February Library Office Notes






ANNOUNCEMENTS: University Librarian Note
Please see Dean Wilkin’s remarks given at the Library-wide Retreat on January 13, 2017. 
Back to Top

ANNOUNCEMENTS: Strategic Framework Impact Awards – Proposal Development Clinics
As a call to action, the University Library invests in its future by funding projects that will advance innovative ideas and services in support of the Framework of Strategic Action, 2015-2018 (http://go.illinois.edu/framework). Two levels of funding are available: smaller projects up to $2,500 and larger projects up to $5,000. Approximately 4-6 smaller awards and 1-2 larger awards will be distributed in 2017.

Proposal Development Clinics (all in 106 Library)
You are invited to attend the Proposal Development Clinics to learn more about the awards and the proposal-writing process. All first-time proposal writers are encouraged to attend at least one clinic.

February 9 from 9-10 – Come with your draft applications

Open Forum

  • Q & A on the Awards
  • Review of ideas and applications
  • Budget assistance: Kathie Veach
  • IT assistance: Jim Dohle

All Library staff, APs, and faculty are encouraged to apply.

The objective of this funding is to provide opportunities to be innovative and make original contributions to the ways in which the Library works in support of the Framework of Strategic Action, 2015-2018 (http://go.illinois.edu/framework). Cross-unit awards are encouraged.

January 13 — Call for SFI Awards distributed following the Library Retreat
Mid-Jan to Mid-Feb — SFI Proposal Development Clinics
February 28 — Project proposals due to EC (ec@library.illinois.edu)
March 20 — Winning SFI Awards announced
November 17 — SFI Award project reports due
December 1 — Selection of 1 – 4 SFI Awards as presentations for 2018 Library Retreat

Review Process
All proposals will be reviewed by a small group drawn from the Library’s Executive Committee and from the AULs, with recommendations advanced to the University Librarian.
Back to Top

Library’s Contribution to DPLA
Illinois’ rich and unique digital resources that are aggregated and prepared by the Illinois Digital Heritage Hub (IDHH) are now available in the Digital Public Library of America (DPLA). As of January 5, 2017, users can find and freely use 203,912 items from 123 cultural heritage institutions across Illinois directly from the DPLA (https://dp.la/search?partner%5B%5D=Illinois+Digital+Heritage+Hub). The IDHH (https://ildpla.wordpress.com/) was established as the Illinois Service Hub for the DPLA in partnership with the Illinois State Library, CARLI, the Chicago Public Library, and the University of Illinois at Urbana-Champaign Library. The Library’s contribution to the IDHH focuses on metadata, including metadata quality review, recommendation for remediation, and trainings for current and future IDHH contributing institutions.

Please contact Hannah Stitzlein <hannahes@illinois.edu>, the Visiting Metadata Services Specialist for the IDHH, if you have any questions on how IDHH works and how metadata operates in DPLA.)
Back to Top

ANNOUNCEMENTS: New Small Purchase Competition Policy
The Business and Human Resources Service Center (BHRSC) would like to bring this new requirement to your attention.


Small Purchases Greater Than or Equal to $10,000
It will be required that a requisition for supplies, general services and construction that is less than the small purchase limit ($80,000) but greater than or equal to $10,000, include documentation demonstrating competition from multiple vendors. The small purchase should be made to the vendor with the lowest-cost. If a purchase requisition is submitted with a purchase to a vendor other than the lowest-cost vendor, or if competition cannot be demonstrated, the individual submitting the requisition must complete the Small Purchase Waiver Form documenting the justification for the request.

Competition can be demonstrated by:

  • obtaining written quotes from competing vendors
  • requesting pricing via e-mail
  • web search results demonstrating pricing
  • telephone quotations (must be documented to state which vendor was contacted and the pricing quoted)

Note: Obtaining quotes for items that are not similar in nature is not considered “reasonable competition”.

Units have a shared responsibility to consider small and diverse businesses in this competitive process. Small and diverse businesses can be identified by searching the Illinois Department of Central Management Services’ Business Enterprise Program (BEP) and Small Business Set-Aside Program directories or by contacting the University’s Office of Procurement Diversity.

When submitting a Banner requisition, the department should note in the “document text” the results of any efforts made to obtain such competition and, if written supplier quotes were obtained, submit such written quotes as an attachment with the requisition. The first line of the document text should reference that there is an attachment to the requisition, what the attachment is, and how the attachment will be sent to Purchasing.

For iBuy requisitions, same as above but notations should be in the internal notes and all quotes obtained need to be attached to the internal side, with the vendor quote being used to make the purchase attached to the external side.

If you are making a purchase from a contracted vendor (a contracted vendor is one that has been awarded through a competitive solicitation process), multiple quotes are not required. Note, catalog vendors in iBuy are contracted vendors.

If you have any questions or need help in fulfilling this requirement please contact Kathie Veach, Carole Kopp or Candice Woodrum for assistance.
Back to Top

ANNOUNCEMENTS: Collection Development Committee Notes
The most recent meetings minutes of the Collection Development Committee are posted at http://www.library.illinois.edu/administration/collections/groups/cdc.html.
Back to Top

The most recent CAPT committee meeting was held on December 13. There were three items on the agenda:

Digital Production Working Group Report
Josh Harris was reporting on behalf of Kyle Rimkus.  Josh provided a review of the work group’s goals for the coming year:

  • Develop a means for efficient metadata ingest into the Medusa Digital Library System (MDLS)
  • Create end-user documentation for the MDLS
  • Coordinating with Preservation and CAM, develop improved intake, QC, and packaging workflows for digital projects
  • Open the Archive-It web archiving service beyond just the archiving group
  • Improved workflows for media reformatting efforts, potentially working with Big Ten partners
  • Improve automation of workflows
  • Investigate content hosting for external institutions
  • Investigate how to better preserve licensed content
  • Planning for future growth, especially for storage, but also scalability of services

Repositories, Preservation, and Access Working Group Report
Helenmary Sheridan reported in this work group’s activities.  Some highlights are provided below:

  • Illinois Data Bank
    • Ten new deposits
    • File previews for some file types and zip file expansion are now supported
    • Beginning the process of upgrading to DSPACE version 6
    • Dealing with service stability issues caused by high web crawler traffic
    • Looking at growth statistics (additional data are available in the CAPT meeting minutes)

  • Illinois Experts
    • Major upgrade of the Elsevier Pure system; unfortunately could not utilize all the features because of name disambiguation problems
    • Tenure-line faculty included, except for arts and humanities which are being excluded until more citation data can be included
  • Medusa Digital Library System
  • Medusa Preservation System
    • Growing quickly; many born digital and digitized audiovisual files from the archives; approximately 86 TBs and 30 million files

  • Scholarly Publishing
    • Publishing Without Walls (PWW) grant
      • Working on report to Mellon and planning workshops
    • Illinois Open Publishing Network (IOPN) Service
      • Soon the first e-book manuscript will be published by the IOPN service
    • Scholarly Communications and Publishing (SCP) Unit
      • Working on new web site, procedures, and internal organization

One Year CAPT Review
CAPT has completed a one-year introspective review.  The report has been submitted to Executive Committee (EC) and should be available for Library-wide review soon.

Detailed meeting minutes and work group reports can be found here:
Back to Top

ANNOUNCEMENTS: Recognizing Excellence
Please forward journal editorships or editorial board membership, elected and invited external service appointments, honors, and awards information to Dan Tracy.
Back to Top

HR NEWS: Faculty and AP Searches
Below is a summary of current academic searches as of January 30, 2017 (click on graphic below to enlarge). A more comprehensive listing is sent via LibNews each month.

Back to Top

HR NEWS: Affiliated Faculty Appointment

  • Celestina Savonius-Wroth – History (effective December 8, 2016)

Back to Top

IT NEWS: Video Camera Kit
The Library IT Help Desk has added a new video camera kit to the loanable equipment pool that includes an HD camcorder, SD card, tripod, and wireless mic. The kit can be useful for recording presentations, workshops, or anything else that you may want to record and share later. Library faculty and staff can check out the kit by placing an online request to the Library IT Help Desk.
Back to Top

IT NEWS: Two-Factor Authentication for Accessing Your W-2 and Other Banner Data
With tax season upon us, you should be aware of the following information:

The University has started to require two-factor authentication for some web applications that provide access to sensitive personal financial data – including access to your W-2 tax forms. Two-factor authentication is an industry standard practice that many web services and financial institutions already use to ensure that your identity and personal information isn’t compromised or used by an imposter.

The University’s two-factor authentication works by a simple rule. If you’re accessing protected information from a campus location, you can just sign in with your appropriate credentials as you normally would. However, if you’re off campus, you’ll be asked to use two-factor authentication. If you need to access your online W-2 from a home computer, you’ll need to sign up for two-factor authentication.

More information about signing up for two-factor authentication can be found here: http://techservices.illinois.edu/news/2017/set-2fa-get-your-w-2

Please sign up if you think you’ll need access to your W-2 from off campus, so you’re not stuck on the night of April 15 without the forms you need to file your taxes.
Back to Top

FACILITIES: Facility Project Updates
Please visit the Office of Library Facilities web page (http://www.library.illinois.edu/administration/facilities/) for project information
(under Facilities–>Project Information).
Back to Top

EVENTS AND TRAINING: Staff Events Calendar
To see the most up-to-date staff events calendar, please visit http://www.library.illinois.edu/calendar/staff/.
Back to Top

EVENTS AND TRAINING: Library Visit with President of Oxford University Press USA
Niko Pfund, the President of Oxford University Press USA, will be on campus Monday, February 6. He has an hour scheduled with the Library at 3:00 in 428 Main Library. Please join us for an informal discussion about academic publishing and scholarly communications. He also has a public talk at noon titled “A Career in Publishing: What You Need to Know.” The noon talk will be at the Asian American Cultural Center, and cookies and coffee will be available.
Back to Top

EVENTS AND TRAINING: NISO Webinar – Providing Access: Ensuring What Libraries Have Licensed Is What Users Can Reach
12-1:30pm, Wednesday, February 8
428 Main Library
Sponsored by Staff Development and Training
Back to Top

EVENTS AND TRAINING: Movie Viewing and Panel Discussion: 13th
Thursday, February 16, 2017, 5pm-8pm [dinner will be provided during intermission]
GSLIS IS Room 126 and East Lobby

13th (directed by Ava DuVernay) plus a panel discussion with:

  • Dr. Abdul Alkalimat, Professor Emeritus of African American Studies, and the School of Information Sciences
  • Charisse Burden-Stelly, Department of African American Studies, University of Illinois at Urbana-Champaign
  • Dr. Sundiata Cha-Jua, Associate Professor History; Associate Professor of African American Studies, Center for Global Studies
  • Jeff Christensen, University of Illinois Police Chief
  • Dr. Michael Schlosser, Director of the Police Training Institute

This event is jointly sponsored by the Library Diversity Committee and the iSchool Diversity Committee.
Back to Top

EVENTS AND TRAINING: Research and Publication Brown Bag
Laila Hussein Mustafa will present her research project at the Tuesday, February 21 RPC Brown Bag in 428 Main Library from 12 to 1pm. Snacks and water will be provided.
Back to Top

EVENTS AND TRAINING: ALA Webinar – Improve Your Library: Using the 5 Phases of Project Management
1:30-3pm, Wednesday, February 22
428 Main Library
Sponsored by Staff Development and Training
Back to Top

EVENTS AND TRAINING: Diversity Brown Bag Series: Ouch! That Stereotype Hurts
Discussion led by Harriet Green
12-1pm, Wednesday, February 22
106 Main Library
Sponsored by the Library’s Diversity Committee
Back to Top

EVENTS AND TRAINING: Supervisory Discussion: Communications Styles Using DiSC
10-11am, Thursday, February 23
428 Main Library
During this monthly discussion session, Zoe Revell will lead a discussion of how to use the DiSC inventory to explore yours and others’ work styles and improve communication at work.
Back to Top

If you would like to submit content for the March issue of Library Office Notes, please submit it to John Wilkin, JoAnn JacobyBeth Sandore, or Tom Teper by Friday, February 17, 2017.