March 28, 2003

To: Governance

From: Ron Francisco, chair, on behalf of the University Senate Library Committee

Re: Annual Committee Report

The University Senate Library Committee met four times (11/13, 12/11, 1/29, and 2/19) over the course of the academic year. Members of the committee were: Ron Francisco, chair, Mike Hoeflich, Yaozhong Hu, Allan Pasco, Karen Keith, vice chair, Michael Johnson, Dallas Rakestraw, Kevin McKenzie, Kathryn Nemeth Tuttle, and Walt Racker. Ex-officio members were Stella Bentley, Dean, Joyce Pearson, Mary Ann Baker and Gaele Gillespie.

The committee considered all of the charges. We present each charge and its resolution below.

Standing Charges:

1. Keep informed of the budgetary needs and priorities of the KU libraries, including acquisitions, salaries, staffing, space allocations, and accessibility of library materials. Obtain the counsel of the Library leadership regarding these matters.

C' In the midst of general budgetary problems right now, the Libraries' situation is relatively good, largely because the University has recognized its needs and their importance. Two developments in particular have benefited the Libraries: (1) the student library fee: it generates almost $600,000 per year. The funds especially aid 24-hour Anschutz library opening, acquisitions, multiple copies of popular works, public workstations, electronic services and data, and public service and reference librarians; (2) tuition enhancement monies: the University has pledged to use $800,000 of its tuition enhancement funds to replace year-end funds, increase collection funds and OOE funds. We hope that funding begins for the Books, Records and Archives Deposit (BARD) building next year.

These two welcome additions to Library funding offset the Libraries' required recessions: $460,539.

2. Monitor the functioning of the Library Appeals Board.

Last year's committee developed a set of written procedures for the appeals board. We became aware of no new difficulties. At the end of the academic year we will request a report from Sarah Couch, Head of Access Services, on the status of library appeals.

3. Explore ways to promote effective use of library technology.

The Library acquired a set of wireless laptops that may be checked out by patrons. These can be used throughout Watson and Anschutz, even in the stacks. More terminals for patrons will be provided. Access has been diminished in part by University IF-number difficulties, but Library administrators are confident that these problems will be overcome centrally. Next year many more ports and terminals should be available, as well as more computers with Microsoft. Office available.

4. Monitor the use of revenues generated by the library services fee.

See the discussion under charge 1.

5. Support and assess continuing efforts by the Library administration to inform faculty, students and staff of important information concerning the use of library services.

The new library administration has continued the review of Library publications. New forms of reports have been far more effective than their predecessors. We have discussed requesting use of the university e-mail list for occasional important new reports on openings, electronic resources, or new policies with wide impact.

6. Continue to explore ways, and make recommendations to SenEx, on how the Library can deal effectively with the rising cost of academic serials.

There is little the Library can do about this problem. It is a scholarly communication problem on which our Provost has worked actively. It is the research faculty that can begin to ameliorate cost problems by insisting that academic journals be published by university presses, presses with lower prices, or simply in digital form available widely with low costs.

7. Submit to SenEx the minutes of each meeting.

I

We have submitted minutes of each meeting. Additional Charges:

8. Monitor the Books, Records and Archives Deposit (BARD) and possible de-

selection issues.

The committee invited Kent Miller, Library Facilities Officer, to our meeting on the space problem and the BARD. The Dean and Mr. Miller provide a sober view of the inherent space problem in Watson that will soon travel to other KU libraries. The crunch of books and journals in Watson is so great that it is close to dysfunctional. The Library administration has consent from the Provost to find temporary storage for Jess-used books and serials. The Provost hopes to build the BARD beginning next year.

The committee had special concerns about the possible de-selection of materials and the choice of materials to consign to the BARD. The Dean promised a high level of consulting with the faculty for journals and other items that might be placed in the BARD.

10. Consider structure and membership of the SLC. Meet with Q&A to discuss the Provost's request for a larger committee.

The committee considered and debated the Provost's request and then voted unanimously to approve it. The Organization and Administration (O&A) committee also approved the request. Both chairs met with SenEx to discuss the change. The proposal approved by SenEx was submitted and approved by the University Council on March 13,2003.

11. In consultation with Provost, Dean, and various library staff, suggest ways to involve more of the University community in the acquisition of materials issue.

There are two issues here. First, communicating with faculty, students and staff about serial cuts, departmental Library budget cuts, and so forth. The bibliographer system seems to provide adequate information to most patrons in a timely sense. Second, there is the issue of print vs. electronic (digital) format of materials. It is clear that while most patrons believe the Library controls the format of materials, it is in fact the vendor providing publications that decides the format. The Library is powerless to do much about this second form of the issue.

12. Examine space and acquisition policies and procedures for the University Archives.

See Charge 8 on the space issue. Archives does have significant space constraints, but it too is eligible to use the BARD. Another development is Olive Software, which is capable of digitizing microfilm. At present the cost of conversion is high, but eventually I this software could provide a great deal of information on servers, saving building space.

13. Explore a consistent policy balancing adherence to "fair use" with ready access to Library materials.

Section 108 of the copyright law applies to libraries, whereas section 107 relates to "fair use."

We find the Library well within compliance of section 108 requirements. Everything, including "e-reserve", is password protected.

14. Monitor the effects of the Elsevier purchase of Endeavor Voyager.

On balance, Elsevier, the publisher, which is well liked neither by librarians nor by non- librarian faculty, has nonetheless brought needed stability to Endeavor Voyager.