The Agenda - Faculty and Staff Newsletter

Category: Articles

  • Ex Libris Implementation Project Update – June 2018

    quicksearch logo
    QuickSearch goes live on June 5.

    Our new library system Alma and Primo (a.k.a QuickSearch) are expected to go live next week. It is incredibly exciting to be in the home stretch after more than a year of hard work. We truly appreciate what library colleagues, especially those on the Implementation Team and working groups, have done to get us to this point. We anticipate that the last few days before launch will be full of questions and new developments, so we have started to send daily emails to RUL everyone with updates and additional information. Please follow these daily messages for up-to-date information. In this report, we will summarize the progress made in the previous month.

    Migration Update

    The Libraries began technical services freeze to extract Sirsi data for the migration to Alma in early May. The Implementation Team submitted the data on May 11 and received the migrated data in the Alma implementation environment from Ex Libris on May 25, both on schedule. Over the Memorial Day weekend, we discovered some errors in the migrated data and had a conference call with Ex Libris. Ex Libris assured us that they would work with us to correct the errors but several additional days would be required to complete the necessary work. Therefore, we determined the launch of the new system would be delayed until Tuesday, June 5. The delay has ramifications for workflows, work schedules, and more, but there are also benefits to the change. Going live early in the work week is much better and the extra time can be used for additional preparations. We thank everyone for their patience and support as we work through these unexpected hiccups.

    The Access Services staff started to use Alma offline client for circulation activities on May 26. On May 28, we delivered to Ex Libris the Sirsi circulation (or fulfillment) data for migration to Alma. The offline client will be in use until go-live on June 5.

    In anticipation of the launch of the new system, the Implementation Team and working groups made significant progress on many issues related to the new system, including the access for barcode and PIN users, simplification of location codes, digitization and ILL workflows, and Alma permissions and roles. The content on the library website has been updated to reflect the adoption of Primo, and further changes will be planned and implemented after go-live. Our communications activities were strengthened by the expert advice and support from the Communications Department. In the meantime, we are continuing to investigate some outstanding issues, such as book delivery to offsite locations.

    Primo Training and Important Links

    Earlier in May, a total of over 150 library faculty and staff attended nine Primo (QuickSearch) training sessions across all four campuses. We thank everyone who participated in the training. Here are some additional resources about Primo features and functionalities:

    Search Box and Website

    We have finalized what the search box and website will look like at go-live. We are happy to share with you this sneak peek (see below). The decision was made to use a full-width single search box and you can see the QuickSearch logo in place.

    Please feel free to email the Implementation Team at exlibris@rutgers.libanswers.com for any questions. Thank you!

    Tao Yang and Abbey DiPaolo

  • 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.

  • What’s Happening around Rutgers – June 2018

    The NJ International Film Festival’s summer run is June 1–10.
    New Jersey International Film Festival

    Friday, June 1–Sunday, June 10
    Rutgers–New Brunswick

    The Rutgers Film Co-op/New Jersey Media Arts Center and the Rutgers University Program in Cinema Studies present the New Jersey International Film Festival Summer 2018. All films screened as part of the festival are New Jersey or area premieres! For the full schedule and more information, visit the NJ Film Festival website.

    The Schommer Astronomical Observatory hosts open nights on three Thursdays in June.
    Robert A. Schommer Astronomical Observatory Public Open Nights

    Thursdays, June 14, 21, and 28, 9:30–11:30 p.m.
    Rutgers–New Brunswick

    Get lost in the wonders of the night sky with the 20-inch optical telescope at the Robert A. Schommer Astronomical Observatory. Celestial bodies able to be viewed include:

    • June 14: Arcturus, M5, Antares, M13, Vega, Deneb, Albireo, M57, M11, Venus, Jupiter, and Saturn
    • June 21: Arcturus, M5, Antares, M13, Vega, Deneb, Albireo, M57, M11, Venus, Jupiter, Saturn, and the Moon (first quarter)
    • June 28: Arcturus, M5, Antares, M13, Vega, Deneb, Albireo, M57, M11, Venus, Jupiter, Saturn (near opposition), and the Moon (full)

    For more information and updates on potential closures due to weather, low visibility, etc., visit the observatory’s website.

    A car show promoting Alzheimer’s research and prevention rolls through Rutgers–Newark on June 23.
    Car Show Promoting Alzheimer’s Disease Research and Prevention

    Saturday, June 23, noon to 2:30 p.m.
    Rutgers–Newark

    Come for the cars and free food tastings from local Newark restaurants and food stores. Join a raffle drawing for free gifts from community businesses. You will also learn to strengthen your brain and reduce your risk for Alzheimer’s disease, and how to sign up to participate in important community-based studies of aging, brain health, and Alzheimer’s disease at Rutgers University–Newark. Learn more.

  • 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.

  • Quick Takes on Events and News – June 2018

    Dana Librarians Lead the Way
    librarian wins award
    Bobbie Tipton is recognized for having earned her ACUE credential in effective instruction. Credit: Bria Williams.

    Bobbie Tipton and Ann Watkins were recognized by the P3 Collaboratory at the Rutgers–Newark Chancellor’s Luncheon in May for having completed the Association of College and University Educator’s course in effective teaching practices, earning a national credential in the process. Dana Library had the distinction of being the unit with the highest number of participants thus far. Congratulations to Bobbie, Ann, and all who participated! Learn more in the Rutgers–Newark news article.

    photograph
    Michael Joseph will have a series of photographs on display in the Degrees of Abstraction exhibit in June.
    A Man of Many Talents

    Michael Joseph will have a series of eleven photographs titled “Comings/Goings” in the Degrees of Abstraction exhibition on display at the Rotunda Gallery in Jersey City from June 4 to 30. A reception will be held on Tuesday June 12. The exhibit is free and open to the public. Please see the Jersey City Office of Cultural Affairs website for more information.

    Bart Everts (c.) poses with Camden mayor Frank Moran (r.) during the Camden Bike Share launch event.
    Rubbing Elbows (and Tires!) with the Bigwigs

    Congratulations to Bart Everts for participating in a group bike ride with Camden’s mayor, Frank Moran, and Rutgers–Camden representatives in May. The event was held to mark the launch of the Camden Bike Share program.

    Something You’re Looking For?

    Three new finding aids are now available for Sinclair New Jersey collections in Special Collections and University Archives.

    Congrats to an Old Colleague

    Constantia Constantiou, who worked in the Libraries’ Scholarly Communications Center in the early 2000s, has been named the H. Carton Rogers III Vice Provost and Director of the Penn Libraries at the University of Pennsylvania. Congrats, Constantia! Learn more on the UPenn website.

  • RSVP for the 2018 Faculty Staff Appreciation Picnic

    picnic invitation

    The Major Events Committee is pleased to announce that this year’s Faculty/Staff Appreciation Picnic is slated for Wednesday, August 1 at the Rutgers Gardens Log Cabin/Pavilion (140 Log Cabin Road, North Brunswick, NJ 08902). The party starts at noon and runs till 4 p.m. Join us for an afternoon of music, food, games, and prizes inspired by summer at the Jersey shore!

    You can RSVP now at http://go.rutgers.edu/xz5b1042. We look forward to seeing you there!

  • 2018 Rutgers Giving Day Report

    The final numbers from Rutgers Giving Day are in and we are pleased to report that the Libraries raised over $12,000 from more than 60 donors. As usual, many of these gifts came from our own faculty and staff—so thank you all for your continued support!

    We were also excited to learn that we received extra funds from challenges on social media.

    Areas Challenge(s) Won: Award Total Amount:
    Libraries– Camden Lucky 21 $200
    Libraries– University Wide Scarlet Pride– social $500
    Libraries– Newark Lucky 21 $100

    As a tie-in to this year’s “Think Bigger” campaign, donors will be receiving a special acknowledgement letter and a light-up magnifier imprinted with the Rutgers University Libraries logotype.

    • letter
      Rutgers Giving Day donors will receive special acknowledgment letters for their gift from a library director.

    Thank you to all who made Rutgers Giving Day another success!

  • Glenn Sandberg Retiring After 30 Years

    ILL staff
    Glenn with ILL staffers Mary Belasco (l.) and Lilly Miller (r.) in 2005.

    Glenn Sandberg will retire on August 1, 2018, after 30 years of service to the university. His last day in the office is June 1.

    Glenn’s career at the Libraries began in 1988, when he was hired as the supervisor of the Media Department within the Laurie Music Library (now part of the Douglass Library) in New Brunswick. He became the supervisor of Access Services at the Library of Science and Medicine in Piscataway in 1999. Among his many contributions to the Libraries, Glenn has the distinction of having created “The place to go, when you need to know!”—a slogan for the Libraries he developed as a member of the Marketing/PR Team.

    promo photo
    Glenn poses for a promotional photo in 2007.

    Since 2004, Glenn has been the supervisor of Interlibrary Loan Services. Beginning his tenure in ILL at about the same time as the start of the E-ZBorrow service, Glenn is proud of the role he has played in bolstering Rutgers’ standing within the E-ZBorrow community. After Rutgers joined the CIC (now BTAA) in 2013, Glenn contributed to the adoption of the UBorrow service. In the last three years, Glenn has helped ensure the successful implementation of several major improvements to ILL services, including removal of copyright fees charged to ILL users, adoption of ReprintsDesk as an alternative article delivery service, and further integration into the Get it @ R service. Glenn also contributed his knowledge of ILL services to the ongoing implementation of Alma and Primo.

    glenn with slogan
    Glenn shows off the Libraries slogan he coined in 2008.

    Glenn has deep ties with the university. He graduated from Rutgers College in 1980 with a bachelor’s degree in German and music and received his doctoral degree in German from Rutgers University in 1995. He taught in the German Department as an adjunct faculty in New Brunswick from 1994 to 1997 and worked as a manager at the Rutgers University Foundation from 2001 to 2004.

    Glenn served in the U.S. Army from 1984 to 1988 and received a certificate in Czech from the Defense Language Institute in 1985. Last, but not least, Glenn is a talented musician—he received a master’s degree in trumpet from the Julliard School in 1983.

    Please join us in thanking Glenn for his decades-long service to the Libraries and wishing him all the best in his new adventure!

  • Milestone Celebrations for Rutgers University Libraries Staff (2018)

    Back in April, we acknowledged the Libraries faculty who are celebrating milestone employment anniversaries in 2018. Today, we celebrate staff who have reached their own milestones. Congratulations to you all and thank you for all you do for the Libraries!

    10 Jonathan Embres (Robeson Library)

    Jennifer Holland (Collection Development and Management)

    Kim Kaiser (Technical and Automated Services)

    Maria Kostic (New Brunswick Libraries)

    Erica Parin (Libraries HR)

    Ed Smith (Technical and Automated Services)

    Katrina Zwaaf (Technical and Automated Services)
    20 Teodoro Oblad (Smith Library)

    Suzanne Posluszny (Technical and Automated Services)

    Yini Zhu (Smith Library)
    30 Caroline Foote (Dana Library)

    Dorothy Grauer (Dana Library)

    Susan Killough (Technical and Automated Services)

     

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  • QuickSearch Logo

    quicksearch logo
    Help us select the new QuickSearch logo! Click the image to take the survey.

    Hello all –

    I know I said we’d return to Frameworks this month, but events of the day (or month) have once again intervened. As we’ve seen from recent communications from the ExLibris Implementation Team, we are moving ahead full steam toward the June 1 go live date. I know many of you are preparing for the technical freeze and helping to communicate these changes to our users, but I write today with a different purpose.

    We recently announced that the name of our search interface will be QuickSearch, and I am writing today to invite you to help us with the selection of a graphic to build recognition and visibility for our new service.

    We want your input. You know your users and the Rutgers community – what they

    like and dislike and what works for them.

    We want to use this visual on our website and in marketing materials, so it has to be eye-catching and work in multiple formats. It will be used alongside messaging that emphasizes that QuickSearch allows users to search across our collections with greater efficiency, accuracy, and relevancy. With the help of the ExLibris Implementation Team, we have managed to whittle the options down to a top 7. We need your help to get this down to the final graphic.

    So, with that in mind, please let us know:

    • What would be most appealing to Rutgers faculty and students?
    • What communicates the excitement of QuickSearch most clearly to you?
    • Which graphic most clearly matches your vision of what QuickSearch does?

    Conversely, let us know:

    • What visuals simply don’t work in your opinion?
    • Which ones aren’t clear or don’t match the function of QuickSearch?
    • Is there anything confusing about the graphics? Would you mix and match any elements of the graphics to create a new graphic?
    • Or do you have a completely new concept you would like to share?

    Please click here to let us know what you think of our leading QuickSearch graphics so far. We are in a time crunch, so please get your comments in by Tuesday, May 8 at 5 p.m.

    Thanks in advance! We’ll announce the QuickSearch graphic next Wednesday!

    if you prefer to email your comments, please send them to me or Jessica Pellien.