LMDC Summer 2002 Meeting

Library Media Director's Council
Minutes
July 11-12, 2002
Whatcom Community College

July 11, 2002

Present: Marie Zimmermann, Highline; Linda Lambert, Whatcom; Mindy Coslor, Skagit; Tim Fuhrman, Big Bend; Monica Tobin, Edmonds; Mary Carr, Spokane; John Backes, Shoreline; Mary Ann Goodwin, Spokane Falls; Jeanne Leader, Everett; Eric Palo, Renton; Jane Blume, Bellingham; Dal Symes, Whatcom; Charlie Crawford, Tacoma; Jeffrey Keuss, Lake Washington; Wai-Fong Lee, Seattle Central; Cynthia Fugate, Cascadia; Loretta Seppanen, SBCTC; Nancy Petersen, CIS.

Call to Order
Marie Zimmermann, Chairperson, called the meeting to order at 1:15 p.m.

Introductions and Welcome
Dr. Harold Heiner, President of Whatcom Community College, welcomed LMDC to the campus. He demonstrated the kind of magic that a college president can do.

Minutes
Minutes were approved as submitted.

Treasurer's Report
Mary Carr reported a balance of $2,229.09. Mary will bill each college for $60 for our annual dues. Jeanne moved and John seconded to accept the treasurers report. Approved.

Housekeeping
CIS report will be moved to Thursday afternoon.

Linda took a count on the number for dinner.

Professional Development Activity
Panel discussion on eBooks: Linda Lambert, Jane Blume and Tim Fuhrman presented on 24/7 and NetLibrary. Tim demonstrated NetLibrary through his web site as it appears on Follett. Big Bend is part of the Nanc Consortium that negotiated the contract with NetLibrary. NetLibrary features links from the table of contents and bookmarks. Students can log in from off-campus. A dictionary is available for needed definitions. Browsing is possible for 15 minutes and books may be checked out for 12 hours under the contract. NetLibrary also has free publicly available books as well as the books purchased by the library. Students can create notes from the books and they will be stored for the students' convenience. Currently the cost is $3750 to join Nanc. New members pay an ongoing fee. With NetLibrary, you actually own the book. You can obtain the book on CD if you want. Detailed reports are available on usage. Tim reports that students who have used eBooks really like them. NetLibrary maintains a privacy code. They will not advertise to students nor do they release any student information. Big Bend has not seen high checkout but they has not marketed the service to students. Nanc stands for Northwest Association of Network Collections. It consists of a variety of Northwest libraries: http://libweb.uoregon.edu/orbis/ebook/participants/html.

NetLibrary was in bankruptcy last year but was obtained by OCLC in a purchase completed January 2002. NetLibrary is still based in Boulder. eBooks complements OCLC's FirstSearch. The NetLibrary site remained fully functional during the sale. The company is stable. You can now order single books and set up a profile for books that may be of interest to you. You may obtain an access number that allows you to retrieve information from their data warehouse. MARC records are included in all eBook purchases.

Linda thinks marketing is important because students need to register and that may put them off initially.

Jane talked about Books 24x7. King County Library System subscribes to it. The first year Jane paid $750 for unlimited access. The second year it was $7000 with 10 simultaneous users. Bell Tech did not continue the service. Bell Tech joined Nanc just last year. Doesn't find that students like NetLibrary as well as they liked Books 24x7. The computer titles are out of date.

Safari is another service marketed by ProQuest. It offers multiple user access. It is not a checkout system. Books 24x7 lets you print only about 2 chapters. There is no print function with NetLibrary. Safari has Oreilly computer books, which Bell Tech likes. Bell Tech chose not to enter Item Records in Endeavor. The Marc records were available from OCLC for $400.

CIS Report
Nancy Petersen reported that the SID conversion is done. The administrative conversion went pretty well but the library conversion wasn't as straightforward. It was quite a learning experience. Yakima was the pilot library. Overall, the librarians were patient and worked with them. One of the challenges was that there was no test environment. Hopefully future projects will have a test environment. CIS hopes to be able to foster coordination and communication between library and IT folks on campuses. Wai Fong commended CIS for their work on the project. It was a good learning experience.

There have been some personnel changes at CIS: The Director left at the end of the fiscal year. The Interim Director is CIS employee, Cory Knutzen. Before CIS, Cory was at Puget Power as VP. He is well liked at CIS. The Executive Committee wants the direction of CIS to stay the same. The Committee will begin a search for a permanent Director. The changes are exciting.

Nancy's primary responsibility is as contact is to the ORCA Consortium. She, also as part of that role, then keeps contact with the CTC libraries. She wishes she had been involved earlier with the SID project to help make that process smoother for libraries.

The Rehosting project: They are trying to determine what to do with the applications they need to move. They are narrowing their options down now. They want to do these moves over the next 2 ½ years. Modifications to these applications will be over 5 years. They hope to do this slowly so that they reduce the risk of errors. They will probably know what their new platform will be in December.

Welcome from the Dean of Instruction
Dr. Richard Fulton welcomed the LMDC to Whatcom.

Roundtable Discussions
Three possible topics had been suggested earlier for Round Table discussions: Intellectual Freedom (Patriot Act), Instruction Commission, Public use Computers. Others suggested from the floor:
Marie read a suggestion from Leonoor that Deb Gilchrist be invited to give her Outcomes assessment workshop to the LMDC. LMDC had previously expressed a desire to review and update the Information Competency White Paper. Other possibilities: Copyright, OCLC, EBooks.

The Patriot Act presents new challenges to our policies. The AG has said that we no longer can just send people with court orders to administration for approval. New provisions prohibit informing other departments on campus about inquiries.

Jeanne suggested that we remove Instruction Commission from the list of discussions. Eric thought we could remove Public Use Computers from the discussion groups. Following further discussion, the group agreed by consensus to not disperse to small groups but to cover each of the topics left.

Patriot Act: Marie says that she works with her staff to be sure they know not to release information to people who ask for it. The impact of the new Patriot Act is that the FBI still needs a court order. Librarians have a gag order. You cannot send the FBI to the administration for approval. The Patriot Act also changed FERPA. Marie is still working on learning the law. Wai-Fong reported that King County Library System had a very aggressive FBI agent who was referred to their attorney. FBI wanted to put the librarian in jail. It was eventually resolved. There is a specific amendment to the Patriot Act that states that librarians are under a gag order. We need to work with our individual college to come up with a procedure. The act considerably lessens the burden of proof of need for the information. The information received from Highline's AG is that requests to the library must stay in the library and we can't talk about it. We do have permission to seek legal counsel--i.e. the AG--but not the higher administration. ALA's website on Intellectual Freedom has some good current information.

Loretta states that right after 9/11, FERPA clarified conditions under which information can be released. Marie stated that the FBI may ask for who has checked out books on a subject or they may have a name and want to know what they have checked out. State law exempts library circulation records from the Public Records Act. However, federal law supersedes state law. It would be helpful to have a single answer from the AGs office instead of our individual AGs. Loretta will check. The Dept. of Education has already clarified FERPA to Student Services but nothing has been clarified for libraries. Marie suggested that a sub group from LMDC work with SBCTC on this. The concern is that individual employees can be held liable for mishandling this issue.

eBooks have now been covered. When libraries have survey information from students or faculty or other information, please share that information. The council would also be interested in information on student awareness of availability of eBooks.

Other topics for professional development suggested by the professional development committee include:

Designing libraries
Technology of the future
Personnel issues-evaluations and hiring (Jeffrey recommended getting the workshop Gumby v Dewey sponsored by OCLC on HR.)
A panel debate on the Role of the library in an academic setting
Grant writing and fundraising

Marie asked us to update the contacts list from the LMDC website. Mindy will see that the update is posted on the website.

Reports (moved up on the agenda since there was time)
Loretta gave the Instruction Commission Report for Sunny Burns. The Distance Learning Statement was passed by IC and sent on to WACTC Ed Services and approved there too. The LMDC Bylaws passed IC and sent to WACTC Ed Services. This group asked that a task force review all council reporting to IC. This is delaying approval of the Bylaws. The IC members were pleased to hear that SDL will be funded another year. IC members are working with CWU on agreements for programs on CTC campuses. Instruction Commission will meet October 17-18, 2002 (Spokane), February 20-21, 2003 (Pierce), and May 15-16, 2003 (Cascadia). Marie Zimmermann will attend the meeting with the WACTC task force.

Loretta gave the SBCTC Report. Loretta would like to know of potential impacts on libraries in considering university centers on CTC campuses. There is not much information on the web sites that Loretta has searched. Mindy mentioned that there is a document in the works between WWU and Skagit Valley College Whidbey Island Campus. Cynthia talked about an agreement with Bend. Jane states that UC Davis is planning to build a community college on their campus.

Loretta talked about capital projects that are in the works. She also encouraged us to look at our library square footage and how many square feet we should have (CAM). You need to plan now for 2005-07. The WACTC has stated that we need more capital projects. Four-year institutions tend to get 60% of the higher education capital money and the CTC gets 40%. However, 60% of higher education students attend CTC schools. If we have a joint proposal we need to work on it and have it to IC no later than Fall 2003.

July 12, 2002

Present: Marie Zimmermann, Mindy Coslor, Mary Carr, Eric Palo, Jeffrey Keuss, Monica Tobin, Charlie Crawford, John Backes, Loretta Seppanen, Jane Blume, Leonoor Ingraham-Swets (Clark), Cynthia Fugate, Tim Fuhrman, Martha Shinners (Washington State Library), Mary Ann Goodwin, Wai-Fong Lee, Linda Lambert

Scheduled Meeting Dates for 2002-03

October 10-11	Spokane
February 6-7	Cascadia
May 1-2	Yakima

Follow-up to Yesterday's Discussion on the Patriot Act
Marie will request information to bring back.

Reports

No CLAMS Report

Martha Spinner reported from the Washington State Library on the Statewide Library Database Project. They will try to work out a contract with Cinahl full-text, Rand Simmons has moved into Project Manager. Judy Gudigussy and Karen Forsyth are also working on the project. There was a library summit June 25 to discuss what the state library should look like. The perception of the state library is that it is a relevant agency. Discussion centered on the summit. Marie contributed that she thought there was good representation on library types including Betsy Wilson (UW) and there were a number of non-library types, including the fiscal manager from OFM. The draft of the minutes will be sent by e-mail to the LMDC list. Marie felt that Sam Reed and his people developed a good understanding of the state library's role. There was a lot of conversation from the constituency's perspective and also from a more generic approach. There were comments that there were other ways to do things but never that we don't need to do that anymore. There were not really any concrete solutions. Secretary of State staff moved from group to group to learn.

No one knows yet who would be head of state library. They are still looking at how the state library is going to be organized. Leonoor reported that the ICCL subgroup on which she volunteered to serve didn't materialize.

Martha is working on the Early Learning Project. Brochures are still available and they are adding four more languages including Russian, Chinese, and Vietnamese to try to convey to schools what good school libraries are like.

Wai-Fong Lee reported on the Information Technology Commission, which won't meet again until August. The last meeting was in May. With the new changes in software platform, there is a preliminary recommendation for money to cover higher costs for higher-level personnel. Many colleges do not have enough funding. There is a recommendation for a more centralized management at CIS. The commission informed Microsoft that they were unhappy with its software. Microsoft is listening better. They seem to recognize the importance of the CTCs. The CIS website has a link to all the colleges' forms, which you can adopt and use.

John Backes reported on Distance Learning Council. The Council will meet next week in Yakima. John will attend one day. They have been circling the issue of the virtual campus. One problem is setting instructional standards. What are all the elements that are necessary for an online environment? They have had several meetings inviting faculty to set these standards and are hoping to move those standards on to the Instruction Commission. These will be useful standards to reassure local curriculum committees. John is working with a group to enhance everybody's data collection. The coding system was approved a couple of years ago. The first set of digits is mandated. The second set of digits is locally set and can be used by colleges. The one digit system is too crude. Not enough detail to tell us anything. John and the committee have met with Mike Scroggins (SBCTC) to add a couple of digits to get more information. For instance, the local digits could be used to record if the student comes on campus. We are not currently able to pull reports that are useful to determine where growth is. LMDC's recommendations on DE has been sent to Instruction and approved and sent on to WACTC.

Loretta asked about availability of computers in public spaces for students taking online courses without home computers. SBCTC is making a list of public computer access in venues such as public libraries and community centers. Students are sometimes also taking classes on campus and will be using the college computer centers. They want to serve students who have no other way of taking college classes except at a distance. John suggested that there has to be some kind of compensation model to encourage public libraries to fill those services. Martha reported that the Gates Foundation is including wireless computer labs in their public library efforts.

Leonoor reported on the Statewide Database Licensing Project. Only two libraries dropped out. The program is working well. We need to do more marketing of the service.

Leonoor gave the Library Council of Washington report. The Commission was eliminated so there has been discussion on how to fill the gap. Sam Reed will make the final decision. Linda asked about the advisory committee set up by Sam Reed. They are county advisory committees according to Wai-Fong, covering more than the state library issue. These groups have yet to be formed. Leonoor says they are hoping that this year goes more smoothly. They see a need to follow up on the conspectus evaluation. They are sending forward 10 projects to be funded by LSTA. Each project has a sponsor. Leonoor has suggested an annual report to that libraries so they know what has been done. Leonoor asked if we wanted to support a family literacy initiative project. We were not listed among the sponsors. It is a LSTA funded grant proposal. It was initially approved and is being fleshed out. It was supported by public libraries. Karen Goettling is working with it. It was done quickly so we were probably overlooked. When they actually pull the advisory group together that should be an opportunity for us to participate. Martha will help us watch out and let us know when we can participate. Marie asked that the information on this project be sent out. Leonoor went to the meeting at Weyerhauser. High security.

Progress on the LSTA Grants projects will be reported at the next meeting.

Mindy reported on the Student Survey draft. Charlie asked if the survey could be sent electronically to the Directors with an arbitrary deadline. Wai-Fong recommended that we keep in mind that instructors sometimes resent surveys. There is an indication that there may only be room for 3-5 questions for core questions for inclusion in the CCSEQ.

Leonoor asked if there is an incentive to get student participation such as a prize. Jeffrey reported that surveys get better response with student government support and if the survey is conducted in class. It was recommended that we ask WARP for suggestions on getting good response rates. It was also recommended that changes be made to accommodate pure online courses. That way the DLC will endorse the survey.

Mary Carr has joined the CJCLS standards committee and will be chair. Mary says that this will involve qualitative standards. Mary wants to know what we think about quality versus quantity and how will that work with accreditation. There is a movement at ALA to move to Post-secondary standards. How do we think about that? Leonoor asked about surveying institutions that are not meeting standards.

Planning and Goal Setting for 2002-2003
Marie asked that each committee report out on where they are and then review what we want to continue.

Cooperative Library Project/ICCL: Mary Ann Goodwin reported that people are still talking. WSU was supposed to chair this year. Since that person is new, Pat Kelly (Eastern) is staying with this project. ICCL didn't know that we weren't meeting in Yakima. Their provosts are demanding to see evidence that they are working with us. We still see working together to support our joint students (hosted students) as a viable project. Co-admission and co-enrollment (single enrollment and single financial aide and access to library) are still possible projects. This goal needs to stay on the list for next year. We need to find places where we can both win. We might want to meet with them at Cascadia in February. Marie is trying to schedule a meeting with Pat Kelly and Ginny Steel (WSU). .

Wai-Fong, on behalf of Myra Van Vactor, reported on Information Literacy. She passed out a document that included the results of the survey. Wai-Fong asked if there are questions that need to be clarified, taken out or redone. How do the results match with our white paper? Do we need to review and revise the white paper? Respond on the listserv. Wai-Fong wants to compare the info lit questions asked on the ACRL survey with our results to see how we compare to the national norm. If your college hasn't done it yet, let Myra know so you can complete it. Leonoor asked that a list of the surveys be compiled so that we can keep track of what we need to do. Includes student survey, Information Literacy, ACRL, and ALS (formerly known as IPEDS).

For Distance Learning, Marie reported that Jeanne suggests that DL stay as a goal area and find a way to incorporate information literacy into DE. Loretta says that it is time to reexamine the WAOL classes again and find a way to incorporate information literacy into the curriculum of WAOL and other DE classes. We could work with WAOL in the update process. We should find the grant opportunities to fund the redevelopment with incorporation of IL. Virtual Reference grants will be up in 12 months and may be a good source of information. It was suggested by Wai-Fong that the libraries start tracking online reference questions.

It was reported by Tim that a legislative bill for system-wide databases seems to have been dropped. Loretta didn't think there is much chance in the legislature this next year. There are still funding issues. How else might it be funded? We have been represented on statewide committee and groups. The training session on July 11th provided information on opportunities to collaboratively purchase eBooks. We need to look at the potential vendors for databases such as CINAHL and IT titles. Business is another area that is pricey. This goal will continue. Can we do something jointly with ICCL for cooperative purchasing and cost efficiency which might include eBooks?

Eric reported on Professional Development and Bylaws. We will have professional development on Patriot Act and later in the spring we will do copyright in Yakima. Eric was concerned about doing any workshops in the summer because of low attendance. We will continue to do professional development but topics will change. Outcomes assessment should be added to the list.

Accreditation and Assessment--Marie had a handout from Paula who could not attend. This topic will be continued for next year. Revised Standard V was submitted to the commission but should be coming back out so it should stay on the list. We'll continue on the strategic plans. Also, work on the student survey should continue under this committee. Information Literacy can be included in a much broader sense under outcomes assessment. John asked Loretta if the presidents had a direction set for 2005-7 already. Loretta says that this is a bubble up process so things have to come up from us. John was wondering about new degrees being considered. We might be able to support something that the presidents want and make a supplemental budget request (i.e.. CINAHL, IT database). Loretta says that we will need to get right to work to prepare a supplemental budget request by winter for Instruction Commission. We would have to have something ready to finalize at our October 10 meeting. Loretta says that there will be requests for health workers and economic stimulus. We need to work with the Database and DL committees. Some discussion on whether we should look at archives and historical collections because of the interest of the Office of the Secretary of State.

Pierce, Highline Yakima and Edmonds are working with Central Washington University develop a common contract on shared buildings. The document doesn't currently outline costs. It addresses process issues such as tracking lost items.

Jeffrey wants to work on the Professional Development committee because of Patriot Act
Linda wants to work on the ICCL committee.
Mary Carr wants to move to the accreditation and off of DL
Cynthia wants to work on Accreditation/assessment committee
Mindy moves to the accreditation/assessment committee to continue to work on student survey
John will work on the DL committee
Jeff suggested that we involve CLAMS in accreditation/assess. Marie will call Adrienne to join us or find a representative from CLAMS.
Tim will continue as Chair of Databases committee
Leonoor will keep us informed from the library council on any needs to form a committee on the Secretary of State issues
Stan Horton is on accreditation
Deb Gilchrist is on information literacy
Deb Crumb will be asked to assist on information literacy

[Marie would like to match new library directors with an LMDC member to encourage attendance.] We might consider a new directors academy. We might consider a session for them in the morning before our October meeting. Also assign a buddy to those who don't regularly attend to keep them informed. We need to personally contact these people. Jeff suggested that the technical college library directors could be good buddies because they know about the learning curve. He would volunteer.

Marie will ask those not present to sign up for a committee by September.

Marie passed out the reciprocal borrowing list and asked that we encourage others to sign. John has the file of agreements and will send to Mindy for keeping. Mindy will update list and update web site and let Marie know when it is on web site.

Meeting adjourned at 11:45 a.m.