Members Present:   Rich Bennett, Gary Cornwell, Lori Driscoll, Carol Drum, Jan Swanbeck and Carol Turner

1. Announcements

   Vacancies – Jan Swanbeck and Gary Cornwell

   • Shawn Saxton has been hired to fill Trish Ruwell’s position. He will start December 9, 2002.
   • Gary Cornwell hopes to interview for Tom Caswell’s position before Christmas.

   Access Services and ILL – Lori Driscoll

   • Ill’s lending web page is up.
   • Circulation has started its crunch time. Lori Driscoll is having difficulty in finding candidates for the PM shift positions. Currently there is only one outside candidate and one internal candidate for Jason’s position.
   • The re-class project that started with biographies is in full swing. The D’s and P’s have resulted in a large number of books going into the Collection Access Dept. Six weeks ago the re-class group was informed that Circulation would not accept items between December 6th and January 6th due to a massive increase in the workload and decrease in student labor. The re-class group is not honoring that agreement. A decision has not been made of where to put the biographies. Lori will check to see if there are withdrawals of multiple copies. Jan Swanbeck offered student helpers to assist with the re-shelving. Lori suggested doing dual labels for periodicals. Currently the biographies are done in batches when new call numbers are being assigned. Carol Tuner will look at the procedures for the biography re-class. A message should go to staff that the biographies may by listed as being in one location when they are actually in another location. Lori is trying to create logical areas for the biographies to be re-shelved. Lori believes they plan on re-shelving them into the paged collection. Gary Cornwell noted that there is a space on the fourth floor and Rich Bennett suggested looking at the sixth floor.
   • The re-class does affect the branches but is not really an issue because when it goes to a branch it will be put in the correct location.

   State Electronic Collection Committee – Rich Bennett

   • Things are starting to crystallize as far as the State Electronic Collection Committee decisions about electronic databases. Rich Bennett is trying to get a handle on the changes because he needs to update the Database Locator and staff should be alerted to the coming changes. Some of the changes are as follows: MLA, Contemporary Women’s Issues, and Business & Industry will move from FirstSearch to the Gale platform. Econlit and CINAHL will move from FirstSearch to EBSCOhost. Dissertation Abstracts is going to ProQuest. Some databases on First Search, such as Books in Print (also removed from WebLUIS, still available direct from Bowker), Biology Digest (still in CSA), Internet and Personal Computing (still in CSA) are duplicated in other places so they are being canceled. Rich discovered that Agricola was removed from FirstSearch because it was mistakingly believe to be available from CSA. NOTE: Agricola has been added back to CSA as of 12/10/2003, so this is not a problem. Some items are being dropped at the state level but each institution will have the option of picking those up. The student edition of Chemical Abstracts will not be picked up at UF.
   • E-Journal packages are also being re-negotiated. Unless UF subscribes, we won’t get some titles that we have been getting because someone else in the state university system had access. Ideal titles are merging into the Science Direct.
   • John Ingram will send out a message next week (after the SUL Directors have reviewed and approved ECC recommendations) about changes in databases at UF. Once the changes are know , Public Services needs to do public relations work.

   New training room in MSL – Carol Drum

   • The projector is being installed in MSL Room 308. The room still has to be re-carpeted. A delivery date for furniture delivery is trying to be confirmed. The computers still have to be installed. Carol Drum believes it will be ready by implementation training.

2. OPAC – Rich Bennett
   • The joint community college/university group (3 university representatives, 3 community college representatives, and a State Library representative) appointed by the joint community college/university steering committee that Martha Hruska is on has been working on the giant union catalog (GUC).
   • The giant union catalog (GUC) will not exist until every community college and state university library migrate to ALEPH. Yet, as part of a legislative mandate that the university and the community colleges work together the giant union catalog must be addressed. This is why the community colleges went with ALEPH. In order to ultimately have a union catalog that will look similar to individual catalogs, university catalogs, etc the group had to start looking at and make recommendations for the interface. The group came up with some recommendations both on how to proceed and how some screen should be. Some recommendations were not inherent in the native ALEPH interface and may require some reprogramming of the system. The report has been accepted. Now there is a separate university OPAC sub committee of the PSPC and a separate group within the community colleges. Rich drafted a charge and sent it to PSPC and is awaiting confirmation. FCLA staff will have to make some determination about the things that have been recommended in the report that they can’t do without certain implications.
   • The system is not as flexible as originally thought.

3. ALEPH Implementation
   • The functional training sessions will begin in January. The first session is entitled “Getting Around the Staff GUI and Web Searching for Circulation Staff.” This is a prerequisite for all the functional training. The training on January 14 is labeled for circulation staff. The initial ten circulation staff needs to be chosen within the next week and a half. They should be individuals that will be able to train other staff.
   • The ten people identified for each of the functional training areas will then have their actual circulation functional training on January 31.
   • We will have to decide how many additional classes we will need to hold to train circulation staff and at what level they should be trained. A local strategy is needed to determine what is needed for the training of public service staff and who will do the training. The steering committee meets tomorrow and will be discussing training. It will be that’s group responsibility to come up with a training strategy. They will be calling on the different areas for suggestions.
   • ExLibris will probably have handouts at the training sessions. Jennifer Kuntz at FCLA has taken documentation from ExLibris and inserted it into her documentation that was used for the data review training. Keep in mind that any training documentation will be somewhat generic. There is also a web guide available that has a large chapter on Circulation.
   • Vacancies make it difficult to send individuals to training. This speaks to the need of being able to fill vacant positions.
   • ExLibris is not slated to provide training for Phase 2 institutions. Someone from FCLA will probably attend functional training for each module at UF.

4. Vacancies
   Currently Dale is allowing emergency positions to be filled. However, with the implementation of TEAMS taking effect in January Steve Shorb and Denise Bogart-Caballero are questioning posting positions until after January 7th. Carol Turner will speak with Denise and Steve further. She will also speak with Dale.

5. SFX and MetaLib
   SFX and MetaLib will be integrated separately.
   • SFX is a linking service that will make it easier for users to connect to journal articles from related resources. It will also have a link to an ILIAD form.
   • MetaLib is a service that allows for doing some things we do in the database locator now. For example, the ability to identify a particular databases we have access to and to organize them by subject. Users will log in and have the ability to do some customization. They will be able to select multiple databases to search at one time. The results can than be merged. It operates to a large extent on the Z3950 so the searches that are possible in that environment are not necessarily full power such as when you go search database itself.

   Both of these require configuration. Elaine Henjum at FCLA is going to be the project manager for implementation of these two systems for the SUL. There is not a definitive plan for how its going to work, what FCLA will have to do to get it started and maintain it, and what each institution has to do to get it started and maintain it. Until FCLA can determine what is needed from the different institutions they are in a holding pattern. There has been a recommendation to the directors that this group be established with one person from each institution.

6. Building update
   • The architects were here all day yesterday for a series of presentations for Chuck Frazier, Ed Poppell, Library Directors, and UF Physical Plant.
   • Carol T. feels like the architects did an amazing job of trying to meet conflicting needs. They did upfront work on designing a set of options for the outside of the building rather than focusing on the inside design.
   • The last time they were here they presented two options. One, a full touch and one a half-touch (the favored one). In either case the buildings will hook up directly.
   • They are trying to blend with historic buildings. They are planning to use red brick, gables and white limestone. The design will mimic the windows of Library West and the gables of Library East. There was a lot of discussion about the north side since it faces University Avenue. Ed Poppell wants to make sure that it is welcoming to the public.
   • Bulk of the new building will be compact shelving.
   • The first floor will be compact shelving and Facilities.
   • The second floor will have Circulation and the main entrance via stairs or escalator.
   • The third floor will have Reference. Some committee members did not think that students would pursue going to the third floor for reference. They believe that if Reference is not on the floor as the entrance and Circulation is, that Circulation will get hit with a lot of reference questions.
   • The fourth floor will house Personnel.
   • The fifth floor will house Administration and other staff offices.
   • Dale will probably call a meeting next week to discuss the current plans.
   • Steve Shorb still has to call the first meeting of the committee charged with looking at the setup of MSL for purposes of documents moving over there. It was noted that the charge might not have been distributed. Carol T. will check with Dale.
   • The architects will be back on January 14th to present plans to our historical committee.
   • Barbara Oliver has looked at rental alternatives in case we do not get the DOT warehouse for a storage facility.

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