LIBRARY LEADERSHIP COUNCIL MINUTES DECEMBER 1, 2014 Present: Dean Connie Foster, Deana Groves, Brian Coutts, Jonathan Jeffrey, Haiwang Yuan, Jennifer Wilson, Eric Fisher, Bryan Carson, Kristie Lowry, and Jan Renusch Minutes: The November 24, 2014, minutes were approved as submitted on a motion by Brian Coutts and a second by Deana Groves. Dean’s Report/Announcements: Connie said that the first LLC meeting in the new year will be January 26. -Connie asked for suggestions for her SAALCK “Round the Table” notes. -SACS off-site review was discussed. -Connie reported and reviewed on the Campus Library Advisory Council meeting on Friday, November 21. -Connie presented 3 proposals from the Library Staff Advisory Council for review and discussion. (See attached) She will send an email to Brent Fisk and the Staff Advisory Council on the results of the discussion and recommendations: Proposal 1. List of part-time staff interested in additional work as need arises: The LLC liked this idea and recommended that Connie send out an email to advise of this opportunity for part-time staff. Proposal 2. Policy/Guidlines for inclement weather closings for the libraries: Connie will do further research regarding the University policies/guidelines on this matter and who are “essential personnel.” Proposal 3. Departmental Open Houses: The LLC thought this was a good idea and recommended that the Library Staff Advisory Council, in consultation with department heads, arrange the Open houses including the ERC and Kentucky Library and firm up units to visit and times. The department heads prefer this to be a one-day event rather than over several days. Additional people can be added to a planning committee as needed. Instruction/Grants/Assessments: Bryan distributed copies of the Gheens Foundation grant that he and Kristie Lowry applied for. The grant was submitted on November 25. The project is the Writers Conference for Teens, which is a new part of the Kentucky Writers Conference. The grant proposed to bring 40 high school students from Jefferson County Public Schools to the conference, including bus rental and books. The Gheens Foundation has been offered naming rights. The announcement will come the week of December 1. Library Systems Office: The LSO office staff has been working on correcting the library hours on the web pages. -Eric is continuing the process of getting computers sorted out for the new Special Catalog Librarian and third floor renovation phase 3. Literary Outreach: Kristie reported that she is working to get the author information onto the website so that it can “go live” after the holiday break. -The committee to select the winning proposal for the middle/high school library grant has almost made their selection. Kristie hopes to have that determined by the end of the week. Marketing: Jennifer reported that the winner of the student scholarship has been notified and will be attending the senior graduating ceremony to be recognized. The giant checks have been ordered and are ready for pick up. -Holiday postcards are due in the next day and should go out this week. -She has been working with Liberty to get the first library campaign poster correct and it should be up for the last couple of weeks of school at circulation. -Jennifer has been communicating with Dan Forrest regarding statistics that validate what we do in the Libraries. -The student Undergraduate Research Award winners are being recognized tomorrow at 3 pm. Web & Emerging Technologies: Haiwang reported that the Social Media Committee is planning for social media trainings starting next semester. -He has been called upon by the WKU International Office to translate for the parents of a visiting Chinese student involved in a serious accident and hospitalized in Nashville. -Haiwang reported that his book Tibetan Folktales has been published. Department Reports: DLTS: Deana reported that Jack Montgomery has accepted an invitation to write a chapter on Shamanic practices within church liturgy for a book to be published by Skinner House Press, publishing arm of the Unitarian Universalist Association of America. -The Special Formats Cataloger Form 3 has been submitted. -There are 55 people plus student assistant winners attending the Library Holiday Luncheon. -Dean Jones has returned to work. -Crystal Bowling thanks student supervisors for getting time sheets to her on time during the holiday schedule. Please be reminded that students should not work more than 20 hours per pay period as this causes overtime pay. DLSC: Jonathan reported that the DLSC has submitted a proposal for a mobile computer lab to the QEP implementation committee. Thanks to Eric Fisher for helping with costs. -DLSC is planning a holiday luncheon for their students and volunteers on Tuesday, December 9. -DLSC has purchased an excellent 1860 letter from Kentucky abolitionist William Shreve in which he laments the fact that he has had to change his postal address from Newport to Covington because he suspects that the “proslavery mobite” Newport postmaster is destroying his mail. In the course of the letter, he mentions that fellow Kentucky abolitionist Cassius M. Clay had in fright turned Shreve’s name into the authorities. DLPS: Brian reported that using ACRL Metrics John Gottfried has compared staffing in WKU Libraries with other public universities in Kentucky using both ACRL data and data from NCES. In his ACRL comparison WKU ranked 3rd in the state with 39 professionals staff (FTE), 46 support staff (FTE), 21 student assistants (FTE) for a total of 106 total staff (FTE). When compared to our 14 benchmarks who reported data to ACRL in 2013 WKU ranked 7th of 14 institutions slightly ahead of UNC Charlotte and slightly behind Ohio University. The average was 106.21 and WKU had 106. Using NCES data the benchmark average was 108.65, WKU had 106. -DLPS will host a book launch reception at 10 am this Friday in Helm 201, for Charles Smith and Haiwang Yuan on the occasion of the publication of their newest books, both on November 30. Charles’ Dear Sir: Sixty-nine years of Alfred Russel Wallace Letters to the Editor was published by Siri Scientific Press in the UK. Haiwang’s Tibetan Folktales was published by ABC-Clio Press in Santa Barbara, CA. -Rebecca Nimmo is the new part-time Library Assistant at the ERC replacing Robbie Van Valin who retired in July. Rebecca has a BA in Interdisciplinary Studies and a second BA in Anthropology both from WKU and has worked for us as a student in periodicals, documents/law, and the ERC. She begins her regular appointment on January 5. -WKU Glasgow Library and the START Center are partnering to stay open late on Tuesday, December 2 from 4-9:30 pm. They’ll provide help with math, writing, chemistry, Spanish and study research skills along with free food, drinks and even door prizes. -Dan Forrest is coordinating our biannual extended study hours prior to semester exams. The program is sponsored by the SGA and supported by library faculty and staff. Java City will provide free coffee and snacks on Sunday, Monday, Wednesday and Thursday nights. The library will be open each night until 2 am from Sunday December 7 thru Thursday, December 12. Adjournment: The meeting was adjourned at 11:15 am. For the Council, Jan Renusch Library Staff Council Proposals Nov. 20, 2014 1) We propose the creation of a list of part-time staff who can, in addition to the hours they work in their own areas, be made available to work as needed throughout the library whenever there is a temporary short-term shortage of staff coverage due to illness or vacation. 2) We propose that when inclement weather involving sleet, freezing rain, or ice is forecast with a high probability that the University Libraries reduce staffing and offer only essential services as the decision is made whether to close early. We further recommend that Helm Library, the VPAL, and Technical Services close, and that circulation is restricted to Cravens Library which will be staffed by at least one person from circulation, reference, security, and IT until the decision to close is determined. 3) Beginning the fall semester of 2015 we propose that each department have an informational open house to increase the understanding and awareness of the work done in each area so that student workers, staff, and faculty who are unfamiliar with the services provided can ask questions and learn about the procedures or tasks performed in the various departments.