Queensland University Libraries Office of Cooperation

Transcription

1 Queensland University Libraries Office of Cooperation A meeting of the University Librarians Committee was held at: Time: 9am Date : 13 November 2015 Location: Queensland University of Technology, Gardens Point Chair: Bob Gerrity Minutes 1.0 Attendance/Apologies On Campus Attendees: Australian Catholic University Bond University Charles Darwin University Griffith University James Cook University Queensland University of Technology Southern Cross University University of New England University of Queensland University of the Sunshine Coast Executive Officer Jim Graham Wendy Abbott Anthony Hornby Louise Howard Heather Gordon Sue Hutley Kate Kelly Barbara Paton Bob Gerrity Sandra Jeffries Justine Cawley Teleconference: University of Southern Queensland Carmel O Sullivan Apologies: CQUniversity State Library of Queensland Shaune Sinclair Prashant Pandey Working Party attendees (from 11:15am) Access, Services and Spaces Learning and Information Services Research Services Working Party Research Services Working Party Information Resources and Access Loretta Atkinson Sue Hickson Jackie Wolstenholme Stephanie Bradbury Kelly Johnson (for Alison Sinclair) Working Party teleconference Information and Communication Technologies Jaron Stidiford Working Party apologies QULOC ULs Committee Minutes 7 August 2015 Page 1 of 9

2 Information Resources and Access Staffing Issues Alison Sinclair Sharon Lenord 2.0 Confirmation of the Minutes of the Meeting held 7 August 2015 The minutes were accepted as a true record of the meeting. The minutes will be published to the QULOC wiki. ACTION: Justine to publish 7 August 2015 UL minutes and working party reports to the QULOC wiki. 3.0 Action Sheet from the Previous Minutes All action items from the meeting of the ULs Committee held on 7 August were completed or on the agenda for discussion. 4.0 QULOC 25 th Anniversary 4.1 Update on planning for celebrations Justine updated the ULs on the plans for the QULOC 25 th Anniversary celebrations on 16 June Justine noted the previous ULs, QULOC Convenors and EOs who had been sent a save the date for the anniversary forum and dinner. The group discussed others who should be contacted to participate in the celebrations and it was agreed that an invitation should be extended to all ULs. The group discussed invoicing arrangements for the anniversary dinner. It was agreed that QULOC would settle the bill prior to the dinner and invoice ULs for their contributions after the dinner. Justine said that she would each UL to clarify the amount for their contribution before sending an invoice. Other details agreed on were: no partners to be included, no canapes required, arrange drinks package. ACTION: Justine to extend a save the date message and invitation to all previous ULs for the QULOC 25 th Anniversary celebrations taking place on June 16, 2016 including the Forum and Stokehouse dinner. ACTION: Justine to liaise with current ULs regarding invoicing for Stokehouse dinner, clarifying via the agreed amount. ACTION: Justine to liaise with Stokehouse regarding the inclusion of a drinks package for the anniversary dinner. 4.2 Program ULs reported they were still gathering photos of dated library/learning spaces for use in a presentation at the Anniversary Forum. Justine agreed to send a reminder to ULs about this and ULs will update at the next meeting. QULOC ULs Committee Minutes 7 August 2015 Page 2 of 9

3 The group discussed potential speakers for the Anniversary Forum. Justine suggested asking one of the early ULs involved in QULOC to give an introductory talk. All agreed this was a good idea and Heather suggested that having more than one previous UL would be good. The ULs suggested Janice Rickards, Eve Woodbury and Graham Black as suitable candidates. It was also suggested a previous EO should also talk at the Forum and Wendy Abbott was nominated for this task. Regarding the main speaker at for the event, Justine suggested a speaker from the host institution, Griffith, would be in keeping with ULs Forum tradition. Louise agreed to follow up on this. It was noted that the topics of digital economy and social capital covered by Prof Rosemann at the ULs Forum the previous day were well received and something along these lines would be suitable for the Anniversary Forum. Heather suggested seeking relevant organisations QULOC might wish to engage with and sourcing a speaker that way. Louise suggested Queensland Chief Scientist, Dr Geoff Garrett and agreed to approach him about presenting at the Forum. Sue suggested forwarding the save the date message to all QULOC distribution lists and Justine agreed to do this. ACTION: Justine to ULs a reminder about gathering photos of dated library/learning spaces. ACTION: ULs to report on progress regarding collecting photos of dated library/learning spaces for use at the Anniversary Forum at the next meeting. ACTION: Justine/Bob to approach Janice Rickards, Eve Woodbury and Graham Black about presenting a short talk as part of the Anniversary Forum. ACTION: Wendy Abbott to present a short talk reflecting on her time as EO of BULOC/QULOC at the Anniversary Forum. ACTION: Louise to approach and engage a suitable person from Griffith to speak at the Anniversary Forum. ACTION: Louise to approach and engage Queensland Chief Scientist, Dr Geoff Garrett, as a speaker at the Anniversary Forum. ACTION: Justine to send save the date relating to the Anniversary Forum to all QULOC distribution lists. 4.3 Update on AARL article The group discussed the draft of the article Justine and Wendy have written for submission to AARL. The following suggestions were noted: Ensure the comments relating to the library technology survey are accurate depending on progress with this project Consider including some photos to accompany the article from Anniversary dinner. Regarding the appendix listing all convenors and executive officers, include the appropriate dates. Heather noted that the focus of the article should be on impact as well as description. Flesh out text with information on people involved and what they are doing now. Additional text to emphasise impact. QULOC ULs Committee Minutes 7 August 2015 Page 3 of 9

4 Regarding the information on job exchange, Barbara noted that some staff did not return to their substantive positions this is worth noting in the article. Sue noted that the article should also be re-written and submitted to INCITE. Heather noted the Endnote section was less worthy of inclusion and that the focus should more be on how QULOC helps build up capacity in staff and now we have a whole suite of products we support. This ties into the biggest benefit of QULOC the working parties and the opportunities to learn and develop. Bob suggested adding more context in to the Endnote and LibGuides sections these should be more about how we leverage the products in collaborative, mutually beneficial ways. Barbara suggested more emphasis on innovation and change and indicate we meet different needs now. Heather noted that when we look back at the initial purpose of BULOC it is a chance to reflect and see where we have come from and forecast where we see the future of the organisation. Barbara said that the conclusion of the article should mention the original aims of the organisation and assess what we have achieved. Make reference to the strategic plan. Barbara suggested using a sandbox or incubator analogy QULOC has had innovative ideas that have been taken up by others e.g. CAUL. ACTION: Justine to ULs draft of AARL article and ask for feedback by mid-december. ACTION: Justine to incorporate ULs comments on AARL article into a new draft. ACTION: Justine to re-write AARL article for submission to INCITE. 4.4 Themed issue of INCITE It was agreed that an article publicising the 25 th Anniversary of QULOC would be written by Justine after the Stokehouse dinner and make the event the focus of the article. Photos should be included. ACTION: Justine to author an article for INCITE on the QULOC 25 th Anniversary Forum and Stokehouse dinner. 5.0 CKN event The ULs discussed the viability of running another event on the Clinical Knowledge Network with Richard Sayers. It was noted that an event such as this provided a valuable opportunity for health librarians to network It was agreed to run this event again in May in a F2F capacity and include an additional speaker. Louise suggested Professor Sheena Reilly and offered to liaise with Sheena about this. It was noted that an option for remote attendance, such as Zoom, should be investigated. Barbara noted that paying for streaming might be preferable for remote libraries than sending staff and perhaps all could contribute to this. ACTION: Justine to proceed with arrangements for a CKN/Health librarian event to be held in May. ACTION: Louise to approach and engage Professor Sheena Reilly to speak at a CKN/ Health librarian event in May. QULOC ULs Committee Minutes 7 August 2015 Page 4 of 9

5 6.0 ULs Forum 6.1 Feedback The feedback that had been received following the ULs Forum was noted. The ULs discussed incorporating QULOC members suggestions into future Forums to ensure that the event remain relevant and met expectations. Bob suggested sending out a draft of the program for the June Anniversary Forum seeking feedback. Sue suggested engaging Belinda Weaver run a Software Carpentry workshop. All agreed this was a good idea and nominated the ICTWP to run this event. Justine agreed to liaise with ICTWP to run this event in ACTION: Justine to liaise with ICTWP and Belinda Weaver to run a Software Carpentry workshop in Springshare User Forum Bob informed the ULs that the planned Springshare User Forum could not go ahead as a F2F event due to Springshare not being able to send a rep out to Brisbane. Springshare have offered a rep to present at an online event and all agreed to go ahead with the Forum as a webinar, to be held in April next year. It was agreed that QULOC working parties should be asked for questions and issues they would like to hear from Springshare about their products to help shape the event and Springshare should be given a list of issues to address during the event. ACTION: Justine to liaise with Working Parties to develop a list of questions and issues for Springshare to address during a webinar. ACTION: Bob to liaise with Springshare regarding their availability for a webinar in April ACTION: Justine to make arrangements for the Springshare event to proceed as a webinar. 8.0 QUT Mould Management Guidelines Sue shared QUT s Mould Management Guidelines with the group. Justine agreed to add the guidelines to the QULOC wiki and share with QULOC members. ACTION: Justine to add QUT s Mould Management Guidelines to the QULOC wiki and share with members. 9.0 Flying Minutes 9.1 QULOC News No Hosting QULOC Graduate Librarian in 2016 QULOC ULs Committee Minutes 7 August 2015 Page 5 of 9

6 10.0 Calendars Calendar Summary Event Calendar The group discussed the success of webinars in Bob suggested official guidelines for QULOC regarding putting on a webinar should be developed. Justine agreed to draft these documents. ACTION: Justine to draft guidelines for organising a webinar with QULOC Meeting calendar Justine explained to the ULs that a draft meeting calendar for 2016 had not yet been drafted and agreed to send it out via Flying Minute for approval once it was drafted. The ULs agreed that 3 meetings rather than 4 would be preferred for 2016 and they should be scheduled for March, June and November. Kate offered to host the March meeting in Lismore. ACTION: Justine to draft 2016 meeting calendar and send to ULs for approval via Flying Minute including a request for hosts for June and November. ACTION: Justine to scheduled 3 UL meetings in 2016 March, June and November. ACTION: Justine to schedule the March ULs meeting to be held in Lismore at SCU Budget Monitoring 11.1: 2015 Budget 11.2: Proposed 2016 Budget The ULs approved the proposed 2016 budget Strategic Plan Monitoring QULOC ULs Committee Minutes 7 August 2015 Page 6 of 9

7 13.0 ICT Monitoring 13.1 Website statistics It was agreed to discontinue including website statistics as an agenda item for UL meetings once website content was migrated to the wiki ILS Trends/ Library Technology Survey Roadmaps Justine informed the group that updated roadmaps and library technology survey responses had been uploaded to the wiki and that QULOC members had been advised Library Technology Survey Sue informed the group that following her conversations with CAUL, administration of the Library Technology Survey would remain with ICTWP but that CAUL were keen to be a part of the survey and host the final document. Anthony noted that CAUDIT track systems to some extent Convenors, Mentors & Bibliographic Support Officer 15.1 Working Party Convenors Justine informed the group that new convenors were required for Learning and Information Services Working Party, Staffing Issues Working Party and Research Support Working Party. Kate suggested that Alison Slocombe could convene for SIWP. Bob agreed to talk to Sandra Rothwell and Noela Yates about convening for LISWP. All agreed to Stephanie Bradbury convening RSWP. Justine suggested the Graduate Librarian Program be transferred back to SIWP in 2016 all agreed. ACTION: Kate to talk to Alison Slocombe regarding convening SIWP in ACTION: Bob to talk to Sandra Rothwell and Noela Yates about convening LISWP in ACTION: Justine to arrange for the Graduate Librarian Program to be transferred back to SIWP in Changes to Mentors All current working party mentors agreed to another year in their roles Bibliographic Support Officer Justine noted that the term of the current QULOC Bibliographic Support Officer was due to end at the end of 2015 and proposed that the role be discontinued, with the QULOC ULs Committee Minutes 7 August 2015 Page 7 of 9

8 responsibilities for managing the Bibliographic Software Community of Practice and their activities be wholly returned to the Learning and Information Services Working Party. ACTION: Justine to communicate with the LISWP regarding the management of the Bibliographic Software Community of Practice for 2016 onwards Working Party Annual Reports 16.1 Information and Communication Technology Working Party 16.2 Information Resources and Access Working Party 16.3 Learning and Information Services Working Party 16.4 Access, Services and Spaces Working Party 16.5 Research Support Working Party 16.6 Staffing Issues Working Party 17.0 Updates on projects/cooperative activities 17.1 Updates from the Floor Updates were shared prior to the meeting via and the meeting papers, or verbally at the meeting Restructure update This item was held off until the next meeting due to lack of time. ACTION: Justine to move this item higher up the agenda for the March 2016 ULs meeting to ensure it is addressed Executive Officer s Report QULOC ULs Committee Minutes 7 August 2015 Page 8 of 9

9 19.0 Other Business 19.1 VALA Keynotes Sue has been in communication with the VALA organisers to get VALA keynotes to travel to Brisbane to present. It looks unlikely that keynotes will be able to fit the trip to Brisbane in to their travel arrangements QUT 24/7 opening Sue agreed to share the QUT 24/7 opening report with the group. ACTION: Sue to send the QUT 24/7 opening report to the ULs National Year of Digital Inclusion Sue informed the group that QUT would be hosting an event in conjunction with SLQ and USQ in June next year to celebrate the National Year of Digital Inclusion Open Repositories Conference Sue informed the group that QUT, UQ and Griffith were putting in a bid to host the Open Repositories Conference in New Media Consortium event Sue informed the group she was in discussion with the New Media Consortium regarding the possibility of running an event in Brisbane some time in Executive Officer position Bob raised to extend Justine s secondment in the role of QULOC Executive Officer for 6 to 12 months to ensure continuity for the planned 25 th Anniversary celebrations in All agreed to this proposal. Next Meeting Date: TBA Location: TBA QULOC ULs Committee Minutes 7 August 2015 Page 9 of 9