SCOPA Meeting Minutes
SCOPA Meeting: 27 November 2000, 2 p.m.
Present: Tom Hyry (Chair), Erika Heinen, Calvin Hsu, Jennifer Kostelnik, Stephanie Schmitt, Dajin Sun, and Ellen Doon (recording).
Absent: Cynthia Crooker, Diane Turner.
ANNOUNCEMENTS:
1.) Tom pronounced the Fall series, "Scholarly Electronic Publishing in the 21st Century: Trends, Models, and Impacts on Information Services," a great success.
Dajin reported that SCOPA was fully reimbursed for the flight of the one speaker who cancelled on account of laryngitis, Wendy Lougee. It was agreed by all that she might be re-invited to speak in a separate forum, using this reimbursement to fund her travel. Jennifer reported that Julia Blixrud's hotel bill was paid by the airline because of a flight delay, so that was an unexpected additional savings for the series.
The series was discussed and evaluated by committee members. Tom said he thought the third and final session, which focused on local perspectives and was followed by a lively discussion, was the best of the three. Erika asked Jennifer what feedback she received from the outside speakers in the second session. Jennifer reported that she had heard positive feedback from one of them, but that it is her impression that they all had mixed feelings about their role in the session. Tom asked if SCOPA should follow up with them to make sure they got what they had hoped to get out of the experience, but Jennifer said she thought that unnecessary.
Calvin suggested that in the future, since so many speakers use Power point for their presentations, we ask for a draft of the slides in advance of the forum in which they will be presented, to help better prepare the moderator, if there is one, or the committee itself draft questions for discussion. This was discussed, and the consensus was that it would be difficult to hold speakers to this, but that it was certainly desirable to get a copy of the Power point slides to put up on the SCOPA website after the forum, as we have done already with Professor Bob Apfel's presentation for Part I of this series.
2.) Tom pointed out that the next SCOPA meeting, on December 11, will be the last this year and the last for the committee in its present configuration. He reviewed the transition process, reminding outgoing committee members that they are to attend the first SCOPA meeting in January along with new members.
3.) Jennifer reported that there has been a recent request for a mentor, the second since the Mentoring Program was started last year. This apparently resulted from the pamphlets handed out at the last SCOPA Orientation for New Librarians. All agreed that this is a nice surprise, and that the work put into developing the program has been worthwhile, as it may continue to grow.
UPCOMING FORUMS:
1.) Orbis II/LMS conversion, with Audrey Novak and Scott Bennett. Step reported that the Orbis II forum is all set up for Wednesday, November 29, 2-3 p.m.: there will be no refreshments; Tom will do the introductions; the renovation contractors have been alerted that they are not to drill or make other loud disruptive noises during the forum.
2.) University Archives "Archives 300" project. Tom reported that this forum is scheduled for December 12, and that he will make all the arrangements for it.
3.) Kris Hammond, Intelligent Information Laboratory at Northwestern University. Ellen reported that Alan Solomon, the Yale librarian who first presented the idea for this forum to SCOPA, has suggested late January as a good time to have it. Because this conflicts with the forum by Ann Okerson and her colleagues from the National Academy of Sciences and Library of Congress Strategy for Archiving Technology committee, it was agreed to push this back to February or March. Because the funding for next year is now dependent on the outcome of the SCOPA grants allocation, Tom suggested waiting until January to review this forum along with other, new ideas for forums for 2001 so that funding priorities can be established for the whole year. Kris Hammond will be invited to speak only after that has been done.
Discussion of this future forum brought up again the Fall forum series, with regard to the troublesome and time-consuming task of making travel arrangements for speakers. Tom suggested that the committee discuss with Diane Turner the possibility of establishing a formal arrangement with Library Administrative Services to handle the travel arrangements for SCOPA in future, because it is LAS staff who are most experienced and skilled at making such arrangements. Jennifer, Dajin, and Step, who handled the travel arrangements for the recent Fall forum series, heartily concurred.
GRANTS UPDATE:
Erika reported that only this week did volunteers from LMC come forward to serve as outside reviewers for this years SCOPA grant applications. They are Kenny Marone of the Medical Library and Danuta Nitecki, Associate University Librarian. The Grants subcommittee will meet with the outside reviewers next week, and the whole process should be complete in time to announce the results a week or so before Break. In the next few days Erika will send packets to the grants subcommittee members (Jennifer, Ellen, and Cindy), the outside reviewers, and Tom, who, as Chair, will attend the grant application review meeting at his discretion.
PUBLICATIONS WEBSITE:
Tom reported that he recently discovered that this page is already up on the SCOPA website but is linked from the Mentoring Program pages, which is illogical: it should have a link from the main SCOPA page. Step agreed to be the contact person for this page, taking over from Erika, who will leave the editing permissions open when her term on SCOPA ends in January. Tom said that Dan Chudnov of the Medical Library will get back to him soon with some new citations to add to the page, but that an announcement should go out on YULIB to solicit submissions from staff about their own publications. Erika agreed to do this, and will send out a draft message to committee members before posting it to YULIB. It was agreed that staff should be responsible for submitting their own citations for inclusion, and that presentations as well as publications will be accepted. Links to full text articles or related information will be added where appropriate.
Tom said he is pleased that he will be able to report to Carolyn Claflin, LMC Chair, that this project is carrying on, as she has been a particular advocate for it from its inception last year.
Respectfully submitted,
Ellen Doon
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