SCOPA FORUM
Question and Answer Session with Alice Prochaska
September 26, 2001
2:00 p.m. - 3:30 p.m.
SML Lecture Hall

I. Introduction

Ellen Doon, SCOPA Chair, introduced Dr. Alice Prochaska, the new University Librarian as of August, 2001.

Alice gave a brief summary of her history as a manager of research organizations, with a background of training in historical research as an archivist. Alice stated that she looks forward to meeting and working with Library staff at all levels.

II. Discussion of Questions Sent to SCOPA Web Site

Alice separated the questions she received from the SCOPA web site into 4 major categories; working conditions, training issues, promotion policy, and communication issues. She then briefly described and addressed each question.

A. Working Conditions

1. Where have the Spoon Room coffee tables gone?
Alice reported that the tables were removed during renovations. Diane Turner, Director of Library Human Resources and John Vincenti, Manager of Library Building Operations, are looking for replacements.

2. Can the lighting conditions in the Conservation Studio be improved?
Alice stated that she would look into this issue as soon as possible.

3. Alice requested that any impediments to good working conditions be reported to Library Administrative Services.

B. Training Issues

1. Is it possible to allow monies and time for off-site specialty training for Conservation technicians?
Alice reported that it is difficult to give an immediate answer to this question. She will raise the broad issue of a training budget with the Library Management Council and the Library Management Team.

2. How can the Library meet the training goals for units whose needs fall outside of in-house educational programs?
Alice responded that she would look into ways to free up time for more professional development.

C. Promotion Policy

1. Does the Library discriminate against C&T employees in promotion practices?
Alice explained that there is no systematic discrimination. The bid form used by C&T staff is required University-wide for any employee applying for a clerical and technical position. There is no space on the form for comments by Human Resources. For employees applying for librarian positions, LHR requires a cover letter, resume and the listing of three references. She referred more specific questions to Diane, as she is still becoming familiar with the process. Alice announced that she would investigate any instances where an applicant feels he/she was asked to do something in the application process that others were not.

2. Can you describe any previous experience you have with a peer-review system for professional librarians, and what are your impressions of the Yale Library process as it currently stands?
Alice described her past experience in promotion practices at the British Library and expressed her commitment to remain very involved in the promotion and interview process at Yale.

D. Communication Issues

1. How will you address communication issues and make yourself accessible to the Library staff?
Alice responded that she feels this is a very serious issue of which all senior staff are conscious. She stated that although her door is always open to anyone who wishes to see her, it is sometimes difficult to find her as she is often away in meetings. She announced that she would set up "office hours" on Monday mornings, from 8:30 a.m. to 9:30 a.m. for any staff member to visit. She requested that staff please call ahead to make sure time is available. Alice also announced that she is looking into a system of monthly informal meetings (teas or lunches) in the Sterling Spoon. She also reported that she is continuing to visit each department and would attend department meetings, when invited.

III. Discussion of Questions Presented at the Forum

Alice responded to questions from Forum participants.

A. May the daily coffee service that used to be available in the Spoon be renewed?
Alice responded that she would look into this matter and that the proposed monthly teas may suffice as a start.

B. How is your relationship with the Provost developing, and what are you going to do to ensure that the Library's budget receives proper consideration?
Alice reported that she has met several times with the University Provost, Alison Richard, who has placed her on the University Budget Committee. She has also set up weekly meetings with Lloyd Suttle, Deputy Provost for Undergraduate and Graduate Programs.

C. Are the various Library committees taking up too much time?
Alice replied that this is an issue which is not unique to Yale University. She suggested that committee members consider the need of the committee, the essential nature of each meeting's agenda, the option to deal with some issues via email, and the necessary length of each meeting.

D. How has the transition to a Library position in the United States gone?
Alice replied that it has been a daunting task to learn new acronyms, new colleagues, and new Associations, but everyone has been most welcoming. By virtue of joining Yale, she has become connected to a number of new American organizations to which Yale belongs, such as the Association of Research Libraries, the Digital Library Federation, and the NorthEast Research Libraries Consortium. She also plans to become a member of the American Library Association. Alice stated that she has had past experience with American libraries, through her work at the British Library and her membership in the International Federation of Library Associations and Institutions (IFLA).

E. Can the Library system address the issue of part-time work options?
Alice responded that she would like more options available, but that she cannot go into more detail until she speaks with Diane and the University's Human Resources Department to learn more about existing programs. She cited instances of flexibility which already exist.

F. What can you tell us about the recent LMC retreat?
Alice responded that the retreat was an effort to begin data-gathering to develop a framework for a five year Library plan. She explained that she would work with LMT in the next few weeks to set up small working groups to deal with a cluster of goals developed at the meeting. She stated that supervisors would be passing on more information to each department as it becomes available.

G. What do you believe are the Library's greatest needs?
Although she is still finding out which are the areas of greatest need, Alice said she does want to focus on the need for a good level of staffing library-wide, and good working conditions.

H. What will be done about the exclusion of liquor at parties?
Alice announced that beer and wine will be served at those parties which take place after the work day. She will keep under review the legal liability issues involved. She emphasized that staff who are returning to work after such events should not drink.

I. What is your experience with building renovations?
Alice described her history at the British Library during its separation from the British Museum and move from other buildings. Although she was not involved in the planning process, which began in the 1970's, she was deeply involved in the actual move, and in planning for that.

J. What is the status of the Library's renovation project?
Alice reported that Phase I is complete, with the exception of some book cleaning and re-shelving. Phase II has been approved, although no date has been set for its beginning.

K. Is there still a possibility that a restaurant will be constructed in the Machine City section of Sterling Memorial/Cross Campus Libraries?
Carolyn Claflin, Director of Library Development reported that this idea had been proposed as a way to create a better SML/CCL link. Alice stated that the close location of SML and CCL to local restaurants, as well as the problem of containing the squirrel population, makes her wonder whether a restaurant should be constructed. Alice also asked that any ideas for dealing with the squirrels (which are encouraged by the presence of food on Library premises) be referred to LMT.

L. What is your philosophy of the Yale University Library system? Is its main function to be a universal collection or a support to constituents?
Alice responded that this is a question which should be in constant review. She stated her belief that no library can realistically be considered "comprehensive" any more. Librarians now must reassess their role in the personal computer age and their strategy to get users of library materials to become members of the library community. She also stated that the Library must assess its collections as a whole on the basis of the user. She proposed a series of meetings with librarians, faculty, and students in different areas of study to address these issues.

IV. Conclusion

Alice thanked everyone for attending the Forum. She stressed the need for open channels of communication to maintain high staff morale.

Forum adjourned at 3:25 p.m.