Student Advisory Committee
October 10, 2000, 5:30 p.m.
Student attendees:
Jovanna Frazier, Derek Hoff, Thomas Hall, Vera Irwin, Monique Miles, Niko Schutte, Meredith Vance
Staff attendees:
Vicki Coleman, Jane Penner, Joan Ruelle, Scott Silet, Diane Walker, Karin Wittenborg
Minutes recorded by: Candy Thomas
1. University Librarian's Report: Karin Wittenborg
Karin welcomed the students and thanked them for participating in the feedback session. She stated that library staff find student feedback very valuable and their assistance is greatly appreciated. There will be another session in April during the spring semester. The student advisory committee is a means of supplementing the library’s bi-yearly surveys of all students. Vicki Coleman, the new director of Clemons Library was introduced.
The library has asked the Parents Fund for monies to implement new events for undergraduates at Clemons.
Karin highlighted several recent library events:
- The approved financing for 24/5 pilot operations of Clemons Library. The pilot period ends at the closure of spring session.
- The donation of documents and artifacts from the Paul Mellon estate.
- The acquisition of the Web of Science database.
- The upcoming merger of the music and fine arts libraries; the facility will be located on Carr’s Hill.
- The ground breaking for the new Special Collections building that’s scheduled for completion in 2004.
2. Student Questions and Comments
Thomas Hall mentioned the need for additional courtesy phones in Alderman. Diane Walker responded that two new phones are being added. One will be in the bridge area between main entrance and stacks on the 4th floor and one in the bridge area between the Government Information Resources service desk and the stacks on the 3rd floor.
Vera Irvin shared issues that students have pertaining to the Education Library. She suggested that MS Word be added to the library computers, especially in the classroom in the Education Library. Since many students prefer to cut information found via the web and paste it into MS Word documents, this may help the library save paper. Jovanna Frazier asked why the covers are removed from all the books. She believes the author’s comments and the brief synopsis are very useful in completing research. Diane Walker explained that the covers easily tear and don’t hold up well in the stacks; also, the call numbers for the books need to be placed on the spine for easy reference. Joan Ruelle stated that the Science and Engineering Library keeps book covers for a short time in the Reference area. Scott Silet reported that several areas are reviewing this issue. One possibility is scanning the information from book covers and making it searchable through Virgo.
Derek Hoff presented several ideas for enhanced services in Alderman. He proposed having Internet jacks in the study carrels, an electric stapler at the service desk and audio/video software for laptops. He also asked if there are librarians that one can offer suggestions to regarding journal subscriptions. The concept of Internet jacks in study carrels was explored some time ago; it was deemed too costly to wire the carrels. The use of wireless options is being experimented with in Alderman and Clemons, and will be added to several other library locations soon. The stapler has already been ordered for the library. ITC will be consulted regarding the audio and video software. Karin briefly reviewed the budget constraints that the library is experiencing with regards to journals. The funding has remained the same since approximately 1995 while the cost of the journals has steadily increased. Therefore, the number of journals purchased had to be reduced due to lack of funding. Karin stated that the library is working to get additional funds for the purpose of increasing the collection of journals currently offered. If additional funding is not received, journals will have to be cancelled. Diane Walker mentioned that there is a link for “Purchase Requests” (http://www.lib.virginia.edu/purch/purch.html) on the library web page where you can request a particular journal for future acquisitions.
Vera Irwin mentioned that the library’s homepage was very busy and she finds it hard to locate databases via the homepage. Scott Silet said that the library offers sessions for students to teach them how to find resources; as there are over 200 databases currently offered. Jane Penner recommended checking for databases categorized within subject fields. Also, the library offers short courses on finding resources. However, if one is unable to make it to a scheduled course, individual appointments can be arranged with library staff. The Library web page is an interim design; user responses to it are very helpful in refining it.
Monique Miles expressed concern that the information in Virgo is not always accurate. She has experienced problems when checking-out instructor’s sheets and movies in Clemons. Occasionally, items are not getting checked back in when returned. On occasion, she has also attempted to check out movies that were listed as available only to find that the movie was checked-out. At another time, an item was listed as checked-out but it was actually sitting on the shelf. Vicki Coleman said she would look into procedural issues that may be causing the problems. Scott Silet also mentioned that the library is currently working towards increasing the copies of movies with high requests. Monique suggested that the library request a list of required viewings from the professors. This would allow the library to plan for the requests in advance. Scott stated that the library is also investigating how many resources are currently missing or misfiled.
Vera Irwin inquired why it takes so long to access Toolkit from off-grounds. After a brief discussion, it was determined that the issue is probably with the local service provider.
Vera also mentioned the length of time it takes to print files in the PDF format. There was a discussion on the feasibility of adding dedicated printers to allow for the increased time it takes to print those documents. It was suggested that since Macintosh computers print PDF files relatively quickly, the library might put signs up recommending that users print PDF files from those computers, where they are available.
The topic of fee-based printing came up. Diane stated that recent research shows that the expense of adding equipment to charge for printing capabilities is presently more expensive than paying for the paper and toner. Recycle bins were recommended as a means of reusing paper for small print jobs. However, this would probably cause confusion and paper jams, as many students will not know how to utilize the feeder capabilities of the printers.
Monique Miles raised an issue regarding the printing of PowerPoint slides. Many students print out a large slide presentation only to find that each slide prints on a separate page. Joan Ruelle discussed the option of printing multiple slides per page; however, the PowerPoint program (not just the reader) must be available on the computer. This program allows several printable forms for slide presentations. It was recommended that instructions on printing multiple slides at once be put in Toolkit. Joan will speak to ITC about the possibility of adding printing instructions for slide documents.
Jovanna Frazier expressed an interest in having subject focused study areas within the libraries. The study areas could have relevant dictionaries, encyclopedias, etc. for a specific subject. It would also allow for study groups to meet. There was concern amongst other students on the committee that these areas would be too loud and would disrupt the environment for others to study. It was also mentioned that perhaps the subject libraries serve this purpose. Karin stated that this recommendation would be kept in mind during future renovations.
Monique asked why the wooden chairs in Clemons don’t have cushions. They are very uncomfortable when studying for long periods of time. Vicki said she would look into possible options. Jane recommended inflatable seats that could be checked out.
Jovanna inquired about the possibility of Clemons getting a new paint job as the current orange paint is somewhat distasteful. Vicki said this was already scheduled to start during the Christmas break. The fourth floor of Clemons will be painted, the existing circulation desk will be renovated and new carpet will be installed.
Monique stated that the 1st and 2nd floors of Clemons are always cold. It was mentioned that perhaps the 1st and 2nd floors are air-conditioned year round. Vicki will look into this.
Vera mentioned the great need for access to color printers within the libraries.
Monique recommended that information packets on library resources should be given or sent to incoming students. Candy commented that information on library resources was distributed during summer orientation at several events. This information was given out to 1st years and transfers. Vera stated that graduate students do not have orientation sessions. Monique recommended giving packets to resident staff for all incoming students, whether they are 1st year, transfer or graduate students.
Jovanna inquired about the availability of space within the libraries to host student requested guest speakers. Karin mentioned that the new Special Collection building will have an auditorium that seats 200 people. Currently, the McGregor room in Special collections is available. Monique said the Jefferson Literary & Debating Society often arranges for guest speakers. She feels it may benefit the society and the library to work together when arranging guest speakers.
Jovanna asked about the current policy on Recalls. Joan stated that the materials are due back eight days from the date the notice is received. The notices are sent via email. However, Joan pointed out that if the materials are not returned within a week, you can submit a request for an inter-library loan from the Recall screen. Karin commented that the library is currently reviewing the Recall records. If a particular item is constantly on the Recall list, the library purchases additional copies.
3. Clemons 24-hour Operations
The Pilot Program for Clemons 24-hour operations begins this fall and extends through the end of Spring 2001 semester. Vicki presented the schedule for the new hours of operation. The library will open on Sunday at 10:00 a.m. and remain open until midnight on Friday. It is the library’s goal to start the new hours of operation before the end of the semester. There are several issues that have to be worked out before this can occur.
Primary concerns pertain to security. The University Police recommend that cameras be installed on the 1st, 2nd and 4th floors, as they will remain open during the extended hours. Thomas and Derek did not believe this would be an issue for students because it’s a matter of safety rather than an infringement of privileges. Funds to support this project were approved through the end of this fiscal year. If enough students do not use the library during the extended hours of the Pilot Program, then the university cannot justify provision of additional funding to continue the service beyond Spring 2001. The Robertson Media Center will not be open during extended hours. The police recommend removing all students from the building and then checking their UVa Identification Cards for reentry into the library. This would help ensure that only students, faculty and/or staff were in the library.
In addition, staff must be hired to patrol the library during the extended hours. Vicki and the Clemons staff are working on job descriptions for these positions.
There are many other issues such as parking, escort service during early a.m. hours and general safety precautions that need to be addressed before 24-hour operations can begin.
4. Library Services for Undergraduates, presentation by Jovanna Frazier.
Jovanna is a library intern working in Clemons. She briefly discussed a project that she has chosen to work on. It is her goal to develop a user-friendly library web page for undergraduates. The actual format has not been determined. She would like to have items grouped by subject and offer the capability for students to create a “My Web” page. As part of her internship, she would like to present the completed project to library administration. This allows the library staff the opportunity to review her work; she’s hoping to provide the library with ideas for enhancing library’s website. Diane Walker mentioned that a Library committee is currently being formed to reformat the library’s web page design. She asked if Jovanna would be interested in working with this group. Karin also recommended involving ITC with development as they can assist with functional capabilities of the site.
5. Use of Technology in classes, Diane Walker
Diane asked the students on the committee how faculty are using technology in their classes. She also asked if students were satisfied with resources in the Toolkit. Vera stated that the School of Education is advanced in this area. The faculty incorporate audio and video conferencing in their presentations.
6. Announcements:
The Censorship exhibit opens on October 22nd.
Joan discussed the Science & Engineering Library (SEL) renovations in Clark Hall. She said the fans, CD players and earplugs requested at the May advisory meeting are available during renovations. Joan asked that students please give the Library any recommendations they may have for improving the library environment during the construction. Monique recommended adding suggestions boxes to all libraries’ or the libraries should periodically situate staff within them to receive comments from students. Scott mentioned that suggestion boxes were previously available, however, students used the forms as scratch paper.
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