April Library Office Notes






ANNOUNCEMENTS: University Librarian Note
It seems a bit odd to be sending out a note on something as mundane as the FY21 budget meeting in the midst of COVID-19 preparations, but life goes on! The budget meeting on March 6, 2020, was exceptionally good. Read more…
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ANNOUNCEMENTS: Library Building Project Update – 4/1/2020
Tom Teper, Associate Dean for Collections and Technical Services


With the final submission of the conceptual design drawings, the University Library completed the Conceptual Design phase of the planning process. The next step associated with the building process for the Library and campus partners involves developing a program statement. This program statement will draw heavily upon the conceptual plans, input received from the Library Consultation Working Group, and other individuals on campus. This process is anticipated to take between 6 – 8 months. After that point, the University Library will enter a phase of Schematic Design.

In order to enter that phase, the University Library continues tackling various administrative aspects of the project. This includes preparing materials for the Campus Capital Review Committee’s April meeting, finalizing aspects of a capital funding request, and, eventually, developing a Request for Proposals (RFP) for professional services that will be used to secure an architect for the design phase.

In the meantime, other work continues within the Library. Prior to the COVID-19 pivot, efforts began to solicit more direct input from student constituents. Conceptual design documents were posted in the Undergraduate Library in mid-February, the Library held its second Reddit Ask Me Anything (AMA) associated with the building project, and a small assessment team consisting of John Laskowski, Tom Teper, David Ward, and Jen Yu have begun outlining several options for gathering further input in the spring semester. Those efforts, however, will need to be rethought or put on hold until circumstances permit better solicitation of undergraduate feedback.

Internally, other operational discussions continue. Heads of departmental libraries involved in the Main Library aspect of this project met with Tom Teper and others from the Library’s Collection Management Working Group on March 31, 2020, to discuss mapping out collection space needs.

In the realm of communications, John Laskowski, Heather Murphy, and Tom Teper met to discuss updating the Library Building Project’s website; Tom Teper is reviewing updates to the FAQ page; and Advancement is developing new materials to help the fundraising process.

Committees and Working Groups – Special Collections Research Center (SCRC)

The Special Collections Research Center (SCRC) Working Group continues to meet. Recently, the working group focused on discussing steps that might be taken among the units anticipated to move into the facility to address topics such as (a) preparing collections to be moved, (b) discussing high-level security protocols for the facility, and (c) continuing to develop a better cross-unit understanding of operations.

The framework under which these and other working groups directly associated with this project will work is posted here: https://www.library.illinois.edu/staff/committee/the-library-as-catalyst-project-a-framework-for-working-groups-and-input-solicitation/.

Committees and Working Groups – Library Consultation Working Group (Campus Level Cmte)

The LCWG submitted its final report to the Provost shortly before the end of February 2020. With that submission, the working group’s official charge comes to an end. There may be subsequent meetings involving members of the working group and others in the campus administration; however, the LCWG is largely sunsetting its operations.


Outreach and Engagement

Tom Teper’s scheduled meeting with the Library Student Ambassadors on March 27, 2020, was canceled.
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ANNOUNCEMENTS: ILS Coordination Team Report
Michael Norman, Discovery Services Librarian and ILS Coordinator

The ILS Coordination Team wants to get you an important update about where we are at with the Alma/Primo VE implementation. We are 95 days from the Go-Live date of June 24, 2020, for implementing the Alma and Primo VE systems. We are continuing to configure Alma and the Primo Library Catalog to the optimum settings for the Library. We are close to finalizing these setups and ready to go into production. Many individuals in the Library and at the CARLI Office are currently helping test these settings for Acquisitions, Cataloging, Fulfillment, Resource Sharing, and Discovery functionality. The ILS Team wants to say thank you to all in the Library and the CARLI Office for the extraordinary work that is going on with transition to and test the Alma and Primo systems.

The implementation and Go-Live date for transitioning to the Alma and Primo system still remain in effect. We are continuing to plan for the Go-Live for all use in both Alma/primo systems on June 24th, 2020. We will also use the remaining 3 months to get everyone familiar with daily work functions in Alma. Many of these activities are different than what we are used to in Voyager and will take a little time for us to adjust to the changes. But we do have many capabilities for online training online and we will be offering lots of opportunities to learn and explore both Alma and Primo.  For more detailed information about the Alma/Primo implementation, the most recent report of the ILS Coordination Team is posted at: https://www.library.illinois.edu/geninfo/discoveryservices/ils-coordination-team/

Updated Calendar for April, May, and June to prepare for Go-Live of Alma/Primo:
We have received updates from the CARLI Office and Ex Libris Implementation Project Team regarding the schedule for the months of April to June 2020 leading up to Go-Live for Alma and the Primo Library Catalog. These important dates are:

  • April 25 – Bulk loads of BIB records into Voyager stop
  • April 25 – Library stops adding e-resource BIBs to Voyager
  • May 8 – Library stops updates to SFX
  • May 14 – Voyager Technical Freeze begins; Stop adding, updating, deleting BIBs, Holdings, Item records in Voyager; Stop updating acquisitions and serials data in Voyager
  • May 14 — Voyager and VuFind public catalogs will remain available; circulation of local materials has been suspended currently but, if re-established, local circulation of Library materials would continue through June 19
  • May 14 — Patron updates in Voyager will continue through June 19th
  • June 11 – Universal Borrowing (UB) in Voyager and VuFind catalogs has been suspended currently and may not be re-instituted for this period from late April to June 11th;  if re-instituted this date would be the last one for placing Universal Borrowing (UB) requests in Voyager and VuFind catalogs
  • June 11 to June 18 – Continue Local UIUC Library Circulation in Voyager
  • June 19 – Stop Circulation in Voyager; Start to use Alma offline circulation (more information to come from CARLI regarding using Alma offline circulation)
  • June 24 – Live on Alma and Primo Library Catalog for all use

Future online information sessions on Alma/Primo
There will be two additional overview information sessions occurring within the next six weeks. These Zoom online sessions will give updates of where we are at with the Alma/Primo implementation, go over the remaining timelines and deadlines leading up to June 24th, give live demos of both systems, and highlight the advanced Alma training sessions occurring in April and May 2020. These two overview sessions will occur on:

  • Tuesday, March 31st Zoom online session from 10 to 11:30 am
  • Wednesday, April 29th Zoom online video session from 10 to 11:30 am

Both of these sessions will be recorded and posted to the ILS Coordination Team page.

New weekly Zoom training sessions on Primo Catalog and Alma systems
And, a new weekly schedule for the Zoom interactive information sessions on the new Primo Library Catalog. These occur every week on Tuesday at 2 pm. The login link is below. In the coming weeks, we also will be talking about the integration of Primo catalog results into Easy Search Bento too. 

The ILS Team also will be starting new weekly Zoom online sessions for the Alma backend system as well. We will have an email announcement about the scheduled days and times soon for these Alma sessions soon.

As with all the previous Zoom webinars, these sessions will be recorded and posted to the ILS Coordination Team page at: https://www.library.illinois.edu/geninfo/discoveryservices/ils-coordination-team/
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ANNOUNCEMENTS: Update on Grant Support (with Kathie!) and Policy Reminder
While we continue our search for a new Grants and Contracts person, we’ve been able to make an arrangement with SPA for Kathie Veach to continue working with us on proposals, and on post-award activities in a more limited capacity, as well. To facilitate proposal preparation and submission, we’ll be holding Grant Office Hours (remote!) twice a month on Thursdays. Skype details will be sent out the day before. Look for those emails for these two dates in April:

  • Thursday, April 2, 2-3 PM
  • Thursday, April 16, 1:15-2 PM

Our thanks to SPA, and Kathie especially, for working out this arrangement with us.

Unfortunately, we didn’t get time to update a few erroneous links in time for LON, but the principles of the Library’s Policy on Library Grants, Contracts, and Agreements for Sponsored Research, Instruction and Other Activities remain the same: https://www.library.illinois.edu/staff/policies/policy_grants_contracts_agreements_sponsored_research/

Please review this policy and note that proposals, contracts, or agreements must be shared with the business office and the AUL for Research prior to being submitted. We’ll be sure to share again with when the links to additional resources have been corrected. In the meantime, please let me (Heidi Imker – imker@illinois.edu) know if you have any questions.
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ANNOUNCEMENTS: Did You Know? A Monthly Factoid from Library Assessment
Usage of library electronic resources has increased after the university began alternative online course delivery. Based on the year-to-date data, the highest daily transactions by faculty/staff and students were both recorded on Monday, March 30th. There were 2,989 EZproxy transactions initiated by Illinois students and 2,419 transactions initiated by Illinois faculty and staff.

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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.

You can view the March LTOTM at https://emails.illinois.edu/newsletter/263828.html.

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 workgroup 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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IT NEWS: Library IT Help Desk Service Update
Tracy Tolliver, Director of Library IT

The Library IT Help Desk onsite location is closed along with the rest of the Library, and services are available virtually only. We have the same support hours, 8:30 – 5:00 Monday – Friday, and will continue to be available by OTRS, phone (217-244-4688), and email (help@library.illinois.edu).
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IT NEWS: Security Awareness during COVID-19
Tracy Tolliver, Director of Library IT

Please be particularly vigilant during this time.  Bad actors often take advantage of situations such as this to propagate phishing attempts and other attacks.  With many staff working from home, possibly with unfamiliar desktop environments or software, it is an ideal time for these attacks. To learn more about how to protect yourself from Phishing read this page.
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Timothy Newman, Assistant Dean for Facilities

With the COVID-19 pandemic and per University and State of Illinois measures, all Library facilities are closed until further notice. The Facilities team is making daily building welfare checks at Main Library, UGL, ACES, and Grainger Engineering Library, along with checking doors remain locked at the Archives Research Center (Horticultural Field Lab).  If you discover any facility emergencies, please notify us immediately, as we are standing by to react to any emergency.  We continue to check and respond to OTRS tickets, as necessary.

Lastly, all building projects are currently on-hold; however, some projects (ie. Room 200 flooring) may be authorized to continue barring acceptance of a contractor health and safety plan submitted by the contractor and approved by F&S.  If any project is approved to continue, impacted occupants/libraries will be notified and further coordination amongst other library departments will be conducted.

For a complete list of projects in planning and construction, please see https://wordpress.library.illinois.edu/staff/facilities/.
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HR NEWS: Departures

  • Tammra Keaton – Senior Library Specialist – SSHEL

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HR NEWS: Filled Positions

  • Hanna Lafond-Hyman – Office Support Associate – BHRSC 127 Library – March 9, 2020
  • Bruce Yao-Ming – Library Specialist with Asian language specialty – ACS – March 9, 2020
  • Arianna Adkins – Library Specialist with Spanish specialty – ACS – March 23, 2020
  • Katie Ebeling – Office Support Specialist – Mortenson Center – March 30, 2020
  • Mary Borgo Ton – Digital Publishing Specialist – Scholarly Communications and Publishing – July 1, 2020
  • Sanga Sung – Visiting Government Information Librarian – Research and Information Services – July 16, 2020

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HR NEWS: Vacancies

  • Web Application Developer – Library IT – posted with closing date of April 6, 2020
  • Grants & Contracts Specialist/Coordinator – BHRSC – posted with closing date of April 30, 2020

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HR NEWS: In Memoriam

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HR NEWS: Searches Completed

  • Collections Care Coordinator – Antonio Sotomayor, Chair
    Kick-off meeting May 21, 2019.  Job description sent to IHR for approval.  Posted with close date of August 2, 2019. Extended to August 30, 2019. Phone screenings held 10/4, 10/7 & 10/8. Interviews to be scheduled 11/8 & 11/12. Offer extended to Shelby Strommer.  Start date February 16, 2020.
  • Planning, Landscape Architecture, and Agriculture Librarian – Erin Kerby, Chair
    Kick-off meeting July 15. Job live on job board. Close Date August 30, 2019.   –  Job Extended – Phone screenings held 11/4, 11/8 & 11/11. Onsite interviews scheduled Jan 8, Jan 9 & Jan 13. Offer extended to Michael Dickinson.  Start date May 16, 2020.
  • GIS Specialist – Scholarly Commons – Jenny Johnson, Chair
    Job live on job board with closing date of October 28, 2019. Phone Screening completed. Onsite interviews scheduled Dec 16, 2019, Jan 6, Jan 7, & Jan 16, 2020.  Offer extended to Wenjie Weng. Start date pending OPT approval June 16, 2020.
  • Digital Publishing Specialist – Scholarly Communications and Publishing – Merinda Hensley, Chair
    Sent to EC for approval.  EC has approved.  Job pending IHR classification approval.   Job posted.  Closing date 3/25/19.  Phone screenings held April 15 & 18.  Interviews complete.  Close without hire.  Pending reopening. Job live on job board- closing November 15, 2019. Interviews completed. Onsite interview scheduled for Feb 5, 10 &11. Offer extended to Mary Borgo Ton. Start date July 1, 2020.
  • Visiting Government Information Librarian– Research and Information Services – Carissa Phillips, Chair
    Kick-off meeting scheduled for October 24, 2019.  EC approved position. Live on job board with closing date of 12/6/2019. Phone screenings completed. Onsite interview scheduled Jan. 29, Feb 5 & 6. Onsite interviews COMPLETED. Offer extended to Sanga Sung. Start date July 16, 2020.

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HR NEWS: Searches in Process (Approved and Posted)

  • Media Instructional Specialist – Lisa Romero, Chair
    Kick-off meeting scheduled for October 21, 2019.  EC approved position. Live on job board with closing date of 12/6/2019.  Phone screenings completed. Onsite interview scheduled Jan 21. Pending Committee Review.
  • Student Success Librarian– Undergraduate Library – Mara Thacker, Chair
    Kick-off meeting scheduled for February 19, 2020.  EC approved position. Live on job board with closing date of March 27, 2020.
  • Emerging Technologies and Immersive Learning Librarian– Grainger Engineering Library – Carissa Phillips, Chair
    Kick-off meeting scheduled for February 17, 2020.  EC approved position. Live on job board with closing date of April 3, 2020.
  • Undergraduate Teaching and Learning Library– Undergraduate Library – Sara Holder, Chair
    Kick-off meeting scheduled for February 25, 2020.  EC approved position. Live on job board with closing date of April 10, 2020.
  • Assoc. Director of Diversity, Equity, Inclusion and Accessibility – Business and Human Resources Services – Cindy Ingold, chair
    Kick-off meeting scheduled for March 5, 2020.  Position description pending approval.
  • Head, Scholarly Commons – Scholarly Commons – Kyle Rimkus, chair
    Kick-off meeting scheduled for March 24, 2020.

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EVENTS AND TRAINING: Staff Events Calendar
To see the most up-to-date staff events calendar, please visit https://uiuc.libcal.com/calendar/staff.
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If you would like to submit content for the May issue of Library Office Notes, please submit it to Heather Murphy or Tom Teper by April 24, 2020.