August Library Office Notes





ANNOUNCEMENTS: Un-retreat Status Report
from University Librarian and Dean of Libraries John Wilkin

The Un-retreat that took place in January was an extremely productive forum for stimulating discussion and initiating work. The nine reports have been shared, and progress has been made on several fronts. At this point, we can report the following progress:

Culture: Although Executive Committee has not yet turned its attention to the report on Culture, the Library has committed to undertaking a climate survey in the coming year, the results of which will provide additional information to help understand the organizational culture.

Digitization: In light of the conclusions reached in the Digitization Un-retreat report, we have asked for a report with recommendations to more closely knit together the various digitization activities in the Library, preferably creating one departmental home and a consistent workflow. We believe that the current renewed work with Google and the Internet Archive is aiding us in identifying challenges and opportunities.

Data: The useful thinking that came out of the Data Un-retreat discussion was very timely and has been made available to Heidi Imker, the new director of the Research Data Service, to help guide the work of the RDS.

Instruction: The recommendations from the Instruction Un-retreat group and subsequent discussions were very helpful, and were clearly shaped by much good work in preparation for the Un-retreat. EC reviewed the recommendations and provided specific feedback to the group and encouragement to move forward with recommendations in conjunction with the AUL for Services, the Coordinator for Information Literacy and Instruction, and the User Education Committee.

International: The recommendations (particularly around consulting/review) are sound and appreciated. In light of the process to hire a new director of the Mortenson Center, we will postpone this work until a new Mortenson Center director is hired.

Outreach: The report on Outreach will be discussed by EC in the Fall.

Publishing: Although EC has not yet discussed the recommendations on Publishing in the Library, discussions are underway with IPRH and GSLIS on a possible publishing initiative, adding to the important preliminary work in the Scholarly Commons.

Discovery and access: Considerable work has been done on the basic discovery question, prior to the Un-retreat and subsequently. The Un-retreat report and ongoing work were key to our conclusion that the limited pilot on Primo should be ended. The Discovery and Delivery Study Team is now at work on shaping an evaluative process for the different vendor products (as well as EasySearch).

CMS/Web presence: The Un-retreat report on the CMS and the Library’s web presence was deeply appreciated. Much work needs to be done here. Earlier this year, Chris Prom was asked to lead an effort to replace the current CMS and revamp the Library’s website. Status reports on this work will appear periodically in the newsletter.
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ANNOUNCEMENTS: FY2015 Salary Program
from University Librarian and Dean of Libraries John Wilkin

As part of our budget allocation, the Library was provided funds to mount a 2.5% merit-based salary program for all employees except those in a collective bargaining unit. Consistent with the merit-based parameters, we allocate the funds differentially based on performance. As has been the case in the past, FRC scores were used to shape increases for faculty, and supervisor evaluations were used to determine increases for APs. The Library also received modest funds to help address compression, retention, equity and recruitment issues with existing salaries. Letters with the new FY15 salary will go out to Library employees in mid-August. Especially in light of tight budgets in the state and higher education generally, I’m grateful for the campus’s support in helping us maintain strong salaries.
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ANNOUNCEMENTS: Content Access Management (CAM) has a New Website
This new site has updated contact information, cataloging and metadata policies, workflows, and additional resources. If you are looking for cataloging policy or information that is not on this site, please contact the appropriate person listed on the main page.

We are continuing to add content and functionality, and in the coming weeks we will work to redirect the old CAM page to the new one.

Please send any feedback, including things you would like to see on the CAM website, to Nicole Ream-Sotomayor.
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ANNOUNCEMENTS: New iOS Version of Minrva Available
Minrva iOS version 2.0 is now available for download from the iTunes app store:

With the new update users can use their iOS device to login to their VuFind account, check due dates, renew checked out items, request items from other libraries, and view course reserves.

Also new in the iOS version is the Wayfinder Module for Main Stacks. The Wayfinder module is a GPS-like service for locating books in unit at the University of Illinois Library. In addition to Main Stacks location, Minrva for iOS now has maps available for the ACES Library, Music and Performing Arts Library, and Undergrad. The Minrva iOS 2.0 codebase was sourced from the IMLS “Student/Library Collaborative” National Leadership Grant.
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ANNOUNCEMENTS: Laptop Computing Options for Library Faculty and Academic Professionals
Library faculty and academic professional staff now have the option to select the computer setup that best supports their productivity. Based on a new policy, academic professionals and faculty in the Library will work with their supervisors and Library IT to select either a desktop workstation or a laptop. Library IT will provide guidelines for selection. The Library is currently supporting this option for new hires, and will expand it soon. In addition, all faculty and APs will have the capability to participate in video conferencing from their desks. The Administrative Council will review a draft policy on technology equipment allocation later this summer that is focused on supporting this initiative.
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ANNOUNCEMENTS: Library Servers Moving to the CITES Data Center
Library IT is on target to complete a project to move Library servers to the CITES data center, which provides reliable and secure support for many campus systems. Most, but not all of the Library’s servers were moved last year to the CITES data center. Library IT is focusing on moving the 15 remaining servers to the CITES data center prior to some scheduled electrical work in the Library in mid-August. This electrical work will require a partial outage in the Main Library server room. Library IT intends to retire the Grainger Library server room by August 20, which will free 482 square feet for an alternative purpose, and will significantly save on the power and cooling in Grainger.

Library IT is working with the AUL for User Services and Library Facilities to schedule the electrical outage at a time that has minimal user impact. More information about the partial electrical outage that affects the Main Library server room will be shared in LIBNEWS and on the Gateway as the Library receives it.
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ANNOUNCEMENTS: Library Public Printing
During FY14, the Library’s public printing service handled 372,671 jobs totaling over 2 million printed pages, which is consistent with the past five years of printing history. Our busiest printer locations are in UGL, Grainger, Music, and Funk ACES libraries.
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ANNOUNCEMENTS: Library IT Help Desk News
The Library IT Help Desk will be conducting an email alias audit and begin contacting alias owners about updating information. An email alias is an email that ends in and forwards mail it receives to multiple individuals’ email addresses—a smaller version of LibNews. The audit is to identify aliases no longer in use and also to update contact information.

We are in the process of updating online documentation for technology in conference rooms 225B, 426, and 427 in the Main Library, and will continue to add documentation for more rooms as technology is set up. If there is any documentation for conference room technology that you’d like to see on the website, please let Beth Sandore know.
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ANNOUNCEMENTS: New Version of BibLeaves Library Database Software System
The Library Software Development group recently released a new version of the BibLeaves web-based bibliographic database system, This version includes improved search and customization features as well as improved stability. Current collections include over 40,000 records from the Agricultural Communications Documentation Center, nearly 30,000 records from the School of Music’s Performance Catalog, over 2,000 records from the ACES Reference collection, and over 1,000 records from the City Planning & Landscape Architecture archives. Coming soon will be over 1,000 records from the Gabriel García Márquez bibliography, and over 6,500 records from the International Field Guides bibliography, both migrated from the Library’s aging DLXS-based system.
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ANNOUNCEMENTS: Additional June 30 Innovation Fund Awardees
Each year the Dean sends out requests for Innovation Fund Proposals (deadline June 30 and December 31). The objective of this funding is to provide opportunities for Library Faculty and Academic Professionals to be innovative and make original contributions to the ways in which the Library works. Aligning with the Library’s strategic plan and/or long-term vision, the proposal must do one or more of these premises:

  • Pilot or advance new ideas, services, or technologies
  • Investigate new or alternative ideas, technologies, or processes for conducting or organizing Library activities
  • Encourage users in using and enhancing library-managed content
  • Initiate or advance strategic partnerships with other campus units, other libraries or library consortia; or other organizations
  • Demonstrate scalability

Congratulations to the following faculty for their successful proposals for Innovation Funding!

  • Preparing for the post-MARC world: BIBFRAME Transformation for Enhanced Discovery – Qiang Jin, Jim Hahn

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ANNOUNCEMENTS: Residence Hall Libraries Fall Hours
The Residence Hall Libraries welcome anyone with an active iCard to check out items from any of our seven locations.
Our fall hours at the Allen, Busey-Evans, FAR, ISR, LAR, and PAR locations will be:
Sun.-Thurs. 4pm-1am; Fri. 6-9pm; Sat. 2-5pm.
Our hours at the Ikenberry Commons Library location will be:
Sun. 4pm-1am; Mon.-Thurs. 8am-1am; Fri. 8am-9pm; Sat. 2-5pm.
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ANNOUNCEMENTS: I Love My Librarian Award Call for Nominations
The Carnegie Corporation of New York/New York Times I Love My Librarian Award encourages library users to recognize the accomplishments of exceptional public, school, and college librarians. Administered by the American Library Association, with support from Carnegie Corporation of New York and the New York Times Company, the program seeks nominations that describe how a librarian is improving the lives of people in a school, campus, or community.
Visit the awards program website for complete program guidelines and nomination procedures:
Nomination Deadline: September 12, 2014
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HR NEWS: Faculty and AP Searches
Below is a summary of current academic searches as of July 28, 2014 (click on graphic below to enlarge). A more comprehensive listing is sent via LibNews each month.
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HR NEWS: Civil Service Staff Openings
Below is a summary of current civil service staff openings as of July 30, 2014 (click on graphic below to enlarge).

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HR NEWS: Graduate Assistant Orientation and Training
The schedule of the Graduate Assistant Orientation and Training week is available.  You may start registering your new graduate assistants on the calendar at Training starts on August 18th. Remember all new graduate assistants should be registered for all training applicable to their positions, and continuing graduate assistants may also register for sessions.
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HR NEWS: New Employees 
Academic Professional (since June 30, 2014)

  • Amy Atkinson, University High School Librarian, start date August 1, 2014

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HR NEWS: Separations
The following employees have separated from employment during the last month.


  • Kelly McCusker, Behavioral Sciences Librarian, July 25, 2014

Civil Service

  • Liz Potsch, Library Specialist, Central Access Services, June 30, 2014
  • Michael Gastiger, Library Specialist, Music and Performing Arts Library, June 30, 2014

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FACILITIES: Projects in Planning

  • Main Library – Gregory Drive Sidewalk/abandon electric vault cover replacement. Consultant is designing the replacement lid/sidewalk for a section of sidewalk along the south side of the Main Library that has major deterioration. Construction to be done early Fall Semester 2014. Facilities & Services’ project.
  • Main Library – 1st floor center restroom renovation. The project will renovate both spaces providing one accessible women’s and one accessible men’s restroom on the first floor adjacent to the Marshall Gallery. Bid opening August 29 and Sept 2. Construction to start Fall 2014. Facilities & Services’ project.
  • Main Library – Room 220 operational planning for Scholarly Commons and Center for Innovation in Teaching and Learning (CITL) services. Schedule for renovation is being developed.
  • Grainger Engineering Library & Information Center – Design Center – New collaboration project between the College of Engineering and Grainger Engineering Library Current proposal would re envision the west end of the basement level – room 000 and the center section.
  • Horticulture Field Laboratory – University Archives NEH Grant Remodeling – The project will replace the existing environmental system for the three existing vaults, construct a new vault for instrument storage in room 108 and install fire suppression in all 4 vaults. Design Development phase complete, moving into the Construction Document Phase.

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FACILITIES: Projects in Construction

  • Main Library – Room 1 Renovation for Technical Services – CAM will provide new space and furniture for the staff currently located in room 220 Main Library. The room is being vacated of collection material and wall repair and painting have begun. Library Project.
  • Main Library – Air Conditioning Plant – Main Stacks Cooling Tower Replacement. Two existing cooling towers located above the 4th Main Stack addition will be replaced in the next 9 months. Site mobilization will take place in late September 2014 and cooling tower replacement starting in October 2014. The southeast section of Parking Lot E3 will be closed in September for construction staging. Facilities & Services project
  • Main Library – Phase 2B Masonry Restoration and Window Replacement – North Lightcourt. Mortar grinding is 100% complete. Window replacement west elevation of the north light court. 3 – Room 200 arched top windows and 2 – north grand stair window replacement to start in the next two weeks.
  • Main Library – Room 146 renovation in preparation for the University Archives relocation. Painting and flooring replacement and window shade installation complete. Electrical and data work to follow the completion of the shelving and furniture layout. Shelving and furniture orders in progress.
  • Undergraduate Library – Upper Level Flooring replacement project. The upper level of the UGL is out of service until the end of July 2014. Please be aware 291 UGL scheduling will need to be reserved in other Library instructional labs. The circulation desk will be set up temporarily in the lower level for the duration of the project. Contractor currently working on punchlist items. Library Facilities starting to move furniture and equipment back to UGL staff areas.
  • Undergraduate Library – additional panel enclosures, reading/collaboration tables and staff loanable tech cabinets ordered for the Media Commons.
  • Main Library – Parking Lot E3 Drainage Study Consultant has finalized the plan for resolving the water overflow from the E3 parking lot into the west basement entry and loading dock. Campus Parking is reviewing construction delivery methods and schedule. The work will be done summer 2014 or summer 2015. Facilities & Services, Campus Parking and Library project.
  • Campus Streets – Surface Replacement Projects – Summer 2014 Please visit the following links for project descriptions and scheduling.
    -Sixth Street from Gregory to Armory will be done in phases to allow the E3 parking lot adjacent to the Main Library to remain open during the project.
    Fourth Street from Kirby to Armory
    Gregory Drive from First to Fourth
    Stadium Drive from Neil to Oak

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FACILITIES: Projects in Completion

  • Main Library – Preservation 425, 425A, 425B, 425C, 427, 429, 437 and 439. Preservation staff have completed their move into their office spaces with final remodeling of labs to follow. F&S will be providing construction services in rooms 425A, 425B and 439 (labs and work rooms).
  • Main Library – Room 106 Renovation The room should be finished by mid summer. It will be a hybrid conference/seminar/limited instruction space. The space is intended to provide flexible arrangements with 8 mobile tables, 35 chairs with casters, 3 – 80” flat panel displays mounted on N. W. & E. walls. Library IT is working with CITES on finalizing the necessary comments for the A/V in the room.

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EVENTS AND TRAINING: Fall Exhibition to Commemorate WWI
First Global Conflict: Contemporary Views of the Great War, 1914-1919

29 August—19 December 2014
A century has passed since the assassination of Franz Ferdinand, the heir to the premiership of the Austro-Hungarian Empire. The murder set in motion the first great conflict of the twentieth century. Tens of millions would die, tens of millions more would be injured and displaced, and many of the world’s borders would be re-drawn.

This exhibition looks through the eyes of those who witnessed and wrote and pictured their experiences of the war and the politics of its inception and imperfect conclusion. Diaries, pamphlets, broadsides, photographs, postcards, letters, and documents held by the Rare Book & Manuscript Library explore the rhetoric and illustrate the consequences of the conflict. The exhibition is curated by Caroline Szylowicz, Tony Hynes, and Dennis Sears.

The exhibition is also part of a larger, campus-wide initiative called “The Great War: Experiences, Representations, Effects.”
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EVENTS AND TRAINING: Technology Prototyping Service Open House
On August 8th 2014 from 2-3:30pm in Grainger 335, the Technology Prototyping Service invites library staff to an open house event to showcase projects in development. Students from the Prototyping Service will be demonstrating new technology that they have worked on this summer.

Projects showcased:

  • Hoot: a software project developed for circulation desk staff which queues up student requests for reserve items that are checked out, and lets students know by text message when previously checked out reserve items become available.
  • Realtime statistical visualization of checkout trends in the Library using Elasticsearch and visualization libraries;
  • the web-based Wayfinder + Topic Space recommender for location specific recommendations in book stacks (;
  • Dynamic components for the new library Gateway, including dynamic Backbone.js web apps for library hours and study room booking (;
  • New Library Gateway wireframes in development (

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EVENTS AND TRAINING: Knot Forgotten: The Tennyson Library of Crochet at Illinois
Curated by Gil Witte

Join the Rare Book & Manuscript Library as we celebrate the acquisition of the Tennyson Library of Crochet. There will be an exhibit on the first floor of the Main Library in the North-South hallway until August 31.
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If you would like to submit content for the September 1 issue of Library Office Notes, please submit it to John Wilkin, Sue Searing, Beth Sandore, or Tom Teper by Wednesday, August 20, 2014.