Library Assembly Minutes

Thursday, September 24, 2009

Welcome

Jennifer Lepus, Director, University Health Services was introduced and welcomed.  She is presenting information on H1N1 and campus preparations. 

Open Announcements

Please remember to provide an LEC member with any suggestions you have for the Library Contingency planning by Oct 1^st.

Mugs with a Library related symbol are now available at Pura Vida.   

Event Announcements

Tuesday, September 29, from Noon to 1PM, CONTENTdm training for Library Staff will be held in Room 259. 

Wednesday, October 21, as part of the Maryland Humanities Council "One Maryland, One Book" program, there will be a conversation about the book Song Yet Sung  by James McBride beginning at Noon in Room 259.

Training seminars for Library Staff are listed on the Events Calendar on the Library Wiki.  Please check for topics that might be of interest to you.

Book Sale will be October 7&8, from 9-5.  Faculty Preview will begin September 28 and last all week from 8:30-4:30.  Please be alert for faculty looking for Collection Management to review Book Sale materials.

University Health Services Presentation 

Jennifer Lepus, Director of University Health Services presented information on Pandemic Planning and answered questions on H1N1.University Health Services is located in the ground floor of Erickson Hall.  Hours are Mon-Thur 8:30AM-6PM, Friday 8:30AM-5PM

UMBC has been working on a pandemic plan since 2006.  Since a pandemic was declared in June 2009, there has been a group here at UMBC meeting every week.  Includes representatives from Health Services, the University Police, etc.  Among other projects has been a self reported tracking system to allow the campus to track the incidence of likely flu cases.  This system might be implemented by the end of Sept.  A recommendation has been made that if 30% or more of faculty, staff and students are ill at one time, the campus might close.  The tracking system would allow us to determine what percentage of our campus population was ill with the flu at any given moment.  The reporting would be anonymous; no names would be attached to reports of illness. 

Jennifer then turned to answering questions. 

Can H1N1 be spread by a handshake?  It is airborne, but can live for a very brief time outside of your body.  So you might spread the virus if you shake someone's hand just after sneezing onto your hand.  This is part of the reason why we say to sneeze into a tissue and throw it away or sneeze into your shirt sleeve.  Also, wash your hands and always wash your hands before eating.  You might wipe down surfaces occasionally as well (door knobs, etc.). 

How is H1N1 different than a cold?  They are both viruses, but H1N1 is a specific virus.

Vaccines for flu for this year?  Vaccine for H1N1 will hopefully be on campus in early October.  The target populations for the vaccine are people under 24 years of age, immune-compromised people and pregnant women.  Priorities for vaccination will be determined by the Health Department.   There will be some regular seasonal flu vaccine available at a Flu Shot Clinic on Oct. 6 & 7, from 11AM-3PM in the Commons Room 331.  There is a charge of $25, cash or check.  Recommend that everyone get the seasonal flu shot. 

How many cases of H1N1 do we have on campus?  We have about 80 cases of flu on campus that are assumed to be H1N1 due to symptoms.  The CDC has suggested that there is no reason to test for H1N1.  Testing is expensive and the treatment for H1N1 flu and regular seasonal flu is the same.  So no matter what kind of flu you have, you will get the same treatment and recommendations. 

What is the average length of flu?  Three to five days is length of illness.  Treat by getting rest and plenty of fluids.  If immune-compromised, get to a doctor within 48 hours of onset so that you can get started on Tamiflu.  If a health worker gets the flu, CDC requires that they stay home from work for seven days.  The incubation period for flu is 24-48 hours (from exposure to onset of symptoms).   

What separates the flu from a cold or allergies?  You get a fever with the flu, but not with a cold or allergies.

Are students who get sick and live in dorms being sent home?  If they can go home without using public transportation, we recommend that they go home.  If they cannot go home, we recommend that they tell Residential Life they have the flu.  They can then be moved into an isolation room.  What we have been seeing is that the students don't want to miss classes.  They continue to go to class even when they are sick.

If you show signs of flu should you go to the doctor?  Unless you are immune-compromised, or you have trouble breathing or the fever goes away and then spikes back, it is probably not necessary for you to go see the doctor.  You might call your doctor to let them know you have the flu.  They can then report this statistic.  People who have died, have not died from the flu but from a flu related pneumonia. 

What about wearing a mask?  We might have someone who has the flu wear a mask so that they are less likely to spread it, but wearing a mask is unlikely to protect you from getting the flu. 

There has been some thought that if you had Hong Kong flu back in the 60s, you might have some immunity to the H1N1 flu.

Jennifer provided some brochures on H1N1 Flu.  Extras were given to Larry. 

For additional information visit the University Health Services website.  http://www.umbc.edu/uhs/

You can also contact Jennifer Lepus directly via e-mail jlepus@umbc.edu  

Library Director's Report

Larry Wilt reported that he has bought some N95 masks for use by staff.  If we get to the point on campus where there is a high rate of illness, he will pass out the masks.   

Housekeeping Crew Appreciation Reception was held this week.  Thanks to the people who organized this and particularly Melissa.

There will be furloughs, we don't yet have the specifics. 

Planning issues.  There is a consultant on campus working on a facilities master plan.  Based on enrollment figures and many other criteria, a model has been put together that shows we are a few hundred thousand square feet short of the developed space we currently need.  The Library is included in these calculations and Larry is included in the review process. 

Blue ribbon committee on the Library.  Robin, Joyce and Larry are meeting with deans and campus leaders (President of Faculty Senate, etc.) to do the hard headed envisioning and planning for the Library that is needed in these times of declining resources and escalating costs.  We must deal with increasing serial costs, the recession, etc.  The work of this Blue Ribbon Committee is very similar to the work the Library staff has been asked to do in submitting contingency ideas to department heads and LEC members.  Please remember to get your ideas and suggestions in by October 1^st.     

There will be a campus wide meeting next week, probably on Tuesday, Sept. 29 to discuss the furlough plan. 

Disruptive Student Behavior informational discussion

Larry Wilt showed a copy of the UMBC Faculty and Staff Behavioral Response Guide that should have been received by everyone in their campus mail by this time.  Larry has asked the leader of this effort, Prof. Deluty, to post the guide online.  Very useful to have a definition for disruptive behavior.  Note that damaging library materials is included as prohibited behavior.  Please read the guide and be familiar with its contents.  Don't hesitate to call the Campus Police at 5-5555 if you feel a situation is dangerous. 

Department Reports

Accounting & Receiving---We have requisitions open for the fiscal year and are processing purchases. 

Acquisitions--Larry reported that a temporary cap has been placed on monograph purchases at 80% of department budgets until February 1^st.

Bibliographic & Metadata Services---DBM and Serials have begun working together to enhance our holdings information.  BMS has been training Acquisitions staff on exporting records and creating records at time of order in all formats.  Cataloging staff has been working on the PZ reclass project.  This has freed up shelf space for a shifting project.  Ping is being trained to work with e-books.

Circulation---The book drop should be arriving soon.  Thanks to Melissa and Alla for getting it ordered.  It will have two compartments, one for books and one for media.  Thanks to BMS for working on the PZ project, allowing shifting to move forward.  We are now able to do billing in People Soft.  In Reserves, thanks to both Pat G. and Michael for doing an excellent job in getting materials together for faculty on very short time lines.  Note: during the shifting project, please check the sorting shelves if you do not find a book in the stacks.  Until the shifting is complete we often must leave a book on the sorting shelves due to lack of room in the stacks. 

Collection Management---Book sale coming Oct. 7 & 8, see announcements.  We need  trucks for the next couple of weeks.  Please see if you can send us some of your trucks.    

ILL---is picking up.  Thanks to Circ for taking on the WebCirc system for checking out ILL books.  This system is working out very well.

Library Information Technology Services---no report.

Media---Renovation of room 258 is complete.  The room is equipped with a large flat-screen TV with a region-free DVD player, VCR, and computer.  The computer allows for instruction as well as "practice" Powerpoint presentations.  We have an external Blu-Ray DVD player (one of only two rooms on campus with this equipment).  The room can now accommodate up to 28 people.  

Reference---About 80 instruction sessions are scheduled at the moment.  We have reconfigured furniture in the Reference area.  Thanks to LITS for moving computers.  We have brought all the resources for graduate students together on a new services and resources page.  More video tutorials are in the works thanks to an excellent student employee.  Joanna has put up a display of books on health issues.  The display is on the shelves outside the Reference office.  A future display will focus on the book Three Cups of Tea and other humanitarian projects.  Joanna would appreciate suggestions for future displays.    

Serials---Have begun an inventory project and working with BMS on enhancing holdings records.  Thanks to Vicki for a training session earlier this week on holdings records.  We have an EBSCO a-z trial in place for the next 90 days.  It is a journal discovery tool.  Link to the trial http://atoz.ebsco.com/titles.asp?Id=10975&uc=Admin&sid=221471381&TabID=2Today is the final day for cancellation of serial titles for all departments.

Special Collections & Gallery---Classes in Special Collections have started.  A new exhibit will be opening in the Special Collections reading area.  It will be student work using letter forms.  PastPerfect online preparations are continuing.  Thanks to Janet for her work on this project.  Scanning of Hughes glass negatives continues.  Thanks to BMS for making a student (Laura Eckenrode) available for scanning.  The book scanner is up and running.  Colin from LITS is training Special Collections staff on how to use it.   

Committee & Working Group Reports

Committees:

Library Executive Committee (LEC)---Larry, issues are largely the same as those we have already talked about: budget, pandemic planning, and general planning.  Invited OIT people to attend a LEC meeting to begin to jointly plan work on common issues.  How are we going to serve the student computer needs.  Security concerns.  Shared planning process.   

Cheers---Cake walk raised $150 toward the holiday party.  There will be two more fundraising events this Fall.  Probably have 50/50 raffle and a Thanksgiving basket raffle.  Lindsey noted that the Appreciation Reception for the Housekeeping Staff was an idea brought to her by Heather Moss.  Lindsey then took the idea to LEC and LEC took the idea to Cheers.  Good work all around.    

Library Employee Enrichment Committee (LEEC)---Audio conferences continue.  Good attendance so far.  They have typically been scheduled for 2PM.  LaTanya has discovered that we can rebroadcast conferences that have been presented earlier.  So she will check into getting some of our past conferences rebroadcast. 

Working with CWG on a Staff Day on May 26, 2010.  The Library will be closed for the day.  We would encourage everyone to participate, but participation is not mandatory.  You can come in and work or take a leave day.  Subcommittees are forming to deal with specific aspects of the day.  We will need lots of volunteers to make this a successful Library wide event.  LaTanya will send out an e-mail listing the subcommittees and asking for volunteers.  We will also need ideas programs, presenters, and booths.  More details will be presented at a future Library Assembly meeting.

Building---Computer lab signs are finally down.  Hand sanitizer stations have gone up on first, second and seventh floors outside bathrooms and in the 24 hour lounge.  Melissa keeps a list of building maintenance items.  Let her know if you notice anything needing repair.   

Local LIMS---Cataloging Policy Committee is gathering information on USMAI practices for the Local Holdings Project.  This project would put the local holdings of USMAI institutions out on OCLC.  Also gathering information on USMAI practices for cataloging of e-books.

Working Groups:

Document Management Working Group---hasn't met.

PR & Marketing Committee---Simmona passed out a handout on One Maryland, One Book project (see announcements). 

Library Web Group---Met earlier this week.  Finding ways for the Library web site to play a role in pandemic planning.  Information on what Library can provide if the campus is closed.  The Usability report has been received and there will be revisions of the Library web page based on the report.  By January we hope to do beta testing.  Link to web revision plan and usability study

https://spaces.umbc.edu/pages/viewpage.action?spaceKey=library&title=Web+Revision+2010

Tutorials Working Group---At Sept. 15^th LEC meeting there was agreement to officially disband this working group as the charge has been fulfilled.  Screencasting has proven to be a good way to provide information and assistance at point of need as well as for promotion of library services and resources.  The development process is now in place.  Thanks to all who have participated with special thanks to Janet and Joe.  Please send Janet an e-mail if you have a topic for a tutorial.

Communications Working Group---Please see earlier information in LEEC report on Staff Day.  As well, we are working on FAQ for staff containing general information on who to go to with questions.     

Service Desk Digital Signage Group---The signs up and running.  Please let the group know if there is something you want on the signs.

Digital Collections Team---CONTENTdm is launched.  There will be a Library Staff training available on Sept. 29 from Noon to 1PM.  There are training sessions scheduled for Oct. 5 & 13 for Faculty and Students.  Thank you to Vicki for assisting with the training.  Thank you to Lindsey, Janet and Joe for helping with the promotion.  Michelle and Lynda have set up some ALCTS webinars on institutional repositories and copyright.  Stay tuned for future webinars.  October 5^th is the next meeting.

Next Library Assembly Meeting is Oct. 20^th from 10AM-11:30AM in the GalleryEmily Hauver will lead a tour of the current Gallery exhibit, The Art of Persuasion:Poster Design from 1896 through 2008
Meeting adjourned.
Draft by Vicki Sipe, 28 Sept 2009