UNIVERSITY COMMITTEE ON LIBRARIES
January 20, 1999

The meeting was called to order at 7:30 a.m. the Morris Inn by Chairman Harvey Bender. Also in attendance were Kelly Gritten, Christopher Hamlin, Roger Jacobs, Alan Krieger, Larry Rapagnani, John Halloran, Laurence Taylor, Jennifer Younger, guest Joanne Bessler and secretary Melodie Eiteljorge.

The minutes of the meeting of December 9, 1998 were approved as written.

The first item of business was to reschedule meetings for the semester since there were conflicts with the original schedule. It was agreed to meet at the Morris Inn on the second Thursday of each month. The dates are: February 11, March 4, April 8, May 13 and, tentatively, June 10.

Younger gave an update on plans for the library renovation. The architects were scheduled to visit on January 27 and 28 to meet with library department heads. They will combine information gathered from them with information from the earlier focus groups to identify needs for programs and services. They will then draft an overlay of the allocation of space.

Younger recently attended a meeting of the Academic Affairs Committee of the Faculty Senate to discuss the renovation process. She is considering adding additional faculty and students to augment the working group discussions on priorities for space allocation. These would be University appointed.

Younger reported that Patricia O'Hara has received some requests regarding social space on campus. Younger has indicated that the libraries would be willing to provide learning/social space. Gritten noted that graduate students spend a great deal of time in the library and need social space. Carrel space is also a concern. Rapagnani asked if carrel space is generally discipline specific. Gritten agreed that this might be true. Bessler stated that the libraries track use of carrel space. Krieger asked if the goal is to attract undergraduates to take advantage of the library on a more consistent basis, rather than just at exam time. Hamlin noted undergraduate use for research is increasingly encouraged. Jacobs noted that in some institutions use is going down. Younger agreed that traditional things such as circulation are going down, but it seems that database searching is increasing. Hamlin suggested that there are changes in the kinds of assignments that are being given and that resources are being used differently.

Younger distributed a draft of "Unique and Important Aspects of Notre Dame." She asked for comments and additions. Hamlin noted the fact that Notre Dame is a nationally ranked research university. He also noted several unique collections.

Rapagnani observed that approximately 88% of undergraduates live on campus and that there are no sororities or fraternities.

Hamlin observed that our graduate programs, with the exception of professional schools, are largely Ph.D. He also noted that there are questions which the architects should consider, including relations between the branches and the main library and accessibility to collections. For example, History of Science journals are in storage and not readily accessible.

Bender suggested that the University's admissions officers might be interested in meeting with the architects in connection with the libraries being attractive in recruiting. Younger replied that they have expressed interest.

Hamlin asked about carrel space for faculty who are on sabbatical or who are conducting research projects. Krieger added that visiting professors might fit into that group also. Bessler replied that a small group of administrative carrels are available by special request.

Bender asked if other libraries have been successful in dealing with some of the same problems we are considering. Younger replied that the Shepley Bulfinch Richardson and Abbott firm has handled a significant number of major library renovations in the past few years and that they will draw on that experience. We have also conducted several site visits.

Hamlin asked about good libraries to visit within a 250 mile radius. Younger noted that the University of Chicago is currently undergoing a renovation with the same firm. Hamlin observed that they have effectively separated social space and study areas. Bender suggested that Northwestern might be a good match in some ways.

Taylor pointed out that not only the library is cramped for space. Everything on campus is cramped as well.

Younger next reported that the new online system was brought up on January 11. This intensifies work loads at this time. We will experience some delays as we adjust. Bender asked if we are well staffed. Younger replied that we have an excellent staff but perhaps not enough staff. Externally she has heard positive and negative comments about the new system. The faculty's main concerns seem to be the lack of call numbers on the first screen and the additional time needed to log into the new catalog.

Younger reported that the Copyright Clearance Center (CCC) and the Association of American Publishers (AAP) are undertaking a joint educational campaign on issues relating to copyright regulations. Representatives of these organizations are visiting university campuses and several university libraries have mentioned that they have been visited by a CCC/AAP representative. No appointments are scheduled in advance, so we cannot predict if someone will visit here or when.

Younger next addressed the issue of the libraries' and the University's closing policy. In the past, we have tried to keep the library and even some services open when the University is closed. We have on-call emergency staff, mostly students and people who live close to campus. This is very problematic when the University is not in session, particularly during intersession. Nights and weekends are also a problem. In the past the University has not always been quick to communicate that they are closing when classes are not in session. They are aware of this, however, and they are working to improve communication. In the future, we would like to say that if the University closes during intercession, the library will close also. We are aware that there is a resident population, but use is very low in these rare instances.

In regard to problems with the new system, Hamlin asked how long UNLOC will be available. Younger replied that it will be available through June 30, 1999, though we will not add records. It will not be linked from the libraries' homepage, but it is available.

There being no further business, the meeting adjourned at 8:40 a.m.

Respectfully submitted,


Melodie Eiteljorge
Secretary

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