SCOPA Meeting Minutes
February 19, 2002
Present: Jae Williams (chair), Stephen Jones, Todd Fell (recording), Rochelle Smith, Eric Friede, Cecile Mandour, Mary Caldera, Pamela Mann. Absent: Richard Boursy.
Agenda: Forums update; New Librarians Orientation; Meeting rescheduling.
Forums Update
Jae stated that everything is set for the forum next week ("Librarians without Borders II"). Rochelle was handling the scheduling, etc. There is only one forum this month, but the next month is full, with a forum scheduled to every week.
Jae reminded everyone to look at the forums page on the SCOPA web site when thinking of planning future forums, as there is an Orbis II forum every month until August. She added that Richard Brodhead was too busy this semester to participate in a forum, but was open to the idea for future forums.
Cecile talked to Joan Swanekamp, head of cataloging, about a forum with Philip Long concerning an ITS presentation. Jae asked that the presentation relate to the library in some way, for example, which ITS projects would affect the library.
Steve mentioned that his ideas for Black History Month would have to wait until next year, as this month is nearly over. Jae replied that it there is no problems with organizing future forums, as they are scheduled all year-round.
New Librarians Orientation
Jae handed out notes concerning new procedures (Proposed New Procedures), saying that Diane Turner agreed with the idea of splitting the old orientation program into two sessions: a general orientation and a promotion review orientation. The proposal included holding one promotion review meeting per year, holding as many general orientation sessions as needed, and changing the administrative schedule on the web page to reflect the new orientation procedures. Concerning the latter, it was suggested that there be a link from the SCOPA web page to a new procedures page that will provide an outline of what to cover in an orientation session. The question was then brought up as to the best time to hold the annual promotion review orientation. It was decided that late September or early October would be the best time. Jae asked that this information be added to the web site.
The proposed new procedures were discussed point by point. Jae suggested SCOPA create a permanent position on the committee to organize all orientation sessions. The committee will work with Human Resources to develop which responsibilities each will take in organizing future orientation sessions. Most likely, Human Resources will inform SCOPA of all new librarian hires (and also fellows, interns, or visiting librarians), and SCOPA will plan its orientation session accordingly.
The scheduling of orientation was then discussed and the issue of how often was brought up. To ensure the timely transmittal of information, it was decided that if the total of new librarians does not reach five before six months have elapsed, a session should be scheduled anyway. Everyone agreed on this point. It was also decided that the orientation should cover the same topics as previous orientations, but promotion review will not be discussed as it will be covered in a separate session. Jae stated that Diane Turner would still attend the orientations.
The packet of information handed out at the orientation was then discussed. Jae suggested instead of handing out printouts of webpages, a list of URLs could be substituted. Eric suggested that the URLs for the different sites mentioned in the handouts be sent as an e-mail or both in print and in an e-mail. Pamela added that a copy of the agenda should be sent by email as well. These suggestions were well received and will be discussed further at the next meeting along with other any other suggestions regarding the orientation session. Jae asked that everyone read these proposals and reply with further suggestions at the next meeting.
The next New Librarians Orientation should be scheduled for April and SCOPA members were assigned to contact new librarians. The result was:
Jae will call Scott Matheson
Rochelle will call Penny Welbourne
Steve will call Nancy Kuhl (Steve is also a new librarian)
Pamela will call Bethuel HunterJae suggested either April 2 or April 11, 1:00-2:30 p.m. as the tentative date and time. She asked the members to check their schedules and reply ASAP as to which date is better.
The March 26th SCOPA meeting was cancelled and the April 16th rescheduled to 2:30 p.m. (before the Orbis II forum). In May, the meeting schedule will return to every other Monday, as before.
Submitted by Todd Fell, February 20, 2002