UNIVERSITY COMMITTEE ON LIBRARIES
May 11, 2000

The meeting was called to order at 7:30 a.m. at the Morris Inn by Chairman Harvey Bender. Also in attendance were Roger Jacobs, Brooke Norton, Margaret Porter, Walter Pratt, John Weber, Jennifer Younger, observer Joanne Bessler, guest Douglas Archer and secretary Melodie Eiteljorge.

The minutes of the meeting of March 23, 2000 were approved as written.

Younger introduced Reference Librarian Douglas Archer, who presented a draft proposal on "The University Libraries of Notre Dame and Intellectual Freedom." He explained that this issue affects libraries in acquiring and providing access to materials as well as any other services they provide.

Bender suggested that this be distributed to the Faculty Senate, the Faculty Affairs Committee of the Board of Trustees and to other administrators. He feels that it is a positive statement.

There was a discussion of privacy rights in regard to public computer screens and the fact that some material might be offensive to others who might see it. Pratt noted that this has been an issue in the legal world for some time in regard to products such as bill boards and posters in lockers, and a computer screen is not much different. Archer responded that the installation of privacy screens is a solution.

Weber asked how the library policy would tie in with the University policy, "Responsible Use of Information Technologies at Notre Dame," posted by the Office of Information Technologies (OIT). Archer explained that the library policy addresses acquisition and access, while the OIT's policy covers posting and distribution issues.

Bender noted the recent "love virus" and asked about the consequences of anyone in the University community misusing computing resources in such a way. Archer responded that the "Responsible Use of Information Technologies at Notre Dame" document covers that in great detail.

Younger noted that user authentication is required for those logging on to computers on campus, and that is a safeguard against misuse. However, librarians do not want to see this means used to track what information resources a user accesses.

Archer noted that this policy is still in draft form and only a first step in our discussion. Once approved, we will consider the distribution.

Bender suggested that this document could be a part of packets for incoming students. He asked if there is a library brochure available to them. Porter replied that we have been publishing a special issue of Access each fall which gives an overview of the Libraries. Presently we are in the process of developing a brochure. Bibliographic Instruction Librarian Joni Kanzler also is exploring the possibility of a "credit card sized" card with library information that users could carry in their wallets. Bender suggested that we might consider printing the football schedule on the reverse side. Norton stated that she likes the idea of a small card. First year students in particular are inundated with brochures and pamphlets, many of which they never read. The card would be useful to first year students, who are sometimes intimidated by the library.

The next item of business was a memo from Roger Jacobs to Harvey Bender regarding services provided by the Law Library to the University Community. This was sent in response to a question from Bender at the last meeting. It was agreed that this document will be appended to the minutes as an addendum.

One question that we must resolve since converting to the Aleph system is how to provide one-step access to both the University Libraries' catalog and the Law Library catalog. Law students might go to the University Libraries' catalog as a matter of course if they don't find an item in their catalog. However, it is unlikely that the reverse is true for the general community. Younger reported that there are two possible avenues. One is to hire more staff to link the records. The other is to purchase software to enable simultaneous multiple searches.

The next item was to establish an agenda for the 2000-2001 academic year. Continuing topics include confidentiality of circulation records, and copyright and fair use. Younger also would like to discuss cooperative relationships that the Libraries are building. Examples are: other universities in the state - Indiana University, Purdue; the Michiana Area Library Consortium - Saint Mary's, Holy Cross and Bethel; and the Law Library, among others.

Bender suggested that he would like to see an overview of Aleph with a guest from the company. The dedication of the renovation is a continuing topic. He would also like to invite someone from the Advisory Council for University Libraries, perhaps the chair, to attend a meeting. He noted that the session with Father Poorman and others from Student Affairs was very useful. He would like to follow up with an exchange with undergraduates. Another possibility is to invite a representative from another academic unit to attend a meeting, e.g. First Year of Studies.

Weber noted that as a first year member he has not gotten a complete sense of the committee's objectives. He asked: How do we make our deans aware of what is going on in the Libraries? One way might be to invite deans to a meeting.

Younger noted that the committee has never submitted an annual report. Bender suggested that an executive summary might be appropriate. Younger agreed and will put together a summary based on this year's minutes.

Jacobs asked Younger what her experience has been with communicating with deans. Younger responded that she attends deans' meetings. Their agendas are set by the provost and focus on issues of interest to all colleges. The meetings, however, do provide her the opportunity for informal conversations and exchanges.

Weber noted that we would need to state a purpose in inviting a dean to attend a meeting. We could ask for their input and ask them to share with faculty. This would make us more responsible to a constituency and the leaders of our user groups.

Bender noted that there is an emphasis on cross-disciplines across campus. He suggested that we could sponsor a series of colloquies asking people at other institutions how they are dealing with that. Younger noted that this issue ties in with the theme we used for the spring meeting of our Advisory Council for University Libraries, which was: "What makes a great library?".

Next Norton brought forth a new topic. Over 100 institutions across the country are participating in a summer exchange program. Under this program, schools make their campuses available over the summer to students who live locally. This includes library privileges as well as other facilities. Younger responded that she was not aware of the program. However, she will determine whether Notre Dame participates and, if so, how the Libraries should be involved.

Younger thanked Walter Pratt, whose term expires at the end of the semester.

Last, Younger mentioned the "University of Notre Dame Master Plan for the Theodore M. Hesburgh Library" is complete and in the hands of Facilities Engineering. She will meet with them at the end of May. The plan could go to the University's building construction review team by the end of June.

The Libraries are hosting the first meeting of the North American Aleph Users' Group (NAAUG) on May 30 and 31.

As noted earlier, the Libraries' Advisory Council met in April. Highlights of the meeting included a lunch with library faculty and a session at the Business Information Center on library online information sources.

Younger also reported that the University Libraries and the Law Library together have moved from 53 to 51 in the Association of Research Libraries (ARL) rankings. The Chronicle of Higher Education reported this in its May issue.

There being no further business, the meeting adjourned at 8:50 a.m.

Respectfully submitted,

Melodie Eiteljorge
Secretary


ADDENDUM:

Law Library Services
Roger Jacobs
May 20, 2000

You will find below a brief outline of the services offered to the greater University community by the Law Library.

The Law Library provides regular access to its 95,000 titles, 510,000 volumes and volume equivalents, and 5,000 serial titles. Since the library lies completely within the confines of the law school building, a building historically closed to all but law school faculty and students after 5pm on weekdays and on weekends, service to the general community is limited to normal working hours, Monday through Friday. Unfortunately, space limitations only permit the use of the library to those actively engaged in legal research.

Upon request, faculty members or graduate students requiring law collections to support their teaching or research are provided twenty-four hour access to the library. This access can be arranged by calling Dwight King, head of the research department, at 1-5993.

During normal working hours the following additional services are offered:

1. Legal reference services. All the resources at our command may be used to respond to particular faculty requests. Four experienced law trained research librarians, Lucy Payne (1-5996), Warren Rees (1-4436), Patti Ogden (1-5664), and Dwight King (1-5993), are available to assist patrons in using the collection.

2. Borrowing of all materials in the circulating collection. The Law Library catalog is easily available from the Hesburgh Library web site. Material may be borrowed by faculty for one semester. Renewals for material may be placed by telephone. Students may borrow Law Library materials for three weeks and renew by telephone up to three times. A fourth renewal requires bringing the materials to the library. Holds or recalls may be placed on any circulating item by any patron.

3. Complimentary copying of microform materials is available to all patrons.

4. Complimentary photocopying of print materials is provided to faculty patrons.

5. Working in co-operation with the Hesburgh Library reserve room, Law Library materials may be placed on reserve in the Hesburgh Library for use by undergraduate or graduate classes. Questions about circulation, microforms, photocopying, and reserve policies can be directed to the head of the access services department, Carmela Kinslow (1-5990).

6. Recommendations to acquire law or law-related materials that may support the research of non-law faculty and students are sought and given serious consideration. Native American law, Irish legal collections, and Latin American law are some areas that have prospered in support of the research efforts of non-law faculty. Suggestions of particular books or collections may be sent to Joe Thomas, head of the technical services department (1-5992).

7. By appointment, the following services are also offered:

a. Library tours for graduate courses on law-related subjects.

b. Class presentations on legal research in particular subject areas. Contact Dwight King (1-5993) for assistance.

I hope this information proves to be of some value. If you have further questions, I will be pleased to respond.

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