SCOPA Meeting Minutes

SCOPA Meeting: 24 February 2000

Present: Ellen Doon, Erika Heinen, Calvin Hsu, Tom Hyry (Chair), Jennifer Kostelnik, and Dajin Sun (Recorder)

Absent: Cindy Crooker, Stephanie Schmitt, Diane Turner

Announcement

• Erika reported to the group that she was ready to make an announcement on the YULIB-L about the recipients of the SCOPA 2000 grant awards. Four recipients have received the grants this time and their grant proposals cover such topics as "Digitization of classical articles in neurosurgery, 1870-1922," "Digitally available electronic resource licenses," "Bringing Yale Resources into the International Data Web," and "A Database template for the creation of bibliographic targets, invoicing data, and box labeling for preservation microfilm."

• Dajin agreed to post the list of the current grant recipients and their proposals on the SCOPA website.

• Dajin asked the new SCOPA members to check their personal information on the SCOPA membership web page and notify him of any possible errors.

Update on SCOPA mentoring program

• Jennifer reported that she and Stephanie had worked together and made some changes to the SCOPA mentoring documents. These changes were intended to facilitate the mentoring process and clarify on the responsibilities of the SCOPA liaison. Stephanie will forward the revised documents to Dajin for posting on the SCOPA website.

• Jennifer will continue to work with Stephanie to improve the guidelines document for mentors in the next couple of weeks. She will also announce the availability of the SCOPA mentoring program one more time to the Yale library community.

New Librarians Orientation

• The preparation for the upcoming new librarians orientation is still under way. The date for this orientation is scheduled for April 4. Tom will check and finalize on the start time as someone pointed out that the usual 9 AM start time might conflict with some other meetings on that day. It was suggested that someone from LMC be invited to attend this orientation in addition to the normal representatives for such orientation. Some logistics issues discussed include arrangement of some social time during the orientation for people to communicate and get to know each other. Erika agreed to contact Jeong Min and Diane regarding reserving the room and procuring some food and beverages in Spoon.

Upcoming SCOPA forums

• Per Tom, Dan Chudnov's forum is ready to go next Tuesday (2/29). Tom will send out a remainder message to the library community next Monday.

• A possible April forum by Scott on the migration to a new LMS (library management system) was discussed. It was suggested that Scott and the future new project manager both speak on the forum to provide different perspectives of the implementation process. At present, it is not known yet whether that project manager has been hired. Tom will contact Scott and seek his advice on how this forum would be conducted.

• Erika reported that there had been no fixed date yet on the library preservation forum that Bob Strauss and David Walls would present jointly. David will coordinate with Bob to decide on a date for this forum and will inform Erika as soon as he has that date. It is likely that this forum will be towards the end of March.

• Tom mentioned that he saw interest in a forum on the library budget process among some Yale staff and suggested that SCOPA pursue the idea with the Head of Library Business Office, Debbie McGraw. Dajin volunteered to contact Debbie and invite her to speak for a SCOPA forum.

• Erika brought up the idea of having department heads report on the latest development/accomplishments/changes in their departments on SCOPA forums. SCOPA could invite such speaker from either one particular department or a combination of several departments according to the affinity of their functions to provide updates on certain areas of library operations. This idea was immediately welcomed and supported by the group. It was suggested that she get in contact with LMC members and seek feedback on how this type of forum could be successfully conducted. There will be further discussion about this forum proposal at the next SCOPA meeting.

Next meeting

The next SCOPA meeting is temporarily scheduled for March 9 (Thursday) with a high possibility of moving to Monday March 6, as most members would have difficulty meeting on the Thursday in two weeks. Tom will confirm the exact date and time and notify the group next week.

Respectfully submitted,

Dajin Sun

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