September Library Office Notes






ANNOUNCEMENTS: University Librarian Note
Check back next month for a new Note from Dean Wilkin.
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ANNOUNCEMENTS: Update from the Task Force on Promotional Paths for APs in the Library
During the months of July and August, the task force has been working on the document, “Draft Recommendations: Library Framework for Academic Professional Promotion.” The document outlines promotional paths for Academic Professionals (APs), including a framework for principles, eligibility, promotion ranking, review criteria, process, and promotion awards for the Library’s Academic Professionals to recognize cumulative milestones in their career accomplishments and their notable contributions in service to the University of Illinois Library, as well as to their respective professional areas.
In order to gauge broader feedback from Library Academic Professionals as well as Library faculty and staff, the task force will organize the following outreach efforts in September:

  1. Open meetings: three 90 minute sessions will be organized (two sessions open to Academic Professionals, and one session open to all Library staff and faculty)
  2. A meeting with Academic Professionals in Library IT: Tom Habing will host this meeting
  3. Office hours: the Task Force will host office hours once a week during September to talk with any member of the Library staff or faculty who would like to discuss the recommendations, and to brief those who are not able to attend a forum
  4. September faculty meeting: review the task force’s recommendations and facilitate discussion

Detailed dates for each session will be announced through the LIBNEWS listserv. The Library Executive Committee will post the draft recommendations for comment on the EC web page in the near future.

The Task Force:
Tom Habing, MJ Han (co-chair), Josh Harris, Greg Knott, Beth Namachchivaya (co-chair), Richard Stokes, Jen-Chien Yu, Angela Waarala
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ANNOUNCEMENTS: Call for Nominations for the Outstanding Civil Service Staff Award
The Library Awards and Recognitions Committee is pleased to announce the call for nominations for Outstanding Civil Service Staff Award. This award recognizes staff employees for their exceptional accomplishments and service to the University Library.

Any member of the Library community (faculty, staff or student employee) can make a nomination for this award. Nominations are due by Friday, September 16th, 2016, with winners honored at the upcoming Service Recognition Program, tentatively scheduled for October 11, 2016. Winners will also receive $1,000 (after taxes) and a commemorative framed certificate. In addition, the committee will work with award winners’ nominations for submission for the Campus’ Chancellor’s Distinguished Staff Award. The call for nominations for this award is typically sent out in December each year.

Please see the attached information for eligibility details and nomination guidelines. Should you have any questions, please connect with Beth Woodard (; (217) 244-1882).

Please fill out the nominating form at
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ANNOUNCEMENTS: Library Advancement Loanable Items
Need a banner, display board, tablecloth or runner for an upcoming event which promotes the University Library and any one or more of its units, services, and programs? Loanable items are available through the Office of Advancement. Please see the form below for more information.

Library Advancement Checkout Items

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ANNOUNCEMENTS: New Upgraded Minrva App for iOS Devices
Minrva 2.2 for iOS includes the Minrva core modules for all I-Share libraries including such functionality as searching for items in the catalog, logging in to check due dates, renew items, request statuses, and find out what is on reserve for courses. At the Undergraduate Library location in Minrva, all new location-based recommendation features have been added to the Wayfinder module. Students simply turn on Bluetooth within their mobile device so that Minrva can infer their location and suggest popularly circulating items along with digital content (e-books, and e-journals) related to their location in the Undergraduate Library.

Download the app at
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ANNOUNCEMENTS: Save the Date and Call for Proposals: 4th Annual Library Research Showcase
The 4th Annual Library Research Showcase is scheduled the afternoon of Monday, November 14! Please mark your calendar and plan to join us to hear about faculty, academic professional, and graduate student research happening in the library. Library faculty and academic professionals, and their research collaborators, may submit presentation proposals for lightning talks, poster sessions, and tech demos through the online CFP form available at the Showcase website: Watch the website for schedule details, which will appear in September and October.

For more information, contact: Dan Tracy, Library Research Showcase coordinator (
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ANNOUNCEMENTS: Collection Development Committee Notes
The Collection Development Committee met on August 23, 2016. During the meeting, we discussed the FY17 materials allocation; the merger of Nature and Springer as it related to a new license being negotiated on our behalf by the Big Ten Academic Alliance (BTAA); listened to reports about the Library’s pilots on JSTOR ebooks, Project Muse ebooks, and Kanopy streaming media; and briefly touched on EBSCO cancellations, large scale digitization, the BTAA Shared Print Archive proposal, and the status of the College of Medicine and impact on the Library.

The most recent meetings minutes of the Collection Development Committee are posted at
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The following topics were discussed at the July 28 CAPT committee meeting:

  • Kyle Rimkus provided a report on the activities of the Digital Production Working Group.
    • There was a demo of the digital library system, It currently serves as the gateway to about 60 digital collections in the Library, and serves as the host for a number of those collections with about 5000 items. It is on track to replace our CONTENTdm system in the next 6 months.
    • There was a discussion of the need for a more robust media delivery system for the Library. The possible systems that were discussed include Kaltura, Mediaspace, Avalon, and Ensemble. The CAPT committee is considering a pilot using the Kaltura system.
  • Bill Ingram provided a report on the activities of the Repository, Preservation, and Access Working Group.
    • Helenmary Sheridan is the new IDEALS Repository Services Coordinator. She is working with Seth Robbins and others on potential new features for IDEALS, such as file previews, improved support for A/V and media files, and improving the submission workflows.
    • The Medusa preservation repository successfully completed the development and deployment of a failover system such that if the primary storage ever goes offline, we can easily switch to the backup storage as read-only. Although deposit will be temporarily disabled, consumers of the data won’t notice a difference.
    • Medusa also just added an additional 30TBs of storage.
    • With respect to the Illinois Data Bank, a major area of work has been developing strategies and processes for dealing with larger files (>15GB). Since IDB and Medusa share storage this is also a concern for Medusa. There is potential for significant growth in storage needs, i.e. one potential patron is ready to deposit a 450GB dataset.
    • The new digital publishing specialist, Janet Swatscheno, started on August 16.
    • The Scholarly Communications and Publishing (SCP) group will be taking over responsibility for maintaining the OJS publishing software for the Undergraduate Research Journals.
    • Mark Zulauf has started as the new coordinator of the Illinois Researcher Connections (IRC). Once Mark is up to speed there will be additional work required to improve the business process database which updates the master list used by the Elsevier PURE system.

The next CAPT meeting took place on August 25.

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


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HR NEWS: Lateral Transfers

Civil Service

  • Alissa Marcum from Circulation to ILL/DD
  • Margo Robinson from Vet Med to Circulation
  • Cindy Nakea from Vet Med to ACES
  • Ginger Schutz from CMS to Acquisitions

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HR NEWS: Civil Service Vacancies

Posted Vacancies with Interest Letters Sent

  • CAM – Library Specialist specialty factor of South Asian language
  • CAM – Library Specialist specialty factor of Slavic language

Soon-to-be Posted Vacancies

  • Digital Imaging Specialist I
  • Office Support Associate

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HR NEWS: Retirements

  • Julia Watkins

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HR NEWS: Resignations

  • Rhalo Thomas – Grainger
  • Sally van der Graaff – CAS
  • Lindy Wheatley – Mortenson Center for International Library Programs

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IT NEWS: More Updates on Library Summer Hardware Replacements
New public printer installation has been completed just in time for the Fall semester. Work continues on the replacement of circulation workstations.

If you have questions about this please contact the Help Desk.
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IT NEWS: Tech Points
For the first week of classes, Monday, August 22 through Friday, August 26, Library IT, the Undergraduate Library, and campus Technology Services partnered to provide a temporary IT help desk location at the entrance to the Undergraduate Library. These service points were intended to help incoming students with basic IT support such as connecting devices to campus wireless, password resets, or accessing university email.
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IT NEWS: Changes to the Campus Shibboleth Single Sign-on Service
Starting September 3, off-campus services that require logins will ask permission to gather personal information from you. This information is usually limited to your name, email address, and university affiliation (student, faculty, staff, etc.) in order to verify your authority to use the service and personalize your experience. This change is being made to better inform patrons of what information is being shared about them to 3rd party companies. Library services affected include Ares (electronic reserves), Aeon (RBML request management) and the Evanced D!BS (study room reservations) application.
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IT NEWS: Coming Soon: Two-Factor Authentication for Payroll Direct Deposit Changes
Many of you probably saw the recent notice from University Payroll and Benefits announcing that future changes to NESSIE Direct Deposit information must be made from a computer on the campus network. This change was a result of increased phishing attacks by hackers trying to gain access to employee accounts. So far our university has not suffered any financial losses, but some of our peer institutions have not been so lucky.

This restriction will be supplemented later this fall by what is called two-factor authentication. Two-factor authentication introduces a second step for secure logons beyond just the ubiquitous password and PIN. Typically the second step involves a message which is sent to your cell phone or other phone which you must respond to in order to verify your identity. There are several ways this can be accomplished, such as entering a short PIN number which has been sent via text message to your phone, but there will also be other alternatives for people who may not have access to text messaging. This augments identity verification with not only something only you know, your password, but with something that only you have, your phone. University Payroll will be providing more details about this change later in the fall.
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IT NEWS: On a Related Note: Longer Passwords
Also later this fall, the Active Directory allowable maximum password length will be increased from 15 characters to 127 characters. The minimum will still be 8 characters. You can get more creative with your password.
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FACILITIES: Facility Project Updates

  • Grainger Engineering Library – Relocate EWS Lab
    • Move the lab from room 57 lower level to room 450 west end to allow for the College of Engineering to relocate/expand their testing center from DCL to room 57. Space on 4 East has been cleared and College of Engineering furniture is to arrive in September.
  • Main Library Corridor Flooring Replacement
    • Replace all main corridor flooring; basement, 1st thru 4th floors. Completion August 2016.
  • Main Library – Room 1 Renovation for Technical Services
    • The remodeling will provide new space and furniture for the staff currently located in room 220 Main Library. Wall/ceiling repair and painting scheduled to be complete September 2, 2016. Cooling units and light fixtures to be installed by September 13, 2016. Furniture to be installed September 14, 2016.
  • Main Library – Room 200 & 225 Rearrangement
    • The Classics Library has moved from the 4th floor of the Main Library to room 225 and Literatures and Languages relocated to room 200. The circulation desk for both libraries is consolidated to the central area of room 200. Remaining component of circulation desk in fabrication.
  • Main Library – West Basement Entry Ramp Revisions – Complete
  • Main Library – Parking Lot E3 Steam Tunnel Rehabilitation – Complete
  • Music and Performing Arts Library – Player Piano Restoration and Room Remodeling.
    • Library Facilities and MPAL are working with a restoration consultant and Facilities & Services on piano restoration and F&S for room remodeling. Purchase orders have been placed for the piano restoration.
  • Oak Street Library Facility – Third Floor Build Out
    • The project will build out 2,000 square feet of “shell” space on the 3rd floor, constructed as part of the 2014 phase I project for the CMS staff currently located in room 44 Main Library. Construction completion is September 13, 2016. 
  • UGL Espresso Royale Coffee Shop Remodeling
    • The café space will be completely remodeled including the tunnel between UGL and Main. The tunnel and café area will remain closed until the construction is complete. Anticipated opening September 12, 2016.
  • UGL and Main Door Replacement
    • Replace stainless steel frames and doors at the plaza level (east and west sides) along with both north and south ends of the Espresso Royale area, install new door hardware and electronic access. Construction scheduled to be complete September 30, 2016.
    • Refurbish north, south and east doors of Main along with new door hardware and electronic access. Construction scheduled to be complete September 30, 2016.
  • 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. June 2016 completion.

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EVENTS AND TRAINING: Staff Events Calendar
To see the most up-to-date staff events calendar, please visit
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EVENTS AND TRAINING: ALCTS Two-Part Webinar: Library of Congress Classification
Please join us for a two-part webinar (hosted by Nicole Ream-Sotomayor and sponsored by Staff Development and Training):

  • Part 1: Library of Congress Classification (LCC): Introduction
    Wednesday, September 7, 2016
    1:00 p.m. – 2:00 p.m.
    314 Main Library
    This session will briefly introduce the history of LC Classification (LCC) and the general principles of classification. Participants will be introduced to the Classification and Shelflisting Manual and learn how to make use of Classification Web,, and the freely-available LCC schedules to select classification numbers. There will be special focus on the use of the LC Cutter table and when to use it.
  • Part 2: Library of Congress Classification (LCC): Intermediate
    Wednesday, September 21, 2016
    1:00 p.m. – 2:00 p.m.
    428 Main Library
    This session will focus on the selection and construction of LC Classification (LCC) call numbers for literature, maps and atlases, and moving images, including the construction of cutters for literary works and juvenile belle lettres.

Presenter: Bobby Bothmann is metadata & emerging technologies librarian at Minnesota State University, Mankato, and professor in Library Services. Bobby catalogs books, electronic resources, and investigates new technologies. He holds an MLIS from the University of Wisconsin–Milwaukee and an MS in Geography & English Technical Communication from MSU Mankato. Bobby is also adjunct instructor for the Graduate School of Library and Information Science at the University of Illinois at Urbana-Champaign.
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EVENTS AND TRAINING: NISO Two-Part Webinar: Managing an Open Access World
Please join us for a two-part webinar (Part 1 hosted by Helenmary Sheridan; Part 2 hosted by Aaron McCollough and sponsored by Staff Development and Training):

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EVENTS AND TRAINING: Autism in the Workplace
Wednesday, September 14, 10-11 in 106 Library
Monday, October 17, 2-3 in 106 Library

Today the prevalence of autism is estimated to be as high as 1 in every 68 people in the United States. Chances are you’re working with or have worked with people who have high functioning autism. Learn what high functioning autism is and the specific strengths of the “autism brain”. Understand common challenges that these individuals face in the world and learn what employers can do to create work environments that are conducive to success.

Linda Tortorelli, coordinator for the Autism Program – UIUC, will present a workshop for library staff.
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EVENTS AND TRAINING: “The Data Citizen: New Ways of Being in the World” Talk
Tuesday, September 20, 2016
National Center for Supercomputing Applications (NCSA) Auditorium, 1205 W. Clark Street, Urbana

The phenomenon of big data and its various interpretations are changing what it means to be human. This talk explores aspects of this change with a view to teasing out the histories and the ethical design issues which arise from past developments.

* Reception to follow sponsored by the Gender and Women’s Studies Department.

Geoffrey C. Bowker is Professor at the Donald Bren School of Information and Computer Sciences and Director of the Values in Design Laboratory at the University of California, Irvine. From 1993-1998, he was faculty at the University of Illinois at Urbana-Champaign’s School of Information Sciences, and was a faculty affiliate of the National Center for Supercomputing Applications from 1998-1999. He currently co-directs the NSF-funded Council for Big Data, Ethics, and Society with researchers from across academia and the IT industry. He has published widely on the topics of information infrastructure, classification systems in distributed scientific collaborations, and the use of web and digital resources across disciplines.

For more details, see:

The Library is a partnering co-sponsor of this lecture in the Design Dialogues Speakers Series
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EVENTS AND TRAINING: State of the Library
Friday, September 23, 2016
66 Main Library
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EVENTS AND TRAINING: “Medieval Irish Masterpieces in Modern Reproduction” Symposium
Saturday, October 1, 2016
Knight Auditorium, Spurlock Museum, 600 S. Gregory Street, Urbana

This symposium (hosted by the Spurlock Museum and co-sponsored by the University Library), which accompanies the Spurlock Museum’s fall exhibit by the same name, features papers by leading scholars from Ireland and the United States on medieval Irish metalwork and manuscripts. The event is free and open to the public.

The symposium will consist of nine papers in three sessions, with a respondent for each session. The first session will deal with the artifacts’ immediate institutional and broader cultural contexts. The second and third sessions will focus respectively on the metalwork reproductions and the manuscript facsimiles in relation to their “originals” in their dual medieval and modern historical contexts, and how they assert a continuity of Irish cultural heritage and national identity transcending centuries of conquest, rupture, and redefinition.

Visit for more information.
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If you would like to submit content for the October issue of Library Office Notes, please submit it to John Wilkin, JoAnn JacobyBeth Sandore, or Tom Teper by Friday, September 23, 2016.