VIVA Interlibrary Loan Subcommittee
Meeting Minutes for March 26, 2004
UVA - Charlottesville
Present: Jean Cooper, Stuart Frazer, Beverly Glover, Shauna Hunter, Colette Macin, Rosa Townsend, Kevin Unrath, and Jennifer Reynolds.
Introductions - Each person introduced themselves and we welcomed new members, Beverly Glover and Collete Macin.
Jean discussed the Resource Sharing Committee's meeting schedule and she will contact the Chair, Roy Strohl, to determine the date for the joint meeting with our subcommittee usually scheduled for May. We need to discuss the proposed ILL forum plan, Welcome kit, and changes in VIVA guideline language.
We discussed the results of the Management Survey and VIVA Guidelines Survey. The management survey results were distributed to committee members prior to the meeting. Most of the questions addressed awareness issues and we found that frequently new folks "inherit" or walk into interlibrary loan with little mentoring or guidance. As a result, we will develop a welcome kit that will be distributed at the forum. The kit will include: VIVA brochure, mailing tips brochure, VIVA contact list, a copy of the guidelines, and a list of mentors (developed from Bud's survey).The results indicated an even distribution of libraries using software to manage interlibrary loan and those that don't, staffs were also split about half the respondents were part of large departments and half were one person departments with additional job responsibilities. The main suggestion for improvements was the request from the privates for funding and participation in state shipping contracts. The VIVA Guidelines Survey indicated a general concern that all institutions were not following the Guidelines and varied, but not overwhelming suggestions for training. Bud responded to the list and provided web links for the VIVA home page, memorandum of understanding, and guidelines.
The forum program has been revised to become a one day event because training suggestions were too varied to be accomodated on this occasion. The Draft Forum program looks like this:
Date - Friday July 16, 2004
10:15 - 11:00 am - Speaker(s) to discuss how interlibrary loan enhances library service. Possible speakers include Harry Kriz, Joan... Beverly, Stuart, and Kevin will look into this.
11:15 - 12:15 - Speaker(s) What we have learned from institutional and VIVA surveys. Kevin will talk with Bud. We will have summaries and copies of surveys available.
Breakout sessions by type of library - Stuart will organize based on issues identified in Bud's survey. Collette will prepare group leaders.
Wrap up session - we will have an MC to allow group leaders to present their findings.
Dan Wilson will arrange for a vendor fair in the morning - scanners.
Registration will be handled by Rosa Townsend, Shauna Hunter, and Jennifer Reynolds.
Materials to be included in the Packets will be reproduced , assembled, and transported by Kathy Perry's office.
Presentations will be made available on the web after the forum.
Joe Malloy will handle all logistics including rooms, food, and parking at Sweet Briar College.
Equipment needs - flip charts for break out sessions and Jean will bring lap top. Kevin will check with speakers for any special equipment needs.
Updates:
e journals - Dan, Bev. Stuart will contact OVID rep. tabled
Jean will speak with Doug Hurd about presenting to the VIVA steering committee on the latest developments in interlibrary loan, discuss results of surveys.
Matters arising
OCLC is shifting from web ILL to
FirstSearch, but many questions remain --- when, how, why?
Ariel 3.4 upgrade is out and will be available free to those with Ariel e.1
Microfiche duplicators - Jean will ask the list about setting aside funds to replace/repair these machines.
Kevin - Serials Audit project. Jennifer will contact Sharon Gasser and ask her to post an announcement on the VIVA ILL list.
Next meeting May 14 at 10:00 am. Room tba