VIVA Steering Committee
Thursday, December 3, 2013
Virginia Military Institute
Lexington, VA
MINUTES
Attendance: Present: Ralph Alberico, Rosemary Arneson, Carrie Cooper, Gene Damon, Cy Dillon, Sharon Gasser, Steve
Helm, John Jaffe, Suzy Palmer, Kathy Perry, Ruth Stanton, and John Zenelis.
Also Present: Dennis Clark (VCU), Anne Elguindi (VIVA), George Fowler (ODU), Leslie O’Brien (VT), and Jane Penner (UVA).
Absent: Carla Lee, Virginia O’Herron, John Ulmschneider, and Tyler Walters.
I.
MINUTES
The September 19 Steering Committee meeting minutes were reviewed.
ACTION: The September 19 Steering Committee meeting minutes were approved.
II.
PROJECT UPDATE
A. CHAIR’S REPORT (Carrie Cooper)
1. Advocacy: Carrie reported on efforts to promote VIVA during the quarter. She and several other VIVA
members (John Ulmschneider, Carrie Cooper, Rosemary Arneson, Ralph Alberico, Luke Vilelle, and Anne
Elguindi) participated in the OpenVA conference on October 15 at the University of Mary Washington. The
program was well attended and may become an annual event. Carrie reported that several members
attended the State Council of Higher Education meetings on October 28 and 29 in Richmond, where the VIVA
proposal was presented and approved by the State Council. The team is cautiously optimistic that it will be
well received in the next steps and will move forward. Further, she announced that she, John Ulmschneider,
and Lucretia McCulley (University of Richmond) submitted an application to host the ACRL Scholarly
Communication Workshop in Virginia next year.
2. Procurement: The Steering Committee discussed the eVA procurement system and its impact on the libraries.
The concern is that some of the benefits the system is designed to address (e.g. better pricing for competitive
products) have no added value for library material products.
B. DIRECTOR’S REPORT (Kathy Perry)
1. Sponsorships for the VIVA 20th Anniversary Celebrations: Kathy reported that many of the VIVA vendors have
responded positively to invitations to sponsor the VIVA events.
2. Publicity: Kathy reported on a number of publicity events:
a. September 26, VIVA Users’ Group Meeting at VLA, Williamsburg, was very successful. The program
entitled “Libraries, MOOCs, and the State of Online Education” was moderated by John Ulmschneider and
featured Jeff Nugent, Co-Director, Center for Teaching Excellence at VCU, and Judith Thomas, Director of
Arts and Media Services at UVA.
b. October 15, SCHEV OpenVA Conference at University of Mary Washington, where many VIVA librarians
attended the conference and helped Anne Elguindi staff the VIVA booth.
c. October 13-16, ICOLC meeting in Lithuania. Kathy moderated a presentation on the Clearinghouse for the
Open Research of the United States (CHORUS), the publisher’s response to Open Access, and moderated
the “grille session” for the American Institute of Physics.
d. Sharon, Anne, and Kathy attended the November 6-8, Charleston Conference and met with a number of
vendors.
i. Sharon and Anne participated in Lyrasis’ 1-day pre-conference about e-books.
ii. Anne was a speaker at the “You have a DDA E-book Plan, Now How Do You Manage it?” session at
the Charleston Conference, November 7, 2013.
iii. Anne presented her publisher analysis project as part of the session “Using the Past to Chart the
future: Evaluating Top Circulating Print Books by Subject and Publisher to Inform Future e-Book
Purchases”, November 8, 2013.
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III. COMMITTEES
A. RESOURCES FOR USERS COMMITTEE (Sharon Gasser)
The Resources for Users Committee met in person on November 15.
1. Renewals: The Committee recommended the following renewals:
a. EBSCO ABC-CLIO
b. HighWire, 4 journals:
i. Journal of Applied Physiology
ii. Journal of Biological Chemistry
iii. Journal of Cell Biology
iv. Molecular Biology of the Cell
c. Oxford University Press Journals, including 10 new titles:
i. Journal of Music Therapy
ii. Music Theory Spectrum
iii. Music Therapy Perspectives
iv. Public Policy and Aging Report
v. BioScience
vi. Philosophical Quarterly
vii. American Journal of Jurisprudence
viii. Current Legal Problems
ix. ILAR Journal
x. Journal of International Dispute Settlement
d. Science (for FY15)
e. Wiley Journals
ACTION: The Steering Committee approved the following renewals:
a. EBSCO ABC-CLIO
b. HighWire (4 journals)
c. Oxford University Press Journals (including 10 new titles)
d. Science (for FY15)
e. Wiley Journals
2. E-book Package Reports: Sharon reported that usage of Elsevier e-books is following the trends of the earlier
months, with use highest among the doctorals (79%), followed by the public 2-year colleges (13%), then the
public 4-year colleges (8%). There are currently issues with the Springer usage data and access to that data.
3. Demand Driven Acquisitions (DDA) Pilot Update: The project funds are approximately half spent. In order to
stretch the funds further and allow more use of the STEM-H e-books, the short-term loan trigger before
purchase was adjusted from 10 to 25 in October. This limit is the amount originally suggested by the RFP
Committee as being appropriate for STEM-H e-books. RUC is exploring possibilities of cost-sharing models to
extend this project, both in this fiscal year and looking to next fiscal year. Committee members voiced interest
in exploring and planning cost-sharing options for FY15.
4. E-book Record Loading Survey and Training: The E-Book Cataloging Survey revealed VIVA’s cooperative work
might be useful in helping some VIVA members to load the e-book collections into their catalogs or discovery
layers. This is somewhat complicated because many of the issues are peculiar to each local library system or
version of that system. Anne will work with Natalie Clewell (VCCS), the RUC Training Coordinator, to identify
colleagues throughout the commonwealth to assist in this webinar training project. RUC has tentatively set
this training to be held in late January 2014, so as to help our colleagues as quickly as possible.
5. Collection Analysis Projects: There are 3 collection analysis projects underway:
a. Monograph Collection Analysis with Sustainable Collection Services: This project is on time and SCS plans
to deliver the group summary in January.
b. Publisher/subject Analysis for Print Monographs: RUC reviewed the updated analysis for the seven
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6.
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participating schools (CWM, JMU, JRSCC, NVCC, ODU, UR, VT) with particular attention paid to the LC
classification H for Social Sciences. RUC members expressed interest in expanding the DDA pilot to
include the social sciences, pending available funding.
c. Video Last Copy Project: RUC reviewed the Task Force’s report on the SCS project. Of special note is the
fact that SCS reported that the circulation of videos is much higher than the circulation SCS usually sees
for books and that a number of titles were identified as “unique and rare holdings”. RUC has encouraged
the Task Force to pursue grant funding to support preservation.
JSTOR: Work with JSTOR on the VIVA central billing and licensing has been deferred for now. There are major
issues with the license terms and conditions. VIVA has suggested that JSTOR be invited to the next North
American International Coalition of Library Consortia meeting in April; perhaps some progress can be made
within that broader context.
Reviews: Sharon reported on two review groups currently underway.
a. Taylor and Francis EngNetBase: Karen Cary (VCU) headed a subcommittee (Ed Lener (VT) and Fred
O’Bryant (UVA)). Although the survey response rate was fairly low, the subcommittee determined there
was broad support. Negotiations are still underway for the February 1, 2014 – January 31, 2015
subscription pricing for VIVA members.
b. UlrichsWeb Global Serials Directory: Stephen Clark (W&M) and Rob Tench (ODU) are the team reviewing
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Ulrichsweb. Response rate has been very high, and the results will be reported at the February RUC
meeting.
PBS Videos at UVA: Sharon reported that UVA plans to migrate the PBS videos to Kaltura (an open source
video platform) and it will be behind UVA’s NetBadge authentication service. When this is completed, VIVA
members will need to upgrade to the newer version of Shibboleth in order to access the PBS videos at UVA.
UVA is currently in the information gathering stage and it is not anticipated that any changes would be made
before summer 2014.
B. RESOURCE SHARING COMMITTEE (Rosemary Arneson)
1. Last Copy Video Project: The Task Force co-chairs, Matt Ball (UVA) and Erika Peterson (JMU) briefed the
Resource Sharing Committee about the project as it may relate to ILL in the future. The committee discussed
the issue of preservation costs and a possible trend toward more generous media ILL among VIVA members.
2. Universal Borrowing: Rosemary reported on preliminary results of a pilot project survey. No major problems
were identified in the survey and no items have been reported lost. Participating libraries reported using a
variety of ways to market the program, including through the library website, campus publications, library
instruction sessions, emails (to students, faculty, and staff), bookmarks, and signage. The committee
discussed the need to evaluate the effectiveness of the pilot project and has begun to develop evaluation
questions.
3. ILL Guidelines: The committee reviewed the ILL guidelines. The changes reflect current practice and the
maturity of the VIVA ILL procedures. For example, the revised guidelines replace references to “Ariel” with
“secure electronic document transmission system” and also removed references to load leveling. The
Resource Sharing Committee presented the revised guidelines for the Steering Committee’s approval.
ACTION: The Steering Committee unanimously approved the revised ILL Guidelines and these will be
presented to the SCHEV Library Advisory Committee on December 4, 2013 for their review.
4. ILL Forum: Rosemary reported that the committee began planning the 2014 ILL Community Forum by
reviewing the evaluation forms of the 2013 Forum. There were some concerns about the increasing size of
the ILL Forum. The Resource Sharing Committee asked the ILL Subcommittee to work with Sweet Briar to see
about finding suitable space for a larger group and also to explore the possibility of alternative locations.
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C.
OUTREACH COMMITTEE (Cy Dillon)
1. Cy reported that John Ulmschneider has rotated off the committee and Sara Williams (VCU) has been
confirmed as a new committee member.
2. The Outreach Committee discussed possibilities for the 20th Anniversary celebrations in 2014. The committee
will meet in January to go over the details of the many events and celebrations. The committee discussed two
possible dates (September 25 or November 13) for the dinner event and asked the Steering Committee to
decide on the date.
ACTION: The Steering Committee approved the preliminary plans for the VIVA 20th Anniversary celebrations,
including events held in conjunction with the VIVA ILL Community Forum in July 2014, a major dinner and
other events to be held on Thursday, September 25th in Williamsburg, and events at the VIVA Users’ Group
Meeting at VLA in October 2014. The VIVA Steering Committee will meet at the College of William and Mary
on September 25th and the SCHEV Library Advisory Committee will meet on Friday, September 26.
3. The Committee discussed plans for the VIVA Users’ Group meeting to be held at VLA in October 2014 and
began thinking of program ideas for the meeting, in light of the 20 th anniversary events.
4. Cy reported that the committee has reviewed the revised website design. Anne will ask the VIVA community
for feedback before the scheduled launch of January 15.
5. Cy reported that the committee will prepare a product announcement for the new, full-text science
collections added to the VIVA ProQuest subscription as of January 2014.
IV. OTHER BUSINESS (Carrie Cooper)
A. NEXT MEETINGS:
1. Thursday, March 6, 2014, at James Madison University, Harrisonburg
2. Thursday, September 25, 2014, at College of William and Mary, Williamsburg
3. Thursday, December 11, 2014, at University of Mary Washington, Fredericksburg
4. Thursday, March 13, 2015, at Sweet Briar College, Sweet Briar
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