ANNOUNCEMENTS: University Librarian Note

With this January edition of Library Office Notes I’m pleased to welcome you back to campus to get ready for the start of spring semester. I hope you enjoyed some restorative downtime over the winter break. Read more…

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ANNOUNCEMENTS: Cheers for Peers

Library Human Resources is happy to announce this month’s Cheers for Peers submissions. The following Library employees have been cheered by their peers:

• Christina Bonse
• Beth Lewis
• Jake MacGregor
• Kim Johnson
• Mary Laskowski
• Laura Eichelberger
• Jennifer Gavel
• Anthony Stewart
• Rhonda Jurinak
• Karen Huck
• Stuart Albert
• Michael Cleveland

To view the detailed Cheers for Peers submissions please view the Growing People blog.

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ANNOUNCEMENTS: Recognizing Excellence

• Witt Featured in IFLA Journal Special Issue

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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ANNOUNCEMENTS: Senior Administrative Team Meeting Minutes

Please see the detailed meeting minutes as follows:

• October 30
• November 11

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ANNOUNCEMENTS: Collection Development Committee Notes

The most recent meeting 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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FACILITIES NEWS: Facilities Update

Tim Newman, Assistant Dean of Libraries for Facilities

For a complete list of projects in planning and construction, please visit wordpress.library.illinois.edu/staff/facilities.

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BUSINESS NEWS: Is it a Contract or an Honoraria?

Kim Johnson, Associate Director of Fiscal Operations

Contracts are negotiated prior to the service, while honoraria are issued after the service with no prior commitment.

Contracts

A contract is an agreement between the system and one or more other parties, creating obligations that are legally recognizable or enforceable. A contract may or may not require the transfer of funds, the transfer of tangible property, and/or the issuance of a purchase order.

Payments to contractors must be made in full compliance with all United States government and State of Illinois laws, orders and regulations. Specific issues related to payments are referenced throughout this section.

These can also be known as Professional and Artistic Services contracts.

From < https://www.busfin.uillinois.edu/bfpp/section-17-consultants-contractors/section-17-1>

Honoraria

An honorarium is a monetary token of appreciation for participation in an activity. It is not a contractual obligation to pay for services rendered. Honoraria cannot be paid to a University employee or to an organization. The University of Illinois System reports honorarium payments to the IRS on Form 1099-MISC.

From < https://www.busfin.uillinois.edu/bfpp/section-8-payments-reimbursements/request-payment-honoraria>

Procedures:

• Complete Library Non-Employee Honorarium/Award Request
• Guest will be screened through Export Control per University Policy ( https://cam.illinois.edu/policies/rp-08/)
• If Guest passes screening, then the Business Office will contact them to set up a Vendor Profile with the University
  • If Guest doesn’t pass screening, the requester will be notified that we are unable to pay guest.
• If paying via contract, the Business Office will setup a Purchase Order and will reach out to the requester after service date to verify services were rendered.
• If paying via honoraria, the Business Office will pay the dedicated amount to the guest after the vendor profile has been set up.

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BUSINESS NEWS: Grant Interest Notification Form

Are you thinking about applying for a grant? Please let us know by completing Grant Interest Notification Form.

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HR NEWS: Filled Positions

• Anna Schlaack – Cataloging and Metadata Librarian – Acquisitions and Cataloging Services– 01/27/2025

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HR NEWS: Departures

• Arianna Adkins – Library Specialist – Acquisitions and Cataloging Services – last day was 11/29
• Lee Galaway – Academic Professional – Library IT – Retiring 12/31/2024

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HR NEWS: Civil Service Vacancies

• Library Specialist – Latin American and Western European Ordering/Cataloging – Language Specialty with Acquisitions and Cataloging Services – Posted
• Senior Audio, Video, and Emerging Technology Specialist – Library IT – Posted
• Web Application Developer – Library IT – Interviewing
• Accounting I – Business & Human Resource Service Center – Interviewing

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HR NEWS:  Academic Professional and Faculty Open Postings

• Clinical Assistant Prof, Sousa Archives and Center for American Music – Interviewing
• Medical & Biomedicine Librarian – Grainger Engineering Library – Interviewing
• Archives Program Officer (AP) – University Archives – Interviewing
• Applied Health Sciences Librarian – SSHEL – Posted

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HR NEWS: In Memoriam

• Harry Leich

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EVENTS AND TRAINING: Staff Events Calendar

To see the most up-to-date staff events calendar, please visit uiuc.libcal.com/calendar/staff.

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EVENTS AND TRAINING: Annual Library Recognition Event

January 7 at 8:00–10:00 a.m.

The Library will celebrate the accomplishments and hard work on Tuesday, January 7, 2024, from 9 a.m. to 10 a.m. as a hybrid event at the I-Hotel Conference Center. The Library will be offering a breakfast buffet including vegan and gluten-free options to Library employees at the I-Hotel Conference Center starting at 8 a.m. In-person registration is closed. Those planning to attend via Zoom, please use the online registration to receive the link

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EVENTS AND TRAINING: Project 2025 and Its Consequences for Libraries

January 7 at 1:00–2:00 p.m.
Registration

Libraries face unprecedented political attacks targeting their very existence. States across the country have introduced legislation directly targeting school and public libraries, librarians, and the materials they provide. While academic libraries may not be the immediate focus, policies impacting education, research, funding, and DEI programs will have a profound impact on their operations and services.

Understanding the political landscape and the implications of policies like Project 2025 is crucial. This initiative threatens to dismantle the First Amendment, reshape the public sphere, and undermine the fundamental principles that support libraries. By targeting libraries, this project aims to limit access to information, suppress diverse perspectives, and erode the foundations of a democratic society.

To safeguard our libraries, we must actively engage in advocacy and support initiatives that protect their independence, diversity, and essential services. By mobilizing our communities and working together, we can ensure that libraries continue to thrive and serve as vital resources for all Americans. Bring your questions to this timely and informative presentation.

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EVENTS AND TRAINING: Instruction Inspiration: Planning & Sharing Session (Library Instruction Collective)

January 14 at 10:00 a.m.–12:00 p.m.
Registration

Planning to teach in the spring semester? Then come join the Library Instruction Collective on January 14 from 10 a.m. – 12 p.m. in Main 106 for time, space, and food to work on your teaching materials!  

The first hour will be dedicated quiet time with soft music to work on anything teaching related such as writing lesson plans, drafting a new learning activity, developing an assessment, or planning an instruction-related research project. The second hour will be a time to share spring instruction plans with colleagues as well as the opportunity to receive feedback upon request. 

Snacks, coffee, and tea will be available the entire time in Main Library 106. Feel free to come for all or part of the session. Walk-ins are welcome, but registering in advance will help us estimate the amount of food needed.

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EVENTS AND TRAINING: OER Ancillary Creation with Generative AI

January 14 at 1:00–2:00 p.m.
Registration

In this webinar, we will consider strategies for using AI to generate ancillary materials from OER texts. Rebecca McNulty and Lily Dubach, University of Central Florida, will begin with sharing questions to consider before using AI in conjunction with OER, including current guidelines on Creative Commons licensing. With those questions in mind, we’ll workshop approaches to using a variety of AI tools to support content creation and revision while still prioritizing human oversight and expertise in all steps of the generative process. We will also discuss current complexities surrounding copyright, ethical uses of AI, and associated questions as they continue to evolve. By the end of the webinar, participants will gain practical skills for selecting and using AI tools to create ancillary materials, along with strategies for considering licensing through content development.

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EVENTS AND TRAINING: Online Bachelor of Liberal Studies library information session

January 14 at 2:00–3:00 p.m.
Registration

Learn about the new Online Bachelor of Liberal Studies degree, which launches in Spring 2026, and discuss options for building library e-learning support. The meeting is in Main Library 106 and hybrid on Zoom.

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EVENTS AND TRAINING: Library Grant Writing Basics: An Overview

January 22 at 10:00–11:00 a.m.
Registration

Anne Craig, Senior Director at CARLI, will assist participants to: identify sources of grant funding from private and public funders; highlight the essential elements of grantsmanship; complete a grant proposal application package according to a Notice of Funding Opportunity; take action on the proposal based on the results of the funder’s decision; and understand the most common missteps in preparing an application package.

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EVENTS AND TRAINING: A Sacrifice to Truth: John Flamsteed, Isaac Newton and the destruction of the 1712 Historia Coelestis

January 30 at 7:00–8:30 p.m.
Registration

The Rare Book & Manuscript Library welcomes Jason Dean, Vice President for Collections and Public Services at the Linda Hall Library, for a live presentation over Zoom on Thursday, January 30, 2025, from 7:00–8:30 p.m. This virtual event is free and all are welcome to register and attend. Please sign up to receive the Zoom link at go.illinois.edu/JasonDean.

In the spring of 1716, the Astronomer Royal, John Flamsteed, built a pyre on Greenwich Hill near the Royal Observatory. From a safe vantage point, he watched with satisfaction as pages from a book he wrote went up in flames, calling them a good “sacrifice to TRUTH.” The series of events that led to Flamsteed’s furious burning of the copies of that edition involved some of the most powerful members of the early Royal Society, including Isaac Newton and Edmond Halley, all embroiled in professional jealousy, intellectual theft, and clandestine printing.

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EVENTS AND TRAINING: The Power of Appraisal: Selecting Archives

January 31 at 1:00–3:00 p.m.
Registration

Before donations arrive in your archives, the first step is appraising the item – does it fit your organization’s mission? Can the item(s) be stored appropriately and cared for?  What if this did not happen before you accepted the collection, and it’s on the shelves—it happens to everyone.  Appraisal often refers to the time spent assessing existing records for their potential to be retained as part of the historical record in your archives. Sometimes, this is done as part of surveying one’s holdings or even when processing a collection. 

This 2-hour webinar will discuss the different values assigned to archives to help you better understand the appraisal principles and introduce techniques to identify records necessary for adequate documentation. A case study will be presented on a recent appraisal project, followed by a discussion and questions.

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ANNOUNCEMENTS: University Librarian Note

I hope you all had a wonderful and restful Thanksgiving break. Whether you traveled, spent time with loved ones, or simply took a moment for yourself, I hope it recharged you for the weeks ahead. I was able to get to visit with my husband’s extended family in Texas, a real treat and a visit that helped me recenter a bit. Read more…

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ANNOUNCEMENTS: Cheers for Peers

Library Human Resources is happy to announce this month’s Cheers for Peers submissions. The following Library employees have been cheered by their peers:

• Mary Ton
• Ben Stone
• Michelle Self-Ballard
• Quinita Balderson
• Siobhan McKissic
• Kate Struckman-Johnson

To view the detailed Cheers for Peers submissions please view the Growing People blog.

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ANNOUNCEMENTS: Recognizing Excellence

• Summer 2024 Presentations by Library Faculty and Academic Professionals
• Summer 2024 Publications by Library Faculty and Academic Professionals

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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ANNOUNCEMENTS: Senior Administrative Team Meeting Minutes

Detailed meeting minutes will be provided next month.

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ANNOUNCEMENTS: Collection Development Committee Notes

The most recent meeting 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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FACILITIES NEWS: Facilities Update

Tim Newman, Assistant Dean of Libraries for Facilities

For a complete list of projects in planning and construction, please visit wordpress.library.illinois.edu/staff/facilities.

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BUSINESS NEWS: Travel Procedures

Kim Johnson, Associate Director of Fiscal Operations

Travel Procedures: Request approval from Unit Head/Dean for travel for Domestic and International travel (depending on reporting line) in the form of an email

For International Travel:

• It is the responsibility of the employee to ensure their passport/travel documents will be valid for the time-period of travel*
• Review the “International Safety and Security” webpage to confirm if their destination needs to have additional approval for those ‘high-risk destinations’ including enrolling in international insurance.
• Required: Enrollment in International Travel insurance. It is free for Faculty and Staff on University business. International Safety and Security manages the insurance enrollment process. Consult the Policy on Health and Safety in Study Abroad for more information.
  • This includes, but is not limited to, business trips, conferences, faculty exchanges, faculty-led study abroad programs, teaching, research, service, or sabbaticals. 
  • Failure to enroll in international travel insurance may result in non-reimbursement of travel expenses.
• Complete the Professional Development Funding and Travel Form
  • Attach all approvals from Unit Head/Dean, including approved International Petition (if applicable)

Once the form is submitted, the form will be automatically emailed to the Business Office via email (BHRSC@library.illinois.edu). The Business Office will review the form and if funding is approved, the requester will receive an approval email with directions and then they can either:

• Request a meeting with the Business Office staff member listed in the email, to prepay for flight, hotel, and registration fees (per diem, taxi/Uber or Lyft/car rental or mileage will need to be requested as a reimbursement after the travel has occurred). If the combination of flight, hotel and registration fees goes above the professional development allotment, then the Business Office will only pay for amounts up to the allotment and not over. The employee will be responsible for any charges that go above the allotment.
• Employee pays for everything and seeks reimbursement after travel has concluded.
  • Please see the Travel Checklist for to help with receipts and other documentation needed to be reimbursed

Upon your return, please submit a request for reimbursement, use the Purchasing and Reimbursement App.

• In the approval email from the Business Office, a C-FOP will be provided for the funding source and the instructions will be attached to the email. (Please see the Reimbursements policy for further directions)
  • Requests are typically processed within 3 business days of us receiving the approval from the Purchasing App
  • Per University policy, all employee reimbursements will be processed through Chrome River. Please assist the Business Office staff and reply promptly to any correspondence regarding Chrome River access.
• Reimbursements could take up to 4 to 6 weeks from the time it’s submitted, due to Payables workload
• Returned expense reports will be made the priority to complete
• Please note that per diem is not allowed for one day trips

*The university system will accommodate travelers when travel is interrupted due to personal illness, accident, flight cancellation, or severe weather as these are beyond the traveler’s control, but the system cannot cover additional expenses that are within the traveler’s control.

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BUSINESS NEWS: Grant Interest Notification Form

Are you thinking about applying for a grant? Please let us know by completing Grant Interest Notification Form.

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HR NEWS: Filled Positions

• Grace Flavin – Human Resources Representative – Business & Human Resource Service Center – 11/04/2024

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HR NEWS: Departures

• Debora Pfeiffer – Senior Library Specialist – Acquisitions and Cataloging Services – Retired 10/31/2024
• Lee Galaway – Academic Professional – Library IT – Retiring 12/31/2024

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HR NEWS: Civil Service Vacancies

• Web Application Developer – Library IT – Interviewing
• Accounting I – Business & Human Resource Service Center – Posting Soon
• Senior Audio, Video, and Emerging Technology Specialist – Library IT – Posting Soon

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HR NEWS:  Academic Professional and Faculty Open Postings

• Clinical Assistant Prof, Sousa Archives and Center for American Music – Interviewing
• Archives Program Officer (AP) – University Archives – Interviewing
• Medical & Biomedicine Librarian – Grainger Engineering Library – Interviewing Soon
• Applied Health Sciences – SSHEL – Posting Soon

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EVENTS AND TRAINING: Staff Events Calendar

To see the most up-to-date staff events calendar, please visit uiuc.libcal.com/calendar/staff.

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EVENTS AND TRAINING: Women in Science Lecture: Dr. Sepideh Sadaghiani

Associate Professor of Psychology, Dr. Sadaghiani will discuss her research on large-scale neurocognitive networks, functional connectivity, and cognitive control.

https://distributedmuseum.illinois.edu/about/women-in-science-lecture-series

Join us on Zoom (go.library.illinois.edu/Dec2024WISLecture) or at the University Archives (146 Main Library, 1408 W. Gregory Drive, Urbana)

https://distributedmuseum.illinois.edu/about/women-in-science-lecture-series

December 5 at 12:00–1:00 p.m.

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EVENTS AND TRAINING: Hub Training

The Reference Management Team will be holding Fall 2024 Hub Trainings. The October sessions are listed below as well as in the Staff Calendar and on the welcome page for the Canvas course (see below).

We will once again be having one in-person session and one held via Zoom for each topic, with sessions taking place on Mondays from 2-3 p.m. and Fridays from 3-4 p.m. The same content is presented in both sessions so you can attend either the Monday or the Friday session. Registration is not required (Civil Service non-exempt staff should get permission from their supervisor before planning to attend).

To enroll in the Canvas course associated with Hub Training, use this link: https://canvas.illinois.edu/enroll/YYL6RR . The course includes materials and recordings from past Hub Training sessions and will be updated to include the Fall 2024 sessions.

• December 9 at 2 PM & December 13 at 3 PM: AI in Reference

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EVENTS AND TRAINING: RBML Open House and Holiday Party

December 12 at 3:00–5:00 p.m.

Come and celebrate the semester’s end with hot apple cider, sweet and salty treats, and some of our favorite winter-themed materials from the RBML vault. Make a button, relax with a coloring sheet, and leave with a letterpress poetry card! This event is part of the library’s biannual Reading Day De-Stress Fest; it is open to the public and refreshments will be served. 

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ANNOUNCEMENTS: University Librarian Note

Welcome to November and where has the time gone!? In October I was able to attend the rededication ceremony marking the 100^th anniversary of Memorial Stadium, which was moving and exciting in equal measure. And I finally had a chance to admire some of the great work University Archives has been doing in collaboration with the Division of Intercollegiate Athletics. If you haven’t yet seen the exhibits I highly recommend them. Read more…

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ANNOUNCEMENTS: Cheers for Peers

Library Human Resources is happy to announce this month’s Cheers for Peers submissions. The following Library employees have been cheered by their peers:

• Jose Bermudez
• Sara Berthier
• Belinda Bolivar
• Candence Cordell
• Jake Culbertson
• JP Goguen
• Lisa Hinchliffe
• Joe Ingram
• Doxey Kamara
• Ayla Stein Kenfield
• Courtney Monroe
• Norris Purdy
• Xavier Sanchez
• Jennifer Vargo
• Jen-chien Yu

To view the detailed Cheers for Peers submissions please view the Growing People blog.

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ANNOUNCEMENTS: Recognizing Excellence

• Lynne M. Thomas Wins Special Award from the World Fantasy Convention

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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ANNOUNCEMENTS: Senior Administrative Team Meeting Minutes

Please see the detailed meeting minutes as follows:

• September 30
• October 14

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ANNOUNCEMENTS: Collection Development Committee Notes

The most recent meeting 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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FACILITIES NEWS: Facilities Update

Tim Newman, Assistant Dean of Libraries for Facilities

For a complete list of projects in planning and construction, please visit wordpress.library.illinois.edu/staff/facilities.

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BUSINESS NEWS: Domestic Per Diem – What Changed and What Stayed the Same

Kim Johnson, Associate Director of Fiscal Operations

State of Illinois has begun utilizing the domestic per diem rates and rules set by the General Services Administration (GSA). While we are all happy to see the per diem rates increase, a few of the accompanying changes have led to some confusion, so we would like to clarify.

What Stayed the Same?

• Per diem is allowed for travel days while you are away from your designated workplace.
• Per diem is only allowed when an overnight stay is included.
• If a meal was provided to you (conference meals, meal on a flight, business meal with outside guests that you or they paid for, breakfast provided by the hotel, etc.), you must mark those meals as deductions.
• If an employee hosted a business meal, do not claim reimbursement for the hosted meal and a per diem allowance.
  • The University Travel Card (TCard) may not be used for meal purchases when in travel status, except when hosting an allowable business meal.

What Changed?

• The amount of per diem you receive is no longer calculated based on travel times. 
• The day you leave your headquarters and the day you travel back to your headquarters should both be marked as a Travel Day.
  • This will provide you with 75% of the day’s allotment.
  • Only mark the first and last day of travel as Travel Days.
• A $5 incidental amount has been added to your daily total to cover the cost of hotel housekeeping, bellhops, or other baggage handlers.

Helpful Hint: If you are not requesting per diem for a travel day, please note that in your report. 

Meal Per Diem Reimbursement for International Travel
The international M&IE per diem rates are determined by the U.S. Department of State and include the following:

• meals and taxes
• fees and tips to waiters, bellhops, housekeeping, etc.
• laundry, dry cleaning, etc.
• transportation between place of lodging or business and places off site to obtain meals

Meals Provided
Reduce the amount of the M&IE foreign per diem you are claiming if you were provided any meals during your travel, including meals at a conference or on board an airplane, train, or ship:

• Breakfast—deduct 15%
• Lunch—deduct 25%
• Dinner—deduct 40%

Policy located: https://www.busfin.uillinois.edu/cms/One.aspx?portalId=1993898&pageId=2130211 & https://www.busfin.uillinois.edu/bfpp/section-15-travel/travel-reimbursement-and-per-diem

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HR NEWS: Departures

• Jake Metz – Media Commons – Grainger Library – Resigned October 6, 2024
• Sindhuri Rekulapally – Business Office – Resigned November 1, 2024
• Virginia (Ginger) Schutz – Acquisitions and Cataloging – Retired October 31, 2024

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HR NEWS: Civil Service Vacancies

• Web Application Developer – Library IT – Interviewing soon
• HR Representative – Business & Human Resource Service Center – Offer made

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HR NEWS:  Academic Professional and Faculty Open Postings

• Clinical Assistant Prof, Sousa Archives and Center for American Music – interviews soon
• Archives Program Officer (AP) – University Archives – Closing Nov 1
• Medical & Biomedicine Librarian – Grainger Engineering Library – Closing Nov 8

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HR NEWS: Civil Service New Hires

• Software Developer SCaRS – Library IT – Warsama (Sam) Gabriel – Start 10/21/24
• HR Associate – Business & Human Resource Service Center – Amy Dannowitz – Start 10/14/24

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HR NEWS: In Memoriam

• Jeffrey Carrico

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EVENTS AND TRAINING: Staff Events Calendar

To see the most up-to-date staff events calendar, please visit uiuc.libcal.com/calendar/staff.

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EVENTS AND TRAINING: The Eliot Bible: Encountering Colonial History in Illinois

November 7 at 3:00–5:00 p.m.

The John Eliot Bible (1663) is the first bible published in North America, and the RBML owns an extraordinary copy of this exceedingly rare book. Professor Bob Morrissey from the U of I’s History Department will join us to discuss this unusual text, and how it can be used to examine American origin stories, as well as histories of historical interpretation and practice in our land-grant institution. This talk is open to the public, and refreshments will be served.

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EVENTS AND TRAINING: Women in Science Lecture: Dr. Supriya Prasanth

November 14 at 12:00–1:00 p.m.

Professor and Head of Department of Cell and Developmental Biology, Dr. Prasanth will discuss her research on eukaryotic DNA replication, chromosome structure and maintenance, heterochromatin organization, and cell cycle control.

Join us on Zoom (go.library.illinois.edu/Nov2024WISLecture) or at the University Archives (146 Main Library, 1408 W. Gregory Drive, Urbana)

https://distributedmuseum.illinois.edu/about/women-in-science-lecture-series

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EVENTS AND TRAINING: Hub Training

The Reference Management Team will be holding Fall 2024 Hub Trainings. The October sessions are listed below as well as in the Staff Calendar and on the welcome page for the Canvas course (see below).

We will once again be having one in-person session and one held via Zoom for each topic, with sessions taking place on Mondays from 2-3 p.m. and Fridays from 3-4 p.m. The same content is presented in both sessions so you can attend either the Monday or the Friday session. Registration is not required (Civil Service non-exempt staff should get permission from their supervisor before planning to attend).

To enroll in the Canvas course associated with Hub Training, use this link: https://canvas.illinois.edu/enroll/YYL6RR . The course includes materials and recordings from past Hub Training sessions and will be updated to include the Fall 2024 sessions.

• November 11 at 2 PM & November 15 at 3 PM: Chat Transcript Review
• November 18 at 2 PM & November 22 at 3 PM: Reference in Special Collections

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EVENTS AND TRAINING: Personal Management (Zoom) Module 4

November 18 at 10:00–11:00 a.m.

We are pleased to invite you to participate in the University Library DEIA Educational Workshop Series.  This series was developed by Dr. Ellen Burts-Cooper of Improve Consulting in collaboration with the DEIA Task Force. These workshops are a mixture of presentation and discussion, led by two library facilitators. By attending this workshop, you will have the opportunity to meet colleagues from across the library and learn from each other. This workshop, Personal Management, focuses on emotional intelligence and personal leadership skills.

We will have more workshops next semester, please keep a look out for them.

Registration: https://uiuc.libcal.com/event/13083195

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EVENTS AND TRAINING: All Library Meeting

November 19 at 3:00–4:00 p.m.

Please watch for more information via LIB-NEWS including a Zoom Meeting link.

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EVENTS AND TRAINING: LibGuides Trainings

Introduction to LibGuides Training (Registration: https://uiuc.libcal.com/event/13191450)
November 19 at 1:00–2:30 p.m

This hands-on training session is intended for anyone who has, or will have, responsibility for creating and maintaining LibGuides in their library unit, including those new to LibGuides and those looking to refresh LibGuides skills. Access to your unit’s LibApps account is required for this session, and is open to all library staff and GAs. 

In this session, participants will…

• …learn what LibGuides are and best practices
• …learn how to access, create, edit, and maintain accessible unit LibGuides
• …learn where and how to receive LibGuides help and support

This LibGuide is on Fire: How to Assess & Review Your LibGuides (Registration: https://uiuc.libcal.com/event/13191454)
November 20 at 1:00–2:30 p.m

This workshop session is intended for people with existing LibGuide experience and is a follow-up to the Introduction to LibGuides Training session.

During this workshop you will learn:

• The current state of LibGuides at the University Library
• How to create a review cycle
• How to implement a workflow for assessing, reviewing, and deleting LibGuides

Questions about these session, and other LibGuides queries, may be directed to libguides@library.illinois.edu.

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ANNOUNCEMENTS: University Librarian Note

Check back next month for a note from Dean of Libraries and University Librarian Claire Stewart.

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ANNOUNCEMENTS: New Email Address for the Dean’s Office

The old DEANS-OFFICE@library.illinois.edu email account has been disabled. Please use the new LibDean@illinois.edu email address. Any instances of the old email address on unit web pages and materials should be replaced.

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ANNOUNCEMENTS: Cheers for Peers

Library Human Resources is happy to announce this month’s Cheers for Peers submissions. The following Library employees have been cheered by their peers:

• Damian Behymer
• Kristen Blankenship
• Erik Chapman
• Kit Condill
• Jenny Johnson
• Scott Mann
• Dani Postula
• Kristen Zidon

To view the detailed Cheers for Peers submissions please view the Growing People blog.

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ANNOUNCEMENTS: Recognizing Excellence

• Spring 2024 Presentations by Library Faculty and Academic Professionals
• Spring 2024 Publications by Library Faculty and Academic Professionals
• Sara Benson Selected to Serve on Library of Congress’ Copyright Public Modernization Committee

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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ANNOUNCEMENTS: Senior Administrative Team Meeting Minutes

Please see the detailed meeting minutes as follows:

• September 11

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ANNOUNCEMENTS: Collection Development Committee Notes

The most recent meeting 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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FACILITIES NEWS: Facilities Update

Tim Newman, Assistant Dean of Libraries for Facilities

For a complete list of projects in planning and construction, please visit wordpress.library.illinois.edu/staff/facilities.

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BUSINESS NEWS: Reimbursable versus Non-Reimbursable

Kim Johnson, Associate Director of Fiscal Operations

All expense reports in Chrome River require a concise but detailed business purpose. A business purpose is defined as one that supports or advances the university’s goals, objectives, and mission and adequately describes the expense as necessary, reasonable, and appropriate for the university. 

Can an external audience who knows nothing about you, your department, or the trip understand why the expense was warranted? Units must ensure that expense reports and supporting documentation include complete and transparent information that can be understood by both internal and external reviewers (managers, auditors, IRS, FOIA, etc.). 

In accordance with IRS rules on Accountable Plans, expenses incurred by system employees must serve a business purpose. This means all expenses must provide a benefit to the institution, not a personal benefit to the employee. 

Elements of an Appropriate Business Purpose

When requesting a payment, reimbursement, or justifying an expense, the business purpose should clearly describe the reason for the expenditure. Providing the 5 “W’s” (Who, What, Where, When, and Why) in the business purpose field will comprise an appropriate response for each expense line in Chrome River. 

Much of the information needed for each expense is covered by the information entered on the report header and/or individual expense lines.

• WHO: This is typically answered by the employee submitting the expense report. When an expense is incurred on behalf of someone else, such as a non-employee, the individual’s name should be included in the report.
• WHAT: This is usually answered by the attached supporting documentation and the expense tile selected for the expense line.
• WHERE: The location of the expense is often identified in supporting documentation.
• WHEN: The transaction date will often identify the when.
• WHY: The “why” is the most important piece of information to support a business need. This describes why the university is paying for the expense and how the expense supports the mission of the university. 

Constructing a Business Purpose

1. Describe the purpose of the expense.
2. State the facts by using action verbs that describe the activity.
3. Clearly state how the expense benefits the university.
4. Describe any unique or unplanned circumstances related to the expense that requires further explanation. 

Merely re-stating WHAT is being purchased, instead of describing WHY the payment is being requested and HOW it benefits the university, is inadequate.

Most transactions fall under one of five common themes:

• Presenting Knowledge
• Professional Development
• Recruitment
• Networking
• Donor Solicitation

University Payables does NOT need to see

• Repeated information that is already included in the transaction or attached supporting documentation.
• History of the university or unit
• A copy-and-paste narrative added to every expense report from your unit
• The description of the event provided by the event organizers

Reason for Business Purpose

The University of Illinois System’s financial transaction documentation must consistently meet and comply with legal, governmental, and auditing requirements. Providing thorough, complete transaction justifications and supporting documentation protects and benefits the system in the following ways:

• Minimizes the risk of penalties and fines due to unsubstantiated business expenses.
• Ensures compliance with legal and regulatory requirements.
• Establishes adequate and consistent documentation standards for all financial transactions.
• Provides an independent and efficient source for obtaining transactional information.
• Complies with tax regulations that specify requirements for nontaxable reimbursements under an accountable plan versus reimbursements taxable to employees. 
• Minimizes reputational risks and adverse public perception.

A detailed, relevant business purpose will help reimbursements be processed more efficiently, with less chance of the expense report being rejected. 

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HR NEWS: Departures

• Monica Carroll – Engineering and Physical Sciences Liaison and Innovation Librarian – Grainger Engineering Library Information Center – 9/5/2024
• Ginger Schutz – Senior Library Specialist – Acquisitions & Cataloging Services – 10/31/2024

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HR NEWS: Civil Service Vacancies

• Associate Software Developer/Software Developer SCaRS – Library IT – Decision soon
• HR Associate – Business & Human Resource Service Center – Decision soon
• HR Representative – Business & Human Resource Service Center – Interviews soon
• Web Application Developer – Library IT – Posting soon

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• Jane Menkhaus

EVENTS AND TRAINING: Staff Events Calendar

To see the most up-to-date staff events calendar, please visit uiuc.libcal.com/calendar/staff.

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EVENTS AND TRAINING: CU Folks & Roots @ MPAL: Eddie Barbash + KASA & Friends

October 3 at 4:00–5:00 p.m.

Join us for an afternoon of music and insight in collaboration with the CU Folk & Roots Festival! Experience a captivating performance/lecture by Eddie Barbash + KASA & Friends, browse a curated display of folk and roots materials from the Music & Performing Arts Library’s collections, and enjoy light refreshments. 

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EVENTS AND TRAINING: Player Piano Demonstration

October 4 at 4:00–5:00 p.m.

Enjoy a free concert featuring the Music & Performing Arts Library’s Steinway Duo-Art Reproducing Piano. See the piano in action and learn more about the instrument and roll collection. Visit the Library’s website for more information about the piano and roll collection.

This event will take place in the Music & Performing Arts Library’s player piano room, which is located on the second floor of the library. MPAL is located in the Music Building (1114 W Nevada St., Urbana). See our website for accessibility information and how to get to MPAL.

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EVENTS AND TRAINING: Hub Training

The Reference Management Team will be holding Fall 2024 Hub Trainings. The October sessions are listed below as well as in the Staff Calendar and on the welcome page for the Canvas course (see below).

We will once again be having one in-person session and one held via Zoom for each topic, with sessions taking place on Mondays from 2-3 p.m. and Fridays from 3-4 p.m. The same content is presented in both sessions so you can attend either the Monday or the Friday session. Registration is not required (Civil Service non-exempt staff should get permission from their supervisor before planning to attend).

To enroll in the Canvas course associated with Hub Training, use this link: https://canvas.illinois.edu/enroll/YYL6RR . The course includes materials and recordings from past Hub Training sessions and will be updated to include the Fall 2024 sessions.

• October 4 at 3 PM: Recording, Analyzing, and Visualizing Data in LibInsight
• October 14 at 2 PM & October 18 at 3 PM: E-resources Access & Troubleshooting
• October 21 at 2 PM & October 25 at 3 PM: Neurodiversity

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EVENTS AND TRAINING: Library Teamwork and Engagement Module 3

October 24 at 12:00 p.m.

We are pleased to invite you to participate in the University Library DEIA Educational Workshop Series.  This series was developed by Dr. Ellen Burts-Cooper of Improve Consulting in collaboration with the DEIA Task Force. These workshops are a mixture of presentation and discussion, led by two library facilitators. By attending this workshop, you will have the opportunity to meet colleagues from across the library and learn from each other. This workshop, Library Teamwork and Engagement, focuses on teamwork and collaboration, discussing trust and creating an environment of engagement.

We will have more workshops next semester, please keep a lookout for them.

Registration: https://uiuc.libcal.com/event/13083169

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EVENTS AND TRAINING: Alphas’ Adventures in “Munchland”: Black Bibliography for a New Literacy

Thursday, October 24 at 6 p.m. via Zoom (online only)

Jesse Erickson, Astor Curator of Printed Books & Bindings at the Morgan Library, joins the RBML virtually to discuss Black bibliographical exploration and trace the migrations of Black Vernacular English (BVE) from 18th-century literature to that of the hip hop generation. This live Zoom presentation is open to the public; please pre-register at go.illinois.edu/Erickson.

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ANNOUNCEMENTS: University Librarian Note

Happy September, everyone!

We are now in the swing of the fall semester, and I hope it’s going well so far. I’ll always vividly remember the crush of managing hiring, training, and scheduling a new student workforce while also trying to stay on top of the rush of reserve and e-reserve requests back in 1994 when I was a new library manager at Northwestern University. So much has changed since then but the rhythms of academic life seem to stay the same and I know many of you are managing many of the same processes now. Read more…

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ANNOUNCEMENTS: Cheers for Peers

Library Human Resources is happy to announce this month’s Cheers for Peers submissions. The following Library employees have been cheered by their peers:

• Christopher Bailey
• Rachel Bernstein
• Henry Borchers
• Jake Culbertson
• Adrienne Esserine
• Xavier Sanchez
• Anthony Stewart
• Jody Waitzman

To view the detailed Cheers for Peers submissions please view the Growing People blog.

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ANNOUNCEMENTS: Recognizing Excellence

• Stephanie Luke Awarded Society of American Archivists Strategic Growth Grant

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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ANNOUNCEMENTS: Senior Administrative Team Meeting Minutes

Please see the detailed meeting minutes as follows:

• August 13

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ANNOUNCEMENTS: Collection Development Committee Notes

The most recent meeting 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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FACILITIES NEWS: Facilities Update

Tim Newman, Assistant Dean of Libraries for Facilities

Welcome back to campus!! As a new semester has started, the Facilities Team wanted to remind everyone of a few general procedures and policies:

1. For any facility-related request(s) such as furniture needs, key requests, event setup, general maintenance, and remodel, or when not sure, please submit a ticket request. This way all of facilities can track the request and ensure that we are providing the best customer service for you. These links will help with varied ticket submissions:
   • Team Dynamix (general facility/default request): https://go.library.illinois.edu/logaticket
   • Key Request Form: https://www.library.illinois.edu/staff/facilities/keyrequest/
   • Event Checklist: https://www.library.illinois.edu/staff/wp-content/uploads/sites/24/2019/02/EventCheckList-Revised-2019.02.08.xls
2. For shipping/delivery, please bring any shipments to Shipping/Receiving the day prior. We make daily deliveries starting at 8:00 a.m. as well as multiple deliveries throughout the day. We try to accommodate rush orders, but request at least a day’s notice. Additionally, for any packages being shipped FedEx or UPS, please have them by noon at the shipping/receiving desk at the Main Library. Lastly, ensure that you please provide as much detail regarding the order as possible (vendor, quantity, price, etc.).

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BUSINESS NEWS: Reimbursable versus Non-Reimbursable

Kim Johnson, Associate Director of Fiscal Operations

The University will reimburse employees for university business expenses. These expenses could be travel expenses, business meals, and miscellaneous cash purchases. However, there are some expenses that are not reimbursable and may need to be paid for by the Business Office.

Reimbursable expenses:

• Travel-related expenses
  • Airfares
  • Lodging
  • Per Diem
  • Car Rental and gas
  • Mileage
  • Rideshare
  • Parking
• Miscellaneous Expenses up to $499
  • Food supplies
  • Printing conference presentation material
  • Professional memberships

Non-Reimbursable Expenses:

• Travel-related expenses
  • Tips for hotel employees (this is included as part of per diem)
  • Room service
  • Trip protection (except for international flights)
  • Liability coverage and roadside assistance for rental cars
  • Ride Share (Uber Black/Uber Black SUV)**
  • Guest lodging and airfare*
• Sales Tax
• Gift Cards*
• Software or hardware purchases*
• Images/Pictures*
• Research materials*
• Employee-only meals
• Recurring charges for subscriptions or learning platforms*
• Honorariums*

*This item needs to be routed through the Business Office
**This requires an exception request and may or may not be reimbursed

Program advances must be requested through the Library Business Office by completing a program advance request form at https://forms.illinois.edu/sec/3026437. The request for a Program Advance must be received by the Business Office no later than 14 days prior to the date you need the funds.

It is important to note that the custodian of the program advance must receive the advance first prior to purchasing any gift cards or making any cash payments to participants. Proper documentation must be kept on who is paid, how they are paid, and when they receive their payment; please contact the Business Office for instructions on record keeping.

Please note that international individuals cannot be paid with a Program Advance, please contact the Business Office on how to proceed with paying international individuals.

The official University policies on Program (Cash) Advances can be found on the Business & Finance website at: https://www.busfin.uillinois.edu/paying_people/cash_advances. If you have any questions on Program Advances and if they are appropriate for your program please contact the Business Office at bhrsc@library.illinois.edu.

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HR NEWS: Filled Positions

• Matthew Hardy – Library Specialist – Interlibrary Loan & Document Delivery – 8/6/2024
• Peg Burnette – Medical Librarian – Grainger Engineering Library Information Center – 8/16/2024
• Anna Liss Jacobsen – Bioengineering & Engineering Medical Innovation Librarian – 8/16/2024
• Skylar Lucci – Visiting Engineering Instruction & Outreach Librarian – 8/16/2024
• Emily Benton – Prarie Research Institute Librarian – Funk ACES Library – 9/2/2024
• Nicolette Coleman – Senior Library Specialist – Ricker Library of Architecture & Art – 9/16/2024

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HR NEWS: Departures

• Neil Feuerhelm – Senior Audio, Video, & Emerging Technology Specialist – Library IT – 9/27/2024
• Hanna Lafond-Hyman – Office Support Associate – Business & Human Resource Service Center – 9/27/2024
• Kim Hutcherson – Human Resources Associate – Business & Human Resource Service – 9/30/2024

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HR NEWS: Civil Service Vacancies

• Associate Software Developer/Software Developer SCaRS – Library IT – Interviews
• HR Associate – Business & Human Resource Service Center – Interviews soon
• HR Representative – Business & Human Resource Service Center – Closes 9/10/2024

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EVENTS AND TRAINING: Staff Events Calendar

To see the most up-to-date staff events calendar, please visit uiuc.libcal.com/calendar/staff.

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EVENTS AND TRAINING: Preservation Open House

September 13 from 1–5 PM

Where: Preservation Services, Main Library 425
Who: Everyone is invited! Registration is required.
What: Preservation Services is hosting an open house with hands-on activities and demonstrations. Witness the high-speed box-making machine. Bring a one-page family letter to be digitized. Craft with Conservation experts. Learn about heavy metals in 19th-century books with an XRF scanner. There will be sign-up time slots available for each of our stations. Come learn about what we do behind the scenes in Preservation while touring our labs and offices on the 4th floor!

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EVENTS AND TRAINING: Mortenson Distinguished Lecturer – Meet and Greet & Workshop

We are pleased to offer two in-person opportunities to connect with Dr. Caidi, the 34^th Annual Mortenson Distinguished Lecturer, as well as Dr. Michelli Costa, Visiting Scholar, Faculty of Information Science, University of Brasilia.

September 18
1:00–2:00 PM: Doctoral Students Meet & Greet with Dr. Nadia Caidi
2:30–4:30 PM: Workshop – Arts-Based Knowledge Translation: Information (and Other) Professionals Supporting Communities Toward Action
Co-facilitated by Nadia Caidi, Professor and Director of International Student Experience, Faculty of Information, University of Toronto and Michelli Costa, Professor, Faculty of Information Science at the University of Brasilia

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EVENTS AND TRAINING: 34^th Annual Mortenson Distinguished Lecture – “Reading as Belonging: Implications for Library and Information Practice”

September 19, 2024
3:30– 5:00 p.m. CT (Hybrid lecture)
5:00– 5:45 p.m. CT (In-person reception)
School of Information Sciences Building, Room 126
501 E. Daniel Street, Champaign, IL 61820
Regisration: https://illinois.zoom.us/meeting/register/tZAscuisqjwpGtdCuYdIiOWJFzf9KH8D2sTE
Learn more: https://www.library.illinois.edu/mortenson/lectures/

Join us for the 34th Annual Mortenson Distinguished Lecture with Nadia Caidi. Dr. Caidi will deliver a presentation titled “Reading as Belonging: Implications for Library and Information Practice.” Drawing on her research on migration and belonging through the lens of heritage language and young people’s engagement with reading for pleasure, she examines the extent to which the library and information field equips students and staff with the skills and mindset they need to work meaningfully with communities, to practice an ethics of care towards the most marginalized, and to take responsibility for our collective future.

Co-Sponsors:
Mortenson Center for International Library Programs
School of Information Sciences
University of Illinois Library Urbana-Champaign
Center for Global Studies: This event was supported in part by grant funding from the U.S. Department of Education’s Title VI grant program. The content of this event does not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government.

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EVENTS AND TRAINING: DEIA Educational Workshop Series

As we continue to align our strategic vision with University values, engaging in DEIA work will help us build a strong foundation of shared understanding, vocabulary and focus on which to build. These workshops are for everyone—faculty and staff at all levels in our organization. Supervisors, please do as much as you can to encourage and support employees in attending; this can be done on regular work time. The workshops are a mixture of presentation and discussion, led by two library facilitators – dates and registration links can be found below:

• Module 3: Library Teamwork & Engagement –  Sept. 25, 10 AM – 11 AM register here
• Module 3: Library Teamwork & Engagement –  Oct. 24, 12 PM – 1 PM register here
• Module 4: Personal Management –  Nov. 18, 10 AM – 11 AM register here

Please reach out to Victor Jones if you have any questions!

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EVENTS AND TRAINING: Savvy Researcher Fall 2024 Workshops

The Savvy Researcher is a workshop series for all students, staff, and faculty looking to work on their research and information management skills.

We have another great lineup this semester! We have over 60 sessions scheduled – everything from foundational research skills to digital humanities to data collection and analysis to media and technology to publication and much more!

Special thanks to all the amazing teachers in our Library for sharing their expertise and skills.

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ANNOUNCEMENTS: University Librarian Note

Where has summer gone? Looking at the calendar turning August brings the usual flutter of excitement and panic: I didn’t get nearly as many things done this summer as I had anticipated. If you are in the same boat, you are not alone, but I hope that you have had a chance for a summer breather somewhere in there. If not, time’s a wastin’! Read more…

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ANNOUNCEMENTS: Mortenson Center Visiting Scholar – Michelli Costa

The Mortenson Center for International Library Programs will host visiting scholar Michelli Costa from August 12–October 25, 2024. She is a Professor at the Faculty of Information Science at the University of Brasilia (Brazil), who will be conducting research on Open Science and Informational Justice: Overcoming Inequalities in Science Based on the Experiences of the Libraries of the University of Brasília and the University of Illinois. Please visit the Center and welcome Dr. Costa!

Professor Michelli Costa holds PhD and Masters degrees in Information Science, and a Bachelor’s degree in Library Science from the University of Brasília (UnB). Her research in Information Science focuses on open science, digital libraries, and initiatives to democratize access to information. Since 2017, she has been a professor at the Faculty of Information Science at UnB and she currently serves as the vice-coordinator of the Graduate Program in Information Science.

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ANNOUNCEMENTS: Cheers for Peers

Library Human Resources is happy to announce this month’s Cheers for Peers submissions. The following Library employees have been cheered by their peers:

• Mirella Bajric
• Jose Bermudez
• Susan Breakenridge
• Julie Bumpus
• Ian Curry
• B.A. Davis-Howe
• Michael Donovan
• Laura Eichelberger
• Matt Freund
• Amy Fry
• Jennifer Gavel
• Nicholas Hagen
• Sarah Heald
• Debbie Jones
• Alex Klec
• Mary Laskowski
• Chad Lewis
• Sarah Lockmiller
• Jenny Maddox Abbott
• Alissa Marcum
• Cristina-Maria Kuhn
• Michael Norman
• Sindhuri Rekulapally
• Ithamar Ritz
• Melanie Rusk
• Will Schlaack
• Andrew Sims
• Ben Stone
• Rosemary Trippe
• Lisa Wells
• Lee Whitacre
• Preston Wright

To view the detailed Cheers for Peers submissions please view the Growing People blog.

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ANNOUNCEMENTS: Recognizing Excellence

• Mara Thacker and “Turn the Page!” Team Awarded Center for the Study of Race, Ethnicity & Equity Seed Grant

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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ANNOUNCEMENTS: Senior Administrative Team Meeting Minutes

Please see detailed meeting minutes as follows:

• June 26

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ANNOUNCEMENTS: Collection Development Committee Notes

The most recent meeting 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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FACILITIES NEWS: Facilities Update

With the start of a new semester approaching, the Library Facilities Team wants to remind you about submitting a Team Dynamix Facility Ticket for all your facility needs.  This could be a request for furniture, office moves/setups, key request, card access, event setup, and/or general maintenance.  When not sure, please submit a ticket, this way work is captured and can be scheduled appropriately.  We are in our busy season, as summer projects begin to wrap up and room preparations for the new semester begin.  Additionally, if new student workers or employees need building access please submit the appropriate key or card swipe access.  Lastly, the monthly facility project tracker has been updated and can be viewed on the Library Staff website: https://www.library.illinois.edu/staff/wp-content/uploads/sites/24/2024/07/July-Project-Info.pdf

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BUSINESS NEWS: Program (Cash) Advances

Are you conducting a research study? Do you need to pay your participants or offer some kind of incentive for participation? Then a Program (Cash) Advance might be what you need.

Items to request a cash advance for:

• Human Subject Payments (must have an IRB)
• Gifts/Prizes
• Incentives

Program advances must be requested through the Library Business Office by completing a program advance request form at https://forms.illinois.edu/sec/3026437. The request for a Program Advance must be received by the Business Office no later than 14 days prior to the date you need the funds.

It is important to note that the custodian of the program advance must receive the advance first prior to purchasing any gift cards or making any cash payments to participants. Proper documentation must be kept on who is paid, how they are paid, and when they receive their payment; please contact the Business Office for instructions on record keeping.

Please note that international individuals cannot be paid with a Program Advance, please contact the Business Office on how to proceed with paying international individuals.

The official University policies on Program (Cash) Advances can be found on the Business & Finance website at: https://www.busfin.uillinois.edu/paying_people/cash_advances. If you have any questions on Program Advances and if they are appropriate for your program please contact the Business Office at bhrsc@library.illinois.edu.

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HR NEWS: Departures

• Vanessa Biggers – Senior Library Specialist – Acquisitions & Cataloging Services – 8/31/2024

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HR NEWS: Civil Service Vacancies

• Senior Library Specialist – Ricker Library of Architecture and Art – Interviews
• Associate Software Developer/Software Developer SCaRS – Library IT – Closes 8/5/2024

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EVENTS AND TRAINING: Staff Events Calendar

To see the most up-to-date staff events calendar, please visit uiuc.libcal.com/calendar/staff.

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EVENTS AND TRAINING: Graduate Assistant Orientation

August 16–20

Library-wide GA Orientation & Training will be taking place August 16, 19 & 20. Each session is available for registration through the Library staff calendar: https://uiuc.libcal.com/calendar/staff

Day one includes sessions that will apply to all GAs working in the Library. The sessions on the other days may or may not be relevant. Please work with your GAs to guide them to the sessions that are appropriate for the work they will be doing (e.g., if they will not be answering questions via LibChat, let them know they should NOT register for the chat reference session). Supervisors can sign the GAs up individually, or ask GAs to sign up themselves. As with prior years, all of these sessions are also open to anyone working in these areas who would like to develop/refresh their skills. 

Sessions will take place in three different Library buildings (Main, Funk/ACES, Grainger) and we’ve incorporated a tour of each building into the schedule. If you work in one of these locations, please consider being on hand to welcome the new GAs as they come through on the tour.

If you have questions about GA Orientation, please send them to Zoe Revell (ODT).

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EVENTS AND TRAINING: Library IT Phase 1 – Conference Room Training

August 22 at 3 PM

Training is for fulltime Library faculty and staff for the Library conference rooms in order to gain access to log on to the dedicated room PC and use the video conferencing equipment.

Who needs training? Full-time Library employees that plan on hosting a meeting that requires using the Library Conference Room computer equipment (including video conferencing and hybrid meetings) will need training. This training is required only once. If you are a new Library Employee, or if you plan to video conference, host a webinar, or participate in a library search committee (regarding interviews and candidate presentation days), then the Library IT phase 1 training session is necessary in order to log in to the conference room computer and use the room equipment. Also, anyone who would like a room training refresher is always welcome to attend.

We will go over what the rooms have to offer and where to find this information. Demos include laptop connection, using the dedicated room PC, sound checks, touch panel modes, and troubleshooting common issues.

Due to limited seating, please sign up if you plan to attend: https://uiuc.libcal.com/event/12792990

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EVENTS AND TRAINING: Hybrid Library Hangout

August 27 at 10 AM

We are excited to invite you to our back-to-school in-person Library Hangout, on Tuesday, August 27th from 10-11 AM, in Room 314 at the Illini Union. Tea, coffee, seasonal fruit, and pastries will be provided. Feel free to drop in as early as 9:30 AM and mingle after the formal meeting.

If you cannot attend in person, do not worry, this event will be livestreamed and made accessible via Zoom. Please check your email for the Zoom link, and note that accepting the Zoom invite does not sign you up for the in-person hangout. If you wish to attend in person, please RSVP here by Monday, August 19th, 5 PM. We advise folks to use public transportation since parking at the Union is limited. If you need any accessibility accommodations, please reach out to us via email at events@library.illinois.edu by Tuesday, August 20th.

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EVENTS AND TRAINING: Save the Date! 34^th Annual Mortenson Distinguished Lecture – Dr. Nadia Caidi

September 19 from 3:30–5 PM lecture with reception to follow

HYBRID: in-person (School of Information Sciences building, 501 E. Daniel St., Champaign; Room 126) AND online
Find registration and more details: https://www.library.illinois.edu/mortenson/lectures/
Find more information about Dr. Caidi on her faculty profile: https://ischool.utoronto.ca/profile/nadia-caidi/

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