August Library Office Notes





ANNOUNCEMENTS: University Librarian Note
I want to take a moment to highlight the completion of the work by the Reproduction and Use Fees Working Group (RUFWG) over the last year. The focus of the group was developing a set of policies and procedures for digitization requests. At the same time, the group attended to questions regarding uses of our digitized content. I asked our group to harmonize practices across the University Library and to position us in such a way that our policies on reuse of digitized content reflect our values about the flow of scholarly information. Read more…
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ANNOUNCEMENTS: University Library and Illinois State Library Collaborate to Make Documents Publicly Accessible
The University Library and the Illinois State Library collaborated to secure permission from Secretary of State, Jesse White, to make state government publications digitized from our collection publicly available through the HathiTrust. Read more here: 
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ANNOUNCEMENTS: FY16 Collections Budget Wrap Up
Tom Teper, Associate Univeristy Librarian for Collections and Technical Services and Associate Dean of Libraries

The University Library has finished wrapping up the FY16 materials budget. As has been the case in recent years, we swept all of the dribs and drabs and used the accumulated resources to address several needs that I believe made good use of the money that was left over. As is typical for this time of the year, I am sending out the following information in an attempt to ensure that everyone is in the loop on how we spent that remaining funding – dollars which we are not permitted to carry over. Many thanks to all of you for doing your best to spend out the resources that we have been allocated and kudos to everyone in Acquisitions, the Business Office, and the offices of the Committee on Institutional Cooperation or CIC (now the Big Ten Academic Alliance or BTAA) that had a hand in making our close run smoothly.

As for the residual funding, it was used in the following way this year:

  • The CIC Cooperative Buying Pool Funding for FY16 – As in past years, this pays off our FY17 commitment to the CIC, meaning that we can use these resources with some more thought and deliberation. In this coming year, the resources in this budget will be used to support digitization activities through the Internet Archive, specifically those items that are rejected by our renewed effort to digitize content through Google. This assessment has been reduced to the original $200,000 for FY17.
  • ProQuest Acquisition – Leveraging some committed subject funding along with some end of year funding, the University Library acquired the tenth module of the highly used Periodicals Archive Online as well as the online version of the NAACP papers.
  • Springer Ebook Backfiles – Using end of year funding, we purchased the final modules of the Springer E-Book Archive. These modules cover Business & Economics and History, Social Science & Law. They complement the previously acquired modules: Behavioral Sciences, Biomedicine and Life Sciences, Chemistry and Materials Science, Computer Science, Earth and Environmental Science, Engineering, Mathematics and Statistics, Medicine, and Physics.
  • Cambridge Histories Online – A longstanding request for the library acquired this resource. This collection provides full text online access to over 300 volumes of Cambridge Histories reference series published since 1960, covering 15 academic subjects, including: American History, British History, Economic History, General History, History of Science, History of the Book, Language and Linguistics, Literary Studies, Music, Philosophy, Political and Social Theory, Regional History, Religious Studies, Theatre and Performing Arts, and the History of Warfare.
  • Project Muse and Oxford University Press (OUP) Ebook Pilots – Payments were made to support a continuation of the pilot with Project Muse’s ebook acquisitions and a new pilot with Oxford University Press’ Ebook platform. OUP’s model appears to be more in keeping with our preference for evidence based acquisitions and the platform seems to be attracting publishers away from the JSTOR ebook platform.
  • Yankee Book Peddler (YBP) – A prepayment was made to YBP to support acquisition of ebooks in STEM disciplines. Lynn Wiley will be working with individual subject specialists on expending these funds in FY17.

In conclusion, I wanted to loop everyone in on where things stood with respect to our FY16 close. As always, please let me know if you have any questions.
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ANNOUNCEMENTS: FY17 Acquisitions/Collections—Key Dates
Tom Teper, Associate Univeristy Librarian for Collections and Technical Services and Associate Dean of Libraries

I hope that all of your summers are going reasonably well. As discussed at this week’s Collection Development Committee meeting, I am sending out a brief note to outline particularly important dates that will be relevant to Acquisitions and Collection Development activities for the fiscal year ending June 30, 2017.

As you know, The University Library is still operating with no legislative exemption to the procurement code. In past years, this gave us some more flexibility for procurement of Library Materials. There is currently no anticipated date of renewal, putting significant additional pressure on our acquisitions personnel. This means that the dates outlined below are actually quite important.

In the fiscal year that just ended, several items were submitted far later than we requested. Not only does this place a significant amount of pressure on your colleagues, it requires them to call in favors with Purchasing and other units on campus in order to ensure that those invoices can be applied in the current fiscal year. We cannot promise success in these efforts every year. And, given the procurement regulations in Illinois, we cannot promise that vendors (particularly those from abroad) will readily complete the paperwork that the state requires. If you have questions or concerns about how long something is taking, please ask and be mindful that we are working on behalf of the campus, too.

This year, there are six dates that need to be kept in mind when it comes to spending from the Collections-side of the University Library’s budget during FY17:

  • July – 2nd week – New Main Ledger created In Voyager Acquisitions: all recurring purchase orders (POs) are rolled; all firms orders not yet received and still on active order OR received after invoice close and not yet paid are rolled into the new FY: NOTE: Allocated funds will NOT represent accurate balances for the new fiscal year, but merely serve as placeholders that enable ordering to begin while balances for the new fiscal year are being loaded.
  • July – 3rd week– New Approval sub-allocations distributed, New Approval Ledger created, and new approval orders initiated.
  • February 1st – Any remaining orders requiring (a) approval of a sole source justification and/or (b) requires a license should have been received by Lynn or Wendy by the close of business on Wednesday, February 1st. The University’s procurement system operates largely outside of our control, meaning that successful procurement or items meeting the above criteria requires as much time as possible. Anything that you are hoping to buy from the collections-side of the budget that meets the criteria above should be in Wendy or Lynn’s hands by Feb. 1st.
  • May 1st – Date of last orders for any amount that does not require a license. This includes all firm orders. The only exception for materials procurement is approval plan orders. We can stretch those out a little longer.
  • May 22nd – Date of last invoices for all above. Any invoices received before May 22nd will be processed in FY17 if there is a valid order. Acquisitions and the Library Business Office cannot guarantee the FY17 processing of any invoices received after this date. Invoices received after this date may be held for processing off of the assigned funds in FY18.
  • June 2nd – Date of last approval orders. No exceptions. These orders take 3-5 business days to load completely as an order into Voyager. Acquisitions reserves the right to hold any order that will over expend an approval sub-allocation. Selections made on Global Online Bibliographic Information (GOBI) that cannot be funded by a sub-allocation will sit in GOBI selection folders until the new FY for approvals and will load against that next year sub-allocation.

Please leave enough time for the orders to get in and processed. The earlier that you place your orders, the greater the likelihood that they will be processed off of funds allocated for FY17 expenditures. As always, please note that international shipments take much longer and that funds are not expended until the invoice is approved.

Thank you, and please feel free to contact Lynn Wiley, Wendy Shelburne, or me with any questions that you might have.
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ANNOUNCEMENTS: Nominations Invited for Annual Downs Intellectual Freedom Award
The iSchool at Illinois seeks nominations for the Robert B. Downs Intellectual Freedom Award. The deadline for nominations is October 1, 2016.

Given annually, the award acknowledges individuals or groups who have furthered the cause of intellectual freedom, particularly as it impacts libraries and information centers and the dissemination of ideas. Granted to those who have resisted censorship or efforts to abridge the freedom of individuals to read or view materials of their choice, the award may be in recognition of a particular action or a long-term interest in and dedication to the cause of intellectual freedom.

Letters of nomination and documentation about the nominee should be sent by October 1, 2016 to Associate Professor Terry Weech, either by email at with a copy to, or in paper form to Associate Professor Terry Weech, School of Information Sciences, 501 East Daniel Street, Champaign, IL 61820. Questions should be directed to Associate Professor Terry Weech.
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ANNOUNCEMENTS: Recognizing Excellence
Please forward elected and invited external service appointments, honors, and awards information to Dan Tracy.
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The June 2016 CAPT minutes are posted. During the last meeting, the membership received an update on the Web Team, received reports from the Discovery and Cataloging and Metadata Teams, and affirmed its support for the Library’s emerging practice of making all locally-digitized materials publicly available when permitted by fair use. Please see Dean Wilkin’s message for a further discussion of this.

The most recent meeting minutes of the Content Access Policy & Technology (CAPT) Committee are posted at
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HR NEWS: Faculty and AP Searches
Below is a summary of current academic searches as of August 1, 2016 (click on graphic below to enlarge). A more comprehensive listing is sent via LibNews each month.


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HR NEWS: In Memoriam

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IT NEWS: Update on Summer Hardware Replacements
As originally reported in May, Library IT is replacing all circulation desk workstations and all public printers. Currently about half of the circulation desk workstations have been replaced, and the new public printers arrived on July 20th. Printer installation will begin the week of July 25th.

If you have questions about this please contact the Help Desk.
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IT NEWS: Update on Library Staff Intranet Project
The Library Staff Intranet team will be holding a series of open card sorting sessions to help define the structure and organization of the new Library staff intranet. Sessions are currently scheduled for:

  • Wednesday, July 27 from 3:30-4:30 in Room 106
  • Tuesday, August 2 10:30-11:30 in Room 308

With more sessions possibly scheduled for September. In addition, there is an online version of the card sorting exercise which is also available: Please join the intranet team for one of these sessions or do the online exercise. Questions or comments can be addressed to Megean Osuchowski,
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FACILITIES: Project Information
Please visit the Office of Library Facilities web page ( for project information
(under Facilities–>Project Information).
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If you would like to submit content for the September issue of Library Office Notes, please submit it to John Wilkin, JoAnn JacobyBeth Sandore, or Tom Teper by Friday, August 19, 2016.