S.93-39
SIMON FRASER UNIVERSITY
. ?
OFFICE OF THE VICE-PRESIDENT, ACADEMIC
MEMORANDUM
To: ?
Senate
From: ?
J.M.
Munro, Vice-President, Academic
Subject: ?
Report of the Library Review Implementation Committee
Date:
?
9
July
1993
At its meeting on 7 July, the Senate Committee on Academic Planning considered the
report of the Library Review Implementation Committee and recommends:
1.
that Senate accept the recommendation of the Library Review Implementation
Committee contained in SCAP 93-22 to amend the terms of reference of the Senate
Library Committee as noted in section 10 of SCAP
9322.*
2.
that Senate receive for information the report of the Library Review
Implementation Committee.
.
?
* ?
The existing terms of reference of the Senate Library Committee are attached
to this transmittal memo.
Senate Committees - October 1992
Page 15
9. ?
SENATE
LIBRARY COMMII lEE (SLC'
- Standing (Reporting Category "B")
Members
Conditions ?
Term
Academic Vice
Chair,
President
Ex-officio
Vice-President,
Ex-officio
Research
University
Ex-officio-Secretary
Librarian
Associate
Ex-officio-Non-voting
Librarian
Dean of Continuing Ex-officio
Studies (or designate)
Expirv Date ?
Nanie
Dean of Graduate
Studies (or designate)
Senator
Senator
Senator (Student)
Senator (Student
Alternate)
Faculty Member
(Applied Sciences)
Faculty Member
(Arts)
Faculty Member
(Business Admin.)
Faculty Member
(Education)
Faculty Member
(Science)
Ex-officio
Elected
2yrs
Sep 30/93
by
2 yrs
Sep 30/93
and
2yrs
Sep 30/94
from
2 yrs
Sep 30194
Senate
Elected
2yrs
Sep 30/93
by
2yrs
Sep 30/94
and from
2 yrs
Sep 30/94
respective
2 yrs
Sep 30/94
Faculties
2 yrs
Sep 30/93
Purpose:
1. To advise the University Librarian in:
a)
formulating policy in regard to the development of library resources for instruction and research,
b)
allocating funds to various fields of instruction and research,
c)
applying Senate policy concerning rules and regulations for the operation of the Library.
2. To report to Senate on matters of policy under discussion by the Committee and to make recommendations
to Senate concerning changes in, and additions to, existing rules and regulations for the operation of the
Library.
3. To report to Senate annually, in September, on the activities of the Senate Library committee and generally
on the operations of the Library.
0
4. Under authority delegated by Senate, to make minor changes to Library Loans Policy regulations, with the
?
understanding that the Committee will inform Senate of such changes at the earliest opportunity.
Senate Committees - October 1992
Page 16
Operating Procedures
1.
The quorum shall consist of five voting members.
2.
The Committee shall meet at least once each semester at the call of the Chair. Special meetings may be
called by the Chair.or five voting members of the Committee.
Approved by Senate March 7, 1966; terms of office revised January 10, 1972. Membership,
terms of reference and operating procedures revised Sept. 8, 1975. Membership revised Sept.
13, 1976 by adding the Dean of Continuing Studies. Delegation of Senate authority approved
May 17, 1982. Revision of membership to include the Faculty of Business Administration
approved by Senate October 4, 1982 (S.82-99). Revision of membership to reflect University
reorganization approved by Senate May 13, 1985
(S.85-33).
Membership revised to add the
Vice-President, Research & Information Systems as ex-officio member and Chair approved by
Senate March 10, 1986
(S.86-25).
Revision to membership approved by Senate October 1,
1990 (S.90-42).
SLC reports to Senate in September each year.
S
0
SCAP 93 - 22
SIMON FRASER UNIVERSITY
.
?
Office of the Vice-President, Academic
MEMORANDUM
TO: Senate Committee on ?
FROM: J.M. Munro
Academic Planning
?
Vice-President, Academic
RE: Report of the Library Review
?
DATE: June 30, 1993
Implementation Committee
In January, 1992 the Senate Library Committee established the Library Review
Implementation Committee (LRIC) as a sub-committee charged with reviewing the
recommendations of the 1991 Library Review Committee (LRC) in terms of their
implementation. The members of LRIC were the Faculty representatives to the Senate
Library Committee plus Ted Dobb. I chaired LRIC.
LRIC held many meetings between February, 1992 and March, 1993 and had
extensive discussions of the LRC Report and other matters related to the Library, its
operation, and the services it provides to students and faculty.
L
LRIC's terms of reference called a report to be submitted to the Senate Library
Committee concerning the recommendations of the Library Review Committee. This
report was considered at the April 28th, 1993 meeting of the Senate Library Committee and
a decision made to forward it to the Senate Committee on Academic Planning for
consideration and subsequent transmission to Senate.
The only part of this report which requires specific action by Senate is the proposal
developed in response to LRC recommendation 10 concerning the terms of reference for the
Senate Library Committee. The Senate Library Committee has accepted this proposal and
recommends its adoption to Senate.
1. ?
Library Funding.
The University should take positive steps to achieve the Library funding goal set out in the
President's strategic plan.
In 1992/93, there was a decrease of about 1 percent in FTE students; in 1991/92,
there was an increase of about 7 percent. According to the Challenge 2001 standard,
acquisitions funding should have increased by 14 percent in 1991/92 (it actually
increased by about 12 percent) and should have decreased by 2 percent in 1992/93
(it actually increased by about 18 percent). Over the two years, the increases totalled
30 percent when 12 percent would have met the standard.
2
These are expressed in nominal, not real, dollars. A more demanding standard would
be to express this objective in real dollars or to operationalize the target in volumes per
student or Library acquisitions' share of the total University budget. Much less
progress would have been recorded towards this objective in those terms, but the
Library did fare better than any other function in the University and appears to have
received better funding increases than libraries at other Canadian universities.
The Senate Library Committee's Annual Report to Senate should include a section
which discusses the funding level in terms of the Challenge 2001 standard.
?
2.
?
Budget Decentralization
With appropriate accountability, the Library should have greater authority for internal budget
management.
There has been some budget decentralization to the Faculties but no steps have been
taken to change the controls which influence the amount of flexibility afforded to
Library management. Some of these are unit-specific and some are University-wide.
The measures which are specific to the Library are designed to protect the long-term
investment in the collection from encroachment to meet short-term operating needs.
However, some LRIC members believe that more flexibility would be desirable and
suggest that academic departments should be allowed to authorize transfers from the
Library acquisitions budget to other Library purposes.
Library
Space Problems
The University should give high priority to resolution
of the space problems confronting the
Library.
A consultant was hired to review the Library's current and future space needs. An in-
depth report was prepared which analyzed problems in the current building and
measures which might be used now and in the future to resolve them. Continued
progress on the West Mall Centre and the Student Services Building provides
assurances that the 7th Floor will be released to Library use in early 1994 and the 2nd
and 3rd Floors in 1995. Planning towards the next major capital project ("Instructional
Facility 1" - a two-location project) should include provision for a northward extension
of the Library. This facility should incorporate, if feasible, an automated storage and
retrieval system.
?
4. ?
Relocated Information/Reference Desk
An information/reference desk should be installed at the entrance of the Library.
An internal Library Task Group report is being considered by the Library Management
Group. It notes that this relocation could not occur until non-Library uses leave the 3rd
measure.
Floor but
Another
suggests
possibility
that an information
is that Loans
kiosk
staff
be located
might provide
on the 3rd
general
Floor
information
as an interim
10
services. The development of CWIS should also help improve Library information
service.
3
5.
Inter-Institutional Library
Co-operation
46 ?
The SFU Library Administration and University Administration should strongly promote
cooperation between the province's university libraries.
There already is substantial inter-institutional co-operation via the Electronic Library
Network. We hope that government support of ELN will be increased and that we will
enjoy improved connections to other libraries. Our Library is increasingly involved
with colleges and other universities. This year, the universities' budget submission to
the Ministry made a special argument on behalf of libraries at the university-colleges.
Contacts outside British Columbia are important, too; the Library should expand its
participation in networks and organizations.
6.
Library Impact of New Programs
The resource demands imposed upon the Library by distance education programs should be
carefully and realistically calculatedf before initiation or expansion of those programs.
A new policy has been approved by Senate concerning sources of financial support for
Library materials before new courses or programs are approved.
7.
Using SFU Expertise
. ?
The Library Administration should acknowledge and make use of available SFU expertise in
relevant areas.
This has been done in the Library strategic plan process but could be extended to
appropriate Library Task Groups.
8.
Library/Department Liaison
For each department or academic program a librarian should be designated as the primary
contact person for all aspects of library service to that academic group.
It is important that standard procedures for dealing with faculty members' requests on
such matters as the purchase of new books and the replacement of lost books be
developed. An internal Library Task Group report was submitted to LRIC. The report
addresses many aspects of the vital relationship between the Library and its users and
contains 24 recommendations which address the issue of liaison between the Library
and academic departments and related matters such as enhanced professional
development opportunities for librarians. Implementation would require additional
staffing (new or reallocated), changes in Library operating practices, and a new level of
interest and commitment by academic departments.
Librarian contacts for each department have been identified but the nature of their
. responsibilities needs to be worked out. There should be opportunities for
departmental feedback concerning the effectiveness of these new assignments.
Although present staffing levels make it unlikely that a fully successful liaison
relationship can be established with all
departments and programs, this liaison should
be encouraged to the extent that resources permit.
4
LRIC distributed this report to Faculty Library Use Committees for response. There was
general, but not unanimous support for its recommendations. ?
0
9. ?
No Change in Universit
y
Librarian Reporting Relationship
The University Librarian should continue to report to the Vice-President, Academic.
There are no plans to change the present reporting relationship.
10. Review Mandate and Operation of Senate Library Committee
The Senate should review the mandate and operation of the Senate Library Committee.
LRIC recommends the following revised terms of reference for the Senate Library
Committee.
(1)
Advises the University Librarian on matters relating to the operation of the
Library and the liaison between the Library and academic departments and
programs. The areas of advice include the following:
• monitoring the continuing response to the Library Review Report
recommendations and organizing subsequent reviews every five years
• liaison between the Library and academic programs
• establishing collections priorities
• review of Library performance data
?
0
• review of major changes in Library systems or operations
(2)
Advises the Vice President, Academic on matters relating to the size of the
Library budget.
(3)
Approves guidelines for the allocation of the Library materials budget between
various fields of instruction and research.
(4)
Recommends changes in rules and regulations for the operation of the Library,
such as the Loan Policy.
(5)
Reports to Senate annually concerning its activities and the operation of the
Library.
The Senate Library Committee meets at least twice each semester at fixed meeting
times. Special meetings may be called by the Chair or by three members of the
Committee. The quorum is five members."
11. Restructuring of Librar
y
Management
The Library's management structure should be based on Assistant or Associate University
Librarians, each with line management responsibility for a functional area and commensurate
authority and accountability.
5
LRIC has been unable to find arguments which would justify the costs of adding
. another level of management in the Library. Our perception, based on one year's dose
involvement with the Library during consideration of the LRC recommendations, is
that the current structure is effective. We have been especially pleased to note the
extensive participation of library professionals in the response to the LRC report and
the willingness to contemplate changes in established policies and practices.
12.
Reporting of Library Activities
The Library should regularly and consistently report its activities. This reporting should
include financial information, collections statistics, service output data, initiatives, and
performance measures.
This has improved. LRIC expects the Library to develop and use statistical measures of
performance (including collection usage statistics) and to survey users on a regular
basis. There should be wider distribution of the collection profiles and information on
the acquisitions process. For example, the annual serials cost review will be made
available on CWIS. A Task Group should be formed from SLC and the Library to give
further consideration to reporting.
13.
Term Appointments for Senior Administrative Positions
All appointments at the Assistant University Librarian level and above should be term
appointments with a formal consultative review prior to reappointment.
LRIC believes that the University should adopt the LRC recommendation that senior
administrative positions in the Library at the level of Associate University Librarian
and above should be filled by persons on term appointments. Current incumbents
should be "grandfathered".
Policy Al2.03 calls for probationary initial appointments for the Associate University
Librarian to be followed by consideration for a continuing appointment. (The
University Librarian position is not covered by this policy.) Thus, to implement this
recommendation, changes in Al2.03 would have to be negotiated with the Faculty
Association. Provisions specifying the basis for return to Librarian ifi positions at the
end of terms in administrative positions would have to be developed both for these
negotiations to be successful and for subsequent recruiting of senior administrators in
the Library to be possible. (These provisions already exist for persons who are not
confirmed in continuing administrative positions following a probationary
appointment.)
14.
Position Descriptions for Librarians
All librarians should have a current position description. This description should be established
through a consultative process, it should set out responsibilties, and it should form the basis for
evaluation.
An internal Library Task Group has reported and the Library plans to institute a
system of job descriptions as time and resources permit.
6
15.
Involvement of Library
Staff
in Planning
Library staff should be meaningfully involved in strategic planning and review.
Since the LRC Report, there appears to have been a substantial increase in involvement
of Library staff. LRIC urges that this continue, using the model of internal Library
Task Groups.
16.
Emphasize Professional Development
Professional development should be given greater emphasis.
Improved staff development is a priority for the Library and the establishment of a
training position will occur as soon as resources permit.
17.
More Priority on Employment Equity Goals
Implementation
of
employment equity goals should be given more priority.
LRIC believes the Library's contribution to the University's employment equity goals is
appropriate and urges Library management to continue to give this a high priority.
18.
Plan for a New Computer System
The Library should immediately plan for a migration to an alternative computer system.
The LRC recommendation said that this should occur "immediately". Planning is
underway and this migration should occur within the next two years. LRIC expects
that planning for the new system will emphasize client-server architecture.
19.
Authorities Control and OPAC "Clean-Up"
Implementation
of an authorities control and "clean-up"
of the OPAC database should not be
delayed.
LRIC believes that the estimated cost of implementing the authorities control software
(initially $100-150,000) is too high to justify this LRC recommendation. The Library
should concentrate on correcting authors' names and stepping-up its efforts to
encourage Library users to bring OPAC errors to its attention so that they can be
corrected.
20.
Combine the Monographs and Serials Divisions
Monographs and serials should be brought together into one unit.
This is under consideration.
7
21.
Government Documents
The Library should explore the potential benefits of a more unified approach toward the
management
of government documents.
LRC suggested a "more unified" approach. The Library agrees that government
documents represent a collection and security issue. A specialized government
documents Librarian would help, but other staffing needs have had higher priority.
LRIC urges the Library to improve the government documents collection.
22.
Secretarial Pool
The Library should review the concept and operation of the Secretarial and Clerical Pool.
An internal Library Task Group reviewed this recommendation and the Pool has now
been dissolved.
23.
Loan Policy
The Senate Library Committee should review the loan period and other policies affecting
material availability.
Loan policy revisions have been approved by Senate and will be implemented this
0 ?
summer.
General Effects of the LRC Report
Perhaps the most important effect of the LRC Report has been to move the Library and
its users into a closer and more involved relationship. Many aspects of the Library's
operation which were previously carried out in the absence of much faculty and student
interest or input are now benefitting by the informed participation of representatives on the
Senate Library Committee and on the Faculty Library User Committees. The importance of
the Library to our academic enterprise has received a new prominence in financial and policy
decision-making in the University. It is important that mechanisms which will continue and
extend these gains be left in place.
J.M. Munro
fl,
