December Library Office Notes

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ANNOUNCEMENTS

HR NEWS

EVENTS AND TRAINING


ANNOUNCEMENTS: University Librarian Note
We’ve reached another important milestone in our progress on the first phase of the building project: on November 29, 2021, we submitted a proposal to consider the building project on the January 20, 2022 Board of Trustees agenda. A number of key elements have come together to make this possible. As many of you know, we have a preliminary schematic design, which has made possible a firmer estimate of costs, and we have the necessary funding commitments to be able to proceed. More on that in just a moment. Read more…
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ANNOUNCEMENTS: Library Building Project Update – 12/1/2021
Tom Teper, Associate Dean for Collections and Technical Services

Project Meetings for November 2021

Representatives from the University Library, University Administration, and Facilities and Services met with members of our Architecture/Engineering (A/E) Team on November 1st, 3rd, 10th, 15th, 16th, 17th, 18th, 24th, 2021. These meetings included tours of collections storage in the Spurlock Museum, reviewed schematic design submissions, inspected roofing systems in the building, discussed AV and security proposals; prepared for discussions with the Chancellor’s Design Advisory Committee; provided additional scope clarification as the A/E finalized their draft proposal, and reviewed both the draft submittal and project cost estimates.

Members of the A/E team completed a presentation for the Chancellor’s Design Advisory Committee on 11/4/2021. Following that meeting, members of the A/E team and CDAC members conducted an extended design charette on 11/10/2021 to realize a final intended for the exterior architectural changes in the facility.

On November 30th, the A/E team completed a presentation to President Killeen, marking the final milestone before the upcoming January 20th Board of Trustees meeting.

Project-Related Meetings Scheduled for from November 2021 – February 2022 (as of 12/1/2021)

The following meetings include both scheduled project meetings (with project designation of U20118) as well as additional meetings that involve select representatives of the A/E, F&S, and University Library.

  • 12/1/2021 – U20118 UGL Redevelopment Plan Meeting
  • 12/15/2021 – U20118 UGL Redevelopment Plan Meeting
  • 1/5/2022 – U20118 UGL UGL Redevelopment Plan Meeting
  • 1/12/2022 – U20118 UGL UGL Redevelopment Plan Meeting
  • 1/19/2022 – U20118 UGL UGL Redevelopment Plan Meeting
  • 1/20/2022 – Board of Trustees Meeting
  • 1/26/2022 – U20118 UGL UGL Redevelopment Plan Meeting
  • 2/2/2022 – U20118 UGL UGL Redevelopment Plan Meeting
  • 2/7/2022 – U20118 UGL UGL Redevelopment Plan Meeting

Other Activities

The A/E’s team met with individuals from the Library on November 3, 2021 to review the schematic design submittal. This discussion focused on the comments generated from the mid-October submittal.

Efforts to barcode and improve inventory management continued over the last month. The Division is already beginning preliminary work related to their opening exhibit.
Members of the Library’s Administrative team refined a script for a fund-raising video and began filming in select locations during November.

Proposed Project Schedule

The kick-off meeting included a review of the proposed project schedule from the point that “conceptualization” began on July 21, 2021 through what is called “substantial completion” of construction work. Those dates in the future become increasingly speculative. At present, the schedule is as follows:

  • Conceptualization
    07/21/2021 work session
    08/12/2021 submission date
    08/26/2021 est. Concept review meeting
  • Schematic Design
    11/09/2021 submission date
    11/23/2021 est. SD review meeting
  • Design Development
    01/22/2022 submission date
    02/04/2022 est. DD review meeting-BOT Preparation
  • Construction Documents 50%
    03/31/2022 submission date
    4/14/2022 est. 50% CD review meeting
  • Construction Documents 95%
    07/04/2022 submission date
    07/18/ 2022 est. 95% CD review meeting
    08/18/2022 100% CD completion
  • Bidding/Award
    08/18/2022 Advertise for Bids
    08/25/2022 Pre-bid /Pre-pricing meeting
    09/30/2022 Bid Opening – To be confirmed
    01/04/2023 Notice Proceed
  • Board of Trustees approval (required on if individual contract is over $2,500,000.)
  • Construction – Start/End *
    01/05/2023 – 05/29/2024

Communications

Elements from last month’s LON were incorporated as news items in the new project website at: https://www.library.illinois.edu/specialcollectionsbuilding.

Based off communications with Heather Murphy and Kathryn Risor-Heise, we anticipate additional items on the project appearing on both the fall and winter issues of the Friendscript.

As noted earlier, efforts as underway to develop a video associated with the project, and we anticipate the potential addition of new imagery to the website in the coming weeks.
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ANNOUNCEMENTS: Save the Date for the Virtual Annual Recognition Event
The annual Library Recognition Event will be held virtually Wednesday, January 12, 2022, from 8:30 to 10:30AM.

Libraries will remain closed while this virtual event is happening. The event will have an optional virtual coffee in small groups beginning at 8:30AM until the event formally starts at 9:00AM.  Our guest speaker will be LaTonya Wilkins, author and leadership, executive, and team coach. Following LaTonya’s talk, there will be a recognition of service years, new employees, and presentation of the Library Outstanding Academic Professional, Civil Service, and Public Engagement awards.  We encourage everyone to attend. Those who do not wish to attend should work with their unit head to request vacation time or make arrangements with their unit head to work for the unit that morning.

Please mark your calendars now and plan to attend this event! Keep an eye out for a registration form coming soon, which will have snack options.

We are looking forward to celebrating with everyone!
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ANNOUNCEMENTS: Did You Know? A Monthly Factoid from Library Assessment

Three word clouds with positive, neutral, and negative words for "library"

During November 2021, Library Assessment sent out the fourth Library Service Satisfaction Survey. The survey started in October/November 2020 and was sent again in March 2021. Each survey is similarly formatted and aims to assess students’ needs and attitudes towards library services. You can view factoids about the data collected in earlier surveys:

  • November 2020: The Most Used Library Services in October 2020
  • February 2021: Fall Semester 2020 Respondent Course Modality & Library Use, plus Survey Comments
  • May 2021: Spring 2021 Library Service Satisfaction Survey Fast Facts

The November 2021 Library Service Satisfaction Survey received 177 responses. One new question in this iteration asked “In one word, describe how you feel about the library.” The responses to that question are represented in this factoid. The size of the word represents its frequency as an answer. 74% of one-word responses were positive (by our classification), 19% neutral, and 7% negative. The one-word response gauges the temperature of user perception. Another new question to this survey was “What would you like to see at the Library?” Over 70 responses to that question will lead to more detailed, granular suggestions that will be passed on to several library project teams so they can make decisions with user feedback in mind.
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ANNOUNCEMENTS: Diversity, Equity, Inclusion, and Accessibility (DEIA) Task Force Meeting Minutes
Minutes from past DEIA Task Force meetings are online on the Task Force web page.
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ANNOUNCEMENTS: Collection Development Committee Notes
The most recent meetings minutes of the CDC are posted at:
https://www.library.illinois.edu/staff/committee/collection-development-committee/
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ANNOUNCEMENTS: Content Access Policy & Technology Meeting Minutes
The meeting minutes of CAPT (including workgroup reports) are posted at:
https://www.library.illinois.edu/staff/committee/content-access-policy-technology-capt/
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ANNOUNCEMENTS: Recognizing Excellence

Please share your award, recognition, or grant! To initiate a request for publicity, employees (or their supervisors) should submit this Awards/Recognitions/Grants Publicity Request Form.
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HR NEWS: Filled Positions

  • Olga Makarova – Visiting Research Specialist, Slavic Reference Service – International and Area Studies Library, AP – 11/16/2021
  • Nacera Bouchama – Library Specialist with Arabic and W. European Language Specialty – Acquisitions and Cataloging Services – 12/13/2021

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HR NEWS: Searches Completed 

  • Visiting Research Specialist, Slavic Reference Service – International and Area Studies Library, AP – Kit Condill, Chair – Grant Funded

Kick-off held August 9, 2021. EC approved JD. Submitted JD to IHR for approval 8/25/21. Job live on the job board. Closed September 15, 2021. Phone screenings held September 24, 2021. Virtual interviews held Oct 14 and Oct 18. Awaiting search committee recommendation for hire. Offer extended. Olga Makarova started November 16, 2021.

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HR NEWS: Searches in Progress

  • Metadata Librarian – Acquisitions and Cataloging, FAC – Dan Tracy, Chair

Kick-off scheduled for June 22, 2021. EC approved JD. Job live on the job board. Closing date August 20, 2021. Phone screenings held Sept 7, Sept 8, Sept 9, and Sept 14. Virtual interviews scheduled for Oct 13, Oct 15, Oct 19 and Oct 20. Awaiting search committee recommendation for hire. Offer pending.

  • Classics Librarian – Literature and Languages Library, FAC – Marek Sroka, Chair

Kick-off held October 5, 2021. Awaiting EC approved PD.

  • Head, Grainger Engineering Librarian – Grainger Engineering Library Information Center, FAC – Chris Wiley, Chair

Kick-off held November 15, 2021. Awaiting EC approved PD.

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HR NEWS: In Memorium 

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EVENTS AND TRAINING: Staff Events Calendar
To see the most up-to-date staff events calendar, please visit https://uiuc.libcal.com/calendar/staff.
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EVENTS AND TRAINING: Meet the National Library: National Library of Poland
December 3 at 9 AM

The Slavic Reference Service welcomes you to the next iteration of our Meet the National Library series. We will be featuring the National Library of Poland. We will be joined by the Deputy Director of the National Library of Poland as well as representatives from the National Reading Development Programme, Bibliographic Institute, and Digital Collections Department. They will talk about the National Library, its services, databases, and a mass digitization project Patrimonium. Please register in advance here.
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EVENTS AND TRAINING: NISO DEIA Workshop 3: Metadata and Indigenous Knowledge
December 6 at 8:30 AM and 7 PM

This two-hour long virtual event is the third in a series of three, and will focus on metadata to support indigienous knowledge and non-traditional ouputs. Moderated by NISO DEIA Committee members Camille Callison (University of the Fraser Valley and a member of the Tsesk’iya clan of the Tāłtān First Nation) and Cindy Hohl (The Kansas City Public Library and a member of the Santee Sioux Nation of Santee, Nebraska), it will be held twice (9.30-11.30am ET and 8.00-10.00pm ET) to accommodate all time zones. A combination webinar/workshop, the agenda includes:

  • Welcome and objectives for the workshop
  • Keynote (TBA)
  • Discussion/Q&A
  • Small group moderated discussions
  • Report back by moderators/discussion
  • Wrap up and next steps

Registration for 8:30 AM: https://www.eventbrite.com/e/niso-deia-workshop-3-metadata-indigenous-knowledge-930am-1130am-et-tickets-169644014815

Registration for 7 PM: https://www.eventbrite.com/e/niso-deia-workshop-3-metadata-indigenous-knowledge-8pm-10pm-et-tickets-169644303679
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EVENTS AND TRAINING: Hub Training
Tuesday, Dec. 7 from 2-3 PM and Friday, Dec. 10 from 3-4 PM

Working with International Students

Zoom information for the sessions: https://wiki.illinois.edu/wiki/pages/viewpage.action?spaceKey=libemployees&title=Hub+Training+Schedule

Please contact Sara Holder at sholder@illinois.edu if you have any questions.
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EVENTS AND TRAINING: NISO Webinar – Cost Effective Product and Project Management
December 8 at 10 AM

In a time of economic recovery, there is no bottomless well of resources. Managers must look closely at the budgetary requirements for delivering cost-effective projects and products. What is the best way to build your case as it goes before the decision-makers? If you’re working under the pressures of agile development, how can you plan for changes and budget appropriately? How can product and project managers get the resources they need when every expenditure is under scrutiny? How can you prepare for the unexpected? This roundtable discussion will feature experienced product and project managers, sharing the useful tips and practices they’ve learned during their own careers.

Please email training@library.illinois.edu for login credentials or recordings.
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EVENTS AND TRAINING: Hangout
December 8 at 10AM

Mark your calendars and watch for an email (with a Zoom link) from Lucretia Williams via LIB-NEWS. We’re still looking for someone who would be willing to host a Zoom social hour after the Hangout concludes. Please complete the Library Hangout Suggestion and Volunteer Form if you’re interested.
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EVENTS AND TRAINING: Build-a-Book Workshop with Preservation Services and the Residence Hall Libraries

Thursday, December 9, 4-5:30 pm

Location: Student Dining and Residential Programs Building Room 2003

Create a blank book as a unique holiday gift for a family member, a friend, or yourself!
Instruction and materials will be provided by Preservation Services. Snacks will be provided by the Residence Hall Libraries.
All U of I folks are welcome to join!
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EVENTS AND TRAINING: NISO Webinar – Team Building
December 15 at 10 AM

Building successful, collaborative teams requires more than just picking people with a specific set of skills. Managers must also balance the need to support their team’s motivation and enthusiasm with planning requirements and time constraints.  What are best practices for team communications? How can you ensure collective, as well as individual, accountability? What are the best ways of handling those “awkward” conversations that inevitably arise? When do you negotiate with your team and when are you justified in making demands of them? This roundtable discussion will bring together a group of experienced managers from across the information community to share the lessons they’ve learned, as well as their secrets for success.

Please email training@library.illinois.edu for login credentials or recordings.
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If you would like to submit content for the January issue of Library Office Notes, please submit it to Heather Murphy or Tom Teper by December 17, 2021.