February Library Office Notes




ANNOUNCEMENTS: University Librarian Note
I think you all know that I don’t do much of that “well, at Michigan, they do X or Y,” so please take this observation in that vein. Michigan limits its deans to two five-year terms. No exceptions. Why? Well, it’s not explained anywhere, but, for me, it’s all about the necessity of change. Change is good. Organizations need changes in leadership to continue to thrive and respond to evolving challenges. Read more…
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ANNOUNCEMENTS: Library Building Project Update – 2/1/2022
Tom Teper, Associate Dean for Collections and Technical Services

Project Meetings for January 2022

During the month of January, representatives from the University Library, University Administration, and Facilities and Services met with members of our Architecture/Engineering (A/E) Team on January 5th, 6th, 7th, 11th, 14th, 19th, 21st, 24th, 25th, 26th, and 28th. These meetings included multiple reviews of progress on the design development, meetings to review life safety concerns, the energy modeling for the building’s HVAC systems, preliminary reviews of campus standards for finishes, a meeting to review forthcoming discussions with the State Historic Preservation Officer, discussions related to campus policies related to information sharing, tours of collections storage in the Spurlock Museum, additional discussions on storage needs and backlogs in the three units, the first meeting of the Art & Architecture Meeting, a discussion about the forthcoming project manager design review, and three full-day sets of meetings to drill down on furniture and finishes within many of the developing spaces.

In addition to that, members of the A/E team made presentations to the University’s Board of Trustees on January 20th and the Board’s Audit, Budget, Finance, and Facilities Committee on January 19th. With approval secured from the BOT during the January 20th meeting, the project is greenlighted to continue work.

Project-Related Meetings Scheduled for from February 2022 (as of 1/31/2021)

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.

  • 2/16/2022 – U20118 UGL UGL Redevelopment Design Development Meeting #4

Other Activities

Efforts to barcode and improve inventory management continued over the last month. The Division is already beginning preliminary work related to their opening exhibit.

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


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

Advancement’s last issue of the Friendscript carried a piece on the project’s progress.

On January 21, 2022, members of the project team were interviewed by WCIA.

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: Support and Representation for Library Employees Affected by PER
Illinois HR’s “Professional Employment Redesign” process began in October 2018.  Through this process, Illinois HR has undertaken a review of Academic Professional (AP) positions across all campuses.  This has affected the University Library through the reclassification to Civil Service Professional of some AP positions during the ongoing campus review as well as AP vacancies being approved for posting. Reclassification may also result from AP promotions, as revised position descriptions are reviewed. This process has been a concern for Library APs since it began. In 2021, the Library Committee of Academic Professionals (L-CAP) submitted comprehensive recommendations for support and representation for Library employees in reclassified positions. The recommendations are based on the principle that reclassification does not alter the nature of the work expected of the employee or the support needed for their success in performing that work for the Library. The support provided by the Library and our campus are important in recruitment, retention, and performance of Library APs, and extending that support to those in reclassified positions is in the best interest of the employees and the University Library. The L-CAP recommendations are in two sections, those completely under the Library’s control, and those that are dependent on Campus-level action. The University Library is moving forward with implementing those recommendations within its control, including:

  • Expanding the constituency and charge of L-CAP to include representation of employees in positions reclassified from AP to Civil Service Professional (CSP)
  • Extending the same investigation time policy and travel/training funds APs now enjoy, as well as RPC funding eligibility, to employees in positions reclassified from AP to Civil Service Professional
  • Equivalent Library Committee eligibility for APs and those in positions reclassified from AP to Civil Service Professional
  • Ensuring necessary building access and IT equipment is available to employees in positions reclassified from AP to Civil Service Professional

Though the Library is implementing the recommendations within its control, campus-level action on issues such as campus-level representation are pending. Luckily, the Library currently has two representatives on the Council of Academic Professionals, so we have some input. We encourage APs and CSPs to reach out to L-CAP with concerns. Library HR is also happy to answer questions. There will be a brief presentation/discussion on this at the February 22 Library Wide Hangout.
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ANNOUNCEMENTS: Downs Intellectual Freedom Award
The School of Information Sciences at the University of Illinois Urbana-Champaign seeks nominations for the 2021 Robert B. Downs Intellectual Freedom Award. The deadline for nominations is March 15, 2022. The award is co-sponsored by SAGE Publishing.

More information can be found here: Nominations invited for annual Downs Intellectual Freedom Award
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ANNOUNCEMENTS: Revised OEC Grant Proposal Requirements
The Outreach and Engagement Committee (OEC) has revised its grant proposal requirements to make everything simpler and hopefully less time-consuming. We accept proposals on a rolling basis, with funding up to $500 per person/year.

Information about the grant is on the OEC committee page, along with the proposal form and evaluation rubric.
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ANNOUNCEMENTS: Did You Know? A Monthly Factoid from Library Assessment

In celebration of Black History Month, we collected data about DEIA activities in each unit from the Unit Annual Reports (https://www.library.illinois.edu/staff/administration/services/annualreports/). The data collected from the reports are by no means a conclusive list of all the DEIA-focused activities going on in the library. However, the unit annual reports provided a snapshot of each unit’s efforts over the years. We counted any project or goal mentioned in each report that aimed to increase diversity, equity, inclusion, or accessibility in the library’s spaces, collections, programming, online content, or endeavors. Each contribution to DEIA counted as one activity. Examples of DEIA activities include unit staff attending pronoun training, collecting newspapers of marginalized communities, creating an anti-racist plan, collaborating with the culture houses on campus, creating accessible spaces, and more!

In five years, the number of DEIA activities in the annual reports have nearly doubled throughout the library. There are many ways each unit works towards this goal in their respective areas and the initiatives have been grouped very generally in this Marimekko chart. In FY2021, the top categories are: supporting diverse collections (30% of FY2021 initiatives), followed by creating inclusive spaces or content (24%).
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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:
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ANNOUNCEMENTS: Content Access Policy & Technology Meeting Minutes
The meeting minutes of CAPT (including workgroup reports) are posted at:
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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

  • Evan Barber – Library IT Specialist – Library IT – 2/7/2022
  • Stephanie Luke – Metadata Librarian – Acquisitions and Cataloging – 3/16/2022

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HR NEWS: Vacancies

  • SR Audio, Video, and Emerging Tech Specialist – Library IT – closes 2/7/2022
  • Accountant II – BHRSC – posting soon
  • Application Integration Developer/Sr Application Integration Developer – Library IT – posting soon
  • Facilities Operations Coord – Library Facilities – posting soon
  • Assistant Distribution Services Supervisor – Library Facilities – posting soon

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HR NEWS: Searches Completed 

  • 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. Offer extended. Stephanie Luke start date will be March 16, 2022.
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HR NEWS: Searches in Progress

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

Kick-off held October 5, 2021. EC approved JD. Job live on the job board. Job closed January 3, 2022.

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

Kick-off held November 15, 2021. EC approved PD. Job live on the job board with a closing date of Jan 28, 2022.

  • Visiting Assistant or Associate Archives and Literary Manuscript Specialist – Rare Book & Manuscript Library, FAC – Caroline Szylowicz, Chair

Kick-off scheduled for January 27, 2022.
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HR NEWS: In Memoriam 

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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: The Imperfect Saxophone: Not Just a Clown’s Instrument
Onsite Exhibit through December 9, 2022 at the Sousa Archives and Center for American Music
Online Exhibit: theimperfectsax.web.illinois.edu/

The Sousa Archives’ online version of its new exhibit, “The Imperfect Saxophone: Not Just a Clown’s Instrument,” is now available for viewing. Like our onsite exhibition, this online show examines America’s complex relationship with the saxophone between 1900 and 1930, a period known as the “saxophone craze.” Prior to earning its place as a serious instrument among jazz and orchestral musicians, the saxophone was treated as a clown’s horn, a novelty act performed by various saxophone ensembles and virtuoso performers. Later, Walt Disney’s Silly Symphonies: Music Land (1935); Lucille Ball’s episode The Saxophone (1952); the Muppets’ introduction of Zoot the saxophonist (1975); and the Simpsons’ episode, Lisa’s Saxophone (1997), continue to reflect America’s conflicted appreciation of Adolphe Sax’s most recognized instrument.

The Sousa Archives’ new exhibit highlights the saxophone’s evolving legacy and the early musicians who made it a truly unique instrument. Special thanks go to Nolan Vallier for his collaborative research on the exhibition and Maia Perez for her technical work on the virtual exhibit. To see and hear historical saxophones in action, please visit either our online or onsite shows.
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EVENTS AND TRAINING: Library Blood Drive
February 3 at 11:30AM

All donors will receive a voucher for a St. Patrick’s Day themed t-shirt or a $5 gift card!

See below for details on our upcoming blood drive, and please consider scheduling an appointment. To see the time slots available for appointments, just click on the blood drive name, below.

University of Illinois Library
Thursday, 02/03/2022 (11:30 am – 02:00 pm)
1408 W Gregory, Urbana, IL 61801
Undergraduate Library Circle Drive – Bloodmobile

Our blood drive will provide a critical resource that helps save lives at hospitals in our community and across our region.

*Don’t forget to bring a picture ID, wear a mask, drink lots of extra water and eat a meal prior to donating.*

Thank you for your support, and I hope to see you at the blood drive!
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EVENTS AND TRAINING: Energy Never Dies: Afro-Optimism & Creativity In Chicago
February 16 at 7PM

Register for this online event at http://go.library.illinois.edu/Febevent.
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EVENTS AND TRAINING: American Bandmasters Association’s Little Light During the Great Depression
February 17 at 12PM

Archivist for Music and Fine Arts and Sousa Archives Director Scott Schwartz will talk briefly about the work of the Center for American Music and its upcoming exhibit, American Bandmasters Association’s Little Light During the Great Depression.

These presentations are part of a virtual series hosted by the Friends of the Library and initiated by the Library Board of Advocates to share the wonders of the University Library at Illinois.

For more information and to register:
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February 22 at 9AM

Please see the email (with a Zoom link) from Lucretia Williams via LIB-NEWS. Complete and submit the Library Hangout Suggestion and Volunteer Form if you have a topic to share.
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February 22 at 6PM

Are you interested in fair use, but not interested in long lectures on the topic? Would you like to test your fair use knowledge and have some fun? If the answer to either or both of these questions is yes, then join us as we play the Fair Use Gameshow! Your host, Sara Benson, the Copyright Librarian at the University of Illinois will ask fun, challenging fair use questions to the audience and our panel of esteemed copyright experts will chime in with their opinions. Join the fun as the panel including Melissa Ocepek, Assistant Professor at the iSchool, Pia Hunter, Access Librarian and Online Learning Consultant at the University of Illinois College of Law, and Barbara Kaplan, Faculty Outreach Librarian at the University of Illinois College of Law discuss the many nuances of fair use.

To register for this event please visit the CARLI Event Calendar.
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If you would like to submit content for the March issue of Library Office Notes, please submit it to Heather Murphy or Tom Teper by February 18, 2022.