AU Librarians Meeting Minutes- November 20, 2019 Herrick Seminar Room (Room 106), 2:00-3:00pm
Attending: Brian Sullivan, Mechele Romanchock, Samantha Dannick, Ellen Bahr, John Hosford, Mark Smith, Laurie Lounsberry-Meehan
1. Minutes approved from previous meeting on 11/6/19.
2. ScienceDirect
No new updates from SUNY since last memo from SLC (reminder to not distribute memo).
Brian has met with deans, business office, and provost office to discuss situation and contingency plans.
o If there is no deal, it will be important for money “saved” in cancellation to stay within the libraries for alternative access. Indication that this is understood, but nothing in writing yet.
Brian will give update to faculty at 11/22/19 university faculty meeting.
o Discussion about whether to try to get faculty to endorse the libraries’ position on the negotiations, or to limit to assuring faculty that we will continue to provide access to the articles they need.
Discussion of how to communicate with students (undergrad and grad) and overall timing of communications.
o Giving people notice vs. getting them worried about something that might not happen.
Questions remain about contingency planning for alternate access — who should be making these plans, individual schools or SUNY? No real communication either way from SUNY.
3. Gift/Donation policy and process
Mark and Mechele have been working on unifying processes and forms between Herrick and Scholes.
Presented draft AU Libraries gift form (modeled on Herrick gift form) for librarian feedback.
o Suggestions made about language and formatting. Edited document to come.
o This form is patron-facing. There are additional internal workflow documents.
The libraries gift form is not the same as the archives gift form; gifts to the archives should go through the AU or NYSCC archives as appropriate.
4. Item replacement costs
Mechele and Ellen have been reviewing the processes for how item replacement costs/fees are calculated.
o Factors include Herrick vs. Scholes and AU vs. ILL processes.
o Goal is to have parallel processes between libraries.
Question is: where/how/by whom is item replacement cost determined?
Review and policy drafting still in-progress.
5. AU Librarians hours
Purpose is to have a document to give public services staff an idea of what librarians are available and when.
There is/will be a separate document for who student workers should consider “on-call” for the desk.
Email Mechele with any edits needed.
6. Updates
Dean updates to follow via email.
Director updates
o Joint AU Libraries calendar pending.
o Signage projects in Herrick and Scholes moving forward.
o School of Engineering is exploring alternate spaces, including Scholes, for classes (smaller/grad) displaced by next year’s planned construction in McMahon.
Other updates — none.
Meeting ended at 3:00 for JSTOR ebooks webinar.
Next Meeting: 12/4/19 – 2:00-3:30, Scholes Slide Archive Room (207); Secretary – Brian
Minutes respectfully submitted by: Samantha Dannick
