Cori Wilhelm: And you can take it away. Mine.
Maureen Clements (SUNY): Wonderful. Hi, everyone! Thank you so much for coming to our Olas update for June 6, th 2025, the 1st Friday in June, as we were just mentioning. My name is Maureen Clements, and I'm the director for Suny library services, and we have several guests today. If we go to the next slide. I'll talk a little bit about the agenda.
Maureen Clements (SUNY): I'm going to give just a few general updates, and then I'm going to hand it over to Catherine Stoller Peters, who is joining us today. She's the director for research data strategy. She's going to be giving us an Update about the research data management project that she's been working on.
Maureen Clements (SUNY): And then Marcy Strong, our metadata Coordinator is going to give us an Update about the Smsp Policies project and a wrap up of that great work that her and her team have done with the Smsp. Have done. I'm going to talk a little bit about accessibility, and then we'll go into some functional updates.
Maureen Clements (SUNY): right? So next slide. First, st I do want to welcome a couple of new folks to the Ds team. David Briner, who is joining us today. He is our new associate director for licensing, and David's gonna be providing leadership in all areas of licensing and contracts for Olas. So we really look forward to working with you, David, David and I've been working very closely along with Esther. So getting David up to speed.
Maureen Clements (SUNY): and then we also want to welcome Barbara Beauchamp. She is Ds's new assistant Provost for eit accessibility, and Barbara is going to be working collaboratively with the team across Suny as we work on these plans for eit accessibility. The title 2 changes. So I'm looking forward to that. Lots of projects ahead.
Maureen Clements (SUNY): Okay.
Maureen Clements (SUNY): we do have our oldest 2023, 24 impact update that's available. I had the link here. Let me grab that and so as well, the oldest update as well as the Suny online. Let's let's see, I hope that worked something happened weird there. Sorry about that.
Maureen Clements (SUNY): But we're really really excited and proud of that report. And Catherine Stellar Peters, I'm so glad that you're here that we could thank you because you really did the yeoman's work on that. So thank you so much. It looks great
Maureen Clements (SUNY): all right next slide.
Maureen Clements (SUNY): So unfortunately, Kim Scalza is not able to be here today. But she did have some slides that she wanted to share, and regarding the fact, 2 councils and some updates with systems. So I'm going to go through these as quickly as possible, and if you have any questions, of course you can reach out to me or Kim. But just some updates the AI Task group for the AI tutor put out some surveys. I know that that's been in progress.
Maureen Clements (SUNY): Let's go to the next slide. There's also the AI Task group for teaching and learning. And so that has been a group that put together a rubric, a tool for evaluating AI tools. And they're going to be sharing that information. And so I think that that's really helpful, for I think library information literacy, you know, sort of a rubric to evaluate tools
Maureen Clements (SUNY): next slide.
Maureen Clements (SUNY): Then there's the AI Policy Considerations Subcommittee. They are going to be updating. They're going to be putting out a 3rd edition for the Suny fact, 2 guide for optimizing AI in higher education. So be on the lookout for that. It's got new updates. I think that's a really important document.
Maureen Clements (SUNY): Next slide
Maureen Clements (SUNY): along with the AI fact, 2 task groups. There was the experiential learning task groups headed up by Ed Beck and Mara Huber, from Ed Beck, from Leonta and Mara from Buffalo. So when we show the slides. You can watch those webinars at Suny online. I think they're great. If you're interested in experiential learning.
Maureen Clements (SUNY): Okay, next slide, there is a fit champions playbook there that you can link to next slide
Maureen Clements (SUNY): the innovation, grant the 2526 academic innovation grants. The awards were announced in May at Cit AI, and teaching and learning, and oer, and a huge shout out to Corey for all of the work that you and Tony Defranco did on making this happen. So thank you so much, really appreciate it.
Maureen Clements (SUNY): Okay, and this is our final slide before I turn it over to Catherine. But one of the things that's going to be happening in the Academic Affairs Department is that now that Dr. Julie Hartley Moore is here, they're going to start working on academic affairs, strategic planning. So that's going to be kicking off this summer. And then, once that academic affairs strategic plan is in place.
Maureen Clements (SUNY): we will be working with Ds to align our strategic plan to academic affairs. And then, once that happens, you know, we'll be working to update the Olas strategic plan this summer. I'm going to Suny law. I'm going to have a little session with the librarians, and I'm really interested in talking through some strategic planning. And I'm also planning on having a session with the library directors
Maureen Clements (SUNY): just to get more information to help us with this all right. Next slide.
Maureen Clements (SUNY): And speaking of huge strategic planning digital transformation project planning. So don't forget that. That's the link to there to the website. And Catherine Solid Peters is really involved in several projects here. And I'm going to turn it over to Catherine, who's going to talk to us about her projects?
Cori Wilhelm: And Catherine, do you need screen, share.
Catherine Stollar Peters: Yes, please.
Cori Wilhelm: Share, we should not.
Catherine Stollar Peters: Wow, Brady.
Catherine Stollar Peters: Okay, how does that look?
Catherine Stollar Peters: Good?
Catherine Stollar Peters: All right.
Catherine Stollar Peters: Well, thank you very, very much for having me today. I always like to come and share the work that we're doing with a couple of projects today, I'd like to tell you about 2 digital transformation projects. One of them is Suny Research connect formerly known as the Research Information Management System. And just as a step back, my name is Catherine Stellar Peters. I work for the office of research, innovation and economic development.
Catherine Stollar Peters: And there's a ton of digital transformation projects going on. There's about 17. Many of them are in multiple, you know, varying phases of procurement and implementation. I'm really excited to announce that this project, Suny Research, Connect, has been purchased, and we are in the implementation phase, and that we hope to launch it about January 2026.
Catherine Stollar Peters: The next project I'll tell you about, too, is the research Data Repository. There are quite a few overlaps with both of these are projects that involve librarians and will eventually you may see them on your campuses. And then there's a 3rd project I'm going to tell you about. It is not a digital transformation project, but it's another project that I am
Catherine Stollar Peters: project managing, and I think you'll be very excited to hear about it is the Suny AI platform.
Catherine Stollar Peters: So for Suny research connect, this project is really about establishing a system that provides a comprehensive view of research and innovation activity across campuses. It's a way for researchers to find each other, for industry, to find them and for to highlight and exemplify the amazing research going on across Suny.
Catherine Stollar Peters: We are building this on Elsevier's pure software. We have kind of a it's not too complicated of a model. But I'll show you what the technical infrastructure looks like. And we are currently working on implementation today.
Catherine Stollar Peters: The Suny Research Connect platform was the result of some initial strive task forces in artificial intelligence. Quantum computing is going on right now. Microelectronics, packaging, and biotechnology.
Catherine Stollar Peters: These task forces noted they are created by researchers across Suny. And they noted you know what it's really hard for us to find a comprehensive understanding of who is conducting research in particular areas across Suny. And this platform is intended to address that lack of information. The platform marries publishing data or publications, data extracted from Scopus
Catherine Stollar Peters: with grants, information from grants.gov or Research foundation data with
Catherine Stollar Peters: information about who is still at Suny, and what their roles are? Are they a professor? Was it a postdoc? And this will allow us to have this comprehensive, accessible view of understanding what research is going on across Suny.
Catherine Stollar Peters: It will include faculty profiles based at the individual faculty level. It will also include information about equipment, so large equipment that is usable and can be shared across campuses, or will just allow faculty and researchers to find each other to partner in grants and publications.
Catherine Stollar Peters: This is what the demonstration interface looks like. We're building the interface today, so it'll look a little bit different
Catherine Stollar Peters: when it's launched, just as some background. We have a few campuses, the University of Buffalo, Stony Brook, and Upstate Medical University that chose to invest a little bit more administrative efforts, and will continue funding an individual institutional portal beyond the time that the Dtp. Funds run out, those funds will run out. By the end of this, the end of August 2027, the end of this 1st year contract.
Catherine Stollar Peters: So those instances will have their own individual portals with their own flavor and colors and branding ability. They also have a little bit more leeway in integrating with other tools and data sources on their campus, and they have a little bit more leeway, determining which researchers are included in those profiles.
Catherine Stollar Peters: those connect twist
Catherine Stollar Peters: a shared campus portal which is what we are managing out of the office of research, innovation, economic development that will include researchers from the rest of our research intensive campuses, our doctorals and the other 2 university centers.
Catherine Stollar Peters: We will also have researchers who have grants and publications at comprehensive and technical colleges as part of that shared campus portal, and all of these will roll up into one interface, which is the community module allowing an integrated and comprehensive view of researchers at Suny in that community level. So what does this mean for you? If you're at a smaller campus
Catherine Stollar Peters: with researchers who maybe don't have grants in a lot of publications just because your campus researchers may not have their own faculty
Catherine Stollar Peters: profile. This is still a way for them to find and look at others across Suny, who have research expertise in their areas and will allow a collaboration with researchers whether or not you have a profile or not.
Catherine Stollar Peters: The reason why this is important for libraries is many times the libraries are the 1st place faculty go to when a system like this is launched, so you may be asked about it, and we're still in early phases, and I just wanted to make sure that you were aware of it. As discussions continue on your campus.
Catherine Stollar Peters: The second Digital Transformation project I would like to share with you is the Research Data Repository. One note I should go back. The Suny Research Connect project is co-led by myself, drew Walsh in the office of Research Innovation and economic development and the vice provost for research and innovation at Stony Brook, Kevin Gardner.
Catherine Stollar Peters: This digital transformation project, the research Data Repository is co-led by myself and Viva Weinrab Lejoy from the University of Buffalo, their Vice Provost for University libraries, and Jake Carlson, who was one of the Auls at Buffalo.
Catherine Stollar Peters: We also have a number of people from across campuses who are part of the working groups and implementation advisory groups for both of these projects. So thank you for those of you who are listening and please feel free to chime in. If I'm missing anything. This project, the Research Data
Catherine Stollar Peters: Repository Project includes is not in procurement. Yet. We are building the functional requirements for what we would like to purchase. But it's a really exciting project, and we've been moving along really well in the last few months. The idea is in response to federal and
Catherine Stollar Peters: professional initiatives, to support open science, open publications and open data sharing this research data repository is a place to store
Catherine Stollar Peters: data created out of research activities at Suny for eventual sharing to a wider audience than just those original researchers participating in the active creation of the data.
Catherine Stollar Peters: This suny wide system will allow data to allow us to follow fair principles of findability, accessibility, interoperability, and reuse. It'll allow us to brand our data a little bit more. We can provide data creators credit for their work. And like the research information management system, it's a way to amplify the impact of research conducted at suny institutions.
Catherine Stollar Peters: So the research information management system can really connect to this centralized research data repository as a way to show metadata about data sets created at Suny
Catherine Stollar Peters: in our phase one, we are determining functional requirements for the system. But we're doing more than building a technical infrastructure. This is really about building the human infrastructure around the technical infrastructure, including building a suny data liaison network looking at policies and workflows developing a suny research data institute. So we can come together as a community of practice to learn from each other and how we are supporting research data management efforts on our campuses.
Catherine Stollar Peters: And we are looking at 2
Catherine Stollar Peters: pieces of software. We have launched pilot instances to test out this software. One of them is dataverse from Harvard and the other one is.
Catherine Stollar Peters: it's in video. Rdm.
Catherine Stollar Peters: this is our kind of overall arching infrastructure for the whole project. You can see individual member campuses have representatives that sit on the data liaison network. They provide research data services in a distributed way across their campus.
Catherine Stollar Peters: But they also interact with. And this is the green area, the technical infrastructure of the Suny Research Data Repository and a centralized administration lead for the research data repository operations team.
Catherine Stollar Peters: And this is, in addition to all the other domain, specific repositories or generalist repositories that exist external to Suny. But I think it really fits a need for suny research to be captured and highlighted together.
Catherine Stollar Peters: In one central instance
Catherine Stollar Peters: this is an example of what the data repository looks like in dataverse. I think these slides will be shared. So you can go through and look at dataverse and see what the instance looks like. We're experimenting with metadata forms the structure of it. What the underlying infrastructure and technical needs are for a data repository for us at Suny.
Catherine Stollar Peters: This is the invineo Rdm demonstration instance. This is the on the right. Isn't the upload form for your data. And the working implementation group is really working to define which which of these 2 we like best, which one meets our needs. And we've been speaking with quite a few peer repositories who are in the space and have been experimenting with both tools.
Catherine Stollar Peters: There are other repository tools out there, but from our individual experiences with them, you know, we're focusing our efforts on these 2.
Catherine Stollar Peters: The last thing I'd like to tell you about is the Suny AI platform, and I'll tell you this is really really exciting. This project is funded from statewide funds of 10 million dollars over the last 2 years. It is not a Dtp project, but it is about building a Suny AI platform.
Catherine Stollar Peters: The this contract has been signed and we just announced at the Suny Technology Conference, a partnership with Google and building this AI platform.
Catherine Stollar Peters: The platform itself. The 1st phase of the platform is building the foundational technical infrastructure. The second phase is launch and including in this 1st phase, is launching
Catherine Stollar Peters: the ability for researchers to access computing cloud computing AI and machine learning modules, models in the cloud
Catherine Stollar Peters: and building some small individual tools related to research work, including finding and applying for grants some tools like deep research or notebook. Lm. And coscientist. These are purpose-built tools that we're working. We're
Catherine Stollar Peters: developing a scope of work with Google right now.
Catherine Stollar Peters: Okay.
Catherine Stollar Peters: this project. There should be a press release coming soon. So I want to say you heard it here first, st along with the folks at the Suny Technology Conference this week. The idea of this platform is really not just an individual chat. Bot, it's not just buying licenses for Microsoft Copilot or Openai Chatgpt or Google's Gemini. It is not just about building
Catherine Stollar Peters: chat interfaces. This is about creating a large platform that we can centralize a lot of activities with AI enabled tools
Catherine Stollar Peters: through what Google calls one pane of glass. So one kind of initial launch pad into this phase, one we're building the foundation for this
Catherine Stollar Peters: tool. Platform, the technical framework and making sure that it can be kind of a 1 stop shop for people to log in with a federated login. So that they can be authenticated. And you don't have to worry about Google Logins or or Gmail.
Catherine Stollar Peters: the building, those researcher and research focused tools phase 2, the initial rollout is to research intensive campuses. So those are the 9 doctorals and Ucs. That's just for the 1st year, as we're building out this platform phase 2 is to roll out to additional campuses and really make this a tool for education and administration as well.
Catherine Stollar Peters: So what are the key dates, scoping and platform development is happening now with Google by the end of February 2026. That's the end of this 1st year phase one for the the pilot and testing. And beyond that I imagine that there will be multiple applications built onto this platform
Catherine Stollar Peters: that you'll engage with very soon. So that's all I had to say. It was a lot. This is my email address. Feel free to email me. And I'm happy to answer questions over email later on. Thanks very much for allowing me to come and chat with you all.
Maureen Clements (SUNY): Catherine, if you could. You know, just one thing that I wanted to mention is that we're gonna be upgrading our soar platform. And so it's gonna have more functionality in there for us to be able to. You know, potentially interface with some of these projects. And I know that we wanna talk because there's lots that
Maureen Clements (SUNY): ways that we can interface. Marcy Marcy is on, you know, who'll be talking soon. I know she's been working on some of this with you as well as part of the group. And the AI thing is super exciting, and I was just thinking, at some point, maybe, would we be able to use some of these repositories? I mean, I know they're geared towards research repositories, but eventually, like being able to correlate our own statistics and data.
Maureen Clements (SUNY): Or would that be part of the did? You know there's I know there's a data. There's another Dtp project in that. So I just
Maureen Clements (SUNY): kind of was thinking, how would that work.
Catherine Stollar Peters: There. Yeah, I mean, if you're on a campus, you know that somebody is trying to sell you an AI tool every day. So
Catherine Stollar Peters: it's definitely integrated. There's amazing work that can be accomplished in terms of administration as well as education. The there, there's definitely future use for the the platform. To create small chat bots or to to load your your own data into a small
Catherine Stollar Peters: tool so that you don't have to share it externally. You don't have to give it to some sort of you know. You don't have to pay money for your own smaller instance, it can be within kind of a abounded
Catherine Stollar Peters: not repository, but a bounded place for suny data so that it doesn't leak. That's to come. Those administrative and educational use cases we're going to look at very soon. And
Catherine Stollar Peters: I I definitely think there's a lot of integration. And I want to say, thanks to Marcy, I'm really impressed with all of the work that she's done. She's really been thinking a lot about the metadata with the research Data Repository and hopefully, there'll be more news about how that fits into Olis and the overall administrative infrastructure at some time. So thanks a lot.
Maureen Clements (SUNY): Thank you, Catherine, that was so cool and very exciting, and I look forward to the AI. Aspect. So
Maureen Clements (SUNY): all right. And speaking of Marcy Strong.
Maureen Clements (SUNY): our next project initiative. If we could roll through the next slide, I think we might have. Yeah, okay. Great. I'm going to turn it over to Marcy, who's going to talk about the metadata standards and policy working group.
Marcy Strong: Okay. Great. Hi, everyone. I'm Marcie Strong. I'm the Metadata Coordinator here at Suny library services at Olis, and I'm telling you a little bit today about a major project that the Suny Metadata standards and policies group just completed, and it has to do with all of the metadata policies that we updated.
Marcy Strong: So you can. Thanks, Corey.
Marcy Strong: So just a little bit about who the Smsp is and what we do. The Smsp is a group that functions across the Suny libraries with a focus on maintaining system-wide metadata policies in our Alma library management system. And this group became necessary in 2019, when all the suny campuses migrated from their individual standalone all of systems into our shared Alma network zone environment where we have print bibliographic records that we share.
Marcy Strong: So because we are all working together. Now, we need to bring together different cataloging practices across Suny in order to provide consistent records, reduce the likelihood of record duplication and just kind of be sure that everyone is sort of more or less following the same rules.
Marcy Strong: So here is our charge, which was revised in 2023, and has a focus on maintaining system-wide policies, best practices, workflows, configurations, and projects for metadata practices in our Alma environment.
Marcy Strong: and the Smsp meets monthly to address these issues and propose solutions next Slide Corey.
Marcy Strong: So who is the Smsp currently, the Smsp has 11 members representing 8 different campuses and Olis.
Marcy Strong: This group has participation from university centers, comprehensive colleges, and community colleges. And this is the group that has been working on these policies over the last year. I've also included David Floyd, a former member from Binghamton, as he was quite instrumental in our work. So this is the gang. Thank you. So this is the example of the policies that we formally had that you may be used to seeing.
Marcy Strong: So in 2018 and 2019, the Smsp. Developed a list of over 30 separate policies guiding suny campus metadata practices, and these policies lived on the Smsp. Site, which is a Libguide managed by Olis.
Marcy Strong: So, while incredibly detailed and helpful. These policies were developed in advance of the adoption of Alma in June of 2019, and most had not been revised in the years since.
Marcy Strong: So in the last 5 to 6 years, Suny has developed a much deeper understanding of how we use Alma, how the network zone works with our campus institution zones, and we have received regular system releases from exlibris, which changes and improves the functionality in Alma. So it was time to kind of do a wholesale evaluation of all the metadata policies and propose some revisions.
Marcy Strong: It was also an opportunity to look at the format of these policies, which were stored as individual Pdf files like you see here. So these can be cumbersome to reference and open and not necessarily accessible.
Marcy Strong: So here's an example of an old policy which has the identifier, Msp. One and the policy title, Bibliographic Utility.
Marcy Strong: So some things that we were interested in updating included the numeration of the policies.
Marcy Strong: the authorship of the policies. So when these were originally written, the Slc. Or the Suny Libraries consortium was the Sunni body driving a lot of this work, and, as we know, a few years ago, the Slc. Was dissolved. So we wanted to remove mention of the organization from our current documentation.
Marcy Strong: and then, of course, a particular focus of of our work is really the body of the policies. We wanted to provide some more consistency, and how the information was represented, and we wanted to specify the policy from any how to instructions and move kind of how to instructions to Faqs.
Marcy Strong: So we kicked off this process in April 2024, just a little over a year ago, and this was shortly after adding several new members to the Smsp.
Marcy Strong: So many of these new Smsp. Members were not employed by Suny during the original drafting of the policies, and so this was a chance for many of them and myself to dig into the documentation for the 1st time. So, in addition to having a voice in updating these materials, this provided an opportunity to learn more about how the Alma system works and Suny's history with it.
Marcy Strong: So we ultimately reviewed 33 policies, identifying 3 to 4 policies to tackle each month, completing major revisions in February 2025,
Marcy Strong: the Smsp. Conducts business, using a basecamp community managed by Olis, and so we set up each of the policies in basecamp and allowed members to review and comment on the policies before meeting, and then we used our monthly meetings to review the comments and improve the working drafts.
Marcy Strong: and we stayed, organized by tracking our decisions in progress on a shared spreadsheet.
Marcy Strong: So here is the portion of the spreadsheet that we used. The original policy number is in the 1st column which is followed by the policy title when it was scheduled for review notes from the Review, a decision on whether to keep the policy and then some organization decisions around how the policy should be presented in the future.
Marcy Strong: So we tried to organize the policies ahead of time so that we were focused on related policies in a given meeting, and this was helpful, as sometimes we needed to invite a guest to the meeting who had more expertise in the subject matter.
Marcy Strong: For example, Michelle Eichelberger, our discovery and e-resources program manager, joined us one month to discuss the policies formally known as Msp. 9, 10, and 11, which all had to do with the management of electronic resources.
Marcy Strong: And this spreadsheet also demonstrates a change in how we were thinking about these policies. So rather than a straightforward identifier, such as that Msp. One, we elected to split the policies into those related to an institutional policy which means a policy that cataloging staff would need to know, to do their daily work in their library.
Marcy Strong: and a network or configuration policy which had more to do with decisions made in the network zone, or how something worked behind the scenes.
Marcy Strong: So we also elected to move some policies into faqs or best practices, or even to discontinue them altogether.
Marcy Strong: And so our process continued. Once we completed the nearly year-long process of reviewing and rewriting these policies, they were presented to the Olis Advisory Board for approval in early March, and we made drafts of these new policies available via a Google drive site
Marcy Strong: and then to enable the suny community. To review these policy changes, we created another spreadsheet which connected the former policies to the new, and described the proposed changes. What the proposed new policy, number, and title would be, and how significant the change was considered. So we wanted to provide as much transparency as possible about the changes and why we were suggesting them.
Marcy Strong: We didn't receive a whole lot of feedback on this, but likely it is because the most interested people were actually serving on the Smsp, and sort of creating these changes.
Marcy Strong: But we now had to go ahead to make those changes.
Marcy Strong: So now our policies are online as of a few weeks ago. So as a reminder, the policies that we started with are shown on the left that list of Standalone Pdf. Files.
Marcy Strong: and these are the revised policies on the right. So we removed all the old Pdf files and we replaced them with 2 categories of policies institutional, which is open in this image and also network policies and configurations. And these policies are built into the Libguide environment, and they don't have to be downloaded every time a staff member would like to reference them
Marcy Strong: in the about the policy section. We describe what the policies are intended to do, and also mention that the historical policies are now stored in the Suny Digital Repository.
Marcy Strong: So you may notice that we also cleaned up some more historical information on this page, removing all the superseded policies and best practices to the institutional Repository as well.
Marcy Strong: So we intend to work on best practices next, but that is hidden on the page, for right now
Marcy Strong: go to the next slide. Okay, and here's an example of our new policy template. This is one of our new policies. So they all conform to this. The same structure which we hope will help users more quickly read and identify the information that they need. So each policy has an identifier and a title at the top.
Marcy Strong: which is followed by 3 sections, including the summary of the policy, the policy itself, and the policy justification.
Marcy Strong: And then, at the bottom, there are 3 different dates. The 1st is the date of last review, and then the date of next review and the date of creation. So, in order to avoid having to spend another full year reviewing policies down the road. The Smsp. Is elected to put these on a regular review cycle, reviewing 4 to 5 policies each year over a 4 year time span before it repeats, so every September of a given year will likely be review time.
Marcy Strong: And this is the final slide, and it's just an overview of the project. So the Smsp ultimately reviewed 33 policies and recommended removing or consolidating 14 and keeping 19 of those policies. There were minor or cosmetic changes to 6, and significant changes to 13,
Marcy Strong: and we reclassified and renumbered the policies into those 2 major categories. We created a policy template that all 19 policies abide by now we developed a regular review cycle and we moved all the historical document to the Suny digital Repository, and you can find all of these policies on the Smsp. Site which is available here in our Libguide.
Marcy Strong: So we are happy to have concluded this project. I want to thank everyone in the Smsp. This was a lot of work, and we are looking forward to moving into an era of not talking about policies every month.
Maureen Clements (SUNY): Really incredible work that you and the Smsp group did. And thank you so much. And I was looking at some of those templates. I was like, I think we can use some of those templates, you know. Continue to use that idea and those concepts that you had about how we shift from one to the other and love those templates. So.
Maureen Clements (SUNY): Marcy, thank you.
Marcy Strong: Thanks, Maureen.
Maureen Clements (SUNY): By the way, so before we hop off, does anybody have any questions for marcy?
Maureen Clements (SUNY): Alright, okay, thanks, mercy.
Maureen Clements (SUNY): And now we're switching to accessibility, Corey, if you can. So these slides are a combination of Kim's slides that we presented to the library directors meeting this past May, and just want to give you guys a good update on the eit.
Maureen Clements (SUNY): As we said, Barbara Beauchamp is here, and so now that she's she's she's been here for about 2 months now, I believe. So. They're looking at a
Maureen Clements (SUNY): reformulating the Eit Advisory Committee, and they're going to be. Have a slide of that in a little bit. Also we have suny inclusion quest for the Webinar series that's being headed by Jamie Heron. And I think one of the things that we're looking at in the next semester, and in the fall is that we, the Olis, will be doing a couple of inclusion quests as well as maybe the library subcommittee.
Maureen Clements (SUNY): We'll be doing one. And we're we're gonna be part of that. Those series
Maureen Clements (SUNY): a reminder that Suny does have accessibility advocates and allies fellow faculty fellows. So you can link to that and find out more.
Maureen Clements (SUNY): And just recently the office of general counsel here at Suny released a memo called the Standard Eit accessibility, language for contracts, pos and Rfps, and I've shared that to the scold. The accessibility base camp as well as collections base camp, and if you would, if you'd like a copy and you haven't received one, please just reach out. Let us know
Maureen Clements (SUNY): if we go to the next slide. But before we do, I just want to mention with that with those procurement updates, we're going to be working with the Eit Library subcommittee to make make those updates on our website.
Maureen Clements (SUNY): So the Eit accessibility Advisory Committee charge going to be reviewing, they're going to be reviewing the Eit accessibility policy, the standards, the impact. This is sort of the new revised charge if you go to the next slide.
Maureen Clements (SUNY): So there's going to be a new advisory committee structure here, and this is something that Kim shared. I am going to be the oldest rep on the committee, so I think right now they're still looking at campus members. So once we have a library leader in place. Then we'll everyone know.
Maureen Clements (SUNY): But I think the meeting starts at the end of June. So I'm really looking forward to being on that committee and really helping provide guidance for the libraries.
Maureen Clements (SUNY): So these are some points for the reformulation of a new advisory group. We know that there's so many changes that are happening in the title. 2. We, April is the timeframe. April 2026 is the timeframe that we are looking at. So we really need to have more formal mechanisms going forward for the provost and system admin. And how are we going to meet these new form, these new standards and laws.
Maureen Clements (SUNY): So Barbara Beauchamp is going to be joining us in September to talk more about that, and we're going to be working closely this summer along with the Eit Library Subcommittee to help help you all make these changes
Maureen Clements (SUNY): and understand the changes, too. And okay, next slide.
Maureen Clements (SUNY): So this past year, we did have a you know, our library accessibility guidelines subcommittee that is run by. If we go to the next slide that's run by Carly Spina from fit, and Rebecca oling from purchase
Maureen Clements (SUNY): in our library bulletin that we released, I asked them to write up a blurb about the library subcommittee and its importance. This past semester these past 2 semesters. They looked at the library accessibility guidelines and made updates for recommendations
Maureen Clements (SUNY): which the I believe the Eit Committee will be looking at
Maureen Clements (SUNY): also this summer we're going to be looking at the library procurement accessibility toolkit. There's a lot of information in there based on rules. The accommodation rules for materials where we're going to need to update that. So we'll be doing those projects. And if you are interested, the next library subcommittee meeting is Wednesday, June 25, th
Maureen Clements (SUNY): that link is available out on our calendar as well. So we'd love for you to join us. Get working on that
Maureen Clements (SUNY): right?
Maureen Clements (SUNY): Let's go back one just any any questions on accessibility. I wanna see if anybody has any questions they wanna ask.
Maureen Clements (SUNY): One other thing I did want to mention is that Michelle and I are also looking through our the rest of our accessibility lip guide, for to refresh it and make sure that everything we have in there. It's looking pretty good. So we do have some updates. But I think the bones are are really strong and want to thank everyone who had worked on that previously for all their really hard work. So thank you.
Maureen Clements (SUNY): Okay.
Maureen Clements (SUNY): all right. Another project that I want to highlight here. And this is the AI libguide collaborative. So Ken Fujiuchi has put together a libguide collaborative that he's been working with. It's the project is designed to be an AI resource repository using libguides, and it's sort of a grassroots led initiative from Ken. The group meets monthly. We have a meeting today at 12,
Maureen Clements (SUNY): and so they're looking at as a centralized curated AI resource for suny libraries, and putting together parts and pieces on the libguide that can be shared and customized on your own libguide sort of a central repository, if you will
Maureen Clements (SUNY): ken, and our group will be debuting that at Suny law. So we're going to send further communication to everyone this summer, if you're not able to attend Suny law, and if you have any questions or you'd like to be involved, please reach out to ken. I did put his email address is in the oldest bulletin. So
Maureen Clements (SUNY): it's great work on that part. And I think that going forward we'll just. It's a proof of concept, and we'll see how it's adopted. And then I think we'll make decisions on its future and where we're going to take it once we sort of release it and see how it goes.
Maureen Clements (SUNY): All right. Another update in a project that I'm really working on right now, and I've talked it over with the Oles Advisory Group is proposing a data governance working group for the next coming year and potentially 2.
Maureen Clements (SUNY): And this idea came up because we had some questions about the sandboxes. And as we dug into the documentation we found some documents from the Slc about data governance across Alma and what that looks like. And I realized that that's something that we really need to be
Maureen Clements (SUNY): looking at and updating. Because in for, you know, slc, as I was, you know, with the Slc dissolved. So we want to be updating that.
Maureen Clements (SUNY): So Kim and I were talking and she shared with me a dle governance document, data governance document. And it was incredibly robust, and I believe that Bridget Almas, who had been in O read, had helped them put that together, and I thought this would be a really great document to have, particularly for various areas in our in our department, because we have several areas where we really want to be talking about data and data governance. And some of those areas that we're looking at collect, you know, high level
Maureen Clements (SUNY): collections data. What do we want to potentially
Maureen Clements (SUNY): capture and then institutional repositories, data and high level data for the libraries. When we are at the library directors meeting, I think that there was a real. There was a real request to start gathering data about our libraries. We know that I think the Ipad survey is. We haven't heard yet about what its fate is. But
Maureen Clements (SUNY): we know that that data might not be collected anymore. And some of the data points through Acrl are going to be collected. But what are some important data points that we really want to be collecting about ourselves.
Maureen Clements (SUNY): And then, of course, determining data security current concerns and outlining new processes.
Maureen Clements (SUNY): So I think that this is some work that we'll be doing more further definition on this summer, and then we will potentially, hopefully spin up a group in September and October, and if you are interested in working in some of these areas that would be great. But we'll have more later. But I did want to put did want to share this with you. This is something that we're thinking for next year. This also aligns with a lot of the digital transformation projects
Maureen Clements (SUNY): projects that are happening. And we want to really be prepared and have a good understanding of of our data and what we want to keep.
Maureen Clements (SUNY): Okay.
Maureen Clements (SUNY): So now onto functional highlights.
Maureen Clements (SUNY): Proquest. That's the big one right now. So proquest is we have 2. We have 2 sort of subscriptions with proquest, one for Avon, which will continue, and we have that for the next several years. That's part of the suny connect. But the proquest databases contract cm. 0, 3, 7, 8 7 that was initiated through the Ifb. That's expiring on June 10th
Maureen Clements (SUNY): and we've met with proquest, and they're changing a lot of their database offerings going forward. So they'll be updating. We have to meet with them. We're going to be putting together a session on those new changes. But after we did some analysis of what's on the contract versus what we might be able to do through an Rfq. And how we could do that work.
Maureen Clements (SUNY): We really came to the conclusion that we there's it's just it's really just not feasible for us to to do an Rfq. It was only about a 3rd of a 3rd of a 3rd of the information that we had originally had on the contract. Is available. So
Maureen Clements (SUNY): we have reached out to those affected schools to let them know, and if you have any questions about that, please reach out. And if you, Teresa Herbst, who is our clarivate proquest Rep, I know that she's reached out to me and said, she's heard from several of you, so you'll be able to work with her and the folks there.
Maureen Clements (SUNY): along with Kate Jashari, who is also, I know that she works very closely with folks, too.
Maureen Clements (SUNY): and if you have any questions, and please reach out to info at Suny Olis. Excuse me, I have to update that. It's info@sunyolis.liveanswers.com. Thank you.
Maureen Clements (SUNY): Okay.
Maureen Clements (SUNY): continuing proquest. I know that the ebook changes that happened a while ago that they announced that wanted to give a couple updates on that
Maureen Clements (SUNY): proquest has made some changes to what they initially announced, and they have said that libraries will be able to upgrade their ebook licenses via proquest indefinitely. So if you do have a lot of books out there with individual licenses. And you have a lot of one user, 3 user license. And you need to upgrade that you will be able to do that in the foreseeable future.
Maureen Clements (SUNY): Okay, I did get a question in there from Carrie Mack. The subscription for your 3rd party databases via proquest goes through July. Yes, the subscriptions in that go from August 1st to July 31.st
Maureen Clements (SUNY): Okay, great.
Maureen Clements (SUNY): So also going back to the ebooks for the end date on that when they're gonna so we know that Proquest was going to stop individual ebook purchases through their on their proquest ebook platform. And also they're going to end print book purchases. That's through Rialto that's going to be happening in June 2026. So that's about a year from now. So I'm sure we'll be hearing more information from them.
Maureen Clements (SUNY): Clarivate will also be adding portico for their ebook digital preservation. So, and when we schedule a session with Teresa and proquest. We'll ask them to also talk about the new ebook packages, the database packages. So there is some interest from university centers for the larger subscription ebook package. So we will be looking into that
Maureen Clements (SUNY): Jstor and Ithaca. We have met with the business office and jstor, and we are seeking a single source for jstor, archival journals and primary Sources collection.
Maureen Clements (SUNY): This is the full suite. This is not the individual archival collections. So we're going to be sending out. It has the maximum pricing. So we hope that this will go through a little bit faster. We have the expected pricing now in Atis, so take a look, and we're going to be sending out Pias as we send in that paperwork to
Maureen Clements (SUNY): get it approved. And we've been working with David to push that through. So this is David's 1st 1st big project
Maureen Clements (SUNY): art store, the contract. Can you still get individual? Yes. Well, actually, colleen, no going forward. We will not be doing individual collections through this contract this contract will only be for the entire jstor, archival journals and primary sources. Collection.
Maureen Clements (SUNY): Okay,
Maureen Clements (SUNY): okay. Art store. That contract ended on 6, 30, 2024, and I know that we're we're still working with art store and our procurement business office to see whether that would be an extension. I don't think that that's going forward. I think that this likely is won't be, but when we do the Ithaca contract I believe that Ithaca is looking at having a
Maureen Clements (SUNY): a master license agreement rather than individual agreements for jstor and art store. So they would have one master license agreement with them, and then, if we needed art store and wanted to add that on there, we would try to do that through some sort of addendum or an amendment.
Maureen Clements (SUNY): Yes, David will be learning much about New York State bureaucracy.
Maureen Clements (SUNY): Alright, let's go to the next slide.
Maureen Clements (SUNY): Okay? So the current elsewhere contract. I know that we have our elsewhere task force that we formed. Just want to give you guys a quick overview there about the package. We've got 237 journals currently, and the multiplier is 3.4. We have a 10% Apc discount article processing charge discount. So the affiliated authors. And of course, you can always reach out to us. If you have any questions about that.
Maureen Clements (SUNY): we have 56 campuses who participate, and this product is procured off of ogs. But we do sign an agreement with them because we negotiate on the price.
Maureen Clements (SUNY): Okay?
Maureen Clements (SUNY): So the task force has met on several occasions. They formed a subgroup and have solicited feedback for the survey as to does anyone want to make changes? And I think that survey revealed that people are not interested in making changes. The numbers were something like 30 to 10, or it was. It was a preponderance of folks who do not want to make changes to the package. So. But we have next slide.
Maureen Clements (SUNY): But we have reached out to the Elsevier as well and crafted our needs statement, and we would like a 3 year contract with 2 year extension. We've asked them to talk with us about transformative agreements, and we've asked them for renewal offers similar to our current package and potentially other offers that would require more content. So we're going to be meeting with them on June 13, th and then the task force will be getting back together and talking about what that looks like.
Maureen Clements (SUNY): Another thing that the task force will be doing. It's on this slide bucket. But I think, you know, we'll be revisiting potentially. You know the
Maureen Clements (SUNY): the formulas for how that gets distributed across across the schools.
Maureen Clements (SUNY): Next slide.
Maureen Clements (SUNY): Okay, just a couple other collections. The direct charges have been finalized for Fy. 2425. The updates that are supposed to go out in May. Those have been finalized. So you should be either receiving invoices or seeing those updates in atis.
Maureen Clements (SUNY): I know that Esta has been sending out information about the chronicle of higher education, and thank you. To everyone who's responded. We also will be having our 3rd iron libkey renewal that's coming up, and Esther will be in touch about the Stat ref renewal. The suny connect core ebsco, and gale amounts for Fy. 26 are now in atis as well as the subsidies, so all that information is in there. You can take a look and we will be updating the Suny connect core opt-in resources document for Fy 26,
Maureen Clements (SUNY): and we'll continue to try to gather Suny, connect core Pias.
Maureen Clements (SUNY): professional development. Corey put together this great slide. We are going to continue the library leadership management certificate. All these are the courses that are scheduled and the link is available there. Please reach out if you are interested. I know it's a great session. Lots of wonderful teachers, and the suny spotlight on the spotlight on suny libraries. If you are interested in doing a session, please let Corey know.
Maureen Clements (SUNY): Corey and I have talked, and I think that the 1st September session I will be doing on the site visits. So really looking forward to giving that presentation, and I see that Carrie has her hand up here.
Kerrie Wilkes: Oh.
Kerrie Wilkes: okay, Hi, sorry to interrupt. It's easier than typing. So I'm sorry. Back one slide or 2 slides. You said the Updated
Kerrie Wilkes: recharges for 2425 are there now.
Maureen Clements (SUNY): Yeah. Well, okay. So what? What? The recharges for? 20 for? Fy. 25. They were supposed to go out in December, but they didn't really get sent until beginning of May.
Maureen Clements (SUNY): And so the updates for those 25 recharges that would normally go out may just went out this week. So sometimes, you know, we'll have to make an update. There might be something incorrect or something might be a little bit off, but we didn't have any large scale changes we needed to make. But there were one or 2 issues that people reach out to us. And and we made those changes. So that's what I'm referring to.
Kerrie Wilkes: Alright! So 2526, though, was there? Some of it was already there.
Maureen Clements (SUNY): Yes, so that's this. I should have put the Fy 2526 there. The suny connect core for ebsco and gale amounts. Are there jstor amounts are there? I have to take a look. I'm not sure but we still have a couple of things we need to put in there, but almost everything is in there for Fy. 26.
Kerrie Wilkes: Okay? And then the recharge amount is 3%. Is that correct?
Maureen Clements (SUNY): It was 2.6 9% last year. But I don't have the percentage. What it will be for July 2025 going forward.
Maureen Clements (SUNY): I'll put. I'll put a note in when we when we get that number.
Kerrie Wilkes: Okay, very good. Thank you.
Maureen Clements (SUNY): Okay.
Cori Wilhelm: There's a couple of jstor questions in the chat.
Maureen Clements (SUNY): Okay. Great.
Cori Wilhelm: Let's see.
Cori Wilhelm: Do you see any.
Maureen Clements (SUNY): No, you will not be losing any of the current con J. Store. Content that the package that we have right now is you select, whichever archive you, you know. Like all the different archival
Maureen Clements (SUNY): select, like this past couple of years, we've been working with Jstor to have the the full product on our on our contract.
Maureen Clements (SUNY): and we're going to continue that. So we're not going to be losing any content there. Will the collections portal be up. Yes, the collections portal, I believe, might have the new numbers. I have to go out there and reconfirm Carrie, and when does the jstor contract end. That jstor contract has already ended. That jstor contract ended in, I believe, February
Maureen Clements (SUNY): of 2025, and so
Maureen Clements (SUNY): you would, I think you for in terms of how long you have to make a decision. You would probably want to make a decision this summer about how you're gonna how you're gonna do that. Yes.
Maureen Clements (SUNY): 20, February second, 2025. Great. Thank you, David.
Maureen Clements (SUNY): Okay, actually, I'm gonna go. I know we only have a couple of minutes, and there's 1, 1 or 2 things that I really need to cover. So
Maureen Clements (SUNY): let's keep going to Oclc, so one quick thing there's get here. Let's stay on this. Go back.
Maureen Clements (SUNY): New York's 1 more. The loan period for resource sharing that has been approved. So Tim is going to be working on a new 16 week loan with 2 renewals for all items, and this applies only to the Alma resource sharing loans between suny libraries.
Maureen Clements (SUNY): So Tim is going to be working on that, and he'll be sending out more detailed information.
Maureen Clements (SUNY): And then let's go to the next slide.
Maureen Clements (SUNY): Lars, I want to make sure that everybody knows that Lars is coming up. That's for state operated campuses that is going to be due August 15.th We'll be sending out a shelf space survey as well the link to the shelf space survey. So if you have any questions, please reach out.
Maureen Clements (SUNY): keep going. There's 1 more important thing here that I really need to talk about, which is soar. So admire is going to be upgrading our soar D space instance from 5.7 to 7.6,
Maureen Clements (SUNY): and we've been meeting with Atmire quite frequently, and they're going to make a test instance for us. We thought maybe that would happen in June. But we're going to wait for a new upgrade of the D space. And so we have all the available functionality. So they're going to make us a test instance around mid July. So we are calling for volunteers to assist with testing of this platform before go live.
Maureen Clements (SUNY): So if you do have soar, and you want to test instances. We'd love to have you in there and like playing around in that. And then we're going to end up with a 3 week content freeze. During the migration, where no new content can be uploaded, users will have read only access.
Maureen Clements (SUNY): and what we're doing is we're aiming to have the migration take place in the late fall, early summer, depending on testing and feedback.
Maureen Clements (SUNY): So we are going to be talking more about this at the Ir interest group on June 26th at 10 Am. We'd love for you to join. If you do use soar, we'd love your input there's going to be a lot of really new and interesting upgrades happening in 7.6. So we're really excited about that.
Maureen Clements (SUNY): And we've got 1 min left. So I apologize that I had to blow through a couple of questions. But this is a poem that we leave you with about the Ethical Web crawler. We had some issues where our soar was down for a couple of it's been down because
Maureen Clements (SUNY): it's getting hit with a lot of web crawlers, and we did some searches and found that there are ethical web crawlers, and there are non-ethical web crawlers. And AI wrote us a poem.
Maureen Clements (SUNY): So we'll leave you this poem for a little bit and thank you everyone so much. I'm going to stay on for another 5 min in case people have questions.
Cori Wilhelm: You're welcome to your questions in the chat, or just unmute.