New Health Sciences Libraries (NHSLG) at AAMC in DC
Sunday, November 7, 5:30-7:30 pm
Location: Marriott, Room 8209
Minutes
Attendees:
Name
Institution
email
Barbara Miller
Cooper Medical School of Rowan Univ
bmiller@umdnj.edu
Barbara Shearer
Florida State
barbara.shearer@fsu.edu
Brian Bunnett
New Mexico
bbunnett@sal;ud.unm.edu
Cecilia Botero
Florida
cecboter@ufl.edu
Darlene Kelly
Charles Drew Univ
darlene.parkerkelly@cdrewu.edu
David King
Medical College of GA
daking@mcg.edu
David W. Boilard
Florida International
dboilaird@fiu.edu
Deb Rand
Hofstra Northshore LIJ
debra.rand@hofstra..edu
Gary Freiburger
Arizona-Tucson
garyf@ahsl.arizona.edu
Ginny Tanji
Hawaii
tanji@hawaii.edu
Jacqueline Doyle
Arizona-Phx
jddoyle@email.arizona.edu
Janice Swiatek Kelley
Quinnipiac
Janice.Swiatek-Kelley@quinnipiac.edu
Jeanette Ryan
Arizona-Tucson
jlr@ahsl.arizona.edu
Jim Bothmer
Creighton
jbothmer@creighton.edu
Joanne Muellenbach
TCMC
jmuellenbach@tcmedc.org
Joe Swanson
Morehouse
jswanson@msm.edu
Keith Cogdill
Texas San Antonio
cogdillk@uthscsa/edu
Mary Ryan
Arkansas
ryanmaryl@uams.edu
Nadine Dexter
Central FL
ndexter@mail.ucf.edu
Nancy Bulgarelli
Oakland Univ
bulgarel@oakland.edu
Ruth Riley
South Carolina
ruth.riley@uscmed.sc.edu
I.
Welcome and Introductions
A.
Jacque welcomed attendees and all introduced themselves indicating the status of
their project, e. g., a new library, a new branch of an existing library, or a planned or
anticipated library renovation. The audience was split roughly 80/20 with new
projects being the majority. We recognized the different needs for each group and
that we needed a plan to accommodate those needs, or re-conceive the group to
differentiate between them.
B.
Jacque distributed the “Trends and Challenges” document (See p. 4) that was an
attempt to summarize/spotlight key points from Logan’s article from J Med Libr
Assoc. 2010 April; 98(2): 105–134. doi: 10.3163/1536-5050.98.2.004.PMCID:
PMC2859257. David noted that there are most likely many trends and concepts that
3/10/2016
Document1, p. 1 of 8
New Health Sciences Libraries (NHSLG) at AAMC in DC
Sunday, November 7, 5:30-7:30 pm
Location: Marriott, Room 8209
we have not yet begun to envision, as well as some mundane ones, such as whether
the library has internal restrooms or not, the increased need for power outlets and
wireless connectivity, space for student testing, etc., As always, we fell into the
discussion of library as “place” and that continuing debate.
II.
New Library Survey Results and Conclusions

No systematic discussion occurred due to the unexpected mix and needs of
attendees.
III.

Thanks to Barbara Shearer, we do have some useful data.

Responses to three selected questions are found at the end of this document.
General discussions and questions revolved around the following
A.
We need to finalize the name and actual goals/needs of this group and determine
whether we should continue on our own, and/or investigate how to work more
effectively within AAHSL; also need to consider differentiating new library needs
from those librarians who are redesigning existing and bricks/mortar libraries. This
will help us more effectively focus the future plans of the group, e.g.,:
IV.
1.
Brand new library in new campus
2.
New branch library for an existing campus and library
3.
A renovation/redesign of an existing library
Note that this document is re-named New Health Sciences Libraries (NHSLG) as a result
of this discussion.
V.
General discussions revolved around the following questions and identified needs for the
group:
A.
A major area of interest and need is in identifying existing or creating new
staffing standards; consider how this relates to existing AAHSL data
system/stats. We need to develop a “future” orientation to staffing and staffing
models, to take into account new and emerging trends and needs, e. g., data
curation, embededness, and curriculum integration
B.
We need how best to assess, track, and document needs for new libraries and
librarians for and of the future
C.
We need to identify how and when to capitalize on our “political capital”.
D.
Once goals are identified, we determine financial resources necessary to accomplish
them.
3/10/2016
Document1, p. 2 of 8
New Health Sciences Libraries (NHSLG) at AAMC in DC
Sunday, November 7, 5:30-7:30 pm
Location: Marriott, Room 8209
E.
We need and want to continue to work with AAHSL on the evolving LCME
standards (AAHSL Teaching and Learning Committee work), in which several
NLG members are involved
F.
We need to examine evolving collections development practices and planning
for these new formats of collections within and for new libraries, branch or
regional campuses, and the attendant licensing issues. JMLA is interested in a
paper about primarily digital libraries in new medical schools.
G.
VI.
We need to make plans for the 2012 Denver Meeting – workshop or ??
The group adjourned as many had other meetings to attend. We will share notes from this
session and use email to pursue issues identified. Jacque will also share with the AAHSL
Board asap.
3/10/2016
Document1, p. 3 of 8
New Health Sciences Libraries (NHSLG) at AAMC in DC
Sunday, November 7, 5:30-7:30 pm
Location: Marriott, Room 8209
…Trends and Challenges
Although these projects are very diverse in scope, size, and format, some trends can be
observed in a number of features that commonly appear:








Flexibility: Flexibility is the cause celebré. Almost every library mentioned flexibility
in the design of almost all staff and public spaces. One example is classrooms that
are used by students for a defined period of time and then are open for study space.
Cafés: Increasingly, academic health sciences libraries are adding cafés either in
renovations or in new building projects and using them as much for informal
meeting and work sessions as for socializing. Some are located in the library, while
others are located nearby.
Group study rooms: Nearly every academic health sciences library project mentions
group study rooms; group study rooms in hospital libraries were mentioned less
frequently. The ratio of rooms to clients served is highly variable, but all are
designed to be flexible and frequently include plasma screens and white boards.
Many are reservable and include movable furniture. Although group study space is
needed to accommodate various learning styles, individual study spaces for
contemplation are still highly desirable.
Information/learning commons: Commons tend to come in a variety of shapes and
sizes. There may not be a consensus for defining a learning commons versus
information commons; however, learning commons tend to contain all aspects of
the information commons but, to a greater extent, are clearly and explicitly aligned
strategically with institution-wide visions and missions and offer a fuller range of
technological resources that are more seamlessly integrated. In many cases, the
traditional library reading room has morphed into the information commons.
Single service desk: Nearly a dozen libraries report creating a single point-of-service
desk. These appear to be effective for today's information service requirements, but
some are concerned about their ability to adapt to different or reduced staffing
patterns. Adamson sees future libraries operating with consulting teams with
collaborative relationships extending over significant periods of time rather than
acting as a transaction-based service provider. In this scenario, the service desk will
shrink in importance in terms of customer interaction, while the library staff
members' desks will become the focus for delivery of information-consulting
services [8].
Conference rooms: Multiple, small, large, and “ceremonial” conference rooms,
frequently reservable, are also reported as essential elements of the twenty-first
century health sciences library.
Compact shelving: Van Orsdel and Born believe there is “evidence that many
librarians are ready to give up paper for good” [9]. Several libraries in the survey
have supported this position by putting newer print materials on open shelves and
older parts of the collection in compact shelving, as they move to nearly fully
electronic collections.
Artwork: Artwork from prominent artists, faculty, and students is being used more
frequently to make the library as attractive as possible. Often, these works honor the
3/10/2016
Document1, p. 4 of 8
New Health Sciences Libraries (NHSLG) at AAMC in DC
Sunday, November 7, 5:30-7:30 pm
Location: Marriott, Room 8209



distinguished writers, teachers, benefactors, and other important individuals who
have greatly enriched the intellectual life of the institution.
24/7 access: Library service, like every other public service, needs to change to fit
the needs of customers. Today, library users expect the services they use to be
available when they are. Libraries in this area are marching steadily toward the goal
of being “open” in a manner of speaking, twenty-four hours a day, seven days a
week.
Wireless connectivity everywhere: Nearly all libraries are now providing wireless
Internet access via either an open, unsecured wireless network or secure
connections through the use of virtual private network (VPN) software. Some
permit users to borrow a wireless networking card to use with their personal laptop
computers.
Specialty functions: Libraries report providing space for specialty functions such as
videoconferencing, a history of health and medicine room (with fireplace), a reading
pavilion for special events such as research day poster sessions, and open reserve
reading rooms. Jenkins envisions less space for technical services and collection
storage; more space for special collections and digital curation; more numerous and
more varied user spaces, some with specialty functions; and more partnerships with
other units having similar missions, perhaps shared space [10].
Planning a new health sciences library and/or remodeling one presents tremendous
challenges. In addition to space challenges created by rapid technological changes affecting
teaching, learning, and research; changes in teaching methodologies; the need to build a
sustainable model for scholarly communication; decreasing rates of financial support;
skyrocketing prices for information access; and demand from users to access materials
online, there are challenges related to poorly sited buildings that make them unsuitable for
renovation for a variety of reasons (too many floors, spaces of the wrong size). Remodeling
may reveal other challenges such as providing access for people with disabilites, replacing
mechanical and electrical equipment, or correcting other structural deficiencies.
Noise, cleaning, plumbing, heating and ventilation, and lighting also create challenges.
Today's libraries plan for as much sound-proofing and baffling as possible. Zoning for quite
and silent study areas and use of white noise are helpful, but noise travels, particularly
down staircases. They choose colors that hide dust and dirt. Pale floor tiles do not hide
coffee and soda spills. Dark furniture looks expensive (and often is), but it shows dust,
fingerprints, and cup rings. Motion sensor lights help make the library “green” but are not
recommended for staff offices.
The survey results confirm a trend reported by Kronenfeld [11] that health sciences
libraries are continuing to migrate from print-based collections to digitally based
collections. Library space has become too valuable to be so heavily used for storage of long
back files of lightly used journals. As less collection space is required, technology provides
greater accessibility and opportunities to address changes in curriculum and scholarly
communication models. Some health sciences libraries report losing space as they move
toward library space for “community” building and generally reconstruct the traditional
3/10/2016
Document1, p. 5 of 8
New Health Sciences Libraries (NHSLG) at AAMC in DC
Sunday, November 7, 5:30-7:30 pm
Location: Marriott, Room 8209
concept of the “library as a place” to the “institution's center for information.” They are
becoming more proactive in finding innovative ways of using or retooling space for
concentration, collaboration, contemplation, communication, and socialization as the
influence of the library extends throughout the parent institution, while moving toward a
clearer operational vision of the library as the information nexus of the institution and not
merely as a physical location with print collections similar to that described by the AAHSL
Charting the Future of Knowledge Management in the Academic Health Center [12].
Some individuals question whether the library as place will continue to exist as information
becomes increasingly available electronically and as budgets tighten; however, there is
some evidence in this building survey to support the belief that libraries will continue to be
built and/or remodeled as new health care facilities are constructed. New construction and
renovation will continue because what goes on inside libraries now is different than what
was planned to go on inside of them when they were built, just as what goes on inside of
them today will be different than what goes on inside them tomorrow.
Answers to three of the survey questions
14.
How this group can help: How can members of this group help you most? For instance, would
you like to participate in a listserv, hold meetings either face to face or virtually, just know
that you have contacts who you can call on when help/feedback is needed?








Having this group to bench-mark against is extremely helpful. Also just having a network of
peers in similar circumstances that you can turn to.
Meeting face to face once a year.
We could construct a tool for gathering user data and preferences from our first classes for
publication. The findings would be mutually supportive, and also would help up-and-coming
medical libraries.
Sharing information -- perhaps design studies in key areas for publication and presentation.
I'd like to see us collect responses from this survey and send them in advance to those who
are attending the AAHLS meeting in November; then begin a dialog at the meeting. The 2
hour meeting in November may provide enough time to plan our strategy for working
together; create a charge for our group, etc.
A listserv is always helpful. Face-to-face is more effective than virtual meetings, but virtual
could work if there was an agenda and it was well organized.
This group helps me by responding to questions via the email discussion list, by organizing
meetings at national conferences, by collaborating on posters, publications and projects,
and by just being there for a quick phone call.
Continued mutual support, data and wisdom-sharing. Innovation and how to do it well. we
already have a listserv: neehsls@listserv.arizona.edu which I use frequently! We need
3/10/2016
Document1, p. 6 of 8
New Health Sciences Libraries (NHSLG) at AAMC in DC
Sunday, November 7, 5:30-7:30 pm
Location: Marriott, Room 8209



15.
people to write for the blog... not long and eloquent but informative. once per year is good
for face to face, at aahsl but perhaps more often via webmeetings.
I find listserv useful and the blog as a place for archived information. Face to face meetings
to be most useful should have a somewhat structured agenda. How can and should this
group work with AAHSL? For instance, when (in the life of the school) is it appropriate to
begin entering data into the AAHSL statistics?
The group helped tremendously when we were planning, and I feel that we are successfully
launched now.
Ideas on joint storage of older materials, listserv, meetings,
Tell us something about yourself: Is there anything else you would like for us to know about
you or your library that will help us understand and perhaps help anticipate your
questions/needs?











We are waiting for a joint UT/TAMU storage facility that will allow all campuses to claim
ownership on 1 copy of materials stored there.
My librarians are being hired as tenure-track faculty within the School of Medicine. Is
anyone else dealing with tenure issues?
Would like to work on getting a grant to fund a face to face meeting for us to discuss our
issues.
I am either exhilarated or exhausted depending on the time of day. Sometimes I am both. Is
there such a thing as 'biofeedback for biomedical librarians'?
We are happy to share and to provide support.
My career has been in health sciences libraries serving nursing, allied health, and residency
programs. It would be helpful to know the differences in expectations among accrediting
bodies such as NLN, AAMC, AOTA, etc. I am familiar with the standards for Allied Health
programs and ACGME. Since I am at the beginning, overview of others' experiences is
invaluable.
This is my second experience with creating a new medical school library from the ground up.
My first experience was with the Northern Ontario School of Medicine, in Thunder Bay,
Ontario, Canada. I have learned a great deal from these experiences, and I continue to learn
more as the library, learning environment and technology evolves.
Things change on almost a daily basis.
I have been asked to take the lead in subject indexing of all the curriculum learning
objectives. This is a major task.
Assessment and evaluation are a critical piece of overall school planning. Would like to know
how others may relate to these issues.
I am in a grey area with AAHSL. I'm an associate director reporting to a director at another
location.
3/10/2016
Document1, p. 7 of 8
New Health Sciences Libraries (NHSLG) at AAMC in DC
Sunday, November 7, 5:30-7:30 pm
Location: Marriott, Room 8209
18.
Your suggestion for our meeting in November: Please suggest 1 agenda item that you would
like to see included at the November meeting:










I'd like to hear from people who are ahead of me in the process: How did the first year go?
What kinds of materials were students looking for? Did you provide any information literacy
sessions? What did you cover and how did it go?
The possibility of forming a task force for exploring consortium cost sharing for e-resources.
Gathering user data from entering medical students, looking for questions that are unique
to NEEHSL.
Charge of group with action items and timeline.
This is my first meeting, so I am just hoping to meet others in AAHSL.
Interested in any topics related to library staffing challenges, new library roles within
medical colleges, creative library budgeting.
Updates on what has happened since this survey was completed. Learn what we learned
from this survey, e.g., are their commonalities and/or trends? Discuss how can AAHSL help
us.
Relationships with other School of medicine staff - faculty, admissions, student affairs,
academic affairs, administrator responsible for budget, etc.
Storage of print to make room for new uses of library space (learning commons, interactive
study rooms)
Communication -- how do we keep the group engaged and communicating their ideas?
3/10/2016
Document1, p. 8 of 8