University Library Committee Minutes Wednesday, April 28, 1999 Library Boardroom Present: Stephen Baehr, Arts and Sciences Eileen Hitchingham, Library Stephen Donohue, Agriculture & Life Sciences, Chair Milko Maykowskyj, Staff Senate Raymond Plaut, Engineering Absent: Ansar Ahmed, Veterinary Medicine Angela Barger, SGA Tim Copeland, GSA Thomas Gatewood, Education George Graham, Teaching and Learning Richard Helm, Forestry and Wildlife Deborah Mayo, Faculty Senate Doug Patterson, Business Humberto Rodriguez-Camilloni, Art and Architecture S. Donohue turned the program over to Dean Hitchingham to report on recent developments and followup information from the last meeting. E. Hitchingham referred to a recent column in the Collegiate Times raising the issue of student demand for extended library hours for Fridays and Saturdays. As she outlined in her talk to the GSA in January, limited funding requires that choices be made. Despite overall funding below the median of ARL libraries, we have chosen to fund very heavily materials resources in proportion to our overall funding. Extended hours would require additional funding, and we are providing the Provost with what it would take in staff funds to extend hours next fall to midnight every night of the week as a pilot program. Limited services would be provided. E. Hitchingham distributed a document derived from the Web of Science Data 1981-98 showing the top 100 journals cited by the VT Community, and the top 100 journals in which VT Community publish. She noted that this is ultimately the kind of product (Web of Science) that makes it important to know how we are citing. She added that the library is hoping to combine this information with data that faculty gave regarding their needs and wants for journals in order to build a better picture of journals that support this university in an all-around way. During the last ULC meeting it was brought up that different citation practices regarding the name of our University could have implications for ranking. A question was raised as to whether there were guidelines put forth by this administration about citation practices. An inquiry to the University Relations' office revealed that there is an Editor's Style Guide for Written Documents online (http://www.unirel.vt.edu/style/style.html) which discusses how to name the university. No one "polices" adherence to these guidelines, however. R. Plaut suggested that faculty may need to be reminded of the existence of these guidelines. E. Hitchingham offered to let L. Hincker of University Relations know that this suggestion was brought up in ULC. E. Hitchingham distributed a copy of a recent letter and notice of recall received from a patron. In essence, this patron was indicating that the potential fine did not weigh as heavily as her need to retain the book. As a future consideration, the committee may want to look at this issue to determine if the recall fine is large enough to motivate people to return items. The following issues were summarized and discussed from the course of this year: 1. Student suggestion for some form of required library instruction. E. Hitchingham suggested that ULC might want to form a subcommittee next year to explore what is being done at other institutions. She noted that any proposals would have to be worked through the Commission on Undergraduate Studies and Policies, and then on to the University Council. The Library is currently working with the Core Curriculum Committee to talk about incorporating library instructional components in every core course offered. S. Baehr asked if, over the summer, library staff could put together a listing of what other schools are doing. E. Hitchingham indicated she would have something for the first meeting next fall. 2. Library funding. The University has not allocated funds yet for next year. No operating budgets have increased over the last several years. E. Hitchingham noted that the Provost's priority for the one-time money will most likely be towards adequate faculty support for core curriculum courses. E. Hitchingham has been working with the Commission on Research to look at the issue of library funding, and they talked about having a resolution to come forward to the University Council. That resolution has been broadened within a joint statement being drafted by the Commission of Research and Commission on Graduate Studies and Policies. It advocates commitment in chosen presidential candidates to research, scholarship and graduate education by supporting the library structure, labs and other missing areas that perhaps have been less ably funded for the university. Another handout was distributed which compared Virginia Tech's ARL (American Research Libraries) ranking status in 1987/88 with last year's (1997/98). In 1987 Virginia Tech had a rank of 82 out of 111 with an index of -1.46. In 1998 Virginia Tech had a rank of 90 out of 111 libraries with an index of -1.61. The index takes five data elements into consideration - number of volumes, volumes added, number of current serials, total expenditures, total professional and classified staff. Libraries are admitted to the ARL with an index of -1.65. It appears from these numbers that we are heading for the borderline to even be classified as a research library. Eileen noted that good ranking doesn't necessarily mean you have a good library, but it says you have some flexibility to do some things. We are losing flexibility, especially as far as the collections are concerned. S. Baehr made a motion that the ULC draft a letter to Provost Meszaros, expressing concern about library funding. The motion was passed and S. Baehr will circulate an initial draft of the letter to the committee. The meeting was adjourned at 5:05 p.m.