August Library Office Notes





ANNOUNCEMENTS: University Librarian Note
Check back next month for a new Note from Dean Wilkin.
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ANNOUNCEMENTS: Library Building Project Update – 8/1/2019
Tom Teper, Associate Dean for Collections and Technical Services

Committees and Working Groups – Programming the Main Library
In mid-July, the Programming the Main Library Working Group held an open workshop with activities that got the 20+ attendees thinking about desired adjacencies in the Main Library as well as thinking about how to prioritize visibility of various services, collections, and spaces. It is fair to say everyone got an appreciation of how massive this project is and how there are many details yet to be worked out as things move forward. The outcomes of this workshop will be shared with the consultants along with all other feedback collected on the 75% document (which WG members also submitted). The WG is now working to schedule meetings with individual units in the Main Library (hopefully) in August and September to listen to questions and ideas from an even broader range of individuals in the Library.

Kirstin (Dougan) Johnson is chairing the working group, and more information on the working group and its efforts can be found here: Questions or comments can be directed to the group at any time.

Committees and Working Groups – Collections
Utilizing the input received and feedback from the Library Consultation Working Group, the Executive Committee, and others in the Library, the Managing the Library’s Collections Working Group finalized its recommendations and submitted their final set of recommendations to the Executive Committee on July 25, 2019. More information on the working group and its efforts can be found here:

Committees and Working Groups – Special Collections Research Center (SCRC)
The Special Collections Research Center (SCRC) Working Group has continued meeting in preparation for working with our Programming and Conceptual Design firm. Subgroups focused on Exhibits and Outreach; Public Services; Environment and Storage; and Logistics and Operations compiled data in support of the forthcoming consulting work. All of this was shared with JLK and brightspot.

Following the kick-off meeting with JLK and brightspot, the SCRC WG held a couple of calls with the consulting firms in order to be interviewed about the project. The consulting firms also held a series of calls with members of the subgroups in mid-July to discuss their work, the data and recommendations compiled by the groups, and the project aspirations.

The framework under which these and other working groups directly associated with this project will work is posted here:

Committees and Working Groups – Library Consultation Working Group (Campus Level Cmte)
Members of the campus’ Library Consultation Working Group had an opportunity to review and comment on the 75% documents developed by JLK and brightspot. The Working Group itself met weekly through the month of June and in early July. Given that the timelines for the two consulting reports on the Main Library and the Special Collections Research Center have diverged, the group is currently in the process of reformulating a strategy for moving forward on a longer timeline.

Stress Management Workshops
The final installment of Michele Guerra’s Stress Management Workshop is scheduled for August 6th at 10:30 a.m. or 1:30 p.m. As you know, the Staff Development & Training Committee sponsored this series following the positive feedback received after Michele provided an overview of stress management resources at the March 13 Building Project Update

For questions, contact Jake MacGregor ( or Zoe Revell (

Contracts and Firms – Main Library
As noted in earlier updates, the University Library is working with an architectural firm to help with the programming activities. Chicago-based Johnson, Lasky, Kindelin (JLK) Architects is the approved firm, and they are working with a firm knows as BrightSpot Strategy to help the University Library and our campus partners to begin developing the program for the Library Building Project. More information on JLK Architects, including information on other projects they have helped develop, can be found on the company’s website: BrightSpot Strategy’s website can be found here:

Following the March 14, 2019 kick-off meeting, activities have moved forward at a reasonable pace with JLK and brightspot personnel on-site to lead three days of visioning activities focused on the Main Library Building. These sessions took place on May 14 – 16, 2019, and follow-up calls/discussions have been held with members of project leadership and the firms on May 22nd and 24th. These Main Library Building-centered activities are occurring as part of the Validation, Programming, and Space Planning Activities in the schedule below. The Library received the 50% documents from JLK and brightspot in early June and responded with comments ten days later. We received 75% documents in early July and responded with comments in the middle of the month. On July 26th, the firms submitted three different sets of drawings outlining options for conceptual plans. The drawings were all posted in 220 on Tuesday, July 30th and will remain available through Friday, August 2nd.

Contracts and Firms – Special Collections Research Center
As noted in previous updates, the Library anticipated establishing a contract with JLK and brightspot for the special collections building that would parallel the earlier process. That contract was established in early June and a kick-off meeting was scheduled with JLK and brightspot representatives on June 19, 2019. Members of the Special Collections Research Center WG attended the kick-off call.


  • Monthly Updates – As you know, monthly updates about the Library Building Project are distributed via LibNews. These will be posted in a separate section of LON. The intent of both is to ensure open communication of specific information related to the Library Building Project.
  • Quarterly Updates – The fourth Quarterly Update for the project was held on May 17, 2019. The fifth Quarterly Update is scheduled for September 9th at 4:00 p.m. in 66 Main Library. Please note that this time is tentative as it could be bumped due to class scheduling. We anticipate that the live stream provided by the Media Commons will be available for this one as well.
  • Website – The Library Building Project has a website located at: Here you can read about the vision behind this program, seek answers to many of the Frequently Asked Questions that might arise, and read about upcoming events or project news. You can also submit additional questions to the project team at
  • ITHAKA Faculty Survey – The ITHAKA Faculty Survey has been completed. For those that are interested in viewing some of the feedback received as part of that survey or others conducted as part of Library Assessment, please go here:

Facilities Schedules
The assigned project coordinator from F&S is Dennis Craig. Dennis has been involved in numerous projects across the University Library. He also serves as the Campus Historic Preservation Officer and is serving on the feasibility study being conducted related to the instructional facility that may be situated adjacent to the Main Library as well as initial work related to the Special Collections Building.

As noted earlier, the University Library recently received approval to work with JLK Architects and BrightSpot Strategies. Based on the kick-off date of March 14, 2019, the schedule below represents the most current estimated project timeline for this phase.

Library Redevelopment Plan Programming and Conceptual Design Study (U18083):

Library Redevelopment Plan Programming and Conceptual Design Study Table

In addition to the Main Library Building project, Dennis Craig recently prepared a preliminary schedule for the first phase of the Special Collections Facility Programming Study. This schedule will be adjusted to accommodate changes in the project schedule, etc…. Presently, we anticipate seeing the completion date in mid-October 2019.

Undergraduate Library – Special Collections Facility Programming Study (U19112):

Undergraduate Library - Special Collections Facility Programming Study Table

Long-Term Project Schedule
Following the completion of the initial Programming and Conceptual Design phase, the schedule below represents a best guess as to the project schedule through December 2024.

Library Redevelopment – Design/Bid/Build (U20XXX):

Library Redevelopment - Design/Bid/Build Table

Outreach and Engagement
Nothing pending.
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The Illinois Open Publishing Network and Publishing Without Walls are pleased to publish our fourth title in the AFRO-PWW series published July 1, Tyechia Thompson’s Scalar book Love and Suspense in Paris Noir: Navigating the Seamy World of Jake Lamar’s Rendezvous Eighteenth.

Synopsis: Taking readers on an itinerant journey through Jake Lamar’s novel Rendezvous Eighteenth, Tyechia Thompson, practitioner of Black Paris, explores narratives of African-American expatriates in Lamar’s life, his Paris, and his work. Unfolding in six different paths, this interactive literary analysis pulls together interviews with Jake Lamar and relevant videos, showing Lamar’s chosen setting of the Eighteenth Arrondissement and treatment of race as a departure from contemporary fiction of its type. Introducing the “different side of Paris” through narrator Ricky Jenks, Lamar centers his novel on the lesser known parts of the city, enabling direct challenges to migration narratives of inclusion and racially utopic France. Building a new layer of analysis in each path, Thompson demonstrates a flexible approach to text, showing the complexities of Rendezvous Eighteenth in both form and content.

Find it at Enjoy!
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ANNOUNCEMENTS: ILS Coordination Team Report
Michael Norman, Discovery Services Librarian and ILS Coordinator

ILS Coordination Team Website
The ILS Coordination Team wanted to report that we have created a website that will keep track of all the ongoing work occurring and where we will continually post updates of all this activity. You can view the website at:

Ongoing Timeline for Implementation of Alma and Primo VE
We are entering the 2nd Test Phase of the implementation of Alma and Primo VE. The Vanguard Test Phase of the five I-Share libraries was completed on June 28th. The UIUC Library will continue to have access to the Vanguard Test instances of Alma and Primo VE through September 30, 2019. We will also continue to have access to the Ex Libris Project Team through the end of September as well as we continue to test the Vanguard Test version of both Alma and Primo VE.

On July 9th, CARLI and Ex Libris held the 2nd Kick-Off meeting that pulled in representatives from all 91 I-Share libraries that will be involved with migrating and implementing the Alma/Primo VE systems over this next year. Over the next 11 months, each of the 91 libraries will be submitting the migration, configuration, Primo VE Worksheet, and Print to Electronic (p2e) forms to aid in the eventual extraction, mapping, migration, and mapping of data to the Alma system. The ILS Coordination Team is already busily updating each of these forms to submit by the deadlines for each category and we are updating answers we previously submitted in the Vanguard Test Phase back in April.

In mid-October 2019, the Library will receive a new Test Phase instance of Alma and Primo. As we learned what did not migrate over properly or map correctly to the Alma data structures (usually based on national standards and rules), the UIUC Library’s 2nd Test instances of Alma and Primo VE will include much of the data we have been working to clean up and convert to the required specifications required by Alma and Primo VE. We should have a more synced up version of Alma and Primo VE with this second test instance that will match up better with the configurations and customizations we want for the eventual Primo VE interface we want users to access.

Activity over the past month (June 18th to July 20th)
The ILS Coordination Team is steadily testing all aspects of the migration and configuration of the Alma and Primo systems. We have had access to Alma and Primo VE for nearly two months now and we are getting to understand the layout and structure of Alma and how it interoperates with the Primo Discovery instance. In many ways, this is completely different than what we have experienced with the interaction between the Voyager and the VuFind catalog. For more information about the interoperability of Alma and Primo VE systems, see the Ex Libris Essentials site for two information videos:

We do continue to test the migration of the Library’s data from Voyager and SFX into Alma. Most of the acquisitions information (including historical data), bibliographic records, holding records, item records, statuses associated with records, patron records, patron groups, loan information, and transactions on individual items were migrated correctly. We did hit a few issues regarding library locations associated with purchase orders and line items not showing properly and the serial check-in predictive patterns not porting over, but we have determined the issues with this occurrence and this will be fixed for the 2nd Test Phase and the round of the extraction of the Library’s data to occur in October 2019.

Some of the major differences between the two systems includes real time interaction between the two systems (it takes overnight indexing for changes in Voyager to be seen in VuFind), highlighting of electronic access to a title (from the embedded link resolver in Alma/Primo VE), activation of electronic collections in the Primo Central Index (see link below), and the use of a Master Record approach that has a designated record that is utilized by all libraries in the I-Share consortium.

There have been some major issues we do want Ex Libris to address in the near-term and in future stages of the implementation. The most important problem we have encountered so far is the performance issues with slowness of both the Alma and Primo VE systems in returning search results. Also, facets are not displaying properly at times. If one clicks too soon as results are resolving, the system hangs up and the user has to re-initialize the search or even start over completely. This will need to be addressed during the 2nd Test Phase of the implementation.

There will be some big changes regarding discovery and usage of the Library’s electronic resources as represented in the online catalog and the ILS Coordination Team will be providing information sessions on all this over the next year before going live with both systems in June 2020. Something new for us could be utilizing the Primo Central Index to create multiple search profiles in Primo VE to concentrate on different resource types including articles, books, conference proceedings, dissertations and theses, newspaper articles, research datasets, scores, statistical data sets, technical reports, and videos.

For more information about all the various collections available in Primo Central Index (with Primo Central Collection list for June 2019) see:

Over the next 2-3 weeks we are beginning to examine the User Experience (UX) aspects of Primo VE including to examine the My Account features in the new system. John Laskowski is overseeing the endeavor to learn the optimum setup for these public-facing services. We are also working with CARLI Office to see about the feasibility of exporting over the saved records and items in VuFind into Primo VE or another similar reference management service such as Zotero, Mendeley, EndNote, Citavi, etc.

Certification to configure Alma and Primo VE systems
We have four members of the ILS Coordination Team who have made it through the Ex Libris certification process that enables individuals to be able to configure the Alma/Primo VE systems. The process requires the viewing of nearly 40 hours of training videos and then taking and passing a test to gain the certification badge. Megean Osuchowski, MJ Han, Janelle Sander, and Michael Norman have all gained certification over the past month and several other members of the team are close to completion. Individuals who get certification are allowed to configure the Alma system. Overall, we will have around 8 individuals who will gain the certification and this will become the Library’s System Administration Team to oversee the configuration and setup of the new systems.

Library-wide Information Sessions of Alma and Primo VE
The ILS Implementation Team will have three identical information sessions in late July and early August to give updates on the Vanguard Test Phase for the implementation of the Alma/Primo systems here in the Library and in the I-Share consortial libraries. During the current Vanguard Test Phase, we have had access to test instances of both Alma and Primo for about 3-4 weeks now and the Team is busily examining the migration of the Library’s Voyager and SFX data into the new systems and determining how all this maps over to the different structures in Alma/Primo. We have gained a good overview of the Alma/Primo systems and we are at a place where we want to give a preliminary introduction to the Library and showcase the functionalities of both systems.

The dates for the Alma/Primo Implementation sessions are:

  • Tuesday, July 23rd, 1 – 2 p.m. in Room 106
  • Tuesday, July 30th, 11 – 12 p.m. in Room 106
  • Tuesday, August 6th, 11 – 12 p.m. in Room 106

There will be more information sessions starting in October 2019 after we get access to the Library’s new instances of Alma and Primo during the Second Test Phase starting mid-October. Watch for those announcements.

Another sample search results page (search: Machine Learning) in Primo VE:

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ANNOUNCEMENTS: Grant Announcements for External Fundraisers
As always, if you are interested in all grant opportunities across disciplines, feel free to subscribe to the OVCR’s list at

If you have any questions or concerns, please contact Heidi Imker or Kathie Veach.

08/28/2019 – University of Illinois – Campus Research Board

09/19/2019 – Humanities Connections Planning Grants
Output: Curriculum, Community Partnerships, Faculty Development, Teaching Resources

09/19/2019 – Humanities Connections Implementation Grants
Output: Linked Courses, Curriculum, Community Partnerships, Faculty Development, Teaching Resources

09/27/2019 – IMLS – National Leadership Grants for Libraries (Preliminary Proposal) NEW!

10/03/2019 – NHPRC – Access to Historical Records: Archival Projects

10/15/2019 – Dialogues on the Experience of War
Output: Curriculum, Community Partnerships, Discussions Groups, Facilitator Training

10/16/2019 – University of Illinois – Campus Research Board

12/04/2019 – Scholarly Editions and Translation Grants
Output: Book, Translation, Edition, Music edition

12/04/2019 – Collaborative Research Grants
Output: Book, Digital Material & Publication, Other Scholarly Resource, Themed issue of peer reviewed journal, Conference, Workshop

01/15/2020 – University of Illinois – Campus Research Board

01/15/2020 – Sustaining Cultural Heritage Collections
Output: Preservation Supplies/Equipment, Reports on Preventive Conservation

01/15/2020 – National Digital Newspaper Program
Output: Web Resources, Digitized Newspapers

01/16/2020 – NHPRC – Access to Historical Records: Major Initiatives (Preliminary)

02/01/2020 – IMLS – Collections Assessment for Preservation Program NEW!

02/05/2020 – Public Scholar Program
Output: Book

02/13/2020 – Summer Seminars and Institutes for Higher Education Faculty
Output: Conference/Institute/Seminar

02/13/2020 – Summer Seminars and Institutes for K-12 Faculty
Output: Conference/Institute/Seminar

03/04/2020 – University of Illinois – Campus Research Board

03/04/2020 – Institutes for Advanced Topics in Digital Humanities
Output: Conference/Institute/Seminar

04/08/2020 – NEH-Mellon Fellowships for Digital Publication
Output: Digital Material & Publications

05/15/2020 – NEH Research and Development NEW!
Output: Web Resources, Report, Computer Program

05/15/2010 – NEH Preservation and Access Education and Training NEW!
Output: Preservation Course or Curricular Materials, Conservation Graduate Program, Preservation Workshop, Fellow Positions in Conservation

05/15/2020 – NEH Infrastructure and Capacity Building Challenge Grants NEW!
Output: Buildings, Equipment, Digital Infrastructure

06/19/2020 – NEH Digital Projects for the Public NEW!
Output: Game/Simulation, Mobile App, Virtual/Augmented Reality, Website
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ANNOUNCEMENTS: Did You Know? A Monthly Factoid from Library Assessment

Graph showing undergraduate student use of the library

A survey conducted in fall 2018 by the Library shows that 97% of the undergraduate students surveyed have physically visited the library. 42% said they prefer studying/working in a campus library more than in other types of buildings. 52% identified with this statement: “When I am in a campus library building, I feel that I belong.”

For more information about the survey, please visit and
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ANNOUNCEMENTS: Library Tip of the Month
The Library sends a monthly email to new faculty at Illinois during the fall and spring semesters. These emails introduce many of our services and resources to this important audience.

The first LTOTM email of the fall semester will send in September. If you have ideas for future emails, please feel free to share them with Heather Murphy.
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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 meetings minutes of CAPT (including work group reports) are posted at:
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ANNOUNCEMENTS: Recognizing Excellence

Please forward journal editorships or editorial board membership, elected and invited external service appointments, honors, and awards information to Heather Murphy.
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HR NEWS: Departures

  • Shoshana Vegh-Gaynor, Ricker Library (July 23)
  • Kim Matherly, Library Administration (July 26)

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HR NEWS: Filled Positions

  • John Rutherford – Web Application Developer (July 8)
  • Dan Dalpiaz – Web Application Developer (July 15)
  • Alex Dryden – Visiting Research Programmer, Scholarly Communication & Publishing (August 1)
  • Michelle Self-Ballard – Library Operations Associate, UGL (August 5)
  • Robert Geraci – Associate Research Professor (August 16)
  • Jessica Hagman – Social Science Research Librarian (August 16)
  • Janis Shearer – Public Services & Engagement Librarian (August 16)

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HR NEWS: In Memoriam

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HR NEWS: Vacancies

  • Library Operations Associate – Conservation, interviews starting soon
  • Library Specialist – Undergraduate Library, waiting on Master Referral
  • Library Specialist – Architecture & Art, job posting soon

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FACILITIES: Tim Newman Hired as Assistant Dean for Facilities

Headshot of Tim Newman
Tim Newman has been appointed as the Library’s new Assistant Dean for Facilities. He will start on August 16, 2019.

For the last four years, Tim has served as Director of Facilities for the Electrical and Computer Engineering department here at Illinois, and prior to that, he served as a project manager for capital projects in Facilities & Services. For several years prior to working at the University, Tim was able to combine his architectural and project management experience in large-scale construction and facilities positions in Champaign and Chicago. Tim is also a seasoned veteran, serving in Iraq and Afghanistan, where he capably demonstrated his leadership, architecture, and construction skills.

Dean Wilkin said, “Tim has broad experience with the array of facilities-related challenges a large organization faces, is a creative thinker and problem solver, and will be an asset to the Library in addressing both our day-to-day and grand challenges.”
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FACILITIES: Facility Project Updates

  • ACES Funk Library – Additional Staff Offices – F&S working on contract with consultant to design office space for staff on the second floor. Design and construction documents to be complete in August 2019. Construction anticipated to be September December 2019.
  • Library Programming and Conceptual Design – Johnson Lasky Kindelin Architects & Brightspot Strategies are the consultants for the project. Part 1 validation, programming and space planning activities – draft report due end of May 2019. Part 2 conceptualization & design, prioritization & phasing – June 15 –July 7, 2019.
  • Main Library Roof and HVAC Exterior Ductwork Replacement F&S is working on the consultant selection process – Design and construction documents to be complete in August 2020. Construction December 2020 – September 2021.
  • Main Library – Reading Room 200 Renovation & Room 220 Conceptual Design Bid documents May 20, 2019. Bid and award set for August 2019. Construction August 2019 – February 2020.
  • Main Library – 1st Floor Central Service Point Construction June – September 2019.
  • Undergraduate Library – Elevator Replacement Hiring professional services consultant during June 2019. Design and construction documents complete December 2019. Construction March 2020 – March 2021.

For a complete list of projects in planning and construction, please see:
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EVENTS AND TRAINING: Staff Events Calendar
To see the most up-to-date staff events calendar, please visit
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EVENTS AND TRAINING: Stress Management Workshop Series
The Staff Development & Training Committee is sponsoring a stress management workshop series by Michele Guerra, Director of Campus Wellbeing Services. Michele provided an overview of the series at the March 13 Building Project Update and there has been interest expressed in bringing this workshop series to the Library.

Michele has offered to present each session twice, on the same day, to accommodate different schedules. A brief summary of each session is listed below, as well as the date and two times it is presented. Please register for each session you would like to attend (participation is limited to 25 participants per session). All are welcome!

Session 4: Dealing with stress at work, which applies previously learned stress management tools to managing stressors at work, discusses strategies for coping with uncertain situations, and explores ways to resolve conflict

(Important: Please complete at least Session 1 before taking Session 4, as participants use techniques covered in these earlier sessions.)

Offered Tuesday, August 6 at either 10:00 – 11:30 a.m. or 1:30 – 3:00 p.m.

All sessions are in Library Room 220. Each of the 4 sessions will be recorded for those unable to attend and recordings will be made available shortly after sessions.

These sessions are approved Library events. Staff should request time for the event in advance from their supervisor, and be sensitive to coverage issues for the unit.

To register for session(s), please click on the session time you would like, above, or go to the Library Staff Calendar.

For questions, contact Jake MacGregor ( or Zoe Revell (
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EVENTS AND TRAINING: An Afternoon with the Consul General of India
Aug 21, 2019
12:00 – 1:00 p.m.
The International and Area Studies Library (321 Main Library)

Graphic for Afternoon with the Consul General of India Event

Meet the Consul General of India, Shri Sudhakar Dalela, enjoy free refreshments, and check out an exhibit showcasing the Indian Consulate’s recent donation of some of India’s most important cultural and literary texts!
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EVENTS AND TRAINING: One Community Together

Flyer for the One Community Together programming
Join the Sousa Archives and Center for American Music and the Champaign County Museums Network for its 11th year of One Community Together (OCT) programming for the Urbana Sweetcorn Festival on August 24, 2019.  This year’s programming and children’s activities kick off with another special performance by the Bow-Dacious String Band and the BBL Jazz Band and Drumline, and will again conclude with an outstanding finale performance by the Urbana, Central, and Centennial High School marching bands playing Tom Wallace’s arrangement of Margaret Cobb and Bruce Channel’s “Hey Baby” under the direction of the University of Illinois’ Director of the Marching Illini, Barry Houser.  The One Community Together stage is located this year at the corner of Broadway and Water Streets, and all performances and children’s activities are free and open to the public.

OCT performance schedule:

11:30-12:30 Bow-Dacious String Band and BBL Jazz Band
12:45-1:30 Two Boys Going Nowhere singing from the American songbook
1:45-2:30 Bali Lantari Balinese drumming and dance
2:45-3:30 Jean Rene Balekita and BOMOYI Congolese rumba melodies
3:45-4:30 Tradition Jazz Orchestra
5:00-6:15 Urbana, Central, and Centennial Marching Bands

OCT children’s activities:

11:30-1:00 Pollinator Puppets: Bees, Butterflies and Flowers Puppet Theater (Pollinatarium)
11:30-1:30 Toys of the 19th Century (Museum of the Grand Prairie)
11:30-4:30 Music Instrument Exploratorium Adventure (Sousa Archives)
12:30-2:30 Modelling New York City’s Holland Tunnel Disaster under the Hudson River with Construction Paper and Fans (Distributed Museum)
1:00-3:00 Crafty Coronation: Make Your Own Crown (Spurlock Museum)
2:00-4:00 Music Making with Didgeridoos, Australia’s Oldest Wooden Brass Instrument (Sousa Archives)
2:30-4:30 Mystery Mammals of Illinois and Other Nature Games (Homer Lake Interpretative Center)
2:30-4:30 Mibsters, Ringers, and Duck: Crafting America’s Marble Game (Champaign County History Museum)
3:00-5:00 Nature Play (Anita Purves Nature Center)
3:00-5:00 Solar Adventures: Exploring Telescopes, Meteorites, and the Sun (Staerkel Planetarium)

For further information about this weekend’s OCT programming please call the Sousa Archives and Center for American Music at 217-333-4577.  For a complete schedule of the Festival’s performances and other family programming please visit
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If you would like to submit content for the September issue of Library Office Notes, please submit it to Heather Murphy or Tom Teper by August 16, 2019.