Resource Sharing Committee Minutes
January 27, 2005

1. Introductions

Introductions were made around, and Eric Scott was welcomed to his first meeting.

2. Review Minutes of 10/21/04

The minutes were accepted, as corrected, and will be posted on the committee’s website.

3. Nominations for RSC Chair, 2005-2007

Gail Nichols was nominated to be chair by Eric Scott; Charlotte Rubens seconded. Gail was elected by acclamation.

4. IAG Request to Block Reserves from Request

To clarify the discussion item: The proposal is that a student would be blocked from requesting an item that is on course reserve at the student’s home campus. Mary reported that in Phase I of the PIR implementation, SOPAG had decided that items on reserve for courses would be requestable; at the time it was difficult to determine what was on reserve. What IAG is now recommending is that requests from undergraduates and graduate students be blocked, but that requests from faculty members not be blocked. For undergraduate and graduate students there should be an escape clause with a referral to Ill for exceptions. Campus specific statements would need to be developed. What is happening now is that savvy students check a current course reserves item out from the reserve collection, then go to Melvyl and place a request for the item; since the item is checked out at the time the student places the request, the request is accepted into the Request process, and the request goes out to another campus for the item.

Action: Have IAG work out the details (wording and procedures) with CDL. Claire will forward to Susan Starr for SOPAG consideration.

5. Report from Subcommittee on Sharing Media (T. Dearie & E. Forte)

A draft survey was sent to a few ILL units for review. UCSD replied with comments of things to add and to drop. Tammy will send another draft to Colleen and Charlotte. Susan Starr (SOPAG) asked for a new timeline and a preliminary report on how we will fulfill the charge. The group agreed that the survey (reviewing the current situation) is step 1, and that the survey is limited to media collections within our libraries or under the control of the university librarians. Tammy and Eric will draft a response to the other parts. Distribution of the survey is scheduled for February with a draft report in March. It was suggested that space be added to the survey for additional comments from campuses for statements on why they have their current policies, when they do loan, and when they do not loan. It was also noted that more input from media librarians on technology, digitization, and copyright issues is needed. Gary Handman was suggested as a resource. Criteria for non-loan include items currently used in campus curriculum instruction and irreplaceability.

Actions:

• Get the inventory out and completed by March. (A portion of the report is already written and needs to be flushed out based on the inventory results)
• Write the report in March-April.
• RSC will finalize at the April 21 meeting, so that the report is ready for SOPAG in early May.
• Tammy will create a timeline for RSC going backward from the May date.
• Route the report through IAG for recommendations.

6. Specifications from Sherry Willhite on 2 Changes to MELVYL Request

RSC agreed to proceed with UCLA’s proposal – Option 2. All agreed that we were prepared for this discussion at the joint HOPS/RSC meeting. Sherry joined the meeting to answer questions about the document. Sherry will revise and have Mary email it to RSC. For journal requesting the group wanted to have the interim solution – to allow trapping, but to allow an option on the confirmation page. The longer term solution will be using the citation linker within the Request session.

Actions:

• RSC will get wording back to Sherry.
• Charlotte witll report back to IAG.

7. Report from Subcommittee on Sharing Special Collections (C. Rubens & G. Nichols)

Gail reported that the Special Collections head from Davis had been asked to serve on the committee, but no other action has been taken by Heads of Special Collections (HOSC) to our knowledge.

Action: Claire will ask Cindy Shelton (UCLA) to follow-up with HOSC.

8. Resource Sharing Code – What will get us Started?

We had a discussion of what we want this code to be. We agreed that we are looking for guidelines, not policy. Campus policies vary widely and some policies are governed by Senate Library Committees. Circulation Advisory Group (CAG) members need to know about policies that do exist, such as loaning of RLF materials for campus reserve operations. The need for shared policies will become more evident as shared collections management develops.

Actions:

• Form a subgroup to outline issues to be in a Resource Sharing Code and to identify existing systemwide policies. Gail and Charlotte volunteered to work on this and have something for the April meeting.
• Read through the current UC ILL Code and build a list or outline of issues to add from the circulation side.
• Articulate a UC Resource Sharing Mission Statement that includes ILL, shared print, and cross-campus borrowing privileges. This will help put boundaries around where we are now.
• Ask CAG to keep working on part 2, the compilation of campus policies on specific topics, and on the list of systemwide policies.

9. Report from Circulation Advisory Group (CAG) (G. Nichols)

Gail reported that CAG prepared its annual report and worked on its Goals document for this year. CAG is working on its annual March 23 meeting and the agenda for the Circheads meeting on March 24. Presentations are planned on reserves, stacks maintenance, and training & motivating staff and students. CAG continues to work on a draft of a Resource Sharing Code (see its listings of campus policies regarding various circulation practices) and has updated its web pages.

10. Report from Interlibrary Loan Advisory Group (IAG) (C. Rubens)

IAG has a subgroup working on VDX record retention. Their recommendations will need to work up through Systemwide, because they will involve changes to the systemwide Record Retention Schedules. The campuses will coordinate the upgrade to Ariel 4.0. The annual north and south meetings will be held in March (south) and April (north) and best practices will be on the agenda. VDX statistics need to be examined. Mary expressed concern that so little attention is being paid to the statistics.

Actions:

• Campuses were encouraged to look at Kerry’s email on VDX statistics and submit comments.
• Mary will send out a detailed response to Kerry’s email.
• Claire will collect statistics specifications from RSC members.

11. Report from CDL (G. Lawrence)

Gary reported on activities at the CDL.

12. Report on VDX (Mary Heath)

Mary reported that UCSB began processing non-UC lending requests from OCLC today. With this implementation, UCSB will have all ILL material in one workflow. UCLA will be a test partner with VDX in implementing VDX for Docline.

13. Next meetings

February 10 at UCLA (joint meeting with HOPS)
April 21 conference call