University Library Committee Minutes December 11, 1996 PRESENT: Lance Matheson, Business, Chair Eileen Hitchingham, Library Stephen Donohue, Agriculture & Life Sciences Richard Helm, Forestry & Wildlife Bradley Klein, Faculty Senate Anna Marshall-Baker, Human Resources Raymond Plaut, Engineering Rajiv Khosla, GSA ABSENT: Karen Inzana, Veterinary Medicine Calvin Ribbens, Arts & Sciences Humberto-Rodriguez-Camilloni, Architecture & Urban Studies Peggy Quesenberry, Staff Senate GUESTS: Debbie Averhart, Library The minutes of the November 13, 1996 ULC meeting were approved with an addition: Under the discussion of fines: "The members of the committee were asked if they personally were in favor of fines for faculty and all present indicated support for the idea." 1. Circulation policy E. Hitchingham distributed a copy of text that was sent out by e-mail to the deans, directors and department heads on campus clarifying the upcoming change in the renewal policy: INFORMATION ABOUT RENEWING LIBRARY ITEMS The library circulation system is currently set to give faculty and graduate students the opportunity for up to four renewals by phone or e-mail before an item needs to be returned to the library. Combined with an extended loan period for these borrowers, the ease of remote renewal can encourage non-return of items for up to 450 days, or more than a year, even if they are no longer needed by the borrower. On February 15, 1997 the library will change the system to allow one renewal period for faculty and graduate students. We will do this to encourage the return of items not being used so that they are visible on the shelves for others to select. This means that items which have been checked out for up to a half a year will need to be physically returned to the library. When in the library the borrower can initiate new loans for items he or she wishes to continue to use. The length of the loan period for faculty and graduate students (90 days), and the number of items that faculty or graduate students can have out at one time (100) remain the same. Renewal options and the number of items remain the same for other types of borrowers, because the maximum is less than half a year. As before, any borrower's loan period can be shortened if another member of the university requests that an item be recalled. The question arose as to whether information pertaining to circulation policy, including this revision, could be posted on the library web site. D. Averhart indicated that this was possible and E. Hitchingham added that this should probably wait until review of the rest of the circulation policy is done and updated. L. Matheson pointed out that any policy changes regarding circulation will be affecting the staff as well as the faculty, and that this information needs to go through channels addressing the staff. It was noted that the Staff Senate should be notified and and any comments sent to E. Hitchingham or her secretary. 2. Fines A chart was distributed to members delineating the current fines applied to various patron groups: faculty, staff, graduate students, undergraduates, faculty at other Virginia institutions. L. Matheson noted the consideration by members from the last meeting to uniformly fine the groups for overdue materials, with the intention of encouraging better participation in the return system and thereby increasing the availability of material in the library. He asked for feedback ULC members had gotten from faculty about such a policy change. To assist in gathering more responses for the next meeting, E. Hitchingham offered to distribute a statement for ULC members to share with their faculty about the proposal for a revised fines policy, giving some background and the spirit of its intention. To allow for adequate time to gather feedback, the next ULC meeting will be scheduled in February. There was discussion about measures that could be taken to facilitate the prompt return of books: make it possible to obtain a PIN number through e-mail which would allow you to remotely check what books you had checked out and their due dates; place drop boxes for library books at strategic locations around the campus. 3. Serials L. Matheson reported that he had sent (on behalf of ULC) the letter to Earving Blythe, VP for Information Systems, regarding concern about the future of materials collection in the University Libraries and the anticipated serials reduction. At this point he hasn't heard any response. R. Khosla reported that he had raised the issue of the potential serial cuts at the GSA delegate meeting and that they are very concerned about the ramifications. They are looking into ways that they might financially help relieve some of the budgetary shortfall through optional allocation of some portion of their comprehensive fee. 4. Campaign E. Hitchingham distributed the recently printed campaign booklets (from Development) for the University Libraries. She reported on the campaign dinner kickoff of November 22 which had about 100 attendees. This year, for the first time, the library has been included in the general mailing distribution to alumni for the capital campaign. The meeting adjourned at 4:45 p.m.