decided that the progress report will be posted on the web and an announcement of the report will
be sent out. Meanwhile, we will continue to discuss the issues.