DEAN'S OFFICE

Library Advisory Board
Minutes

2000

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September 18, 2000

Present: Sharon Gause, Chair; Jim Williams, Dean; Greg Robl, Sue Williams, Laura Wright, Carl Stewart, Secretary.

Next LAB "agenda setting" meeting: October 9th, 2000, 9:30AM Dean's Conference Room. Next meeting with the Dean, Thursday October 26, 9AM, Dean's Conference Room.

Old Business:

WILL-MAKER Systems has two copies of software and has asked LAB where to install these. LAB will request that one be installed on the laptop computers that are available for checkout from Admin; and LAB will investigate making these laptops available for checkout to staff as well. The other copy was to be installed on a branch machine. Sharon volunteered the Engineering Workroom workstation that is usually available by appointment and has adequate privacy.

CROSS TRAINING POLICY Momentum was lost on "Policy on Cross-training and/or Job sharing" due to changes in LAB make-up etc. Status of policy was raised over the summer. After reviewing work that had been done to date, LAB has decided to limit this policy to "cross training" only, and not include "job sharing." LAB will investigate definitions, policies and procedures that may exist at the State or University personnel levels. When draft of policy is completed, LAB will ask Faculty/Staff Development and Library Staff Association to review and comment on draft-Policy before LAB submits the policy to Library Council for approval.

Jim expressed hope that when the policy is approved, it is accompanied by listings or requests for volunteers from Department Heads with cross training opportunities that exist around the Libraries.

LAB hopes to have Policy to Council by the end of the semester.

BUILDING CONCERNS: West Porch Trash Receptacles -- These seem to be better maintained now however bags of dripping trash are still dragged across the entrances leaving a tell-tale trail. Jim has confirmed that Norlin West entrance at least will get new black metal trash receptacles as can be seen in front of the new Humanities building.

FALL ALL-STAFF DEAN'S MEETING - FALL ALL-LIBRARIES MEETING -LAB proposes changing the name of this meeting to Fall All-Libraries Meeting(and Spring All-Libraries Meeting). This is due to the continuing format that includes the Cabinet and to avoid the confusion that the term "staff" might engender.

LAB will establish date in November coordinating calendars of the Dean, the Cabinet and British Studies Room.

Set-up and food will be arranged by LAB. Chairs will be borrowed from Special Collections.

JOHAN SUGGESTION BOX QUERIES: Electronic email box was not used over summer.

Staff lounge Johan Suggestion Box items from the summer:

Request for dish soap for Staff Lounge. Dean confirmed the LAB email response that this is not something provided by the Libraries.

"Where is/was the Welcome to Norlin Library Banner?" (unsigned)This banner that was hung from the West Entrance was not displayed this year. Dean was also curious why it was not displayed when other buildings had banners. LAB will investigate.

Two notes received regarding email etiquette:

1) "Individuals have requested ULR staff publish e-mail etiquette guidelines to no avail. Might LAB publish e-mail etiquette in ULR?"(unsigned)

2) "In the University Libraries' Report (or via a message from Systems, or some other venue), please offer staff members a refresher course in email etiquette. Specifically, that a confidential email message should not be forwarded without the sender's permission. (And, yes, I do realize that an email is about as confidential as a postcard; but I hope that a confidential message on paper wouldn't be widely distributed, either!)" (unsigned)

These messages may have been from the same person. LAB researched this issue and found several sources for etiquette that have been published by ITS in the _Digit_. A response, reviewed by John Culshaw, Systems, will be posted to Norlin List. The response will not include the University Email Policy because Scott Seaman will be posting that for other reasons. The Libraries Computer Use Policy will also not be referred to because that is being revised.

LAB then had a general discussion of Norlin list email, partly due to a comment made to LAB by TS Department Heads. It has been suggested that perhaps a second list be established (maybe called "Norlin Chat") for posting of messages not directly related to Libraries work. This could be available to all Libraries employees if they wish to subscribe. It was decided to make this an agenda item for the Fall All-Libraries Meeting.

Respectfully submitted: Carl Stewart, LAB Secretary