Collections Services Council Meeting of July 7, 2020

10:00-11:00am

Zoom

Members: Osman Celik, Jean Dickinson, Natalia Estrada, Mohamed Hamed, Mark Hemhauser, Chan Li, Toshie Marra, Jo Anne Newyear-Ramirez, Stacy Reardon (co-chair and minutes), Michael Sholinbeck, Hannah Tashjian, Sam Teplitzky, Tim Vollmer.

Regrets: Jim Church, David Faulds, Jesse Silva (co-chair)

Guests: Susan Edwards, Rico Estrada-Stone, Lillian Lee, Elizabeth Stucki

E-Reserves Project (Susan E)

• The team is led by Susan and Lillian Lee, and is composed of 16 people who volunteered to help with searching, backend checking
• The team looks for digital access to course materials and creates spreadsheets with relevant information (such as license terms, URLs, etc.)
• After the first pass by the team, selectors provide bibliographic verification, language help, acquires materials, and suggests alternatives
• Challenge in teaching: licenses with restricted access to digital materials
• ETAS challenges: not everything is there, you can't interact with the text in the ways that you can when you license the resource (e.g., can't download)
• Challenge: sometimes we can't license textbooks that our faculty wrote - opportunity for considering OERs and being careful when signing contracts
• Starting to scale up the project of digitizing materials that aren't available digitally. Would take a few weeks to get into Hathi. Interim solution: share an upload of a certain portion with faculty member until available in Hathi
• Assessment: we're looking at several questions around this to guide future iterations of the service. A few examples: 39 courses served this summer, 50 for fall, 45 departments. The sciences also using the service
• Scholarly Communication session this Thursday on fair use for bcourses -- 125 people signed up, will be recorded
• More info on the reserves project https://docs.google.com/spreadsheets/d/19z1ubJS4xrcIrpW2hDaf1gnt-GqUfwQr8lLRhdZ_m0A/edit#gid=0

Announcements

• Thank you for the hard work to committee members rotating off! David Faulds, Sam Teplitzky, Jim Church
• Hannah Tashjian (preservation), Stacy Reardon (co-chair), and Toshie Marra (EAL) will be staying on.

Update Chapter 1 for Collection Services (Rico and Elizabeth)

• Acquisitions staff have redesigned all of their workflows; still working out speed and timeline, some training may be needed for new or different parts of the workflow (such as scanning). Some changes to workflow: such as barcoding materials immediately; security strip earlier in the process. Opportunity to rethink some of our workflows.
• Goal: How to get print materials flowing with minimal exposure
• Office work began on June 26
• Organized all quarantined mail and packages in mailroom
• Moved monographs into 250 Moffitt, prepping for team to begin scanning invoices, front matter of books for remote receiving and cataloging. Material will be shelved after - collaborating with Circulation.
• Serials and EAL materials are in storage right now
• Are meeting with Systems to learn how to use scanning stations - established 6 scanning sessions far apart from each other. Not sure when scanning teams will begin.
• We have not yet asked vendors to begin shipping again. The number of outstanding items on order is around 11k. They've been staging the space to receive these, but space is limited. We can't bring everything in at once because there isn't room. Likely shelf-ready to start first. Many of the approvals are already encumbered, but the encumbered amounts will still need to be factored into selector's budgeting in the next fiscal year. Standing orders already paid insofar as was possible.
• Preservation is working with the digitization program to prep materials
• Priority of digitization: materials in print for reserves; faculty or student requests that are in print only; pre-selected items

• No concrete budget news as of now
• CDLG has a retreat in July; meeting twice
• Scenario planning for different possibilities (cuts of 5%, 10%, 15%)
• The budget reduction will have to happen immediately.
• Last time we focused on serials, this time the focus will be on the discretionary budget (often, monographs).
• Over time, selectors will be able to rebalance serials with monograph.
• What are our funding priorities? In the past, we've done across the board cuts. However, we could set priorities and protect certain areas (such as reserves). These conversations haven't happened yet.
• Hope that the budget will not be late (usually announced in mid-August).
• Have not yet had conversations about the budget reduction in Library Cabinet.
• Elsevier savings: could that inform part of our budget reduction? Jeff is still hopeful for a transformative deal. Jeff wants to use savings to put towards other transformative deals. Transformative deals are not always budget neutral.
• We're 50-60% invested in serials. A lot of other universities are at 80%.
• Could some of our savings offset us through the next few years?
• The budget reduction would be permanent.
• Consider looking at journals and big packages, especially where articles are available elsewhere -- but this would need to be a long-term project.
• Upcoming meeting with Green Glass, may help prioritizing in the long term, but won't be available until late August/Sept.

• We will discuss at next meeting