The Agenda - Faculty and Staff Newsletter

Category: Units

  • IIS Updates – January 2021

    Skype for Business Retiring on July 31, 2021
    Effective July 31, 2021, Skype for Business will no longer be provided as part of Rutgers Connect (Office 365).

    Effective July 31, 2021, Skype for Business will no longer be provided as part of Rutgers Connect (Office 365) and a three-phased transition to retirement is already underway. Microsoft Teams, the suggested product for voice and video conferencing in the Office 365 suite is already available to all users and is the replacement product for Skype for Business.

    Phase 1: New Rutgers Connect accounts will no longer have Skype for Business and it has already been removed from users who have never used the product.

    Phase 2: On Monday, February 1, 2021, Skype for Business will be turned off for any user who has not used the product within 90 days.

    Phase 3: On Monday, May 3, 2021, Skype for Business will be turned off for all users.

    OIT advises that these dates are tentative and subject to change. IIS will provide additional notices closer to the dates mentioned to ensure all affected users are prepared for the upcoming changes.

    If you use Skype for Business and have concerns or questions about the transition, please contact IIS at support@rulhelp.rutgers.edu.

    How to Identify and Report Phishing Scams

    Cyber scams targeted at university email accounts are more sophisticated than ever. It’s important to remain vigilant and aware of typical internet fraud in order not to be fooled into clicking on a malicious link, replying to a scam email message, or even making a purchase, supplying identifying information or credit card or bank account numbers to hackers or scammers. The Rutgers Office of Information Technology (OIT) has created Phish Bowl, a comprehensive resource with quick tips to spot and avoid scams, information on latest threats, and other tips.

    What should I do if I receive a suspicious email message?

    If you receive a message that appears to be a scam or phishing attempt, or are simply unsure, please forward the message and the Message Details to support@rulhelp.rutgers.edu and IIS will review them and report it to OIT if necessary.

    What happens next?

    If OIT deems the message to be a scam or otherwise dangerous, they will block the sender from sending additional messages to university members and block any links contained in the message. They will often remove the messages in bulk from all recipients’ mailboxes. Further actions, such as scrambling NetID passwords may also be taken when a user has clicked on a link or attachment or replied to an email message. If you find yourself suddenly unable to access your email account or other resources requiring authentication, this is the cause even if you did not realize that you may have received a scam email message.

    What is Duo and how will it help?

    OIT is implementing a staged rollout of two-factor login using Duo for enhanced security and all Rutgers Connect users who are off campus will have to start using it as of February 3, 2021. Duo will help protect your account by adding a second layer of security beyond your password. Your identity will be verified using a second factor, such as your phone, mobile device, or hardware token, and will prevent anyone but you from logging in even if your password has been compromised.

    If you have concerns or questions about phishing or the transition to Duo, please contact IIS at support@rulhelp.rutgers.edu.

    Help Guides for Web conferencing tools available in the Staff Resources Site

    Rutgers University offers three different web conferencing tools to faculty, staff, and students. Want to learn more about these tools? Take a look at the help guides and other training materials that provide detailed information about choosing the best tool and on best practices for security when using these tools. If you have any questions, send an email to support@rulhelp.rutgers.edu.

  • NJ Vaccine Scheduling System Registry

    The State of New Jersey has established a NJ vaccine scheduling system registry. COVID-19 vaccinations will be made available in phases to ensure those most at risk are prioritized. The registry is designed to send an email to individuals about the status of vaccination availability.

    https://covidvaccine.nj.gov/

  • Announcing the BTAA BIG Collection Steering Committee

    The Library Directors of the Big Ten Academic Alliance (BTAA) are pleased to announce the appointment of the BIG Collection Steering Committee. The objective of the BIG Collection is to create a coherent knowledge environment for Big Ten faculty and students, with content universally available to all without regard to which institution produced or purchased it. The BIG Collection will be supported by interoperable services and systems at scale that rest on a foundation of shared infrastructure.

    The Steering Committee will act as the umbrella for the initiative and the executive steward of resources and strategy.  It will guide the BTAA in implementing successful infrastructure and policy to bridge the fifteen separate libraries of our universities toward being experienced and managed as one collection, fully networked–the BIG Collection.

    As the overarching initiative to advance the commitment to a shared, interdependent future for the research libraries of the Big Ten, the BIG Collection is the lead idea, the center of gravity to align resources and activities across BTAA library initiatives. “The convening of the Steering Committee represents a significant step toward bringing shape and form to the vision of the BIG Collection,” said Maurice York, Director of Library Initiatives for the Big Ten Academic Alliance. “As a community and an alliance, we will collectively design the future that we want to see. This group is charged with thinking on behalf of the whole and holding the collective strategy. There is much more to come.”

    For more information, see “Historic Move: Big Ten Libraries Commit to Managing Separate Collections as a Single Collection (The BIG Collection)” on INFOdocket.

  • Ex Libris Implementation Team Update – January 2021

    The new SOAR platform improves the capture and discovery of Rutgers research outputs.

    The new SOAR research portal, powered by Esploro, is now live and can be accessed at soar.libraries.rutgers.edu. Esploro helps advance SOAR’s mission to promote Rutgers scholarship by improving and extending our ability to collect and manage institutional research outputs.

    Benefits of the new platform include:

    • Simple, streamlined deposit of research outputs
    • Integrated workflows for reviewing, approving, and managing deposits
    • Support for over 50 resource types including articles, book chapters, conference proceedings, presentations, datasets, and creative works
    • Automated capture of metadata from major scholarly publishers and indexes
    • Automatic DOI registration for persistent identification and access
    • Powerful analytics for tracking and measuring research impact
    • A robust global infrastructure to ensure reliable and continuous availability

    Additional enhancements are planned over the course of the next year that will further augment SOAR’s ability to capture publication data and provide a richer, more comprehensive picture of research activity at the university.

    Please help us spread the word about SOAR to the Rutgers community. To facilitate this process, an outreach toolkit has been prepared and is available for download on the Staff Resources website at staff.libraries.rutgers.edu/communications/soar-esploro-outreach-materials. Inside, you will find resources including an email template, slide deck, flyers, known issues list, and other materials to help you communicate this change to your local users and stakeholders. For a brief introduction, watch Getting Started with SOAR.

    Please note that all previously deposited assets have been migrated to the new platform and remain accessible via their assigned DOI. The following services previously offered through SOAR have been discontinued:

    • “My Bibliography Link” – a shareable link to your personal collection of deposited works in SOAR
    • “Faculty Survey Portal” – a custom portal allowing researchers to search your collection of works in SOAR

    Last, but not least, I’d like to acknowledge the tireless work and dedication of the Esploro Working Group for getting this project off the ground (Kalaivani Ananthan, Marty Barnett, Abbey DiPaolo, Rhonda Marker, Chad Mills, and Geoffrey Wood) as well as the various colleagues who provided guidance and support along the way (Laura Mullen, Yingting Zhang, Amy Kimura, Sam McDonald, Dave Hoover, and Matt Badessa).

    Please take some time to check out the new SOAR site and send any questions or comments to soar@rutgers.libanswers.com.

  • University Librarian’s Report – January 2021

    Welcome back, everyone—I hope you all had a restful winter break and are feeling energized and ready to tackle the challenges of a new semester.

    Before we look forward to what the new year has in store, I wanted to take one last opportunity to thank you for all your excellent work in 2020. If you haven’t yet had a chance to do so, I’d like to encourage you to review our 2020 annual report. While the items collected there only begin to scratch the surface of what we took on in the last year, they do serve as a reminder of how we were able to rise to the challenges that were presented to us—particularly in light of the pandemic and all of the changes that it necessitated to the ways in which we work. I know that when the university looks back on this unique moment in its history, the Libraries will be remembered as a key contributor in the transition to online education and as an essential component in the successful continuation of research and teaching despite the turbulent times—so we should take pride in what we were able to accomplish on behalf of the Rutgers community and in support of the university’s mission.

    Turning the page on 2020, there is plenty more exciting work coming down the pike in 2021. As you know, last week we launched our revamped SOAR website, built on the infrastructure provided by Ex Libris’s Esploro product. While additional enhancements are planned over the course of the year to come, you can begin working with your departments to bring them up to speed on the changes. To that end, a toolkit of materials has been developed to support your outreach, so I hope you will take advantage of it and help raise awareness about this important service we provide to the university community.

    Changes are also well underway in our transition to Leganto for course reserves and our overall reimagining of course reserves workflows. Earlier this week, the course reserves scope in QuickSearch was formally removed and changes were made to our website reflecting this change. In addition to these more technical elements, we are moving in a direction with our overall course reserves strategy that will be more collaborative and better leverage the expertise of our subject specialists. I know that there may be some discomfort as we adjust to new workflows and processes in this area, but we should be encouraged that ultimately, we are making these changes to provide a more streamlined, consistent, and convenient experience to all our users. As we move forward with our explorations of tools like Alma Digital and Rapido, we should also remember that a user-centered philosophy is one of our core principles as an organization, and doing what we can to advance and uphold this ideal will always be a worthy endeavor—even if it challenges us to step outside our comfort zones temporarily as we adjust to changes in our day-to-day work.

    Finally, I’d like to touch on our ongoing website redesign. We have entered an exciting phase of the project as design elements are being approved and our partners at NewCity move into the front-end development work that will bring life to the layouts. In the coming weeks, we will also start turning our attention to content development and governance modeling. There is too much to go over in detail here, so I will encourage you to save the date for next Wednesday, January 27 at 4:00 p.m., when project co-leads Amy Kimura and Antonio Barrera will be leading a Central Forum to provide an update on the website redesign. I hope you will plan to join us then and bring any questions you may have.

    Again, these are just a few snapshots from among all the good work that is going on across the Libraries, but I hope they will serve as sufficient indication that we have plenty to be excited for heading into the new year. Thanks for everything you are doing, and I can’t wait to see what we will accomplish together in 2021.

  • An Evening with LIS Students

    As the editor of a peer-reviewed scholarly journal, I interact with many people. I work closely with potential authors during the review and publication process, and often keep in touch with some of them after their papers have been published. This was the case with Dr. Keren Dali, whose paper I accepted for publication (see Keren Dali and Leah K. Brochu, “The Right to Listen: A Not So Simple Matter of Audiobooks,” Library Resources and Technical Services volume 64, no. 3 [2020]). Keren and I bonded over some mutual interests. She recently invited me to speak to the students in her Collection Management Course, which is offered by the Research Methods and Information Science Department of the Morgridge College of Education at the University of Denver. In her email invitation to me, Keren wrote, “This is a class on the selection and weeding of library materials, as well as related policies and HR procedures. It would be great if students could hear from a high-level manager in one of the top research academic libraries in the country.” Resource description and technical services work, particularly weeding and transfer projects, are important aspects of collection development and management and I was flattered to have been asked to discuss my work. When I was in graduate school, I found it beneficial to hear firsthand from practitioners about their work and experiences.

    I’ve spoken to LIS classes before, and this was the first time I did it via Zoom. Pre-pandemic, I would’ve still needed to use videconferencing to speak to a class in Denver. The difference this time is that everyone participated via Zoom. I’ve become used to participating in meetings, conferences and webinars remotely. Keren’s class was small (14 students) and was a good size for discussion.

    The evening was an informal, freely flowing discussion instead of a lecture. I was asked about my personal trajectory into librarianship, specifically academic librarianship. I discussed how I chose technical services librarianship (which actually wasn’t my first choice) and my experience managing a busy department in a large academic library. I truly enjoy the complexities of resource description and like that my work provides the infrastructure to enable my public services colleagues to successfully deliver reference service and to teach courses. It also gives our users the ability to find and select the resources they need.

    Not surprisingly, the conversation touched on how our normal operations have changed due to COVID-19 and what implications it has had for collections and organizational processes. I described the challenges and successes of transitioning our cataloging operation to function remotely. That included making sure everyone had the equipment and access to the necessary technology to do their work. Fortunately, the cataloging resources we use (Classification Web, RDA Toolkit, Connexion) are all available remotely, and Alma is cloud based. Using WebEx for meetings was new for some of my staff, as was accessing files via Box. We developed a work plan before we began working remotely that specified who would do what work, which helped immensely with the transition to remote. Additionally, I noted that Rutgers, like many other research libraries, is using HathiTrust’s Emergency Temporary Access Services (ETAS), and also offering services like Click and Collect and home delivery to meet the needs of our users.

    Questions that I was asked included how my work at Rutgers informs my work as the editor of Library Resources and Technical Services (great question!). The two are closely related, and my professional experience and knowledge come into play when I provide authors with feedback on their manuscripts. I’m aware of trends, past and present, that have a bearing on technical services work.

    The importance of belonging to a professional organization (very important) was another question posed to me. I emphasized the benefits of sharing your expertise, as well as acquiring new expertise and gaining professional contacts. Although many conferences this year were virtual and a trend that may likely continue due to the benefits such as holding down costs and reducing time out of the office, I encouraged the students to attend them to find an organization that aligns with their interests and needs.

    Librarianship has evolved so much since I was in graduate school. Remote classes weren’t even offered then. Technology is now such an important part of technical services work. Shared databases make it easier to obtain copy for the resources we catalog. Discussion lists and Facebook communities allow us to share information and resolve our problems. Speaking to a class of future library professionals was an uplifting experience. I was impressed by their enthusiasm and perceptive questions.

  • Banned Books Week in New Brunswick

    By Judit H. Ward and Nicholas Allred

    New Brunswick Libraries partnered with the Student College, Academic, and Research Libraries Association (SCARLA), the Library and Information Science Student Association (LISSA), and the SC&I Alumni Association to host an online Banned Books Week event on October 1, 2020. The engaging event called Banned: a virtual read-out and discussion on the freedom to read featured read-outs of banned books from students and faculty, flash talks from SC&I and NBL faculty, a zine workshop, and trivia from LISSA. The 90-minute student-hosted event was extremely well received. It managed to connect a variety of audiences across Rutgers fostering a greater sense of community through sharing personal narratives and experiences. See a sample list of Banned Books we read at the event.

    The Books We Read team at Chang also documented the event with a page dedicated to Banned Books Week 2020, complemented with a collection of short essays inspired by the flash talks. In the Introduction to Banned Books Graduate Specialist Nicholas Allred poses the ultimate question “Why study censorship?” His perspective, based on his main interest in British literature, suggests that censorship can often provide a window into the anxieties of the censoring authorities. As an example, he mentions George Orwell’s Animal Farm, banned in the Soviet bloc, “because the allegory of a barnyard revolution hijacked by a regime of self-serving pigs who hollow out its utopian promises hit too close to home.”

    Censorship has also shaped publishing and literary history, lending a thrill of the forbidden to challenged works and spurring DIY publication tactics like zines, the topic of Art Librarian Megan Lotts’ presentation entitled What is a Zine? In her definition, zines represent a unique subculture which has emerged around making and collecting as a powerful tool representing creative, low-cost, DIY means of self-expression and idea sharing. She recommended exploring zines in libraries not only as a creative way to learn about visual culture, open-access, visual literacy, and information but also as an engaging and non-threatening way to talk about issues around cultural appropriation, cultural sensitivity, and inclusivity.

    The Banned Books Week event also reminds us of what we have to lose. A flash talk by science librarian Judit Ward What is Samizdat? highlighted this term from the Cold War, referring to the underground publication and circulation of articles or books with political views in stark contrast to the party line. Samizdat editions were books that covered current political topics, written by foreign authors with political content, or new publications of blacklisted authors. Forbidden to publish, read, and circulate, these titles taught generations to reflect and read between lines for ever.

    “Censorship succeeds when no one talks about it”––NBL Special Projects Librarian and SC&I lecturer Nancy Kranich emphasized the importance of celebrating Banned Books Week in her flash talk entitled Ban No More. Focusing on the role of libraries and librarians, she also suggested that more banning would occur without librarians, teachers, journalists and others speaking out to defend the freedom to read. Although books in libraries are constantly challenged, i.e., someone tries to remove or restrict them based on their content, library policies and practices can ensure that (unlike during the Cold War in the Eastern Bloc) the freedom to read will prevail as one of the most basic freedoms of democracy.

    A large portion of challenged titles belongs to a genre called Young Adult (YA) literature. Challenged for their difficult topics related to gender, mental health, violence, or racism to protect the readers dealing with these problems in their everyday lives, many of these Banned Bestsellers can actually function conversely and assist processing the issue at hand instead, as suggested by Julie Rossano, Books We Read team member and graduate student in the course taught by Marc Aronson at SC&I.

    Banning books has been a long practice as a form of censorship for a great variety of reasons. Spearheaded by the American Library Association, Banned Books Week (September 27 – October 3, 2020) is an annual event celebrating the freedom to read. The Office for Intellectual Freedom (OIF) compiles lists of challenged books based on reports received from libraries, schools, and the media on attempts to ban books in the United States.

     

  • Robeson Pivots to Online Workshops & Drop-in Sessions

    Did you know Camden, New Jersey was once considered the epicenter of the American recording industry with the likes of Elvis, Duke Ellington, and Marian Anderson all cutting records at the RCA-Victor Recording Studios? This is just one of the many things learned by the attendees of the numerous fall workshops and drop-in sessions offered by the faculty of Paul Robeson Library at Rutgers-Camden.

    With the COVID pandemic preventing Robeson Library from offering its usual in-person roster of workshops, the faculty pivoted to virtual formats via WebEx and Zoom and offered over 70 different sessions to students, faculty, and staff. The workshops ran the gamut from traditional information literacy sessions to advanced database search techniques to academic integrity and avoiding plagiarism. Other sessions were offered on informed voting, digital privacy, streaming media, and open educational resources. Robeson faculty members also highlighted their respective areas of research and even a Camden-centric quizzo night was offered.

    “The Camden fun facts were a way for new students who may not have even been on campus to learn about their adopted host city,” said Robeson Librarian Bart Everts, host of the Rutgers-Camden and Camden Fun Facts and Rutgers-Camden Trivia Night sessions. An encore session of the trivia night is being offered on November 12th at 6pm.

    The workshops were promoted on the Robeson and Rutgers Libraries social media platforms, and Library Associate Edward Robinson had the idea to include a printed calendar of events with every Click and Collect and personal delivery order processed by the Robeson Access Services Department.

    Robeson Library has many more workshops coming up in November and December. For registration information, please visit our calendar of events at https://go.rutgers.edu/zxsdq8u8

  • Announcing Archival Description of Notated Music and the Guidelines for Archival Description of Notated Music

    In early October the Society of American Archivists (SAA) and the Music Library Association (MLA) co-published a new open-access ebook, Archival Description of Notated Music (ADNM), co-authored by the MLA Working Group for Archival Description of Music Materials, which I had the pleasure of co-chairing with Dr. John Bewley, a Rutgers alumnus and the retired associate librarian/archivist at the University at Buffalo Music Library.  Working Group members also included Sofía Becerra-Licha, lead archivist at the John F. Kennedy Center for the Performing Arts; Maristella Feustle, music special collections librarian at the University of North Texas; Vincent J. Novara, head of the Acquisitions and Processing Section in the Music Division at the Library of Congress; Matthew Snyder, archivist at the New York Public Library; and Karen Spicher, manuscript cataloger and processing archivist at the Beinecke Rare Book and Manuscript Library at Yale University.

    ADNM provides guidance intended for a wide readership and is helpful for experienced archivists with limited knowledge of music, music librarians with limited knowledge of archival practice, students in MLIS and archival studies programs, and others with responsibility for archival collections with notated music. The book includes discussion of fundamental archival principles as applied to collections with notated music, recommendations for descriptive approaches based on the musical and non-musical content of a collection, a glossary, and an annotated resource list. In addition, included as an appendix are the Guidelines for Archival Description of Notated Music, which provide a standard for archival description of notated music and represent the first subject-specific supplement to Describing Archives: A Content Standard (DACS). The Guidelines were endorsed by the SAA Council as an external standard at the end of 2019. Both the Guidelines and ADNM are available via MLA’s Humanities Commons repository. ADNM may also be downloaded free-of-charge from the SAA Bookstore.

    The Working Group started the project in 2016, and none of us expected it to become a full-length book and professionally-endorsed standard, much less require four years and countless hours of meetings to complete. We took a collective approach to authorship: one or two group members drafted each section of the book, which we then revised and edited as a group. Although this approach was time-consuming, the final publications represent our consensus agreement on standardized archival practice and the full range of group members’ considerable expertise. We also solicited and incorporated feedback from colleagues in other music libraries and archives and collaborated closely with SAA’s Technical Subcommittee on DACS, which contributed to SAA’s endorsement of the Guidelines. This cross-organizational collaboration was essential to the successful outcome and will hopefully serve as a model for future DACS supplements.

  • Alma Analytics Tips: Lifecycle and Status

    When creating reports in Alma Analytics, there are a couple of filters or dimensions that you should be using frequently to help you refine the figures you are reporting. Two such dimensions are Lifecycle and Status. Dimensions containing the term Lifecycle filter for records that are active or deleted and dimensions containing the term Status filter for records or transactions that are active, inactive, or contain a specific status. You should search for these terms when creating reports to determine which dimensions are available in each Analytics subject area and then use them regularly to make better reports.

    Lifecycle – The Lifecycle dimensions can be found in Analytics subject areas that provide selections on bibliographic records, such as E-Inventory, Physical Items, and Titles. For example, if you search for Lifecycle in, the Physical Items subject area, you will see Lifecycle at three levels indicating you can filter for active or deleted records at the title, holding, or item level.

    Screenshot of alma analytics showing lifecycle

    Lifecycle options typically are:

    1. Deleted – record has been deleted
    2. In Repository – record has not been deleted

    Status – The Status dimensions are found in almost any Analytics subject area and store the status of the record or transaction such as Item in place or Item not in place, active or inactive, active or completed. There are a variety of statuses related to each subject area and Analytics users should examine them, review the options, and determine whether selections are needed in these dimensions. Some of the more frequently used statuses are:

    1. Loan Status – use this to filter on items actively on loan or not. This dimension is found in the Fulfillment and Fines and Fees subject area and the options are:
      1. Active – loan is current
      2. Inactive – loan is not current
    2. Fines Fees Status – use this to filter on items with active/outstanding fines. This dimension is found in the Fines and Fees subject area and the options are:
      1. Active – fine still outstanding
      2. Closed – fine has been paid or waived
    3. User – Status – use this to filter on users who are active or not. This dimension is found in the Fulfillment, Requests, Fines and Fees, and the Users subject area and the options are:
      1. Active – user record is in Alma and is currently active
      2. Inactive – user record is in Alma but not active
      3. Deleted – user record has been deleted from Alma
    4. Request – Status – use this to filter requests by current status. This dimension is found in Requests and the options are:
      1. Active – request is active and there is an available item to fulfill it
      2. Completed – request is completed
      3. Failed – request has failed.
      4. Ready – request is active but there is no available item to fulfill it
      5. Rejected – Alma staff member canceled an active request
      6. Rejected by Library – request cancelled. The cancellation reason is Canceled at patron’s request.
      7. Rejected by Patron – request cancelled. The cancellation reason is Patron no longer interested.

    More information about dimensions like Lifecycle and Status and others that can be used in each Analytics subject area can be found here. If you have follow-up questions related to this article or need assistance creating a report in Alma Analytics please send a message to exlibris@rulhelp.rutgers.edu.