Shannon Pritting: Alright so today is the may 15 covered responses to the library's update and we'll just go ahead and get started. And I'll turn it over to Mark
Mark McBride: Thanks, man. I appreciate it.
Mark McBride: So the focus of, you know, my little bit here is I'm just going to update
Mark McBride: Or have all the the leads update on these four week sprint teams that have been assembled in the last 72 hours.
Mark McBride: I know that the the the meetings took place this week there was a lot of discussions and I you know I
Mark McBride: Just checked in briefly and what people have created what I think is interesting is the the cross pollination. I'm seeing between a lot of these groups it Shannon, you could probably just move right on to the four we plan. Yeah, there you go. So I'm
Mark McBride: Just to update everybody. These are the areas where we decided to focus
Mark McBride: And, you know, professional development partnerships courses or physical spaces. I mean, you can see all the areas that we've decided to spend our time.
Mark McBride: Researching investigating and I think the first one up and might be a little out of order is Jen's manners, a touch on to talk a little bit about the professional development group. She's been leading Jen, are you there.
Jennifer Smathers: Yes, I am.
Jennifer Smathers: So the professional development group we had Kara how Dana ladder and Jennifer Whittaker were on that representing Brockport Canton and Upstate Medical, not necessarily in that order.
Jennifer Smathers: And we worked hard to kind of come down to still have questions kind of put the symptoms to the side, the symptoms being things that
Jennifer Smathers: We're dealing with and wrestling with. But we if we came up with a solution to the problems identified on this slide. Hopefully the symptoms would resolve and go away. So we distilled it down to a couple of questions.
Jennifer Smathers: At the top of our list was how to best support librarians who are in the a PT or continuing appointment process right now. We know that they have
Jennifer Smathers: A lot of anxiety and concern over stopping the tenure clock not stopping the tenure Clark will digital presentations count the same as in person at a conference, etc.
Jennifer Smathers: Which professional development opportunities are worth our time right now there's a lot out there and it
Jennifer Smathers: It's almost overwhelming, actually, how much is available right now. So it's more than just about filling our time. But what are we really going to be able to use what can we use right now. What can we use for our immediate future.
Jennifer Smathers: How do how can we foster cross campus networking
Jennifer Smathers: In this new socially distance environment. And we've seen an ongoing need for library profession as a whole, but specifically within SUNY develop to develop leadership and to support management needs.
Jennifer Smathers: So those are sort of what we distilled the coven 19 related professional development needs down to
Mark McBride: Thanks, Jen.
Mark McBride: Chanting and move on to the next one, you know, Shannon and I led the group that focus on partnerships we had Jill from optometry Lauren joined us from Potsdam Melissa came in from Orange Holly's on the group as well, but she couldn't make the meeting.
Mark McBride: So we talked, we touched on a lot of different areas. And by the time we were finished with our conversation and kind of like
Mark McBride: Going through the process of what we could maybe accomplish in the short term, it's three distinct areas popped out
Mark McBride: And one was actually professional development, you know, we thought that there. We should work to set up some professional development opportunities because with the global pandemic.
Mark McBride: With a lot of changes, they're going to be taking place on our campus, especially with moving to remote teaching and learning.
Mark McBride: That may start changing the nature of people's roles inside their libraries and some of the activities we have been involved with for a while they may need to
Mark McBride: Maybe stop or go into the parking lot for a little while we pick up other initiatives, you know, one thing we did also talk about professional development one extend this beyond just librarians, we're thinking of the staff as well.
Mark McBride: We also talked a lot about wanting to have tighter alignment with Sunni procurement and wasn't just focused on Sunni procurement, but it was really Sunni organizations like Sunni specific organizations that maybe we could do.
Mark McBride: You know, have more of a concerted effort to collaborate with and understand what their needs are and then, you know,
Mark McBride: share with them what you know what areas of we're focused on, and maybe some of the needs that we have and maybe
Mark McBride: Work to support each other as we try to, to, you know, stand up our initiatives and why we try to support our students and our faculty
Mark McBride: But I think there was this big need for more coordinated purchasing and the campus libraries, you know, we talked a lot about. I mean, a number of different
Mark McBride: Opportunities, but I think one one that came up was, you know, spring share packages and how every campus library tends to go out and stand up their own
Mark McBride: Contract with spring share and though it's a it's it's not a big dollar amount. You know, if we did something more focused or there could be some savings realized
Mark McBride: Shannon was anything else we touched on on partnerships might want to update the group on
Shannon Pritting: Um, I, I think that professional development was a was a major need. And I'll just kind of point out that
Shannon Pritting: Looking at all of the slides professional development, even though it is its own group, it seems to be pervasive in every single group.
Shannon Pritting: That that every single issue that we've looked at. And I would frame it as maybe not professional development, per se. That's part of it, but
Shannon Pritting: I think part of it is the you know the facilitation of cooperation across campuses in a in a broad sense, so that Sunni's can know what other cities are doing
Shannon Pritting: And help share best practices, etc. So I think that's, you know, one of the things that we're seeing is just, you know, partnerships with other Sunni's in, you know, I think a loose sense was what the discussion was, but I think, you know, potentially
Shannon Pritting: You know, becoming more formalized if if if that was something that all parties desire. Yeah.
Mark McBride: Yeah, that's a good point, yeah, it was, it was. Yeah, I agree. It was more than just about professional development it it really to me seeing more about coordination and communication between units, but also helping people transition
Mark McBride: If, if, if certain roles inside the their organizations.
Mark McBride: You know, the operations themselves were shifting during this, during the pandemic and what the next group, I think, was Course Reserves.
Mark McBride: Like, it's a good faith basis.
Shannon Pritting: Okay to Jennifer
Jennifer Smathers: To me and just to build off what you were saying on professional development being more than just librarians, certainly the professional development group talked about that.
Jennifer Smathers: But also, this group, as you said, talked about how very impressive there with how their teams have been responding to these challenges already
Jennifer Smathers: So again, there were a lot of symptoms. A lot of people wanted to talk about exactly how they were being affected by this. And we had a broad swath of people. It's this is one of the bigger groups.
Jennifer Smathers: Andy Hines Christopher to cough Christina Pope Karen gallus Lily Wadsworth Sarah Davenport Tim Arnold Tim Jackson and Yvonne road campuses represented or Cayuga Farmingdale Jamestown Mohawk Valley Morris though Upstate Medical and Westchester
Jennifer Smathers: We worked hard to distill this down because there are so many huge questions about physical spaces and
Jennifer Smathers: How we're going to attack them so we we got it down to a couple of big questions. Our biggest concern as a group, is how do we keep people safe in physical spaces. That's really the number one.
Jennifer Smathers: Followed by how can we safely handle the logistics of all of these returns and what are the barriers to accessibility and safe practices. There are literally baked in our buildings.
Jennifer Smathers: Shared offices entrances that cannot be moved six feet away from work areas. Can we even install some of the safety items, you know, especially this comes to mind as something that stops a lot of construction on campuses and in our libraries.
Jennifer Smathers: But we thought that one of the ways we're going to frame this going forward is thinking about a couple of different scenarios.
Jennifer Smathers: And how to answer these questions because you answer them differently if we're still fully online in the fall, or if the library opens, whether it's open to the public or it's open only to staff. So going forward, we're going to kind of keep in mind as we do our work.
Jennifer Smathers: Thanks.
Shannon Pritting: Susan. Are you ready
Susan Perry: I am ready. My microphone apparently wasn't ready but
Susan Perry: My group consisted of Brian Sullivan Carly Spina Carol Frank Christine Rosa Fantasia Thorn Ortiz can food Yuichi and Michelle Mitchell and those campuses are
Susan Perry: Alfred ceramics fit Potsdam maritime on a dago Community College Buffalo State and more stuff. So we spent a lot of time talking about specifically chat services.
Susan Perry: One of the items. I've captured is that there are so very many different flavors of that across SUNY different ways that it's implemented, different, different platforms.
Susan Perry: And we also framed our discussion versus the situation that we were flung into, you know, in March, suddenly versus the upcoming summer semester being faced with, you know, 100% online staffing shortest shortages. So we tried to keep both those things in mind.
Susan Perry: Many campuses found that, although they were offering chat service or a virtual reference desk or online consults they were not getting utilized by students
Susan Perry: And then there were, there was a campus that didn't have a live chat service. There was a campus that had one had always had one and it was just ramping up incredibly
Susan Perry: So there are challenges with that and, you know, we talked a little bit about how things are overlapping with some of the other groups. So we got into a conversation about instruction bibliographic instruction.
Susan Perry: And about how some faculty seem to be able to manage their expectations of librarians and some didn't.
Susan Perry: You know, as far as have a updated their course assignments, were they expecting students to still have access to library materials that they now didn't. So there was a
Susan Perry: Faculty expectation balance that was happening in one case, a librarian had to throw together some materials very unexpectedly, because the professor wanted the
Susan Perry: Scheduled instruction sessions to still happen you know one. One of them was that was a real time synchronous course. And then, you know, some agreed to asynchronous.
Susan Perry: So kind of that just, you know, throw it together because this is what they want us to do. So I think that pretty much distills I my, my group is great, they educated me quite a bit on on how chat works. So I'm appreciative of that also
Mark McBride: Know it's into a cannon and our group. I remember there was some discussion about sharing human resources with like virtual chat services and maybe even like virtual instruction that had come up to
Shannon Pritting: Yes. Yeah, definitely.
Mark McBride: I think
Mark McBride: Mike, are you up with Course Reserves.
Michael Daly: Is the next slide.
Mark McBride: All right, now resource sharing
Shannon Pritting: Go ahead. I'll come back.
Mark McBride: I'm going I'm going off on old stack.
Michael Daly: Thanks. So thanks to everybody in our group as well. I'm not going to list them for fear of forgetting somebody
Michael Daly: But as the rest of the group. The nice representation across Sunni for various sectors in campus representation
Michael Daly: So we started off by talking about just the dynamic and multifaceted collection that is often Course Reserves so that that can involve
Michael Daly: Collection or items that are part of the library standing collection could involve DVDs audio files skeleton models, especially for naps anatomy and physiology classes pieces of art. And so understanding that all those have different potential
Michael Daly: Solutions to address and or think about our group really decided to shift the focus a little bit and really
Michael Daly: Talk about textbook reserves and within that narrowing that scope of our investigation.
Michael Daly: You know, we're looking at a textbook reserves as they currently exist in many student libraries are really a proxy answer to the larger issue of textbook affordability for students.
Michael Daly: And that's quickly becoming unsustainable practice for many reasons. The biggest one is publishers are quickly shifting to digitally walled course content and faculty are especially in response to coven 19
Michael Daly: Including increasingly requiring those resources. And so the investigation will go on is how does a
Michael Daly: Course reserve entity as our textbook reserve entity as it stands now exists kind of within that
Michael Daly: And also, this brings in that many campuses, especially those independent operation independently operated bookstores, see that and realize that as a definite revenue stream.
Michael Daly: Which in turn leads is leading to an increasing number of inclusive access programs.
Michael Daly: being implemented by campuses, which theoretically secure annual revenues those inclusive access programs usually push what I just mentioned above digitally walled course content.
Michael Daly: So those are the that's the large issue problem that we're going to be addressing when we talk about textbook reserves and understanding that will need some other time. And perhaps another sprint to talk about some of the other items that are in a course reserve collections.
Shannon Pritting: Alright so that leads it to me with the resource sharing in you know I
Shannon Pritting: We also had a good representation across all sectors on this group and will definitely share out the names of everyone involved.
Shannon Pritting: So some of the things we talked about, we're just kind of immediate needs of how do we focus on reopening and safely doing resource sharing in a variety of ways in the fall, or whenever things open up and how do we get things back to each other.
Shannon Pritting: One of the issues that came up, and I think this has been exacerbated with the, you know, working at home is how do we how do we move forward campuses are managing multiple systems with multiple spend across those systems.
Shannon Pritting: And it's a lot of technology infrastructure for one service. So that was a common issue that came up in a variety of the discussions.
Shannon Pritting: And then also just looking at
Shannon Pritting: The shrinking of the staff sizes and then the need for increased engagement and professional development with staff.
Shannon Pritting: at a variety of levels in resource sharing as well. And then the need to try to move forward with new types of resources with resource sharing like eBooks and streaming video potentially
Shannon Pritting: That we need to be moving in that direction, rather than, you know, just letting that opportunity pass us by
Shannon Pritting: And then just generally, how do we monitor and then take
Shannon Pritting: Proactive actions with campuses, who might be struggling so that we have a common level of service that we're getting from each other because
Shannon Pritting: The service community of resource sharing requires both good borrowers and good lenders. So how do we, you know, do that type of auditing and then follow up with the appropriate support or professional development to make sure that we're, we have a high quality service across the board.
Shannon Pritting: And
Shannon Pritting: library instruction course support. I think that's back to you migrate.
Michael Daly: It is. Thanks, Shannon. So again, thanks to everybody that was involved in this, and especially thanks to a large number of
Michael Daly: Members from the Sunni law information literacy committee that joined this conversation.
Michael Daly: Back to my roots, as it were. So I think the general themes of our conversation terms of library instruction and core support or information literacy instruction or whatever your term locally is
Michael Daly: An immediate response to code 19 but also looking a little more broadly.
Michael Daly: The group identify that there's a lack of available current best practices and also redundancy of available tools across the system both paid for and free
Michael Daly: That instruction librarians are using for to create flexible content. And by that I mean videos. Those might be demand videos per specific faculty member, kind of a more
Michael Daly: Catch all but just a general overview of what's happening modules in the LM s customized tutorials
Michael Daly: All related to library instruction content. So there is definitely a recognition that there's a lot of work, both in time in terms of labor and cost that goes into creating these tools and these
Michael Daly: learning objects for students. And in many cases, there's a duplication of efforts going on across the system.
Michael Daly: Think there's also to even in response to Copa 19 that long standing hurdle of effectively effectively communicating to faculty and students, the availability
Michael Daly: And the viability of library instruction and though, and the very supports and that's been magnified by
Michael Daly: There was a consensus among the group that as faculty were kind of more dispersed and not available for quick conversations in the hallway or seeing them in the library having regular meetings with libraries have that face to face interaction.
Michael Daly: Managing effective or developing effective communication strategies in a distributed environment in regards to library instruction is something that we're going to be talking about
Michael Daly: Related to both of those above there was a recognition that there's varying degrees of library and library and access to and presence in campus LM S is
Michael Daly: Obviously we recognize that these are often local issues and locals procedures and protocols are in place.
Michael Daly: But if the expectation is for library instruction and information literacy literacy instruction to continue the same way in a non face to face environment.
Michael Daly: The presence or the ability for librarians and library to have a easy route have a presence and an active learning presence in the LM S. Is it something that needs to become standardized
Shannon Pritting: Alright esta
Esta Tovstiadi: OK, so the shared Collection Management Group has been looking at coven 19th impact on resources shared across SUNY libraries and we're defining that pretty broadly.
Esta Tovstiadi: Basically anything that is or could be shared across the system with a focus on resources that address some of the needs that have been created by this new environment.
Esta Tovstiadi: The group was opened up to all of the commercial products committee as well as anyone who volunteered and
Esta Tovstiadi: I'm expecting the group, the group membership to look a little different. At each meeting but hoping that that that there's also going to be some continuity as well participants in the first meeting.
Esta Tovstiadi: Represented Stony Brook Upstate Medical and buff state.
Esta Tovstiadi: So some of the problems that we've identified
Esta Tovstiadi: Include difficulties with the procurement process due to the new restrictions on spending. So as many of you, you know,
Esta Tovstiadi: Getting new resources or even paying for resources that you're already subscribed to has become a lot more difficult and is a real barrier to building collections right now.
Esta Tovstiadi: We also talked about the upcoming library budget cuts.
Esta Tovstiadi: These are coming at a time when, when there's really a lot of new needs that are brought about by this online learning environments and and how how we can help campuses sort of managed decision making.
Esta Tovstiadi: Related to that,
Esta Tovstiadi: We discussed how campuses might coordinate collection development across Sunni and there was some confusion about how it's been coordinated in the past or what whether there are policies related to to shared collection development.
Esta Tovstiadi: The group also talked about how just how inaccessible. The physical library collection has become in the online learning environment.
Esta Tovstiadi: Not and not just print books, but also
Esta Tovstiadi: Collections, such as Special Collections and Archives and and what the implication. What that what implications that might have for our campus stakeholders who have come to rely on those resources.
Esta Tovstiadi: That is, that's what I have
Shannon Pritting: Alright, Maureen.
Maureen: The morning everyone. I'd like to highlight on the group that I've been working with because I think it might add some context to what
Maureen: Some of the issues that are identified. So I'm a Wendy Ackerman from upstate and I have been co chairing this. We've been working together for the past year on Open Access related issues. So it was natural that we would continue
Maureen: Other members of the group are worry Andrews Beth brown Darren chase Greg Hedrick Chris Hollister Elaine allows Sarah Morehouse and Elaine wells and that represents campuses, such as maritime Binghamton Oneonta Downstate Medical University of Buffalo Albany.
Maureen: Empire State College and optometry so for the topics on noted here we had very good discussion and certainly covered more than what's here, but these seem to
Maureen: Rise to the top for the first bullet. Um, it's really related to concern about how do you get started if you don't have any context for
Maureen: Working in a repository.
Maureen: You know what, what do you need to get started.
Maureen: How do you help support your faculty in this process. How do you determine what metadata and what workflows to you. So this is like a real basic question about
Maureen: You know, at the very at the very least you know you need some guidance for for day one, if you will.
Maureen: The second question came up about what would it take to migrate from a local repository to the Sunni open access repository and as campuses are looking at
Maureen: Anticipated budget cuts it not that any campus said that their decisions were made on this, but there may possibly be considerations to moving to soar. But the big questions are what would it take to migrate what work would be involved pitfalls.
Maureen: Some kind of just a decision tree would be needed to determine if moving from one to the other would be the best use of resources and time and provide the best service. So that, that's some context for the second bullet
Maureen: The third one, the third bullet about promoting the benefits of the Open Access repository and open access, in general, within the context of asuni wide initiative.
Maureen: The idea behind that is to help with the challenge of obtaining materials of getting
Maureen: Local faculty and researchers to submit their materials as well as a graduate students and masters level students submitting their thesis or dissertations, so
Maureen: We talked about having some kind of a, an awareness campaign and the idea of tying it in with a Sunni wide initiative is to make
Maureen: People aware that this isn't just some local campus thing. It's really an initiative, you know, that's across all of Sunni to highlight the research and the creative work of all of Sunni
Maureen: And then also part of that is to have a coherent messaging.
Maureen: That demonstrates the support and confidence in the larger Sunni body. So then the last one is related to
Maureen: helping faculty address questions related to copyright. They have lots of questions and the library library liaisons and needs to be
Maureen: Able to answer questions. You know, related to the items listed here licensing ownership. So on what might be the best journals for them to publish their work.
Maureen: The need for having a clear FAQ with consistent language with ready answers to, and also to address common misconceptions about policies and repositories in general.
Maureen: It was also noted that some campuses already have guidelines and documentation. But it's not necessarily easy to find. So part of this would try to make this information more discoverable and accessible to the library community.
Maureen: So, that is, in summary, the highlights of our discussion.
Shannon Pritting: Alright, any questions on any of the four week problem and solution groups.
Mark McBride: The groups are getting together again next week.
Mark McBride: And then we'll have another update next Friday.
Mark McBride: As we start to wind this down.
Mark McBride: So I really appreciate everybody volunteering. I know this is a busy time of year for everyone, but we really do appreciate you all taking time to help us think through some of these things.
Shannon Pritting: All right.
Shannon Pritting: I just have a quick few updates. This is just a reminder that we discussed this last week.
Shannon Pritting: But based on some of our interactions with the virtual site visits, we're doing. We're extending consulting for five hours to any campus if you have something that you need help with to get you over a hurdle.
Shannon Pritting: And this is in addition to the integration and other vendor management work that we already are doing for baseline services campuses. So those without any sort of an extended agreement so
Shannon Pritting: If you have anything that you need help with that is a small project or small issue.
Shannon Pritting: Or something that you just want our input on please do send us a request via our ticketing system here and we'll reach out to you and help you out as much as possible.
Shannon Pritting: And we one of our focuses
Shannon Pritting: In training is to get campuses to use as much of the alma functionality as we possibly can, especially
Shannon Pritting: When that connects with what campuses are telling they want us telling us they want to do more of things like data driven collection, analysis.
Shannon Pritting: Figure out how they're spending their money and what's worthwhile and what's not worthwhile.
Shannon Pritting: And one of the things that that is needed to do that is use of acquisitions. We made major, major progress during the implementation, but not not everyone is using acquisitions or fully using acquisitions. So we have a free webinar.
Shannon Pritting: On acquisitions and then an extended course so there'll be eight hours of instruction, and then we'll ask you to do some work.
Shannon Pritting: Will help you with configuration if needed so that you can move into using more of acquisitions and the original registration is open now.
Shannon Pritting: Where you can register and, you know, get more out of acquisitions and Susan is is from from the shared services is leading the course with others in the group also providing some support as well.
Shannon Pritting: So I wanted to just update everyone on accessibility, or he it activities. I know that the it plans are do in the in the near future.
Shannon Pritting: And we've been asked multiple times to do things like host a V. Pat repository or
Shannon Pritting: I think generally the feedback I get is, you should do something about this centralized. So yes, I've heard that we're trying to
Shannon Pritting: Be mindful of that and and do something that is beyond the initial request for a V. Pat repository, because once we started to investigate this issue, it became clear that a V. Pat repository would only be something that
Shannon Pritting: Would lead. Most of the campuses, who were developing accessibility review processes as far as procurement that they would just use that to say well you know you need something more than a V, Pat.
Shannon Pritting: So we as as we typically do we, we will, we looked at who was doing a
Shannon Pritting: Good job of this and was identified as, you know, having a best practice for this. And the big 10 Alliance, which then expanded to the library accessibility Alliance, which now includes
Shannon Pritting: ASC RL or a sorrow.
Shannon Pritting: And we met with them yesterday included Michelle myself Natalie from SUNY system administration and Mark Greenfield who's the
Shannon Pritting: I think his title is a coordination coordinator of web accessibility for University of Buffalo. We met with them yesterday. And just to figure out how they were handing it handling accessibility checking
Shannon Pritting: As as a strategic initiative because this is something that is a strategic initiative for us as well with you know the the new E it initiative and and plans. So how the big 10
Shannon Pritting: How the big 10 handles this is they have a group that reviews.
Shannon Pritting: Which vendors to
Shannon Pritting: To review and then they have
Shannon Pritting: They completely outsource a review that is in addition to the V, Pat.
Shannon Pritting: And it's not a lot of money that they're paying to these vendors and I'm sure we could get an agreement with those vendors as well. But with our current
Shannon Pritting: With our current climate with with funding. I think we just need to determine whether
Shannon Pritting: Whether there's something that we would do potentially in house if we thought we had enough expertise.
Shannon Pritting: Rather than pay a vendor to do a review of
Shannon Pritting: Library resources.
Shannon Pritting: And then once we figure out enough of how we would like to structure this will reach out for volunteers for a couple of different working groups in the near future. Once we have
Shannon Pritting: An initial structure of how we would like to handle this, whether it's going to be
Shannon Pritting: Working Group for reviews and then a working group on
Shannon Pritting: You know, which which vendors are we going to
Shannon Pritting: To do, or an advisory board, which is how big 10 has has structured it and the library accessibility alliance is going to structure it so just wanted to give you update that that we are working on this and will be reaching out relatively soon.
Shannon Pritting: And we got a lot of really good information from the library accessibility and alliance.
Shannon Pritting: That I think will inform how we move forward in the next coming weeks. And, you know, maybe, maybe a month or so before we're taking some action.
Shannon Pritting: And I would say if there's anybody in your libraries, who has
Shannon Pritting: Not only interest but expertise and even credentials in this area of accessibility accessibility checking
Shannon Pritting: Who you would like to have involved reach out to me because we're that is one of the issues that we're trying to consider right now is, who has experience that we can tap into, or do we need to look outside of Sunni for that.
Mark McBride: Ensuring. Can I ask you a question about that.
Shannon Pritting: Yes.
Mark McBride: The big 10 alliance they they contract with an outside organization that help with some of the review. Is that correct,
Shannon Pritting: They every single review is deliberate deliberately they use outside vendors for all of them for
Shannon Pritting: Objectivity and they have found that it is
Shannon Pritting: It is cost effective, rather than doing it yourself themselves because it's not a significant amount of money for those reviews.
Mark McBride: What what the one group is actually the we have some, I think we have access to a lot of web training right now. I'm trying to remember the name to
Mark McBride: Q. Q Yeah. Yeah. Yeah.
Shannon Pritting: Yeah, that's one of the vendors that the big 10 and library accessibility alliance uses
Shannon Pritting: Alright, so it looks like there were a few people who
Shannon Pritting: Have some experience. So, just feel free, feel free to reach out to me.
Shannon Pritting: I'll put my email in and reach out and we can we can discuss
Shannon Pritting: All right. Yeah. And Michelle put a really good FAQ together on how to get started on the library piece of the accessibility plan. I know a few campuses have
Shannon Pritting: already completed their accessibility plans with the library in mind we plan on reaching out to them to get some, you know, see if we can get a copy, take a look at it and you know share that sort of information as well.
Shannon Pritting: So I'll turn it over to you.
Esta Tovstiadi: Thanks, Shannon. So starting next Thursday we have a series of presentations coming up.
Esta Tovstiadi: These are designed to sort of help campuses guide campuses through
Esta Tovstiadi: The upcoming renewal cycle and give them some some strategies and best practices for working through
Esta Tovstiadi: Their if they need to make cuts or or move forward with renewals. So the first one is kind of a general overview. We're going to talk bigger picture. The renewal process.
Esta Tovstiadi: We're going to look at some different types of data, you can use to make data driven decisions about your collections.
Esta Tovstiadi: As well as
Esta Tovstiadi: tips for working with vendors and communicating with your campus stakeholders. The following week, we're going to dive into almost overlap analysis tool and talk about how how you can use that to evaluate your collections for renewal or cancellation and then
Esta Tovstiadi: The following Thursday we have Tim Arnold from GCC and Alaina Knuth from Geneseo to talk about some of the
Esta Tovstiadi: Tools, they've developed and are using to manage
Esta Tovstiadi: renewals and cancellations at their institutions. So I've seen a I think we have about 60 people registered for each of these, but
Esta Tovstiadi: The registration is open. So we're looking forward to this and we're hoping that it's going to be helpful as as we're moving forward in this budget climate.
Esta Tovstiadi: So next slide.
Esta Tovstiadi: And this is just a reminder that we are we're offering campuses. Some help identify if they need help identifying resources.
Esta Tovstiadi: To cancel an order to meet the demand for budget cuts on their campus. We can do a quick analysis based on on overlap usage price.
Esta Tovstiadi: And if you're interested, just send us a request via live answers. We're going to need some information from your campus, such as the administrative logins for databases to for us to get the usage data.
Esta Tovstiadi: As well as a spreadsheet that includes pricing for any of your current subscriptions. If you have
Esta Tovstiadi: A target percentage for cuts that would be helpful things like that and and we're going to try to help as many campuses as we can as quickly as we can, but do do give us a few days notice if you have an important meeting or other campus deadline.
Esta Tovstiadi: Alright.
Esta Tovstiadi: turned over to you, Tim.
Timothy Jackson: All right.
Timothy Jackson: Thank you. So Shannon, if you could head to the
Timothy Jackson: Next, so I know a lot of you are getting questions from your users wanting to know if they can return the materials they have checked out to other Sunni campuses.
Timothy Jackson: So what we've done is compiled a list of libraries, who are currently capable of accepting returns from users from all Sunni institutions. I've included the link to that FAQ here and
Timothy Jackson: This FAQ is being updated daily or at least every day that we receive new information from you all, and I'll be talking about that update more in just a minute. I'm just some quick highlights of what we're seeing so far.
Timothy Jackson: Not surprisingly, no libraries are currently accepting returns from users from other Sunni's at a circulation desk. But fortunately, we do have 29 libraries, who are currently capable of accepting returns from other Sunni users in their book drops
Timothy Jackson: Although I should point out that the frequency of those book drops like how often they're actually checked varies pretty widely some libraries are checking
Timothy Jackson: Every day, others are only checking every few weeks and we are also seeing that some libraries or quarantining the material after they're taken from the book drop in that
Timothy Jackson: How long that's happening varies pretty widely as well. Some aren't doing that at all. Others are quarantining for a full two weeks.
Timothy Jackson: So Shannon, if you could head to the next slide, please. Thank you. Um, so the the information on that FAQ, I just spoke about. That's all being taken from responses to the
Timothy Jackson: Survey. I posted to base camp, the other day, the Sunni libraries accepting returns from other users survey and
Timothy Jackson: I've got the link there. We are still waiting for responses from some libraries. So if your institution hasn't provided a response. Please do that as soon as you can.
Timothy Jackson: Also, I've been seeing some instances where I've got multiple people from the same campus providing separate responses. So if you could do us a favor and on your end, just try to coordinate, who is responding to that survey.
Timothy Jackson: That will make you know just correlating the information, a lot easier for us.
Timothy Jackson: I know that things are changing. There's a lot of uncertainty. So please, you know, just complete the survey as best you can and anytime anything changes, feel free to
Timothy Jackson: To provide a brand new response and there's no limit to the number of times you can respond if things are changing on a daily basis. And you need to respond that frequently that's that's totally okay.
Timothy Jackson: And also, if you could be as specific as you can when you're responding. Like if you could, if you're only checking your book drop one day a week.
Timothy Jackson: If you could, to the best of your ability. Let us know what specific date that drops being checked and if you're quarantining books are you quarantining them before you discharge them or check them back in, or after because one of the things we're really looking to provide is
Timothy Jackson: Really to give folks, an idea of if something say his return to a book drop on a Monday, how long might it be before users could possibly expect to see that book being removed from their record.
Timothy Jackson: And Shannon, if you can have to the next slide, please. And like I was saying we do anticipate a lot of users.
Timothy Jackson: Having that expectation that if they return an item to asuni book drop that it will somehow be checked in and removed from their record. So we are developing a workflow to make this happen.
Timothy Jackson: I don't have any specific details right now, but just roughly speaking, what we're looking at is some sort of workflow where you all
Timothy Jackson: Just fill out a simple form letting us know what you have received from users from other campuses and we do realize that you know that's asking you to do a little work and we will
Timothy Jackson: Try to make that form in that process as simple and as labor in a not intensive as possible. And then once we have that information SLS as staff, since we do have access to all of your alma instances will do the best we can to make sure that those records are updated and that
Timothy Jackson: The items are no longer listed as checked out to the user. It'll, it'll be a little difficult. It may not be perfect, but we will do the best we can. And one thing I
Timothy Jackson: I want to point out is right now. I recently ran an analytics report and found that we have approximately 170 5000 items being circulated at this time.
Timothy Jackson: And this workflow. I'm talking about both on your end, and on our end it will be a manual process. So, so there is a potential for this.
Timothy Jackson: To become really impractical, given the number of items that are currently checked out to users. So I would encourage you when you're interacting with your users are just making policy decisions, please do what you can to encourage users to hold on to materials.
Timothy Jackson: It's right now, probably the safest thing to do. And it'll also
Timothy Jackson: Help us from becoming just completely inundated with work trying to manage all of these returns
Timothy Jackson: So before I move on to the that that was all I wanted to say about this particular topic right now before we head on to the next slide. Does anybody have any questions about anything I've talked about here.
Shannon Pritting: In Tim the analytics you ran was about 5000 Interlibrary Loan between Sunni's
Timothy Jackson: That we're currently yes yes so
Timothy Jackson: The breakdown of that 170 5000. It was about 170,000 local loans from libraries to their own users of their own materials and then another 5000 for Alma resource sharing
Timothy Jackson: One thing that number doesn't include is any resource sharing happening in Iliad, because I don't have access to that information, but I would have to imagine that if we were to factor in Iliad that overall number would be a lot closer to 200,000
Shannon Pritting: Tim. Can you respond to Michael's question for resource sharing items do you recommend returning them in the system, which would update their status to sent back to lending library.
Um,
Timothy Jackson: I would actually recommend against that at this time because I do know that when things shut down there were materials.
Timothy Jackson: Moving from one place to another. So there is certainly stuff being held in Empire library delivery sorting facilities.
Timothy Jackson: And if you were to return the items now but keep them in your library, it would make it more difficult for us to get a good sense of how many items ELD is currently holding on to
Timothy Jackson: So certainly, you would want to check those in from your users. But I wouldn't update them to return to the library at this point in time.
Timothy Jackson: Thanks. Welcome, Michael.
Timothy Jackson: And Jennifer, um, could you please be more specific about what you're referring to.
Shannon Pritting: Yeah, there was a link that Jennifer smothers shared that I think she just needs to update that link.
Its place.
jennifer.parker: Okay.
Timothy Jackson: All right, so any other questions about the topic of returning materials.
Timothy Jackson: Okay. So just a couple of other things I wanted to point out, um,
Timothy Jackson: OCLC has created a list of libraries that are currently lending to other libraries and accepting returns from other libraries. So just to be clear, I'm talking about. OCLC resource sharing right now.
Timothy Jackson: There is a survey, they've put out of to gather this information from libraries so
Timothy Jackson: The link is here. If your institution hasn't filled it out if you could do that. That would be really great. I'm also I've included the
Timothy Jackson: Link to the list of responses. So you can see a list of all OCLC libraries or at least the OCLC libraries that have
Timothy Jackson: Provided a response to know if they're lending and if they're capable of accepting return. So for instance, if you get an item back from a user that you borrowed from
Timothy Jackson: Brandeis University and you're not sure if you should mail that item back. You could check that list to see if Brandeis is capable of accepting returns
Timothy Jackson: And one last thing. Earlier this morning I posted to the
Timothy Jackson: Base Camp a link to a PowerPoint on that x sleepers provided on creating a quarantine library. And what this
Timothy Jackson: Document does is it shows you how to configure a workflow where returned items will go into a quarantine location for a specific period of time before being transmitted back to their permanent location.
Timothy Jackson: Which could be helpful in, you know, being really thorough in tracking what exactly is happening with items as they're being returned
Timothy Jackson: So if I would definitely at the very least, encourage you to take a look at that document, if anything, it's, it's an interesting exercise and fulfillment configuration, but
Timothy Jackson: If it's something that you think you actually might want to do, or at least implement portions of it, for instance, one of the things that they recommend is creating a temporary location for items being quarantined.
Timothy Jackson: And I actually if if you can do that. I would recommend doing that because that would allow your users searching for items and primo to see that, oh, this items currently being quarantined.
Timothy Jackson: If you don't have the time. I understand as well. But if if you feel the need to implement that stuff are interested in implementing any portions of it and you're running into problems.
Timothy Jackson: Feel free to reach out to us. We can help you. So that was everything I wanted to talk about today. Thanks, all.
Shannon Pritting: Right, Jennifer, over to you.
Jennifer Smathers: Right.
Jennifer Smathers: Everybody. Um, so just just my weekly reminder that there's going to be a virtual SLC spring meeting and we are encouraging attendance to that.
Jennifer Smathers: Only one person per member library will be able to vote when we get to the business meeting side of things, but the rest of it should be interactive and well worthwhile.
Jennifer Smathers: And we will have some election results soon. In fact, anybody who wants to who's on our cell see the results have been announced by Ken Fuji he the Chair of the Board of SLC
Jennifer Smathers: So look there and I can mention it next week and then I'm sticking into chat as well. The MSP advisory committee is looking for volunteers. So the forum was put into chat and it's also linked on this side. If you have interest in that.
Jennifer Smathers: Other than that, a lot of SLC libraries are working on these sort of four week sprint stuff.
Shannon Pritting: Alright, thanks.
Shannon Pritting: Any questions or things that you'd like to discuss
Shannon Pritting: Everyone has the ability to unmute yourself or you can type in the chat.
Jennifer Smathers: Rebecca asked about all afternoon sessions. We're doing sessions, just in the afternoon, not in the morning, trying to help out folks who have to deal with childcare other issues. Well, we are in this socially distant world.
Shannon Pritting: Other questions.
Cristina Pope: This is Christina.
Cristina Pope: One of the things we've been thinking about here at upstate is that we have some concern that some members of our staff aren't going to feel safe, coming back to work until
Cristina Pope: Who knows, either because of underlying health conditions for themselves or for their family members. So we were thinking about putting out a survey to people asking them, what has to happen before you actually feel safe. Is that something we want to do as a Sunni group.
Shannon Pritting: And
Mark McBride: I know carries on the call. And I think the, I think there's been a lot of surveys hitting the campuses Carrie.
Cristina Pope: Do you want to carry through
Carey Hatch: All the campuses. They're doing a lot of surveying of the students were not necessarily doing there's no system, as far as I know there's no system wide approach to surveying staff.
Carey Hatch: There are campuses that are doing that surveying staff and faculty and studying to get that information.
Carey Hatch: I would hope if they're doing that they're including library staff. I mean you folks are closer to the ground on the on the campus as to what's going on there. Have you received any. Does anybody received any surveys
Cristina Pope: I have no
Carey Hatch: Well, certainly something that could be done.
Jennifer Smathers: I think there's a general expectation that there will be top down pronouncements about those sorts of things. But I could be wrong.
Carey Hatch: Top down pronouncement being what
Jennifer Smathers: When you have to return to work and what the conditions will be
Carey Hatch: Real. But who do you mean by top
Jennifer Smathers: OH, I'M ON SOME CAMPUSES protest.
Carey Hatch: Okay, yeah, yeah, yeah.
This is this is guidelines.
Matt Smith - ESF: Elisa guidelines that campuses can reopen according to the fake their activities and the phase of what
Matt Smith - ESF: Their region is in. So if your campuses construction going on. And they're in phase one construction can happen, but occasionally activities are not going to happen until phase four. Right.
Cristina Pope: Right, so this is Christina again i'm i'm being it's being suggested that the library as a physical space would open July six,
Cristina Pope: But even when that happens. I'm going to have a percentage of my team members who aren't going to feel comfortable coming back. So, for
Cristina Pope: You know, planning strategically, you know, how long are we going to do sort of an alpha omega team based staffing versus when what has to happen before everybody feels comfortable coming back, you know, especially if they have a shared office.
Cristina Pope: This is is that when there was a vaccine and that can be that's probably going to be at least a year, if not more.
Cristina Pope: So, so what are those triggers. I know it's a labor management issue.
Cristina Pope: I
Cristina Pope: Don't know.
Holly Heller-Ross: Well, this is Holly. I think it probably is partly a library issue in that we can help each other, figure out what practices will work to provide library services that don't
Holly Heller-Ross: That don't put people in what they might consider an unsafe or compromising position logistically so
Holly Heller-Ross: I'm wondering if the sort of Sprint group, looking at the physical spaces might be the right group to
Holly Heller-Ross: To maybe even construct a little survey specifically to library employees because there might be ways that we could we could take
Holly Heller-Ross: A list of individual faculty staff concerns and questions and construct a sets of best practices that library directors.
Holly Heller-Ross: And staff could use as they advocate on their campuses for particular structural changes or service accommodations or even employee work arrangements for example.
Holly Heller-Ross: We're thinking my Interlibrary Loan office has a lot of walk in traffic they they've done that for many years. They don't need to
Holly Heller-Ross: But that's the practice that we've been engaged in if their office spaces can't be retrofitted so that they feel comfortable with patron walk in.
Holly Heller-Ross: I'd like to be able to point to some library resources that say, you know, phone service for interlibrary loan is perfectly adequate good practice for delivering blah, blah, blah.
Jennifer Smathers: Certainly the four week sprint group is going to look at all of this.
Jennifer Smathers: And our next week and the plan is about information gathering
Lauren Jackson-Beck: This is Lauren from Potsdam
Lauren Jackson-Beck: I think one of the issues that we're, we're, we're all going to be facing is how do we, when the time comes. How do we make the library and the library materials accessible without the library becoming one of those large gathering places that
Lauren Jackson-Beck: Then gets us all into trouble. So that's kind of one of the issues of traffic flow of managing. How many people can be in the building at one time.
Lauren Jackson-Beck: And I i'm I'm running into the same issue with my my library faculty and staff, it's
Lauren Jackson-Beck: There are just too many of us that have underlying health conditions or, you know, we're in a high category or whatever. I don't know how we're going to open and feel safe until there is a vaccine.
Carey Hatch: One of the other things that came up in one of the conversations with a doctoral CEOs.
Carey Hatch: One of our University Centers is about 1300 students on campus. Currently, and the library is a primary social gathering spot for those students and social distancing has been a problem and
Carey Hatch: Is, you know, it's turned into, you know, an issue of student workers, trying to enforce social distancing and that not working very well.
No.
Mark McBride: So Carrie. Didn't the provost former reopening task force.
Carey Hatch: The Chancellor has a reopening Task Force, but they are looking at higher level.
Carey Hatch: Parameters.
Carey Hatch: To talk and working with campuses and I can see if I can find the document about who's on the reopening task force.
Carey Hatch: They're not down at the specific facility levels on the individual campuses and the assumption is that the individual campuses will be making
Carey Hatch: determinations about how they will be opening based on their regions and their own particular circumstances, their mission very important aspect of it as well.
Carey Hatch: You know, so it's going to play out differently at each institution and each institution also has its own reopening work telling on right and i don't know
Carey Hatch: You know, I don't know who's engaged on each of the campuses that at that level, either, but I do know the sense I get from what I hear from various groups that I said in there might not be a lot of transparency at those at the campus level on that activity.
Jennifer Smathers: Thanks, Shannon for moving back to the identified problems that are going to be analyzed.
Jennifer Smathers: For physical spaces. Specifically, and I think a lot of what's talk been talked about just now does fit into these areas.
Carey Hatch: The CDC has also put out some of its parameters. I don't look to toast. Obviously, and I know they've been watered down but there might be something in there as well.
Mark McBride: So maybe this group Jennifer could
Mark McBride: Consider the development of a, like a survey instrument and maybe the group could also
Mark McBride: See if there was other organizations or other groups that are being formed the campus that they could communicate with the find that out. There's a plan to survey the campus community about coming back.
Jennifer Smathers: Yeah, we've already identified some of those as information points that need to be gathered
It's a complicated situation.
Shannon Pritting: Mustafa your, your audio is cutting out let's
type in the chat.
Jennifer Smathers: And well, he's typing. I just want to point out that we have reached 11 o'clock.
Mark McBride: Thanks, Jennifer.
Shannon Pritting: Alright, so I think Mustafa was saying that that that his staff is asking what what the neighboring cities are doing in terms of reopening and coordination of a plan would be helpful.
Shannon Pritting: So it sounds like that's one of the things that you're planning on
Shannon Pritting: Starting to tackle right Jennifer in that in that group.
Jennifer Smathers: Yeah, that's part of what all of these groups are trying to do is to at least have some shared information that we can all riff off of as we are dealing with our local situations. And thank you, Teresa for the note that
Jennifer Smathers: We may be asked to trace or track the users of our institutions.
Jennifer Smathers: Maybe through swipe cards, depending on, on which institution, you're in contact contact tracing maybe something we have to can sit her. And I don't think that had come up. So I'm going to add that to our notes. Thank you.
Carey Hatch: Can I just say one of the things that
Carey Hatch: I haven't heard any institution in the conversations at the progress has had with the CEO say they are going to go completely, you know, open fully in the fall. It's really a question of what is the minimum
Carey Hatch: You know with with social distancing. How many people can we put in the dorms, do we just bring in people that are doing the intensive lab work.
Carey Hatch: You know, the assumption is, it's going to be incredibly reduced from what we would normally do in the fall. So, you know,
Carey Hatch: As that kind of plays out my assumption is that will be parallel components of the library services that would need to be available for the for the reduced populations that are on campus.
Mark McBride: If I can say one thing. Also, I think it might be
Mark McBride: advantageous for I think the team might one of the team. Mike is leading the core supports and then another group is looking at virtual library services if maybe we could find a path forward, where we could coordinate some of these virtual services together.
Mark McBride: Just to kind of limit our, our physical presence on a campus if at all possible.
Jennifer Smathers: And I'd like to just throw out there that, um, one aspect we really need to look at is what we're doing for anatomy model studying. I know that's a high reserve items at certain Sunni's
Jennifer Smathers: And the easy answer of, you know, just, just get the virtual body may not be possible in the budget environment.
Carey Hatch: Hey, Jennifer. There is also a group that's working, working on
Carey Hatch: virtual labs and simulations.
Carey Hatch: I'll ping them that's coming out of the academic program area in the Provost Office, helping them and I didn't probably end up helping them out with some of the requirements as well.
Jennifer Smathers: Awesome. That would be good to know. Thank you, Carrie.
Mark McBride: There's also a group in workplace right carry those a group of faculty and workplace that are discussing virtual labs.
Carey Hatch: There's a whole bunch of them in workplace. There are this is actually, it's really your topic mark them for people to be aware of. There are a variety of disciplinary areas in workplace now.
Carey Hatch: Where faculty who dropped who basically took some of the drop in sessions that the system offered for remote teaching
Carey Hatch: They've created disciplinary groups and workplace all prefaced by coded so you'll see coven stem coded social sciences, things like that. They're open groups, I believe you can pop in and would probably actually be really good to get some librarians in there as well. Yeah.
Mark McBride: Well, it would be good to get the libraries. I think more acclimated the workplace as well. I know that.
Mark McBride: We've been somewhat reluctant to join as a community, but maybe now is the time that we should really start looking at being more
Mark McBride: Present in workplaces, a lot of discussions that take place their, their
Carey Hatch: Their faculty are starting to embrace it much more. Yep.
Jennifer Smathers: And then and chat. We've got I'm Susan, noting that her group is going to look at addressing some of the costs of virtual services to replace that sort of stuff. And Christina Pope
Jennifer Smathers: Says that there's been a suggestion for a handheld UV disinfect her and I know that the physical spaces group also had that among the list of potential things and assess Susan notes. Again, always, always costs.
Carey Hatch: Workplaces free
Susan Perry: Yeah, well yeah workplace last year was that
Susan Perry: We ran out of seats. I mean, we
Carey Hatch: Know it's always been unlimited. And it's always been free
Carey Hatch: The only thing we can't put in workplaces students
Carey Hatch: Issues.
Mark McBride: Remember, for a time, Susan. It was hard for some campuses to
Mark McBride: could join workplace, but I think that issue has been resolved.
Susan Perry: So I do have a concern about, you know, the facilitators were given the guidelines that as we put a cross recommendations, you know, there wasn't
Susan Perry: Any money to go behind these initiatives, so it kind of makes me feel you know pampered in that area.
Susan Perry: You know, even adding another cute.
Carey Hatch: Yes.
Carey Hatch: Sir, I'm having a hard time hearing
Shannon Pritting: Yeah what Susan said is that
Shannon Pritting: There's costs related in you.
Susan Perry: Guys, my mic. Yeah, my mic was out of the way. I apologize. Yeah, even to a cue to an existing live chat is already you know costs money. I mean, there's nothing we can do to add chat services, unless a campus is already paying for it. And, you know, without any budget available.
Susan Perry: I can gather information, but I can't necessarily recommend purchasing services is my concern.
Carey Hatch: Yeah, just
Carey Hatch: just so you're aware, the things that we can justify our enrollments enrollments and enrollments retention retention retention.
Carey Hatch: We can we, you know, we can push some things through if especially if they're coordinated that had the approach that you know multiple campuses could utilize that will help us keep students engaged.
Carey Hatch: It's not that we can't purchase. We just have to go through a process.
Shannon Pritting: Right. So what you're saying carriers if they're, you know, certainly this group could potentially make a case and we could see if it, if it could get through processes that are put in place for you know what's deemed appropriate and important for
Shannon Pritting: You know, for where we're at right now.
Carey Hatch: Exactly. Okay.
Susan Perry: I'll work with that. Thanks very much.
Shannon Pritting: Does anybody have workplace where you can show those covert groups. I know we're well past the hour, but it seems like that would be
Shannon Pritting: I'll stop sharing
Jennifer Smathers: And Holly's mentioned the federal government depository libraries need to consider community access as well.
Carey Hatch: What do you want to see Shannon
Shannon Pritting: Just made it so you could share your screen. Carrie, but just those coven those coven workplace groups, Jennifer.
Shannon Pritting: From Cortland indicated she couldn't find those Coca Cola groups in workplace.
Carey Hatch: Me see
Carey Hatch: Let me get back in there, having a hard time myself.
Shannon Pritting: Right, yeah, we can follow up and
Shannon Pritting: Posted in in channel and and a variety of channels. Yeah.
Carey Hatch: I'll send you an email from David
Shannon Pritting: Okay.
Shannon Pritting: All right, any other questions. Thanks everyone for sticking around to continue the conversation. It's an helpful I think it's good to hear.
Shannon Pritting: Concerns issues that are coming up, especially since we have these groups to try to try to channel a coordinated analysis if nothing else.
Shannon Pritting: And gather together information.
Carey Hatch: I'm sorry, the search term is remote teaching
Carey Hatch: So if you type in remote you'll get a series of them.
Shannon Pritting: Looks like that was enough.
Shannon Pritting: Excellent.
Mark McBride: Now,
Mark McBride: throw one more plug in there for workplace to because I think there's
Mark McBride: I'm in their daily number number number of times during the day and there's just good information that's shared in there and it's timely.
Mark McBride: And it always leads to most of the time, it leads to really good conversations between campuses. So I think it's another way for us to to bring in some better communication amongst our units, but also more transparency.
Shannon Pritting: And the other questions, comments, thanks everybody for your time.
Shannon Pritting: Anything else from anyone.