UC Libraries Advisory Structure Achievements: July 1, 2013 – June 30, 2014


To: UC Libraries Advisory Structure (for information)
Users Council Liaisons (for information & distribution)
LAUC (for information & distribution)
CC: Council of University Librarians (for information)
From: Lorelei Tanji, Chair, CoUL
Date: 14 July 2014

The Council of University Librarians would like to thank and acknowledge the extensive work of all the UC Libraries Advisory Structure (UCLAS) members this past year. We are impressed by the significant, and numerous, accomplishments that occurred during this inaugural year of launching the UC Libraries Advisory Structure. Implementing a new structure, aligning with CoUL’s systemwide priorities, and working collaboratively across UC campuses demonstrates adaptability and commitment amidst a period of great change. We are encouraged by the new ideas and participation that this restructuring has allowed for. We sincerely thank all members for their continued dedication to UC systemwide collaboration and commitment to ensuring the effectiveness of systemwide efforts.

A brief summary of advisory structure work that is in process or has been completed during this past year is now available at:

As long as the list is, there are numerous tasks undertaken to maintain and monitor the structure, which are not reflected in the table.

Below are a few highlights of the activities.

· The Coordinating Committee (CC). The CC focused on transitioning into the new structure which included establishing and clarifying procedures, workflows and related documentation. The Committee also defined and launched the Common Knowledge Groups (CKG) guidelines and registration process, as well as over the course of the year reviewing and approving the launch of 10 CKGs.

· Strategic Action Group 1: Scholarly Research & Communication (SAG1). Focused their efforts primarily on the new UC Open Access policy and on data curation activities. In particular, they defined a collaborative process for working with the newly launched Office of Scholarly Communications. They also worked in collaboration with the Collections Licensing Subgroup on a number of OA initiatives, as well as supporting OA policy implementation activities.

· Strategic Action Group 2: Access, Discovery & Infrastructure (SAG2). SAG2’s areas of focus include discovery, access, digital assets management and user experience. In support of these efforts, they successfully recruited and staffed the Digital Reference Ask-a-Librarian Service Manager, reviewed and responded to CoUL’s request to investigate the feasibility of single sign-on via Shibboleth; worked closely with the UCL Digital Collection (UCLDC) project, and launched a task force to investigate a UC shared metadata policy

· Strategic Action Group 3: Collection Building & Management (SAG3). SAG3’s areas of focus include UC-wide shared collection building, shared acquisitions, cataloging, preservation and mass digitization. SAG 3 reviewed and dismissed two Next Generation Technical Services (NGTS) projects, with one still under review; is exploring different approaches and subject areas with regards to collaborative digitization, and has a number of projects underway: Shared Print, federal documents and Shared ILS/Resource Management System for the UC Libraries.

· Collection Licensing Subgroup (CLS). In addition to finalizing major ejournal licenses with Sage, Elsevier, Wiley, Springer and Nature, CLS also completed an ebook Framework report, an article delivery service task force report, conducted an assessment of the UC Open Access Fund, as well as continuing a Demand Driven Acquisitions Task Force, and collaborating with SAG1 to charge a Transformative Publishing Model Pilot Task Force.

Additional details about UC Libraries Advisory Structure can be found here:

Last updated: July 18, 2014

UC Libraries Statement on Authors Guild v. HathiTrust Digital Library Appellate Court Ruling


The University of California Libraries join with our HathiTrust colleagues in welcoming the decision by the Second Circuit of the US Court of Appeals that key services of the HathiTrust Digital Library – digitization for the purpose of full-text searching and access for the print-disabled – are fair uses under US copyright law.

We believe this judgment is a significant affirmation of the role of digital technologies in assuring the vitality of our intellectual heritage while protecting the interests of authors and other copyright holders. UC Libraries have been leaders in the effort to convert major research library collections to digital form, digitizing more than 3.6 million volumes from our collections to date and depositing the volumes in HathiTrust for long-term preservation and access. By digitizing our collections and opening them up to new forms of scholarly inquiry through HathiTrust, we are making the intellectual treasures in our nation’s libraries more discoverable in the digital age and connecting these books to new generations of readers and scholars. Bringing this rich heritage into greater public awareness serves the shared interests of all who seek to advance human knowledge and understanding, including libraries, authors, and the reading public.

Official HathiTrust statement:

About the UC Libraries:

Last updated: June 16, 2014

Data Management Planning Tool More Responsive to Researchers’ Needs


The University of California and several partners have released a new version of a free tool that helps researchers and their institutions create effective data management plans required by the federal government.

The DMPTool v2 aids researchers with this critical component of research practice required by agencies such as the National Institutes of Health (NIH) and National Science Foundation (NSF). Under the 2013 Office of Science and Technology Policy directive, this requirement will expand to nearly all federal agencies within the next year.

With funding from the Alfred P. Sloan Foundation and the Institute of Museum and Library Services, DMPTool project partners built a tool that guides researchers in creating plans that meet an array of funder requirements and provides embedded assistance and suggestions for successfully completing the plan. Partners creating the second version of the tool include the California Digital Library’s UC Curation Center (UC3), the University of Virginia Library, the University of Illinois at Urbana-Champaign Library, Purdue Libraries, the Smithsonian Institution and DataONE.

“This innovative technology was created by a talented group of colleagues working together,” said Patricia Cruse, Director of UC3. “This highlights the importance of collaboration in the success of complex projects such as this.”

DMPTool v2 was built in response to users’ requests for an array of new features, including increased functionality for plan creators and administrators. Plan creators can now collaborate with colleagues, get institution-specific help and easily share their plans publicly or within their institution. Institutional administrators can easily customize their plans with local branding, templates and assistance tailored to the institutions.

“I’m looking forward to the increased functionality of the latest version of the DMPTool, which will help researchers at my university win more grants,” said Stephanie Wright, data services coordinator for the University of Washington Libraries. “I’ll also use it to strengthen the relationship with our university’s Office of Sponsored Programs, and advance our conversations on institutional data management policies.”

Use of the DMPTool has grown to 115 institutions that have configured their campus single sign-on or customized the technology for their users. Participating organizations are located across 40 states and the District of Columbia, with California leading nationally with 20 participating organizations.

This press release was issued by UC’s Press Room today, June 3, 2014:

Last updated: June 3, 2014

UC Libraries Advisory Structure Bimonthly Report


Re: UC Libraries Advisory Structure Bimonthly Report
To: UC Libraries Advisory Structure (for information)
Users Council (via Ellen Meltzer for information & distribution)
CoUL (for information)
LAUC (via Nick Robinson for information & distribution)
From: Coordinating Committee, UC Libraries Advisory Structure (via Marlo Young, Communications Manager)
Date: 19 May 2014

UC Libraries Colleagues,

An extensive update on activities of the UC Libraries Advisory Structure (UCLAS) for the period of March and April 2014 is now available:
UC Libraries Advisory Structure Report March-April 2014

Additional detail pertaining to the activities of the advisory structure's Coordinating Committee and Strategic Action Groups can be found in public minutes regularly posted online. As always, questions can be directed to campus and LAUC representatives on the Strategic Action Groups or directly to the Coordinating Committee at .

Past UC Libraries Advisory Structure Reports archived at:

Last updated: May 27, 2014

UC Special Collections Highlighted


In a news article on the University of California website, UC archival collections are highlighted across the campuses. States the article, “While there’s no other band like the Grateful Dead, UC Santa Cruz is in good company insofar as housing archives of cultural significance. The University of California is home to dozens of special collections at its 10 campuses. They span the arts, sciences, history and culture, and appeal to both academic historians and ordinary folks.” At least one collection from each of the campuses is described in the illustrated article. What’s your favorite?

Last updated: May 22, 2014

DPLA Welcomes CDL and UC Libraries Participation: Content Hub Launch


Today, April 17, 2014, the Digital Public Library of America welcomed the California Digital Library, in collaboration with the ten-campus University of California (UC) Libraries system, as a DPLA Content Hub. A Content Hub is a centralized aggregation point for a large corpus of metadata from one or more institutions, which DPLA can harvest and display in its public access system.

In its role as DPLA Content Hub, CDL will be sharing metadata records from Calisphere, a website with approximately 250,000 digital primary source objects contributed by libraries, archives, and museums across the state. Additionally, CDL will be exploring new avenues for aggregating metadata records hosted outside of the Calisphere platform and sharing those records with DPLA. Read DPLA’s full press release here:

Last updated: April 28, 2014

Statistics Common Knowledge Group: Call for members


Re: Common Knowledge Group Call for Members
To: UC Libraries Advisory Structure (for information)
Users Council (via Ellen Meltzer for information & distribution)
LAUC (via Nick Robinson for information & distribution)
From: UC Libraries Advisory Structure (via Marlo Young, Communications Manager)
Date: 14 April 2014

This memo serves as call for members interested in a new UC Libraries Statistics Common Knowledge Group (CKG).

Membership is open to all levels of staff interested in and responsible for collecting and reporting library statistics. The Common Knowledge Group Charter containing more detail, and general information about CKGs, is available online:

To participate in the Statistics CKG, please contact its chair, Joanne Miller, CDL,

As with all CKGs, membership is limited to staff who are directly engaged in and/or responsible for work that is under the purview of the CKG. Please obtain your supervisor's approval prior to participation.

Last updated: April 15, 2014

SAG 3/Shared ILS/RMS Task Force Update: Consultant Engaged


UC Library Colleagues,

With the approval of the CoUL, the Strategic Action Group 3 (Collection Building & Management) Shared ILS/RMS Task Force has engaged Marshall Breeding as the consultant to help assess the interest in and technical feasibility of implementing a shared ILS/RMS system for the UC Libraries. As noted previously, this exploratory process does not presume that the UC Libraries will choose to adopt a shared ILS/RMS, either as a single institution or by a subset of the campuses. Marshall Breeding will work with us, assisting the Task Force in completing its charge, from April 1 through June 30, 2014 and his work will involve the following phases:

  • Information gathering regarding the requirements and expectations of the University of California Libraries, building on information identified through the NGTS initiative.
  • Conducting an environmental scan of the systems and services with potential ability to meet the requirements of a shared implementation for the University of California libraries.
  • Interviewing individuals involved with libraries and consortia of similar size and complexity that have implemented each of the candidate systems.
  • Developing  a written report and presenting the findings of his investigation.

During the initial phase the consultant will develop a list of questions for each campus to gather information related to the requirements and expectations of what the University of California libraries expects of a potential shared ILS/RMS platform.  He plans on conducting telephone interviews to gain any clarifications needed or to explore any issues raised and to conduct a series of conference calls with key stakeholders in the UC libraries.

The results of the short survey we conducted in January will be shared with the consultant. These results provide basic information on the status of each campus with regard to its current ILS and interest in future migration.

As the investigation progresses, there will be additional opportunities for input, comment, and review from all sectors and colleagues of the UC Libraries.  Following the completion of the consultant’s work,  Strategic Action Group 3 (SAG 3) and its Shared  ILS/RMS  Task Force will make recommendations on next steps to CoUL. 

Please feel free to direct questions to Vicki Grahame, Task Force Chair, or Diane Bisom, SAG 3 Chair.

Thank you,

Diane Bisom
SAG 3, Chair


Diane Bisom
Associate University Librarian
Information Technology and Systems
University of California, Riverside Libraries
P.O. Box 5900
Riverside, CA 92517-5900

Last updated: May 6, 2014

Common Knowledge Group Call for Members : UC Shared Visual Resources


This memo serves as call for members interested in a new UC Shared Visual Resources Common Knowledge Group (CKG).

Membership is open to all levels of staff interested in and responsible for building shared visual resource collections.  The Common Knowledge Group Charter containing more detail, and general information about CKGs, is available online at:

To participate in the UC Shared Visual Resources Group CKG, contact its chair, Vickie O’Riordan, UCSD,

As with all CKGs, membership is limited to staff who are directly engaged in and/or responsible for work that is under the purview of the CKG.  Please obtain your supervisor’s approval prior to CKG participation.

Last updated: May 6, 2014

The University of California awards contract to Symplectic for the implementation of a publication harvesting system to support UC’s Open Access Policy


The California Digital Library (CDL), in conjunction with University of California campus partners, has chosen Symplectic as the vendor to implement a publication harvesting system in support of the UC Open Access Policy, passed by the Academic Senate in July 2013. 

Symplectic’s flagship product, Elements, will form the basis of a research information management system intended to simplify participation in UC’s OA Policy by providing an efficient method for faculty to deposit their research into eScholarship, UC’s institutional repository. This system holds great promise for dramatically increasing the rate of deposit of faculty publications in accordance with the policy.

With a robust set of features that address the specific requirements of the UC OA Policy and the needs of UC authors, Elements will closely monitor publication sources, including public and licensed publication indexes, for any new materials published by UC authors. Once a new publication is detected in the indexes, the system will collect as much information about that publication as possible and contact the author(s) by email for confirmation and manuscript upload. Author-approved publications will then be automatically submitted to eScholarship, where they will be openly available to the public.

Symplectic, a UK-based developer of integrated research information management systems, was chosen after an exhaustive RFP process, conducted by members of the CDL team and representatives from the three pilot campuses: UC Irvine, UCLA, and UCSF.  The publication harvesting system will launch in June 2014, and will serve the three pilot campuses. Contingent on funding and review by the Academic Senate, the system will be extended in June 2015 to cover the remaining UC campuses.

Further developments in the implementation of this harvesting system can be tracked by visiting the Open Access Policy Implementation (OAPI) wiki or subscribing to the OAPI mailing list.

To learn more about the UC Open Access Policy or to contact us with questions, visit the Office of Scholarly Communication site.

Last updated: March 3, 2014