SCOPA Meeting Minutes
April 2, 2002
Present: Jae Williams (chair), Richard Boursy, Mary Caldera, Todd Fell, Eric Friede, Cecile Mandour (recording), Pamela Mann
Absent: Stephen Jones, Rochelle SmithAGENDA: Revised Grants Guidelines for Applicants; Orientation for new librarians (draft); Forums
Jae opened the meeting at 3:05 by distributing a draft on Orientation for new librarians.
REVISED GRANTS GUIDELINES FOR APPLICANTS
Jae asked for comments on the revised grants Guidelines for Applicants. Answering Mary's question, Jae stated grants would not be awarded if no applications were submitted.
Cecile suggested stating the requirements in Section 1, "Cover Sheet and Departmental Approvals" in bullet form with one line for each requirement, rather than in paragraph form. Cecile also proposed supplying the candidates with a standard approval form. Jae thought that a standard form was not conducive to informal discussions with the supervisor, and that developing one form that covered all possible situations would be too difficult.
Following a discussion regarding whether to mention foreign travel specifically, the group decided to add "domestic or foreign travel" in the paragraph for "Eligibility" and in "2. Departmental Approvals." Jae stated that foreign travel should be brought up at the orientation meeting.
Eric suggested a change of wording in the "Note" section of "Cover Sheet and Departmental Approvals." It was decided to replace "judging process" with "selection process."
Jae, Mary and Richard thought that the paragraph entitled "Judging" should state that the ex-officio member of SCOPA must approve the grants sub-committee's decisions.
Jae mentioned that she added the statement of "Guidelines revised April 2002" in order to make clear that these guidelines apply only to grants awarded after that date.
ORIENTATION FOR NEW LIBRARIANS (draft)
Jae went over the draft form that she had distributed earlier and asked for comments.
Richard mentioned that the Grants Web page should be updated, listing grants awarded last year, including those that had to be cancelled due to more pressing commitments, such as Orbis 2.
Jae reminded the volunteers to contact the new librarians to remind them of the orientation and find out if they would be able to attend.
Jae proposed putting the orientation program on the Web instead of handing out a lot of printed material. Todd will go over the draft and provide appropriate links. Richard suggested listing the volunteers' names on the official form, but not on the Web page so that it could be easily re-used in the future.
Jae mentioned that Promotion Review will not be discussed at this orientation session.
FORUM UPDATE
Jae reported on several forums:
Danuta Nitecki and Karen Reardon will present an update on the Electronic Libraries Initiative (ELI) during the week of April 29. The date has not yet been set.
There is a possibility for a forum on digital reference, May 8, 2002, co-sponsored by the SQIC Reference Group.
Denise Hersey contacted Jae to inquire if SCOPA would like to co-sponsor a forum about digital copyright issues. Denise is serving on a committee that is concerned with this topic in relation to ELI. She has several ideas for speakers and will contact Jae again to discuss organizing a forum. No date has been set.
Cecile mentioned an ACRL forum on "Libraries after Sept. 11." She thought that the speaker might be willing to repeat the presentation for SCOPA. Mary will pursue the issue since she had suggested this very topic for a forum at our last meeting.
Submitted by Cecile Mandour, April 2, 2002