Minutes of the Library Deans and Directors of the State University and Community College System of the Tennessee Board of Regents

MINUTES TBR LIBRARY DEANS AND DIRECTORS MEETING
March 23, 2001

The meeting was held in the TBR Conference room in the Genesco Building in Nashville, 10:00 a.m. -2:30 p.m.

Presiding: Peter Nerzak, Pellissippi State Technical Community College; TBR liaison: Dr. Ellen Weed

Attendees: (19) Kathy Breeden, Columbia State Community College; Yildiz Binkley, Tennessee State University; Scott Cohen, Jackson State Community College; Don Craig, Middle Tennessee State University; Deborah Fetch, Austin Peay State University; Dr. Sylverna Ford, University of Memphis; Vicky Leather, Chattanooga State Technical Community College; Robert Lhota, Dyersburg State Community College; Mary Evelyn Lynn, Cleveland State Community College; Charles May, Nashville State Technical Institute; Duncan Parsons, Northeast State Technical Community College; Biddanda (Suresh) Ponnappa, East Tennessee State University Medical School; Mike Rothacker, Volunteer State Community College; Rita Scher, East Tennessee State University; Sue Crites Szostak, Motlow State Community College, Winston Walden, Tennessee Technological University. Guest: Carol Puryear, TBR/Middle Tennessee State University

Introductions
Peter Nerzak invited attendees to identify and introduce themselves.

Chair Elect Nominations/Elections
Rita Scher was elected Chair/Elect.

Review of previous Minutes
With two corrections, motion was made and seconded to approve the minutes of the 27 October 2000 meeting. "Attendees: Donald Joyce, Austin Peay State University and Rosa Burnett, Southwest Tennessee Community College."

Plans to Memorialize Dr. Donald Joyce
Deborah Fetch reported that a date had not been set for the memorial service for Don Joyce. The group decided to send a contribution to the Advancement Office at Austin Peay in his memory. Rita Scher offered to take contributions and to send them on. She agreed to send an email to members not present.

Collection Valuation
Lisa Hall and Renee Stewart from the TBR staff joined the group to discuss this question. They reported that it appeared that the amount of money spent on materials would be fully depreciated over either a five or ten-year period.

TBR Purchasing Policy
Sue Szostak discussed TBR Business and Finance Policies Purchasing Policy and Procedures Policy No.: 4:02:10:00 XIV. SPECIAL PURCHASE CATEGORIES C. Purchases for Libraries-, Excluding Materials and Supplies Identified for Consumption by the Library. According to this section, binding does not have to be bid but could be bid if an individual institution decided to.

Job reclassification
In the absence of Becky Brunton, Rita Scher discussed the possibility of proposing a revision to the TBR library support staff position classifications. It was decided that we would work on this at the Bell Buckle Retreat. It was proposed that information for community colleges be sent to Becky Brunton and for four-year institutions to Rita Scher. (It was later decided through email that this timetable was too ambitious: deans and directors are to bring the numbers of staff that fit into each classification to Bell Buckle) how

Status of TBR Regents Degree
Ellen Weed and Carol Puryear discussed the initiative that came from the TBR, not from the campuses as is usual. Students will select a "home school" but the school delivering a specific course could be any TBR institution; however, this will all be invisible students. They informed the group that the target students are adults and that it is expected that most next year will already be students on a campus. They also discussed the fee structure. The URL is http://www.tn.regentsdegrees.org.

Actualizing the TBR Regents Virtual Library
Peter Nerzak and Ellen Weed talked about the objectives of the TBR Regents Virtual Library; how it should offer the same kinds of service that are available on campus and how all 19 libraries will provide all the services.

Current Virtual Library Website, Librarians as liaison with faculty
Scott Cohen told us to contact the faculty that will be teaching in the TBR Regents Degree program and to offer our services as they create their courses. A handout of courses to be offered and email addresses of instructors was distributed. Then Peter Nerzak and Scott Cohen and Betty Phillips of the TBR took us through the proposed website. Scott Cohen and Betty Phillips will work together to make the website live. Jennifer Gregory at Jackson State Community College will coordinate the website with Betty Phillips as backup.

Online Databases
Sue Szostak presented a draft list of the databases subscribed to by TBR libraries, the vendor, the number of simultaneous users and the cost basis. After a lively discussion of differing amounts that various libraries were paying for potentially the same material, Sue agreed to update the handout through email. Eventually, it will be available on the web without prices.

Consortial Purchasing: the SOLINET model
Peter Nerzak distributed a memo from SOLINET that detailed services that they offer. They could negotiate the products that they sell on a consortial basis at no cost. There would be a consulting fee to negotiate with vendors whose products they do not sell. Peter agreed to check on SOLINET membership levels. It was agreed to wait until there was interest from UTK and perhaps large public libraries to pursue this.

Creating a Low Cost Union Catalog
Peter Nerzak described a potential low cost union catalog. He will work on this with Computer Center personnel at Tennessee Tech. It would involve DRA's Web2 catalog and all the TBR libraries catalog would have to be Z39.50 compatible.

Providing Services: Circulation/ILL, Real Time Reference, and Instruction
Scott Cohen and Peter Nerzak distributed a handout that addressed this issue with respect to the TBR Regents Degree and how library services will be implemented. Three groups of six librarians each will work on each topic. The group in the West will work on policies and procedures for Circulation/ILL and Electronic Reserves; in the Middle, Tutorials; and, in the East, Reference. It was hoped that each group could have three meetings before the degree program comes online. Scott Cohen, Yildiz Binkley and Peter Nerzak will attend the first meeting of the group in their respective part of the state and explain the charge. Names are to be sent to Peter.

Authentication Issues
Peter Nerzak reported that most of the TBR libraries that were using a proxy server were using EZProxy. All TBR libraries will need a proxy server by fall when the TBR Regents Degree is implemented. Peter will talk to TBR's Elijah Hall about maintaining a database.

Library Automation Report Update
Winston Walden distributed a new last page of the report with a new recommendation "Electronic access". The group agreed that in order to meet the goal that all libraries would need to have Ariel and an appropriate level of SOLINET membership. A few more changes will be made and the report will be distributed again.

Next SACS Criteria, an Update
Rita Scher reported on East Tennessee State's participation in a SACS pilot project using new different criteria. The project involves the demonstration of compliance with many fewer SACS "must" statements and then involves a university-wide "enhancement" project.

Library Deans/Directors Retreat
Rita Scher agreed to organize the annual retreat to be held at the Webb School in Bell Buckle in late June.

ProQuest Proposal for Applied Science Fulltext Database
Peter Nerzak described a small set of fulltext periodicals (with images), covering subjects such as health, that could be used by the community colleges.

Digiscrip Video/Text/PP
Vicky Leather introduced Jeff McCormack who presented the product. It digitally archives lectures, poster sessions, and slides using streaming audio and video and closed captioning in the subject areas of medicine, science, social science and psychology.

submitted by
Rita Scher, Vice-Chair