Planning & Operations Council Reports on FY10 Successes

SUBMITTED BY POC MEMBERS

On July 22, the Planning and Operations Council (POC) met to report on their FY10 goals and progress, and present their FY11 goals. Below are some achievement highlights. For a complete collection of the reports and goals, please visit the POC intranet page at http://intranet.lib.purdue.edu/display/POC/
Unit+Plans+FY10.

Accomplishments have been grouped according to the strategic plan pillars, with the divisions, libraries, or councils responsible noted in parentheses when applicable.

PILLAR: Campus-wide Information Literacy

• Developed mission statement for Purdue Libraries Information Literacy Program (IL Council)
• Michael Fosmire participated on University Core Curriculum Committee and is participating in the College of Technology Core Curriculum Committee (IL, PSET)
• Participated in Project Information Literacy spring survey, hosted National Forum on Information Literacy, and hosted professional development workshop with Dr. Ross Todd
• Demos of LearnLab and information literacy teaching opportunities to a variety of internal and external campus audiences, including the President and Provost during their library visit. Also filmed a BoilerByte video for Big Ten Network (MEL)
• Moved embedded librarianship model into the curriculum in a variety of courses, including:Mgmt 484, Strategy 590, Entrepreneurship 200, and MBA program for Experiential Learning Initiative utilizing embedded librarians from MEL, LIFE, and ENGR (MEL)
• Advanced undergraduate information literacy by creating subject guides for all departmental areas, merging the HSSE and HICKS web pages, and hosting the C-SPAN Presidential Portraits and Harry Potter’s World exhibits and programming (HSSEB)
• Faculty participated in campus-wide IL opportunities, with two HSSE faculty on CORE task force, Robert Freeman as new digital reference coordinator, and Kristine Anderson coordinating English 106 instruction sessions (HSSE)
• PSET Librarians greatly expanded course integrated instruction. New instruction was developed for ENGR 195, SCI 110, EAS 104, various CHE seminars, and other courses in AAE. Credit courses were taught by Jeremy Garritano (CHEM 513), Chris Miller (EAS 591), Megan Sapp Nelson (EPICS), and Jane Yatcilla and Michael Fosmire (SCI 490, with Andrew Hirsch). In addition, Amy Van Epps provided a substantial amount of instruction for NUCL 497/597, a required course for nuclear engineers. (PSET)
• Overall, PSET librarians provided 321 instruction sessions to 3,243 students in FY 2010.
• Maribeth Slebodnik developed and delivered 1-credit GS 175 Information Strategies course for Foods & Nutrition students in the MEL LearnLab with technical assistance and input from Monica Kirkwood – 15 students (HLS)
• Marianne Stowell Bracke developed and delivered information literacy components for 8-week required course (AGR 101) for all incoming agriculture students (approximately 440) (HLS)

PILLAR: New Relationships to/with Disciplinary Faculty

• Grant funded project Engineer of 2020 Seed Grant on "Developing Curious and Persistent Continuous Learners: Articulating and Assessing the Role of Information Skills in the First-Year Engineering Curriculum"
• Working with professor for SVM course BMS 81100: Systemic Mammalian Physiology to prepare manuscripts from surveys of first-year veterinary medicine student information behaviors (IL, VETM)
• Working with Agriculture faculty to include information literacy component and calibrated peer review in AG101 (IL, HLS)
• Increased marketing/communication with faculty by successfully developing and implementing “Database of the Week” (MEL)
• Participated in conferences: The Future is Now: Libraries and Museums in Virtual Worlds – on the web and in Second Life; The Virtual World Best Practices in Education Conference in Second Life; Computers & Writing 2010: “Virtual Worlds” @ Purdue –Virtual Conference in Second Life and onsite conference @ Purdue University (MEL)
• HICKS library faculty relocated to HSSE library and provide reference backup to the iDesk, with reference training sessions provided by librarians to reference desk staff on gov docs, basic business resources and intro to database (HSSEB)
• Successfully piloted embedded/outreach office hours within disciplinary departments – Amy Van Epps with School of Engineering Education and Charlotte Erdmann with the Schools of Aeronautics and Astronautics and Biomedical Engineering (PSET)
• Working with Dr. David Nichols and advisory board to develop Psychoactive Substances Research Collection, hosted successful meeting with Betsy Gordon Foundation representatives and submitted 3-year budget for review (ASC)

PILLAR: Robust Research & Scholarship Program

• Research on the impact of collaboration spaces on teaching and learning reported in an article on perspectives of information literacy from a scholarly, administrative, and library instructional viewpoint (MEL)
• PSET Librarians were involved with various types of grants that totaled $1,074,722 in awards, including seed grants from the College of Engineering and Discovery Park, and grants from HUBZero, the Regenstrief Center for Healthcare Engineering, NSF, and the Department of Agriculture (PSET)
• Revised International Travel Grant submission and review criteria, and awarded 4 grants, with 8 grants available FY11 (Research Council)
• Initiated Research Coffee & Conversation meetings to discuss research & scholarship and collaborations (Research Council)
• Formalized policy for Research Fund and developed submission and review criteria, soon to be announced (Research Council)
• Marianne Stowell Bracke planned and hosted biennial USAIN conference held at Purdue; Marianne was co-chair and the rest of the division librarians were on various committees (donations, local arrangements, local tours) (HLS)
• Building new audiences for ASC collections through e-Archives, online exhibits, Archon, etc. Completed online exhibits for Purdue’s Place in Space and John Purdue. (ASC)

PILLAR: Robust Local Collections (Digital & Print)

• Reference collection moved towards electronic access with titles de-selected in a joint HSSE/UGRL effort and transferred to HSSE, and electronic reference counterparts purchased through Oxford Reference Online for print titles; HICKS monograph collection analyzed and subject specific monographs sent to departmental libraries (HSSEB)
• PSET Libraries conducted extensive weeding/maintenance project on their collections, allowing for more efficient use of collections by patrons, the creation of a CHEM repository to further liberate space in other PSET Libraries, additional room for growth, and for the transfer of portions of the collection to other institutions with more appropriate collections/holdings (PSET)
• PSET contributed both expertise and staff time in order to increase the visibility and the number of documents in e-Pubs. Collections related to LARS, Computer Science, and the School of Electrical and Computer Engineering were approached about adding documents to e-Pubs. (PSET)
• Improved processes for acquisition of new materials: implemented a simplified monograph fund structure in Voyager; implemented the revised gift policy, in conjunction with the Development Office and Business Office; guidelines and form/process for adding free e-resources approved; EBL and ebrary e-book vendors now available through YBP’s Gobi; participated in CIC large scale acquisition project (IRC)
• Maintenance and storage of physical collections: to better utilize limited storage/repository space, moved materials from HSSE-R to HKRP and Lynn repositories, and HSSE-R transitioned into storage space for ASC; binding guidelines were developed; HKRP monograph withdrawal review project began (IRC)
• PUL serial holdings added to OCLC! After many years of waiting this is accomplished! (IRC)
• Scholarly communication: Hosted Open Access Week with exhibits, a panel discussion, and a presentation on author rights; presentations on e-Pubs made to several academic departments; liaison librarians participated in the CIC Scholarly Communication Environmental Scan; e-Pubs as a collection priority highlighted at fall All Staff meetings (IRC)
• Completed approximately 300 oral history interviews to date, developed workflow for additional staff in Libraries to assist with transcription (ASC)

PILLAR: Reconfigured, Relevant, Strategic Space

• Utilize MEL’s Phase I space to showcase possibilities as a model for future campus-wide learning spaces (see IL section), significant press and demonstrations of LearnLab features (MEL)
• Continued and further developed partnerships with Academic Success Center, CCO, Writing Lab, and ITaP for Hicks, with new monitors placed in HICKS from DLC, Academic Resource Wiki developed, and consolidated print materials from CCO into HICKS (HIKS)
• Media collection guides reviewed and low circ items de-selected; file cabinets removed allowing for more collaboration space (HSSEB)
• The former Goss Room in ENGR was reconfigured into a better instructional space by replacing the furniture with mobile/flexible furniture to accommodate various teaching/collaboration styles, updating paint and carpet, and installing white boards (PSET)
• Math and EAS have reconfigured their information desks to provide better service for patrons (PSET)
• Completed Libraries’ work on Phase 1 of MEL renovation project and participated in Phase 2 planning (AUX)
• Provided support for creating re-purposed spaces in STEW, HIKS, and ENGR (AUX)
•  Increased use of ASC classroom for course instruction that utilizes ASC’s unique collections, with a significant increase in course requests this semester (ASC)
• Engaged campus audiences in utilizing ASC space for exhibit receptions and alumni/donor events, including College of Agriculture, Women’s Resource Office, and College of Technology (ASC)

PILLAR: Infrastructure

• Assisted supervisors in updating position descriptions requiring substantive change to reflect the Libraries’ revised organization and changes in responsibilities. (HR)
• Conducted 6-month review of ergonomics program, in consultation with Libraries Safety and Ergonomics Committee (Infrastructure Council)
• Completed revised approach to performance management for C/S and A/P staff (Infrastructure Council, Staff Dev, HR, Associate Deans)

Student Hiring Coming Soon!

As we approach student hiring, please remember that all paperwork must be filled out and turned into the Libraries Business Office before a student starts work. Provide:

• PAF (work study)
• Application
• I9 with 2 forms of identification (1 of them needs to be photo)
• Tax forms
• Direct Deposit form

Fall time is the busiest season for hiring on campus. Under ideal circumstances if forms (accurate and complete) are turned in 8/23, students will be paid on 9/8. Forms turned in between 8/24-9/6, students will be paid on 9/22.

If you have any questions please feel free to contact Jennifer Scruggs or Michelle Conwell in the Libraries Business Office.

Calling all Libraries student supervisors and graduate assistants who supervise students! Our newest training session for Libraries is ready to roll out. “Supervisor Essentials” is a very quick review of best practices in supervision. From communication and conflict resolution to hiring and managing performance, we will touch on some of the more important issues in management to refresh your skills before the students return. It will be a fast-paced training session with lots of takeaway information to put in your supervisory toolbox.

Two hour sessions will begin on Wednesday, August 11 at 8:00AM, 10:00AM, and 2:30PM and continue on Thursday, August 12 at 1:00PM in Hicks B848. There will be additional sessions after the dust settles in September. Registration is required. To register, email Linda Foster. “Supervisor Essentials” is open to any of the Libraries’ managers, but is geared toward student supervisors. We will open up later sessions to everyone and broaden the scope.

Look for in-depth training sessions on important management topics coming this fall.

The Orientation Committee (Marianne Stowell Bracke (LIFE), Frances Christman (ENGR), Mary Dugan (MEL), Wendy Kelly (HIKS), and Jane Yatcilla (MATH), chair) have spent the summer planning the Libraries' participation in Boiler Gold Rush (BGR) and other orientation events.

Boiler Gold Rush (BGR)
BGR is a five-day freshman orientation extravaganza that occurs the week before classes start. The emphasis is on small group interactions, mentoring, and FUN. This year, the Libraries supplied the Student Access, Transition and Success program with 6000 Mortarboard inserts featuring a campus map with library locations on one side, and useful Libraries facts on the other. On Monday and Tuesday, August 16 and 17, the Orientation Committee will host two special interest sessions that  BGR participants can choose to attend. The theme will be The Amazing Race, and teams of students will follow clues that will lead them to various libraries on campus. All Amazing Race participants will receive a Libraries give away, and there will be a special prize for the winning teams. On Wednesday, August 18 the Orientation Committee will present a dynamic “prezi” presentation (www.prezi.com) about the Libraries in Elliott Hall, followed by a “quiz show” with questions drawn from the presentation. Prizes will be awarded to the quiz players and to the winner.  The Orientation Committee will be present at the BGR Resource Fair on August 18 to answer questions and hand out Libraries flyers.

International Students
Other orientation activities slated for this year include some events for new international students. On Thursday and Friday, August 12 and 13, all libraries will offer tours for incoming international graduate students. Also, on Thursday and Friday, August 19 and 20, HSSE, MEL, and HIKS will hold open houses for new international undergraduate students. The Orientation Committee will represent the Libraries at the Graduate Student Information Fair on August 20.

New Teaching Assistants
On August 18, Catherine Riehle will lead an information/ICT literacy workshop for new teaching assistants, as part of CIE's TA training program.

Span Plan
Mary Dugan will be the speaker for a September 29 Lunch-and-Learn for Span Plan, Purdue's program for adult, non-traditional students.

While the Orientation Committee plans most of these events, the efforts to make each one a success come from many areas in the Libraries, including Advancement, Auxiliary Services, the Business Office, IT, and folks from every library. Thanks to everyone in the Libraries who has helped with or who will participate in Fall 2010 orientation events!

The Purdue University Libraries recently joined the Technical Report Archive & Image Library (TRAIL). TRAIL is an initiative led by the University of Arizona in collaboration with the Center for Research Libraries (CRL) and other interested agencies to identify, digitize, archive, and provide access to federal technical reports issued prior to 1975.

Technical reports contain valuable information serving specialized audiences of researchers. CRL reports: “While availability to more recent (1994–current) technical report literature has greatly improved with Internet access, legacy technical report documents remain elusive to researchers. Most large research libraries across the country have sizeable collections of federally funded technical research reports—frequently a million or more ranging from several pages to several hundred pages.”

The TRAIL Pilot Interface, hosted at the University of Hawaii of Manoa, provides access to the following report series:

• U.S. Atomic Energy Commission, Civil Effects Test Operations (AEC-CEX)
• U.S. Atomic Energy Commission, Lovelace Foundation for Medical Education and Research (AEC-LF)
• U.S. Atomic Energy Commission, Health and Safety Laboratory (AEC-HASL)
• U.S. Atomic Energy Commission, Radiation Instruments Branch (AEC-RIB)
• U.S. National Bureau of Standards, Monographs
• U.S. Bureau of Mines Bulletin

A new TRAIL interface will be available soon to provide access to all documents acquired and digitized through TRAIL, including those deposited in the HathiTrust Digital Repository and in the University of North Texas Digital Library.

Charlotte Erdmann serves as the Purdue liaison to TRAIL. As the librarians working on TRAIL identify documents that they need to complete runs of digitized reports, the Purdue University Libraries will be asked to lend paper reports to fill the gaps. Processing and digitization will take place at other institutions; the Purdue Libraries will not digitize TRAIL documents locally or host them here.

It’s exciting for the Purdue University Libraries to be part of a nationwide digitization effort to provide access to thousands of federal technical reports that are currently difficult to discover and locate.

The Kite Runner has been selected for this year’s Common Reading title and, in my view, it is the best kind of book for this purpose. A moving and engaging read, it informs us about a culture most likely not familiar to the reader while remaining relevant to all human experience.

Most Americans know a long time war is going on in Afghanistan and that we’re now in it, but do we often think about the ordinary people living there and the children growing up amidst the bombs and gunfire? The Kite Runner takes us into the chaos that comes from living in the war zone. The story centers on two closely knit boys, Amir and Hassan, who have lived together from birth. Hassan is a Hazara, an ethnic group that has been persecuted for centuries and most recently targeted for ethnic cleansing by the Taliban. He is the advantaged Amir’s servant and is also Amir’s courageous, skillful runner in the kite flying competitions that are an integral part of Afghan society. A horrifying incident takes place involving the two boys and its effects haunt them into adulthood. Though Hassan’s situation spirals from bad to worse, and Amir and his father flee to America only to experience a harrowing decline in their social and economic status, the story remains a hopeful one. Amir, who in one of those regrettable moments that haunt us for life, lets Hassan down, but is given the chance for redemption we all hope for. As Amir tells us as he looks back on his life, “There is a way to be good again.”

At our July 13th Research Coffee and Conversation (RC&C), approximately thirteen people were able to attend and enjoy coffee or tea, cookies and conversation. Those in attendance broke into three groups to discuss research and scholarship, especially focusing on areas which match up with the goals (“five pillars”) of our strategic plan. Research Council has been working on a research support award that will provide funds for strategic areas of research and scholarship, which will be announced soon.

For the most part, groups discussed projects in-process and ongoing—as such, several people said they found the meeting to be interesting and exciting to hear what others are doing. In a new collaboration effort, Michael Witt proposed a project related to annotating data repositories, and a few other librarians are meeting with him to discuss the project further.

A general theme that came up at the RC&C was: how can we better facilitate collaborations? Two suggestions we will try to pursue include: 1) Posting project ideas that people are exploring in advance of the next RC&C and asking others to identify an aspect (approach, methodology, scope, etc.) to bring to the next meeting to discuss or ask questions about. 2) Identifying a small group of people (3-4) to give a brief description of their research or scholarship interests, and place them at tables where a few people will sit with them and have a discussion for 10 minutes, then rotate to the next table for 10 minutes, etc. (also known as “speed dating” approach).

The next Research Coffee and Conversation will be scheduled for September, so keep an eye on your inbox for an announcement.

In the quest for more group-study space, we have spent quite a bit of time and effort revamping the former Goss Room into the Engineering Conference Room. About a year ago, the old heavy tables and “throne” style chairs were removed and replaced with sleeker, easier to move furnishings. Around the same time, all the old hutches and bookshelves that once housed the Goss collection were also removed opening up and brightening the room significantly. This spring, a new projector and four new white boards were installed, creating a space that is perfect for both small study groups and larger classes or meetings. There are still a few small projects that need to be completed, like touching up the paint, but the room stands ready to host groups that need a place to meet. Please note that this room is not equipped to handle conference calls.

The room can be reserved by calling the Engineering Library, 49-42869, or emailing Frances Christman at frances@purdue.edu.

Library hours have been approved by POC and are now set for the 2010-11 academic year. Operations Coordinators worked together and with other stakeholders to make recommendations for hours for each library, Archives and Special Collections, HKRP, Interlibrary Loan, and Circulation Services. Division Heads reviewed the recommendations to ensure that library on-site services would be available when needed by students, faculty, staff, and visitors.

During Winter Break, Purdue Libraries will have reduced hours and several libraries will close on the three weekdays between the Christmas and New Year holidays. Engineering, Hicks and Veterinary Medicine will be open December 27, 28, and 29, from 8:00 a.m. to 5:00 p.m. Staff who work primarily in one of the libraries that will be closed have a couple of options for those days: work in HKRP on a collections-related project or take vacation days. No one will be required to take vacation! Any staff person wishing to work those days will have an opportunity to do so, but just not in a library that is closed. For safety reasons, staff should not be working alone in a closed library.

For time card purposes, December 27, 28, and 29 should reflect time worked or vacation (or, if you are ill, Sick). According to the Purdue Employee Handbook an employee needs to be in paid status for at least one half of the day before and one half of the day after a holiday to be paid for the holiday. Please refer to http://www.purdue.edu/hr/pdf/EligibilitlyForHolidayPay.pdf for more information. Anyone with questions about this should talk with their supervisor or the HR office.