The Agenda - Faculty and Staff Newsletter

Category: Cabinet

  • Dana Library Transformation Project

    3D render of building
    An architectural rendering of the exterior addition.

    These are exciting times for Dana Library. Last month, we began a series of renovations that will address the highest priorities for improving the library that were identified through the Rutgers University–Newark strategic planning process several years ago. The changes will make the library more user friendly in numerous ways, including finally fitting out the third floor, which has been shell space since the construction of that wing decades ago.

    The results of this project involve enhancements that will create new study and learning spaces for students, facilitate ease of access to the collections and departments within, and the construction of a new center to support teaching faculty:

    Construction fence around building
    Construction on the library began in March and is scheduled to be completed in April 2020.
    • An addition to the library is being built to better facilitate the flow of traffic to all five floors of the building. A larger stairwell and high-capacity, high-speed elevator are being installed to allow for large groups of people to move up and down the stairwell with ease, as well as shorten elevator wait time and accommodate more people.
    • The centerpiece of this project is the construction that will take place on the third floor. This includes additional quiet study space for our students and the new P3 Collaboratory for Pedagogy, Professional Development, and Publicly-Engaged Scholarship at Rutgers University–Newark. This open study space will provide an additional 60+ seats, along with numerous conveniently located outlets for devices.
    • This construction will also allow us to enhance our archives spaces and services. A space will be created to house the new Dana Archives departments providing our local university archives collections with a formal home. The Dana Archives and IJS will share the newly created reading room that will accommodate a larger number of classes and independent researchers at one time.
    • This is topped off by an iconic architectural feature on the plaza side of the building that will serve as a beacon to campus visitors, students, faculty, and staff alike.

    Construction has already begun and is scheduled to be completed in April 2020. I’ll plan to deliver updates from time to time in the Agenda, but if you want the latest information as it’s available, head over to the Dana Library Transformation Project blog, where we post updates at least once a week after our meetings (and don’t forget to sign up for the email list to receive alerts when new posts are published).

    Thank you for following along on this journey toward the future of Dana Library!

  • University Librarian’s Report – May 2019

    The last several months have been a flurry of activity. In addition to the day-to-day demands of a busy spring semester, it’s also the most planning-intensive period of the year, as we assess our standing at the close of the current fiscal year and plan in earnest for FYs 2020 and 2021.

    I received a lot of feedback during town hall season and in continued conversations with the library directors that we could do a better job of clarifying the different stages in the planning process and of describing central’s role in supporting local priorities. In an organization like ours, it is definitely a complex puzzle and it can be difficult to see how all the pieces fit together.

    We’ve made some updates to the University Librarian page on our staff resources website to provide a resource that brings more transparency to the planning process and illustrates how local and central priorities work together. The page includes a broad overview of the annual planning process as well as links to the local units’ plans and a list of major central infrastructure projects. Hopefully this will help demonstrate how we prioritize our collective work, and I invite you to review this information and continue to provide feedback to me and the library directors.

    At the Cabinet retreat in April, we had very productive discussions about the unit plans and the different tradeoffs we’d have to consider between local priorities and central capacity to support those activities. It became clear to me that we’re becoming better at navigating these conversations and seeing the local plans not as competing sets of priorities, but as opportunities to identify the activities that will bring the most benefit to the most users, while still allowing us to serve our individual communities in ways that will best suit their unique needs.

    As we move toward the next retreat in May, during which we’ll finalize our local plans and our Librarieswide goals and metrics, I’m optimistic that we will continue to build toward an environment where the “One Library – Four Missions” approach can flourish.

  • Introducing Libraries HR’s New Website

    I’m happy to announce the launch of Libraries HR’s new staff resources website at https://apps.libraries.rutgers.edu/hr.

    The goal of this page is to be your new one-stop shop for all things related to human resources at the Libraries. It contains need-to-know information for managers, from position management to onboarding and integration; guides to tenure, benefits, and applying for research leave; and a library of useful forms and other documents including CARFs and APPs. There is also a collection of links to resources available via UHR, such as the REHS reporting portal and the university’s holiday closing schedule.

    I hope you’ll have a look and let us know what you think. And don’t forget to update your bookmarks!

  • University Librarian’s Report – January 2019

    Happy New Year, everyone! I hope you’ve had a restful winter break and are ready to tackle all the challenges of the upcoming semester.

    Though we are between terms and the activity on campus may have slowed a bit, this is actually a busy time in the Libraries’ planning cycle. The library directors have just completed progress reports on their 2018-2019 plans, adjusting them to reflect progress as well as any changes in their goals for the rest of the year. In addition, the Discovery Working Group, Web Improvement Team, and Virtual Reference Group have updated their annual plans. We have now received news about our 2020 budget, so we will have solid information as we move into the 2019-2021 planning cycle.

    We are also in Town Hall season. Last month the central units had a Town Hall, yesterday was Camden’s, later this week will be New Brunswick’s, and RBHS will hold theirs in February. This year, my Town Hall presentation has focused on our planning cycle. Although some of you have already seen the presentations, and others will soon, it is worth seeing a few times. Like all things Rutgers, the process is a bit complicated but the results are worth the effort. Here are the slides that I’ve been presenting:

    As you can see, the Libraries operate on a two-year planning cycle that is tied closely to the budget activities of the university overall. It’s a three-phase, iterative process that includes establishing local priorities, taking stock of central capacities to support those priorities, and looking ahead to solidify a plan and develop related budget requests. This helps us stay focused on our core services while maintaining the flexibility to respond to important new requests as they come in.

    Our priorities document for 2018-2020 has been added to our mission page and I invite you to read through to get a sense of where we’re headed in the months to come. And, if they haven’t already, your library director will soon be updating you on the local implications of the 2020 budget.

    I know that it seems like a lot to juggle all at once, but sound planning ensures that we continue to build on the momentum we’ve gained and can make the best choices on behalf of all our users. I look forward to seeing all we will accomplish together in 2019.

  • Service and Emotional Support Animals in the Library

    Service dogAt Robeson Library, we recently had an experience that called attention to the guidelines for having service animals on campus, so I thought this would be a good opportunity to remind everyone at the Libraries about the relevant university policies and procedures.

    The Office of Disability Services website does a great job of describing the different types of animals you may see on campus, where they are allowed to accompany students, and what questions faculty and staff are permitted by law to ask about these companions:

    What’s the difference between a service animal and an emotional support animal?

    Service animals are defined as dogs that are individually trained to do work or perform tasks for people with disabilities. A service animal is considered a working animal, rather than a pet.

    An emotional support animal (ESA) is different from a service animal. An ESA provides support and comfort to individuals with a documented disability that would require such support. ESAs are not required to go through training and are not limited to dogs.

    Where are service animals and emotional support animals permitted on campus?

    Service animals can accompany their handlers in any area where the public is normally allowed to go. This includes residence halls, classrooms, student centers, libraries, dining halls, etc.

    Emotional support animals are permitted only in the student’s assigned living space. Emotional support animals are not permitted in public spaces such as classrooms, student centers, dining halls, or libraries.

    Animals affiliated with the Companion Animal Club and the Seeing-Eye Puppy Club are permitted in most public spaces as well, but students must ask for their professor’s permission before bringing the animal to class.

    How can I identify whether an animal is a service animal or an emotional support animal?

    Service animals and ESAs are not required to wear a special harness or garment that identifies them as a service or support animal.

    When in doubt, faculty and staff members may ask a student only two questions about the animal:

    • Is the dog a service animal required because of a disability?
    • What work or task has the dog been trained to perform?

    Faculty and staff cannot inquire about the person’s disability, request medical documentation or training documentation, or request to see the dog demonstrate its ability to perform a specific task.

    For more information, visit the Office of Disability Services’s column about on-campus animals or view their extended FAQ, which cover topics including allergies, disruptive behavior, and fear of animals.

  • Rutgers Environmental Health and Safety Accident Database

    safety firstAll accidents or injuries to staff, faculty, or library student employees during working hours must be reported through the Rutgers Environmental Health and Safety (REHS) Accident Database immediately or by the end of the work shift at the latest. Each unit has personnel who have been designated to create accident reports in the online system. The university also works with specific health care facilities to assist any injured Rutgers employee. All reports will be reviewed by the appropriate unit director, senior HR manager Barbara Weldon, and additional authorized university personnel for processing and required reporting purposes.

    The following personnel have been assigned to assist employees in accident reporting. If they are not available, please contact the creator at the closest location or Libraries HR to enter the report.

    Alexander Library:  Rose Barbalace, Zohreh Bonianian, John Brennan, David Kuzma, Erica Parin, Michele Petosa, William Puglisi, Elena Schneider, Lorraine Slavik, Brian Stubbs, Jeffrey Teichmann, John Brennan, Sonia Yaco

    Annex:  Dean Meister

    Art Library: Roselyn Riley, Jacquelyn Tasker

    Carr Library:  Joseph Asaro, Barry Lipinski, Jill Morrow, Paul Young

    Chang LIbrary:  Nita Mukherjee

    Dana Library:  Timothy Domick, Ayesha Salim, La-Tira Shaw

    Douglass Library:  Andres Martinez, Ramon Negron, Kelly Worth

    LSM:  Laura Friday, Holly Muller, Anthony Timek, Michele Tokar, Edward Suarez

    Math Library:  L. Melanie Miller

    Robeson Library:  Regina Koury, John Powell

    RWJ Library:  Victoria Wagner, Philip Wilson

    Smith Library:  Corisa Mobley

    TAS:  Kalaivani Ananthan, Joan Hendershot

  • Libraries and Open Science

    Open science by designAs you probably know, last week was International Open Access Week, a time when trends and issues related to open access are on the minds of many in the academic community. I was no exception, and found myself thinking back to Open Science by Design: Realizing a Vision for 21st Century Research, a report published over the summer by the National Academies of Sciences, Engineering, and Medicine.

    According to the report, real progress has been made toward open science in the last number of years, and we are beginning to see the benefits of researchers having free access to the latest publications, data, and other research products in their fields. Open science encourages cross-disciplinary collaboration, accelerates the dissemination of knowledge, achieves efficiencies in the use of resources, and much more.

    That said, the research community still faces a number of challenges, both economic and cultural. Many of the most prestigious venues adhere to traditional, closed publishing models, and it is difficult for academic institutions to adequately incentivize and reward open science practices. Moreover, significant cost and infrastructure barriers remain.

    In response to this ecosystem, the authors of the report propose a framework for open science by design. They lay out a series of practices and principles aimed at helping researchers share and collaborate more effectively, contributing to and benefitting from open science at each stage of the research process.

    But what does this mean for us here at the Libraries?

    As the report notes, libraries are a key stakeholder in the scholarly communication process. We have a responsibility to facilitate open science, from training researchers in best practices such as compliance with FAIR data principles to ensuring the long-term preservation and stewardship of research products.

    At Rutgers, we have established a reputation on campus as being at the forefront of open access, playing leadership roles in establishing the university’s Open Access Policy, publishing and providing a platform for gold open access journals, spearheading the university’s ORCID initiative, and managing SOAR, the university’s green open access repository.

    Of particular interest to us, however, is the report’s discussion of the high cost related to green open access repositories. While they are a useful first step in the move toward a fully open system, green repositories are costly to build and maintain, present ongoing challenges in terms of content storage, and are impacted by continuing discussions about bibliographic metrics. Moreover, “compliance involving deposits in a repository requires time, which necessitates education, assistance, and incentives,” the authors write. And so it is unsurprising to see that comparatively little of the scholarly literature is available through these avenues.While we are well-positioned at Rutgers to effect change in this area, clearly we can’t do it alone. In order for us to be successful, we need to canvass key partners on campus for their support and promote a unified approach to open access. We have to scale up and develop new methods to acquire content. And we must use the findings of reports like Open Science by Design as guidance to ensure we are facilitating open scholarship in an effective and sustainable way that realizes the vision articulated by the National Academies.

  • 2018 Faculty Staff Picnic

    Before we get swept away in another fall semester, I’d like to take one last opportunity to thank everyone who attended the faculty/staff picnic in August. It was a fantastic event–dry despite the forecast of rain–and the catering, games, and decorations all came together beautifully to make it feel like we were really enjoying an afternoon spent down the Jersey shore.

    As I mentioned during the picnic, I’d had some remarks prepared but decided not to deliver them lest I distract too much from the festivities. So I thought that my contribution to the Agenda this month should include a brief list of the many achievements we’ve had cause to celebrate in the past year:

    • The successful implementation of QuickSearch, which was a true all-hands effort and impacted the work of just about everyone throughout the Libraries. I’m impressed with the way we came together to make the rollout happen and how diligently the Ex Libris Implementation Team has worked since then to make improvements in response to user feedback.
    • The OAT Program continued into its second year, bringing the total savings for Rutgers students up to $2.1 million.
    • The ORCID program exceeded its first year benchmark, facilitating over 1,800 ORCID connections at Rutgers.
    • We took major strides to bolster our collections, including the addition of the complete Elsevier
    • We began the extensive redesign of our website to make it more accessible and user friendly.
    • And there have been countless local programs and initiatives that made sure you were meeting the unique needs of your users. To name a few:
      • RBHS hosted traveling exhibits from the National Library of Medicine in Piscataway and Newark
      • Dana held award-winning boot camps for graduate students and celebrated its 50th anniversary
      • The States of Incarceration conference and institute brought together partners from across Rutgers–New Brunswick and New Jersey
      • We spearheaded a campus-wide celebration of Paul Robeson’s 120th birthday in Camden
      • The IJS made the news with its acquisition of the Count Basie Collection, as did the New Brunswick Music Scene Archive, which earned an Innovative Archives Award from MARAC.

    Though they are really just the tip of the iceberg, these achievements are important not only because they support the local missions in Camden, New Brunswick, Newark, or RBHS, but because they also position the Libraries as a good collaborator on university-wide initiatives.

    I know there is plenty of work on the horizon—from improving QuickSearch and running a new round of OAT awards to enhancing our instructional technology support with the launch of products like Credo, Pressbooks, Leganto, and illumira—but we should be extremely proud of what we’ve accomplished together so far and excited about all that’s yet to come.

    Of course, the picnic would not have been possible without the thoughtful planning of the major events committee, so I’d like to recognize them all for their hard work and creativity—Matt Badessa, Matt Bridgeman, Janie Fultz, Chantel Harris, Tad Hershorn, Tara Kelley, Megan O’Connor, Erica Parin, Jessica Pellien, Antoinette Perkins, Daphne Roberts, and Rich Sandler—and thank all those who volunteered on the day of the event.

    Congratulations, Irina, on winning the desk duty prize!

    Last but not least, I want to acknowledge our colleagues who stayed behind to keep the libraries open while we enjoyed the party. As I mentioned in an earlier email, we held a special “desk duty” prize drawing this year, and I’m delighted to announce that Irina Loutchkina, library assistant at Alexander Library, was selected as our winner. Irina has received a prize pack including four football tickets from Rutgers Athletics, an RWJ Medical School tote bag, a beautiful hardbound Zimmerli exhibition catalog, a drink coozie and ID holder from the Division of Continuing Studies, a Libraries coffee mug, and more. Congratulations, Irina!

    Thanks again to each and every one of you for all that you do on behalf of the Libraries. I can’t wait to see what we can accomplish in the 2018–2019 academic year and beyond.

  • Shared and Central Components of the Rutgers University Libraries Service Framework

    With the pending release of Alma and Primo, this seems like a good time to continue the discussion of Frameworks. In March, I talked about the local components of a service Framework. Items described in the ‘Local’ and ‘Local Infrastructure’ rows of the Framework are the aspects of our work that directly relate to our users and include Services and Projects. Services are ongoing and can be described as:

    • Foundation—directly related to finding, evaluating, and using information.
    • Boutique—designed by a small number of stakeholders to serve either a small group of scholars within Rutgers or broader community.
    • Education—for the purposes of this Framework, providing information for a wide range of faculty and students about scholarly communication (beyond Foundation)
    • Consulting—providing recommendations and information directly to an individual or group based on their specific need.

    In addition to the categories of Services, there are also two categories of Projects. Projects are short-term and require extensive expertise. Projects that fall under the ‘Creating’ column are designed to create new Boutique services, and projects in the ‘Innovating’ column are designed to develop new or improve existing Foundation services.

    The local portions of our services and projects are often just the tip of the iceberg. In order for the local units to be successful, there is a lot that goes on behind the scenes. We have seen this first-hand over the last six months during the Ex Libris implementation. The complete Framework includes two additional levels beyond local services: Shared Coordination and Central Infrastructure.

    Framework
    Click the image to download a PDF of the Framework.

    Shared Coordination: Here in the Libraries, teams, working groups, and committees coordinate and prioritize the resources and work of Central Infrastructure. These groups are usually led by a central coordinator and include representation from all of the local units. This structure encourages transparency and equity in how work is assessed and prioritized and ensures that local needs and priorities are fully considered.

    In my April Agenda post, I talked about the results of the Cabinet planning retreat. As one of its primary roles, Cabinet provides high-level coordination between local and central units and develops the Libraries-wide priorities for the upcoming year. In addition to Cabinet, there are several other coordinating groups, including Discovery Working Group, Web Improvement Team, Virtual Reference Group, Collections Analysis Group, and more. These groups are responsible for not only making recommendations for how to prioritize the work, but also for completing approved work as needed.

    Coordination is essential in all complex organizations, but it is particularly important for us since a single Central Infrastructure has to support the unique missions of four local units. The shared infrastructure includes basic organization functions such as budget oversight, human resources, and communications. It also includes library specific functions such as collections, acquisitions, cataloging, and discovery. Server-based information technology including websites, the library system, and RUCore, are also central. In the Framework, central infrastructure is accurately depicted as spanning and supporting ALL areas of service and all types of projects.

    The Framework provides an overview of the components of our services and projects and the dependencies. Through Shared Coordination, we are constantly looking at how best to prioritize and use the Central Infrastructure, but the activities in the Shared Coordination row respond to and reflect the needs and priorities of local services and infrastructure thanks to our planning processes.

    I hope you will take a minute to review the Framework and think about where and how your own work is positioned and how it contributes to or is supported by the other parts of the organization. In an organization as large and geographically dispersed as the Libraries, it is easy to feel like our work is isolated, but the Framework demonstrates the opposite is true. If you have thoughts or suggestions for improvement of the Framework, please let me know.

  • Reminder about Workplace Injuries

    What to Do if Hurt on Duty
    • All injuries should be immediately reported to supervisors.
    • Injury reports must be completed in the REHS Database—no matter how minor you may think it is. Medical attention is offered but may be declined by the employee.
    • There are contacts designated to complete injury reports for employees and students. Contact Libraries HR for more info.
    • Be sure to report areas that need attention, e.g., pot holes, unraveling carpeting.