UALC Resource Sharing Committee
Meeting Minutes
April 17, 2009

I. Call to order

Dianne Hirning called to order the regular meeting of the UALC Resource Sharing Committee at 1:10pm on April 17, 2009 at the Utah Valley University Library.

II. Roll call

The following persons were present: Betti Grow, Sandi Andrews, Misty Allen, Gerrit van Dyk, Dianne Davenport, Jennifer Foy, Rita Reusch, Carol Kochan, Jacques d’Emal, Ross Green, Susan Brusik, Camille Salmond, Jo Ann Larsen, and via Wimba: Phil Roche, Phil Dillard, and Jennifer Hendricks.

III. Review 2008 Committee Goals

Expedite ILL

• 
  Weber had been having difficulty with scanning.
• 
  We agreed that if a UALC school made an electronic delivery request that we would pass it on if we could not send via Ariel, Odyssey or a pdf e mail. Most schools say no to faxing or mailing articles.
• 
  Many schools only have a four week check out. This usually leaves only about 2 weeks for a student to check out the material.
• 
  Agreed to look into extending check out time to UALC libraries in order to accommodate shipping time.
  

New Technologies

• Technology Task Force is consists of Gerrit Van Dyk, Brigham Young University, Hiroko Hashitani, University of Utah, and Phil Roche, Southern Utah University.
• 
  As new technologies emerge, there will be updates at each meeting.
  We will also keep track of these on the Resource Sharing Blog.

IV. Open issues

Resource sharing blog

• 
  Move forward with updating blog
• 
  Dianne will send invitations to committee members to join the blog as authors so that we can all contribute valuable information
• 
  Will also use blog to track projects

UALC Website

• Ann Marie Breznay is updating the shared workspace on the UALC website. Please email Ann Marie at annmarie.breznay@utah.edu to receive a new login. General information will be displayed on the UALC Resource Sharing workspace.

UALC Interlibrary lending agreement

• 
  Update Appendix A
• 
  School names and symbols

Software

• 
  Design and e mail survey to UALC Schools
• 
  List Software used for ILL and list ILS used by circulation

V. New business

Technology Issues

• 
  General unhappiness with the performance and usability of Ariel for electronic delivery
• 
  Professional reimbursement funds available through UALC to allow libraries to participate in reciprocal training
• 
  Libraries that have resolved problems with Ariel, could travel to libraries that are still experiencing difficulties and assist
• 
  Travel would be reimbursed by UALC
• 
  Dianne will e mail link to the application available on the UALC website: http://www.ualc.net/workspace/committees/Library_Staff_Sharing_Application_March_14_2008.pdf
• 
  BYU – New ID cards

Problems with reciprocal borrowing at UALC schools

Causes

• 
  Training of student workers and circulation staff
• 
  Lack of information and/or procedure page on UALC website

Possible Solutions

• 
  Create guest log in so that students can log onto computers at UALC schools
• 
  Create online page for patrons about reciprocal borrowing
• 
  General page on UALC site and then a detailed page by each UALC library according to their own library policy
• 
  Library policy should not conflict with the policy outlined for UALC
• 
  Create links on library web pages to other participating institutions

Online resources for Interlibrary Loan

• 
  Dianne will post online resources that assist in training and trouble shooting on the blog page

Overdue Charges

• 
  Discussion of billing procedures for overdue ILL books
• 
  Some schools lack accountability for faculty which creates a large problem with faculty overdues
• 
  How can we gain some accountability so that the lending library gets their materials back in a timely fashion for other users?

Circulation issues

• 
  When a book comes with an accompanying CDRom, they should automatically be sent together to the UALC library

Reimbursement Program (Betti Grow)

• Lender support program is being revamped.
  
• Handout given of Draft Fund Reduction Procedure
• 
  Betti Grow agreed to e mail copy of document to the UALC-ILL list so that those not in attendance, would also receive a copy
• 
  Dianne will scan into the computer and post on the blog and UALC workspace
• 
  Deadline for the decision of this reduction is July 1, 2009
• 
  Each library should discuss these changes with their department and then post any discussion to the e mail list
• 
  All lending statistics should be submitted by June 15

Interlibrary Loan Statistics

• 
  Discussion on whether we should be sharing our stats amongst ourselves
• 
  Would more refined stats be useful to PR in promoting UALC? (Rita will ask at the May UALC council meeting)
• 
  Who do we lend the most from? Borrow? Report can be run in OCLC
• 
  Susan mentioned that OCLC stats do not reflect RAPID requests

OCLC Holdings

• 
  Frustration in the maintenance of OCLC holdings, particularly periodicals
• 
  Holdings are not updated and volume and issue numbers are not correct or listed
• 
  Will continue to look into
• 
  Carol Kochan suggested in the interim, we update our most requested journal holdings with volume and issue numbers

Green ILL and Reduced Budget

• Articles should be sent electronically only, no mail or fax
• 
  Instead of printing off articles from databases, save as a .pdf
• 
  Can use the program my morph (through the national library of medicine) to save as a .tif file

Susan Brusik provided the following information:

• Link to the National Library of Medicine's Doc Morph website: http://docmorph.nlm.nih.gov/docmorph/default.htm
• 
  Doc Morph converts a PDF file to tiff. This allows the article to be sent electronically through Ariel, etc instead of printing the article first. DocMorph is web-based and MyMorph is downloadable into individual PC.

Examine workflow and determine how to make more efficient

• 
  Workflow toolkit suggested: http://toolkit.idsproject.org/
• 
  Recycle shipping material
• 
  Use Thank You stamp instead of printing return strips which duplicate the originating library’s original paperwork

Hold committee meetings via Wimba to eliminate travel and time away from professional duties

• Next meeting will be held remotely on a Wednesday or Thursday
  

Retirement

• Rita Reusch announced that Ellen Ouyang is retiring
  
• Retirement party held on May 29th at the Quinney Library from 10:30am – Noon
  
• Formal details are forthcoming
  

Committee Chair

• Dianne Hirining was asked to chair the committee for one more year and she agreed
  
• System for deciding on the next chair will be discussed at the next meeting

VI. Adjournment

Dianne Hirning adjourned the meeting at 3:20.
Minutes submitted by: Dianne Hirning