SCOPA Meeting Minutes

SCOPA Meeting: 1 May 2000

Present: Cynthia Crooker, Ellen Doon, Erika Heinen, Tom Hyry (Chair), Jennifer Kostelnik (recording), Stephanie Schmitt, Calvin Hsu, Diane Turner.

Absent: Dajin Sun

ANNOUNCEMENTS

- Ellen volunteered to be a part of the SCOPA grants subcommittee. One more member is still needed. Interested parties should contact Erika.

FORUMS

  1. Simon Musgrave
    - The NESSTAR (Networked Social Science Tools and Resources) forum featuring Simon Musgrave will take place on May 3 at 2 p.m. in the Sterling Memorial Library Lecture Hall
    - SCOPA is responsible for publicizing the forum. SCOPA will fund the speaker's lunch and light refreshments for forum attendees.
    - The forum is co-hosted by Yale ITS Academic Media & Technology.
    - Step will attend the lunch with Simon Musgrave in place of Tom.

  2. Bob Strauss
    - The forum with Bob Strauss and David Wall will take place on May 18. The lecture hall is reserved from 9:30-12. The forum will take place from 10 -11.
    - SCOPA has no financial commitment to this forum (Erika will confirm this) except to take the speaker out to lunch.

  3. Scott and Audrey re: LMS Migration
    - The LMS Migration forum is tentatively scheduled for the week of May 22. Tom will finalize a date and time for this forum.
    - Erika suggested scheduling a two hour session for this forum. She also noted that ample time should be allowed for questions. The committee agreed.
    - Tom noted that we may consider repeating this forum depending upon the number of people who attend.

  4. YUL Budget
    - Tom announced that Scott Bennett expressed an interest in rescheduling the YUL Budget forum (postponed due to changes in the status of the Library's budget projections).
    - Dajin will work on organizing the forum.
    - The forum will be scheduled to take place before the end of the fiscal year.

  5. Summer Series (featuring YUL participants)
    - Tom asked if the group would like to postpone the summer series due to the number of forums we already have scheduled for the summer (most of which deal with internal issues).
    - The decision was made to go ahead with this series, but to schedule it for late summer.
    - Erika will send out a draft of the letter inviting select department heads to participate in the series.
    - Diane will make an announcement about the series at the LMC meeting this week.

  6. SCOPA Grant recipients
    - Erika and Jennifer will work on organizing the forum featuring this year's grant recipients.
    - The forum is tentatively scheduled for June.

  7. Fall Series on changes in scholarly communication (for lack of a better phrase)
    - Jennifer presented three forum outlines that she, Step, and Dajin created. The first forum will focus on "big picture" issues related to the changes in scholarly publishing. The second forum will deal with local logistics of dealing with electronic publications. The third forum would be set up as a round table discussion. The specifics of these forums have not been laid out. Jennifer, Step, and Dajin will report back at the last minute.
    - The forums will be scheduled over a period of four weeks at the end of October to the beginning of November.
    - Suggestions included:
    a. pinpointing the local people that we would like to have involved in this forum (Ann Okerson, Kim Parker, etc.) and using them as advisors
    b. advertising all of the forums at one time and at least one month in advance
    c. seeding the group at the round table with people who are knowledgeable about the topics at hand and who will speak out

  8. New Librarians' Orientation
    - Diane asked to address some of the points that Tom brought up in his memo about the New Librarians' Orientation. The following decisions were made:
    a. SCOPA will make the arrangements for the meeting. A SCOPA member will schedule all participants (including a member of LHR) and will finalize the date for the orientation with the coordinator of the orientation series.
    b. SCOPA and LHR will both publicize the event
    c. SCOPA will receive a list of new librarians. SCOPA members will contact new librarians individually and personally invite them to the orientation
    d. A minimum number of attendees will be set at 5 (decided upon at the SCOPA meeting held on 4/17). If the minimum number is not reached, the orientation will be postponed
    e. SCOPA will send out the information packet (usually handed out at the meeting) in advance of the meeting.
    f. SCOPA will reorganize the content and structure of the orientation before the next orientation takes place.

Respectfully submitted,

Jennifer Kostelnik

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