To: Dr. Donald Russell, Clerk of Senate

MEMORANDUM

Date: November 4, 2015

To: Dr. Donald Russell, Clerk of Senate Cc: Kama Hutchence, Secretary of Senate

From: Stephen Fai, Director, Carleton Immersive Media Studio and Associate Professor, School of Architecture and Urbanism

Re: Report of the Library Committee of Senate – 2013-2015

Members 2013/2014: Stephen Fai (Chair)

Margaret Haines (University Librarian)

Amanda Goth (Library-Committee Secretary)

Jane Fry (Library)

Laura Newton Miller (Professional Librarian)

Chris Joslin (Faculty of Engineering and Design)

Julie Murray (Faculty of Arts and Social Sciences)

Andre Loiselle (Faculty of Graduate and Post-doctoral Affairs)

David Jackson (Sprott School of Business)

Christine Laurendeau (Faculty of Science)

Tom Darby (Faculty of Public Affairs)

Rabbi Hossain (Graduate Student Member)

Vacant (Graduate Student Alternate)

Vacant (Undergraduate Student Member)

Members 2014/2015: Stephen Fai (Chair)

Wayne Jones (University Librarian)

Denine Eby (Acting Library-Committee Secretary)

Jane Fry (Library)

Laura Newton Miller (Professional Librarian)

1 Chris Joslin (Faculty of Engineering and Design)

Jaffer Sheyholislami (Faculty of Arts and Social Sciences)

Paul Keen (Faculty of Graduate and Post-doctoral Affairs)

David Jackson (Sprott School of Business)

Christine Laurendeau (Faculty of Science)

Tom Darby (Faculty of Public Affairs)

Cecilia Jorgenson (Graduate Student Member)

Maher Jebara (Graduate Student Alternate)

Katrina Crocker (Undergraduate Student Member)

The Senate Library Committee (SLC) met March 19, 2013; November 28, 2013; June 2, 2014; December 5, 2014; and March 6, 2015. This document is meant to summarize the major issues that were brought forward to the committee during 2013, 2014 and the beginning of 2015.

Staffing New continuing appointments: Systems Librarian - Web, Communications and Interface Design – Shelley Gullikson Systems Librarian - Emerging Technology and Systems Integration - Jennifer Whitney Reference Services Librarian - Health Sciences - Heather MacDonald (2 Year term) Reference Services Administrator - Ryan Tucci Stacks Supervisor - Kripa Dongol Acquisitions Financial Supervisor – Clair Switzer Catalogue Maintenance Assistant – Sarah Grela

Major Transfers: Laura Newton Miller, Collections Assessment Librarian, became the Assessment Librarian. Pat Moore stepped down as Associate University Librarian (Research and Technology) to a Systems Librarian.

Retirements: Leslie Firth, Thanh Tong, Fatima DaRosa, Maria Urbanski, Judith John, Maria Palko, Ruth Mohammed

Margaret Haines, University Librarian, started administrative leave in August 2014. Wayne Jones began as interim University Librarian.

A new Discovery Layer, Summon, was implemented during this period of time and was launched to the public in January 2014. Summon is a suite of software that offers a single interface to multiple sources and provides the user a single point through which they can search (almost) all of the library’s resources.

2 A majority of SLC discussions surrounded renovations of our building. Generally updates on the progress on the building were given to the committee. The official opening of the building occurred on December 5, 2013. A second phase of renovations was discussed on June 2, 2014, which includes upgrades to the HVAC system and updating older parts of the library building.

The Library’s Support for Research at Carleton was highlighted through various SLC meetings including: CURVE (Carleton University Research Virtual Environment), Carleton’s institutional repository; the GSA Open Access Award; the CURIE (Carleton University Research Impact Endeavour) fund; the library’s involvement with the Electronic Thesis and Dissertation project; the library’s involvement with the Public Knowledge Project (PKP, an open source software for academic and journal publishing. A university-wide Scholarly Communications Committee was formed in January 2011, co-chaired by Margaret Haines and Mark Forbes.

There were updates on Copyright during SLC throughout this period as Carleton made the decision to opt-out of the Access Copyright agreement. The library had a lead role (Valerie Critchley) in advising to make the decision. Updates were made on the York University lawsuit. A university-wide Copyright Policy Committee was created in May 2012, chaired by Margaret Haines. Valerie is the main lead on Copyright and has been handling questions from faculty, students and staff about copyright on a variety of topics, including use of materials for teaching, performance rights to music and inclusion of materials in theses and dissertations.

A general update on Collections was given at all SLC meetings including specifics about budget, collections assessment, notable gifts, special collections, digitation of Carleton memorabilia, and fundraising for collections.

A generous donation of $100,000 was received from President Runte and was used for renovations to the Jacob Siskind Music Resource Centre. The library also received significant donations from the Fakirani Family and the Birks Foundation. Newly renovated study spaces are available for naming through donation. Funds from donations are usually dedicated to collections or collection processing.

The space on the first floor at the bottom of the spiral staircase was dedicated to collections relevant to the Ottawa area and environs and named the Ottawa Resource Room.

The Archives and Research Collections Mandate was updated and presented to SLC for approval. The update in mandate included a change to the collections policy.

A Demand-Driven Acquisitions (DDA) project was launched in January 2013 which is a way for the library to add to its collection based on library patron usage. The records are loaded into the catalogue and they look like any other e-book record but a purchase is not initiated until the user triggers the purchase. Triggers can be the length of time the e-book is viewed or how many times it is downloaded, etc. Over a two or three week period the library purchased 301 e-books using the DDA method. If the budget permits the library will continue to have DDA periods for purchasing.

3 All meetings included an update on the library budget outlining the current state of the collections budget, operating budget, and endowment funds, with specific updates on copyright clearance fees and renovations. Cuts to the library budget were also outlined and the effect of the rising value of the U.S. dollar on the library’s spending power for collections.

The library strategic plans for 2008-2010 and 2011-2015 were presented to the committee as well as annual reports from 2008/2009 to 2011/2012. The new library strategic plan 2013-2018 (following the University's new Strategic Integrated Plan) was subsequently presented to SLC with four main themes with specific goals.

The library co-piloted a Creative Writing Camp in the summer of 2012, in cooperation with the English department.

The library was heavily involved in the proposal for the Bachelor of Information Technology – Information Resource Management program which will be the fourth stream of the BIT program in conjunction with Algonquin College. It combines a BIT bachelor’s degree with a library and information technician diploma. This is a unique program in Canada combining classroom, experiential learning and co-op. The first cohort of students will arrive in fall 2016.

A Technical Services Review began the summer of 2013 which reviewed collection development, acquisitions, cataloguing, and maintenance activities performed by the two collections and technical services departments including reorganizing staff resources in recognition of the changing needs of collections and the movement towards increased purchasing of e-resources.

A Public Service Review was started in October 2014 to review all public services within Reference Services, Maps, Data and Government Information Centre (MADGIC), Archives and Research Collections, and Access Services in order to identify any capacity for reorganization, efficiencies, collaboration with other departments, and opportunities for alternative delivery of service. The review is ongoing with recommendations scheduled for spring of 2016. As part of the review a user needs survey was conducted including flipcharts on all library floors.