5.07-122
VICE-PRESIDENT, RESEARCH
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FOR INFORMATION
Office of the Vice-President
ATTENTION Members of Senate
MAILING ADDRESS
8888 University Drive
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FROM B. Mario Pinto, Vice-President. Research
Burnaby BC Canada
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RE Senate Library Committee Annual Report
V5A 1S6
TEL 604 291 4152
FAX
604 291 4860
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DATE September 11. 2007
EMAIL
vpres@sfu.ca
www.sfu.ca/vpresearch
Please find attached the annual report for the Senate Library Committee.
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SIMON FRASER UNIVERSITY
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THINKING OF THE WORLD
Simon Fraser University
SENATE LIBRARY COMMITTEE
Annual Report for 2006/07
Senate Library Committee Membership, 2006/07
Ex-Officio Members
Mario Pinto, Chair, Vice-President, Research
John Waterhouse, Vice-President, Academic
Joan Collinge, Dean of Continuing Studies designate
Jon Driver, Dean of Graduate Studies
Lynn Copeland, University Librarian
Todd Mundle, Associate University Librarian (non-
voting)
Elected Members
David Bell (Faculty Member - Education)
Jason Chan (Undergraduate Student Alt.)
Jennifer Chang (Faculty Member - Business
Administration) to May 31/06
Peter Dickinson (Senator at Large)
Carole Gerson (Faculty Member - Arts)
Graham Fox (Undergraduate Student)
Michael Hayes (Faculty Member- Health
Sciences)
Igor Herbut (Faculty Member - Science)
Ariel Hornstein (Graduate Student)
Pat Howard (Faculty Member- Applied
Sciences)
Senate Library Committee Meetings
Gwen Bird, Associate University Librarian
(non-voting)
Elaine Fairey, Associate University
Librarian (non-voting)
Brian Owen, Associate University Librarian
(non-voting)
Mark Jordan (Librarian)
Gary Mauser (Faculty Member - Business
Administration)
Marcia McInnes (Undergraduate Student Alt.)
to May 31/06
Rob McTavish (Graduate Student Alt.) to May
31/06
Daniel Say (Library Staff)
Jennifer Scott (Graduate Student Alt.)
Jan van Aalst (Faculty Member - Education) to
May 31/06
Peter Williams (Senator at Large)
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The Senate Library Committee met 4 times (April 10, 2006; July 10, 2006; October 30, 2006; February
5,
2007) during the 2006/07 fiscal year. Meeting highlights include:
Campus Campaign Appeal -
Library
Project
The Library again participated in the Campus Campaign Appeal. This year the funds raised were used
to add power outlets to the window tables and the coffee tables in the casual seating area on the 3
floor. As well data display projectors will be purchased for use in the group study rooms. This
campaign drive raised over $9,700 which was matched with Library endowment income funds.
Collections Budget and Allocation
A summary of 2006/07 Library Materials Budget memo including guiding principles was presented.
The Library strives to strike a suitable balance between books and serials and print and electronic
formats, while accommodating the different material needs of the various disciplines. The fluctuating
Senate Library Committee Annual Report 2006-07
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Page 1
[_-.,I
Canadian dollar, inflation and increases both in serial and periodical subscriptions were also taken into
. consideration when allocating the budget.
For the 2007/08 budget year Gwen Bird provided an update on the Collections Budget. There has not
been a permanent lift to the budget in two years (only two one-time lifts). It was stressed that the
Library will not be able to maintain the collection at its present level if a base budget increase is not
secured for the next fiscal year. A motion was made-to fund a permanent lift to the 2007/2008 budget.
This would preserve the budget to ensure adequate and sustained budget funding for the Library.
MOTION:
Moved by Peter Williams; seconded by Peter Dickinson
"Library will request a base budget increase of $400,000 to fund and preserve the ongoing lift to
the 2007/2008 budget; this will cover increased costs and inflation." MOTION CARRIED
UNANIMOUSLY
Unfortunately due to budget constraints the Library did not receive
the
requested lift of $400,000 and
took a further 2.5% cut. As a result, for the 2007/08 budget year there was a 4% cut to monograph
allocations, the Library stopped binding hardcopy journals when available on-line in a stable form,
database expenditures were trimmed, and newspaper expenditures will be reduced by $10,000 to
$15,000.
Designated Borrower Pilot Project Information
The Designated Borrower Service Pilot Project was approved by the Library Council on June 20, 2006.
This service allows SFU faculty, staff and students to designate one additional person who can use their
SFU Library card on their behalf. It will be available as a one year pilot project starting July 1, 2006.
E-mail Notification to Patrons
Effective May 1, 2007 library loan notices to all students, faculty and staff will be done by e-mail
notification thereby eliminating paper notification. This will result in significant cost savings in
employee time, supplies and postage. The Committee was in favour of the change. [Note: for technical
reasons, the change was implemented for students only at that time.]
External Organization Borrowers Card
A brief summary of the proposal to introduce external organization Library cards was presented. The
concept behind the card is to allow local business access to the SFU Library's general collection. This
card does not allow for ILL services or off-campus access to electronic resources, due to license
restrictions. Similar cards are in place at UBC and UVic.
MOTION:
Moved by Lynn Copeland; seconded by David Bell
"It is recommended that the Library create a new borrower category for External Organizations
charging $200 per year, with an implementation date of May 1, 2006". MOTION CARRIED
Library Space
Space continues to be an issue for the WAC Bennett Library. Preliminary discussions have taken place
with an architect to resolve issues such as a student seating deficit, a workstation deficit, and the
Senate Library Committee Annual Report 2006-07?
Page 2
current shelving space available in the Library will be full by 2011. Further monies have been set aside
by Campus Planning to assist in the planning process.
SFU Surrey Library Naming Opportunity
VP Advancement, Cathy Daminato, brought forward a recommendation that the Senate Library
Committee recommend to Senate the naming of the SFU Surrey Library, the "Fraser Valley Realtor®
Library" in recognition of their generous gift to the SFU Surrey Campus. The Committee felt that it
did not have enough information to make an informed decision on this recommendation. Further
questions and comments were forwarded to VP Daminato and subsequent to the discussion the SFU
Surrey Library received the name of the "Fraser Valley Real Estate Board Academic Library".
Senate Committee Review Update
At the request of the Senate Committee on Agenda and Rules (SCAR), the Committee reviewed its
terms of reference and membership/composition. It was suggested that instead of having two meetings
per semester, that the Committee meet once a semester and organize additional meetings when needed.
The Committee decided to stay with the present setup of two meetings a semester and made no changes
to either the terms of reference or committee membership.
Spousal Card
A proposal to establish Spousal cards for SFU staff and faculty was approved by the Library Council
on June 20, 2006. The intent of the proposal is to offer library privileges to spouses/partners of faculty
and staff at SFU. This new card will be available starting July
1st,
2006.
Student Learning Commons (SLC)
The Student Learning Commons completed its first year of operations. Staffing for the SLC includes a
Director, Writing Coordinator, Learning Coordinator and a secretary. As well the SLC has 20 peer
educators. The
3rd
floor of the Bennett Library was renovated to accommodate the SLC offices and
while it did not take shape until September 2006, the SLC was offering workshops and assistance since
April. A 3 year plan including face to face services, services on-line, service delivery, space, internal
and external relations and a budget summary was developed for the SLC. The VP Academic's office
was instrumental in providing a budget for this area.
Proposal for Cataloguing of Dissertations and Theses
A proposal to change cataloguing procedures for graduate dissertations, theses, projects and essays was
presented. To more quickly process the paper copy of theses the proposal suggested that they be
provided with a call number placing all the theses for individual departments/school/programs in the
same area. Each department /school/program will have its own unique call number. The Committee
asked the Library to discuss the process with the Liaison Librarians and then to report back. After
discussion it was decided that no changes be made to theses cataloguing process at this time and that
changes made to the on-line submission form to include student provided subject headings and call
numbers. Data would then be collected and presented back to the Committee for any future changes.
Reorganizing SFU Theses Microfiche Collection
The Library completed a project to move the SFU Theses on Microfiche collection from its current
accession number order to an alphabetical by author order which will simplify initial processing and
simplify patron access to the collection.
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Senate Library Committee Annual Report 2006-07
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Library Penalties Appeal Committee Report 2006/2007
The Library Penalties Appeal Committee met once during the 2006/2007 fiscal year to consider patron
fine appeals.
At the November 14, 2006 meeting, the Committee members present included the following:
Peter Dickinson, Senator, Chair
Peter Williams Senator
Graham Fox, undergraduate Student (Vice Chair)
Jennifer Scott, Alternate Undergraduate Student
Also in attendance: Gisele Pomerleau - Head, Loans Division
Thyra Mulder - Team Leader, Loans Division
Laurine Harrison, Ombudsperson
Regrets: ?
Graduate Student (position vacant)
Recording Secretary: Sylvia Richardson
Two appeal cases were heard as outlined below:
Category of
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Type of Fine ?
Amount ?
Decision
Borrower ?
of Fine
U
$448.57
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Appeal denied - The Committee
(9 books
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agreed to reduce the fine to $300.00
dollars to help cover the book
stolen) ?
replacement costs only (processing
fees were already forgiven).
$17.00 ?
Appeal denied - The committee
recommended that the $17.00 be paid
in full.
Graduate ?
Replacement Charges
Undergraduate Overdue Fines
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Senate Library Committee Annual Report 2006-07 ?
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