ࡱ> IKFGH%` bjbjNN X,,cl l l l 4 MMMhNO (P$Q(QQQRRR$hB rRRrrl l QQayayayrl 8Q QayrayayW  QP PyMrn[^0(.?u@'t hR ]ayme,knRRRy^RRR(rrrr *5 5 l l l l l l   Meeting 2007/1 3-4 May, 2007 Rydges Carlton, Melbourne Minutes (Finalised 24/9/07) Introduction & Welcome. Eve Woodberry welcomed members to the meeting in particular Professor Ralph Alberico, Dean of Libraries and Educational Technologies at James Madison University, the six CONZUL members, and the first-time attendee, Debbie Orr from Central Queensland University. She particularly welcomed two new members, Judy Stokker who was introduced by Anne Horn, and Angela Bridgland who was introduced by Cathrine Harboe-Ree. Attendance & Apologies. From : *Jim Graham, ACU Vic Elliott, ANU Gulcin Cribb, Bond U *Debbie Orr, CQU Ruth Quinn, CDU Shirley Oakley, CSU Imogen Garner, Curtin U Anne Horn, Deakin U Jeff Murray, ECU Bill Cations, Flinders U *Con Graves, Griffith U Heather Gordon, JCU Earle Gow, La Trobe U Maxine Brodie, Macquarie U (day 1) Cathrine Harboe-Ree, Monash U Margaret Jones, Murdoch U %Judy Stokker, QUT Craig Anderson, RMIT U Des Stewart, SCU Derek Whitehead, Swinburne U Ray Choate, U Adelaide Leeanne Pitman, U Ballarat Anita Crotty, U Canberra %Angela Bridgland, U Melbourne Eve Woodberry, UNE, President Andrew Wells, UNSW, Deputy President Jan Gordon, UNSW@ADFA Greg Anderson, U Newcastle Keith Webster, UQ Helen Livingston, UniSA *Alison Hunter, USQ John Shipp, U Sydney Linda Luther, U Tasmania Alex Byrne, UTS Sandra Jeffries, USC John Arfield, UWA Liz Curach, UWS Felicity McGregor, UoW Philip Kent, VU In attendance: Diane Costello, From CONZUL: Gail Pattie U Canterbury; Annette McNicol, U Waikato Sue Pharo, U Otago Janet Copsey, U Auckland John Redmayne, Massey U Ainslie Dewe, AUT Guests: Dr Rhys Francis, NCRIS Jocelyn Priddey, UQ Jan Fullerton, NLA Tony Boston, NLA Dr Ralph Alberico, James Madison University Apologies: Alan Smith, USQ Janice Rickards, Griffith; Chris Sheargold, ACU; Stephen McVey, UNDA Graham Black, CQU %first meeting as Member #Acting Director *Delegate of Member Arrangement of the agenda. Items were starred for discussion. For those items not starred, all items for noting were considered noted, and all recommendations will be considered approved. Minutes of Previous Meeting 2006/2 Perth 18-19 September 2006. The minutes were circulated with the agenda. This item was not discussed. Minutes of Executive Meetings 2006/5, 2006/6, 2007/1, 2007/2. The minutes were circulated with the agenda. This item was not discussed. Business arising from previous meetings, not otherwise listed on the agenda. There was no other business arising. STRATEGIC PLAN Review of the Strategic Plan. Printed copies of the strategic plan were provided to each member at the meeting. This item was not discussed. Achievement Award 2006. Jocelyn Priddey (Senior Manager, Information Resources, University of Queensland) was presented with her award and a cheque for $5,000. Eve Woodberry discussed the genesis of the award, first awarded in 2002, to a member of institution staff who has made a significant contribution to s strategic goals. Jocelyn Priddeys contribution to the CEIRC program in particular and to acquisitions policies and processes in general were described. Jocelyn described her path into library acquisitions, including her previous business experience and the value it contributed to her current role. She discussed the abilities needed by institutional Datasets Coordinators to perform their role an understanding of their own acquisitions environment and the funding models; an understanding of their own academic institution and collection; an understanding of the publishers and their different types and models; an understanding of library supply and subscriptions; an ability to balance institutional, regional, sectoral needs; an understanding of CEIRCs nature, i.e. a buying group rather than a true consortium an understanding of risk management and the relationship to licences what level of risk is acceptable. She noted that the timing of group agreements may mean beginning a licence individually and joining the group later. This meant that the University of Queensland often subscribed outside CEIRC but moved into the group agreement afterwards. She advised care in the analysis of usage statistics, taking into account the size and importance of the user group, comparing statistics across different types of products, whether federated searching is used. She asked members to consider what they wanted from their Datasets Coordinators, and suggested that understanding and taking a broader view would make their work easier and more productive. She drew members attention to the induction kit for Datasets Coordinators. < HYPERLINK "http://www.caul.edu.au/datasets/ds-coord-induction.doc" http://www.caul.edu.au/datasets/ds-coord-induction.doc> Support for Research * Electronic Information Resources Committee (CEIRC). A report from Andrew Wells was circulated with the agenda. He reported that Fairfax is of concern, both Fairfax Business Media and the SMH Digital Archive, with the vendors showing little awareness of the higher education sector. CEIRC is keeping in regular contact. The proposed licence includes an indemnity clause which universities are unlikely be able to sign, and CEIRC is working to try to change it. CEIRC is also planning a forum, coordinated by Neil Renison, to share knowledge and understanding of the usage of electronic resources. Both statistics personnel and Datasets Coordinators will be invited. CEIRC Operational Plan 2007-2008. The draft plan was circulated with the agenda. Andrew Wells noted that CEIRC is ten years old. It is now dealing with more than 150 products from 100 vendors, and takes a great deal of time of the Executive Officer. Andrew Wells proposes to scope a project to review operations and staffing, aiming to employ someone from outside the sector. Members currently pay a small levy for a great deal of value. The cost proposal will be brought to the September meeting. He asked members to review the operational plan and provide feedback. (Action: All) Long-term Access to Electronic Content archiving and preservation, including Portico. Andrew Wells reminded members of the lack of continuity of content, and that there is no real guarantee of perpetual access. He recommended that members subscribe to Portico. Vic Elliott added that, in the new environment, libraries buy access rather than own the content. Portico is effectively outsourcing to a third party. CLOCKSS is building a distributed global dark archive of electronic materials. Participants include Stanford, Virginia, Rice, Edinburgh etc and ANU is joining. There will be 15 servers world-wide. Access is not via subscription, but if there is a trigger event, it can be made available. He urged members to consider it as a serious alternative to Portico. This will be included as a hot topic for the September meeting and added to the CEIRC agenda. (Action: DC) National Licensing Proposal. Heather Gordon provided an update. The reference group will meet again on May 9. Contracts have been signed for a number of products three products in each of business, general reference and health information. The governance model has been accepted. An interim executive committee, taken from the current reference group, will be set up for six months. will not be involved further in the executive group though Heather Gordon and Diane Costello have represented very effectively. Some of these products are already offered by CEIRC, and CEIRC will coordinate as it does with all other offers. Some products are already taken by members, either individually or as part of a wider aggregation. *ADT (Australasian Digital Theses) Program. A report by Andrew Wells was circulated with the agenda. He reported on the March workshop to look at the future of the ADT program after individual institutions have moved their theses into institutional repositories. He outlined the evolution of the program, referring to the ADT sites as mini institutional repositories. ADT supports sharing of knowledge and expertise as well as the software. The review process will examine what would the program need to do, what will be required, what form it will take. (Action: AW) *Research Quality Framework. Eve Woodberry reported how is assisting DEST in its communication with publishers. The RQFs assessors will require access to the published version of articles included in the evidence portfolios. Various members of have previously discussed with DEST other ways of making these accessible, however DEST has decided to require deposit of evidence in institutional repositories. Access will be only available to the panel members, and DEST will manage the access. At a Brisbane meeting in early March, which included representatives of DEST, , the AVCC and OAK-Law Project personnel, it was decided to prepare a briefing paper for publishers prior to inviting them to approve a simple approach to making this content accessible. Teleconferences will be held in the next week. Institutional repositories project managers should be briefed so that institutions do not approach publishers individually, but it is too early for detail to be published as the discussions have not yet been held with the publishers. (Action: All) Diane Costello described the process being undertaken with DEST, how access to the targeted content will be limited and protected, and listed the publishers being approached in the first phase all receive significant revenue from Australian universities. All have agreed to participate in the discussions, and none has indicated opposition to the approach. It was emphasised that it is a DEST exercise, and they will sign any subsequent agreements. DEST has agreed to support the cost of the offices involvement in this process. *eResearch. Cathrine Harboe-Ree reported that the ERCC (eResearch Coordinating Committee) final report has now been endorsed by both Ministers, DEST and DoCITA, but no funding is attached. PfC (NCRIS Platforms for Collaboration) relies heavily on the report, so it is expected that further developments will happen through it. Research Infrastructure. NCRIS (National Collaborative Research Infrastructure Strategy). Hot Topic. The presentation by Dr Rhys Francis is available at  HYPERLINK "http://www.caul.edu.au/org/caul20071ncris.pdf" http://www.caul.edu.au/org/caul20071ncris.pdf and  HYPERLINK "http://www.caul.edu.au/org/caul20071ncris-ict.pdf" http://www.caul.edu.au/org/caul20071ncris-ict.pdf Notes on his presentation are included as Appendix III. FRODO Projects MAMS (Meta Access Management System Project).  HYPERLINK "https://mams.melcoe.mq.edu.au/zope/mams" https://mams.melcoe.mq.edu.au/zope/mams The steering committee doubles as the RAMP steering committee. The Australian Access Federations (AAF) Shibboleth Trust Federation will be delivered by MELCOE and overseen by MAMS. A report from Eve Woodberry was included with the agenda. This item was not discussed. MERRI Projects *MAPS (Middleware Action Plan and Strategy).  HYPERLINK "http://www.middleware.edu.au/" http://www.middleware.edu.au/ A report by Jeff Murray was circulated with the agenda. He added that first draft of the final report is available for comment and will be finalised in June. It covers the setting up of the AAF (Australian Access Federation). It is proposed that AAF be set up under AusCERT, though this is contentious, and he would prefer that it be set up under AARNet. He recommended that members consider attending the eResearch workshop in Brisbane in June. RUBRIC (Regional Universities Building Research Infrastructure Collaboratively).  HYPERLINK "http://www.rubric.edu.au/" http://www.rubric.edu.au/ A report from Eve Woodberry was included with the agenda. This item was not discussed. OAK-Law (Open Access to Knowledge (OAK) Legal Protocols for Copyright Management).  HYPERLINK "http://www.oaklaw.qut.edu.au/" http://www.oaklaw.qut.edu.au/ A report from Eve Woodberry was included with the agenda. This item was not discussed. New Projects: Australian Research Enabling Environment (ARCHER) [will build on the Dataset Acquisition Accessibility & Annotation e-Research Technologies (DART) project] This item was not discussed. RAMP (Research Activityflow & Middleware Priorities). The steering committee doubles as the MAMS steering committee. A report from Eve Woodberry was included with the agenda. This item was not discussed. DRAMA (Digital Repository Authorization Middleware Architecture) is a sub-project within RAMP (HYPERLINK http://www.ramp.org.au http://www.ramp.org.au) that aims to develop a web front-end for Fedora repository, and to re-factor Fedora authentication and authorization into pluggable middleware components. This item was not discussed. Australian Research Repositories Online to the World (ARROW) Stage 2. A This item was not discussed. Legal Frameworks for e-Research [will extend Legal Protocols for Copyright Management for Open Access project] This item was not discussed. Australian Partnership for Sustainable Repositories (APSR) Stage 2. This item was not discussed. Integrated Content Environment for Research and Scholarship (ICE-RS) [will build on the RUBRIC: Regional Universities Building Research Infrastructure Collaboratively project] This item was not discussed. Support for Learning & Teaching Resources for Law Libraries. Hot Topic. Vic Elliotts report is included as Appendix II. *Information Literacy Working Group. A report by Ruth Quinn was circulated with the agenda. She added that the group is planning a scoping project to ensure there are no overlaps with or threats to other organisations e.g. ANZIIL. They are planning an audit of the sector to see what is being done, and who is using the instruments available. They are reviewing assessment options, and looking for more simple instruments to assess if programs are effective. The group has a drafted an action plan. Janet Copsey commented that it was disappointing that practitioners had been left out of the working group, but CONZUL will discuss nominating a representative. Services for Offshore Students. A report from the working group was included with the agenda. This item was not discussed. *University Library Australia. Shirley Oakley reminded members that the composition of the ULA working group was recently changed to include only University Librarians. The group was asked to clarify the principles under which ULA operates, and devise principles for the provision of services via shop-front operations, particularly in capital city locations, and the library services provided to those students. The committee has written a document, but it appears that the principles for off-shore services are very similar, so it was suggested that a single document with multiple applications could suffice. It was agreed that the service principles were similar, but it is better to have two documents because they will be presented to different people within the university. There may also be some differences within each university. The original principles allowed some variation between organisations, e.g. whether to charge or not. There are two separate issues the services for the institutions own students, whether shopfront or offshore, and services for other institutions students. It is possible to restrict access to some collections on a temporary or permanent basis, and it is necessary to communicate this information better on institutional web sites, and more importantly to staff at the loans desk. Cathrine Harboe-Ree recommended drafting a document for ULA based as closely as possible on the offshore document. (Action: SO) Shirley Oakley noted that members affirm support for ULA at every meeting, but between meetings she receives many complaints from further down in the organisation about the use of other services and facilities she strongly urged members to provide data, and contact the offending institution with details of the problem. Members suggested referring complainants back to the University Librarian. A continuing principle is that the program be kept as simple as possible. (Action: ALL Members) Open University Australia. This item was not discussed. Carrick Institute. This item was not discussed. Learning and Teaching Performance Fund. RIN (Resource Identification Network). Delivering Quality & Value Organisational Restructuring. Hot Topic. Derek Whitehead chaired a session on issues surrounding organisation restructuring, with case studies from CSU, SCU and Macquarie. The report of this session is included as appendix I. Data Management. Hot Topic. The presentation by Cathrine Harboe-Ree is available at  HYPERLINK "http://www.caul.edu.au/caul-doc/caul20071harboe-ree.pdf" http://www.caul.edu.au/caul-doc/caul20071harboe-ree.pdf Notes are included in Appendix III. Print Collections Usage Analysis. Hot Topic. Graham Black was unable to attend the meeting, so this item will be held over to the next. Best Practice Working Group. This item was not discussed. *Statistics. A report from Derek Whitehead was included in the agenda papers. Andrew Wells asked whether statistics should continue to be open to the world, or should they be password-controlled and given out on request. He noted that consultants to UNSW had used the statistics selectively to provide a very negative report, without checking whether there might be deliberate reasons for the position in the rankings list. Derek Whitehead uses the principle cheap, useful, fairly valid. He stated that there is a certain level of rigour, but always room for interpretation. Craig Anderson moved that the statistics be passworded, noting that the NLA had used library expenditure as the basis for a pricing model as though it were comparable across institutions, without considering whether it is appropriate because of the different elements included. It was noted that CAVAL fees are based on total operating expenditure. Others had observed that they have been used in mischievous ways. A Universitys non-collection expenditure may increase because it takes on new activities. Derek Whitehead was strongly opposed in principle, noting that they should not be made inaccessible because people mis-use them, contrary to s principle of the free flow of information. It was noted that AUQA panel members use them, as do many others, and it would be very inconvenient to have to request access to them. Other members supported the basic principle of transparency. A third option is to include an introduction about the care with which the figures ought to be used. This can be referred to if there is any mis-use of the data. It was suggested that the figures not be further published without permission, but it was noted that statistics are generally not copyrightable. It was agreed that the definitions for each element should be absolutely clear. All explanatory notes are now included in the online site, and it would be useful to include a mouse-over popup of the definition for each element. Members supported keeping them open access, ensuring they are as valid as possible, and providing an explanatory introduction. (Action: CSFG) A recent survey of members confirmed that the print version be discontinued, with only one response was ambivalent. (Action: DC) Standards. (A standing item) This item was not discussed. Advocacy & Influence Copyright. A report from Eve Woodberry and Derek Whitehead was included with the agenda. This item was not discussed. International Engagement. Study Tour of India. Hot Topic. Vic Elliott reported on the recent study tour of India. CONZUL (Council of New Zealand University Librarians). A report by Janet Copsey was included with the agenda. She highlighted issues of storage for city sites with growing numbers of students, developing contracts between members re levels of services, government policy for institutional repositories. IATUL 2008 (International Association of Technological University Libraries). Auckland, April 21-24. Ainslie Dewe invited members to the IATUL conference being hosted by AUT. She advised that Imogen Garner and Derek Whitehead are members of the program committee and that they would welcome suggestions for speakers. Ainslie Dewe has been elected to the IATUL Board. Relationships with other Organisations. *National Library of Australia. Eve Woodberry reported that she and Andrew Wells will attend the Peak Bodies Forum in Canberra next week, and will be meeting with Jan Fullerton later in the month. She noted that the Peak Bodies Forum meets once a year, and comprises an unusual list of organisations e.g. law librarians group and health librarians group. It was noted that the NLA already intersects very well with universities on a number of projects, but there is no overarching project or issue. It was observed that there is some misunderstanding from the NLA about responsibilities within universities and the priorities of the libraries within the universities. John Arfield will work with the NLA to develop a key issues paper on joint interests e.g. national discovery service. (Action: JA) It was noted that there was a time when the NLA was seen by government agencies as able to speak for and on university libraries but this is no longer the case. and its members are invited directly to participate and respond to relevant issues. Libraries Australia (formerly Kinetica). A report from Linda Luther and Anne Horn was circulated with the agenda, along with papers from the National Library of Australia. Jan Fullerton and Tony Boston joined the meeting at 9.30 on Friday to discuss Libraries Australia. Eve Woodberry introduced the discussion by advising members that the Executive had held discussions with the NLA through the previous twelve months trying to find an acceptable and sustainable model for Libraries Australia subscriptions. It was found not to be possible, so the decision was effectively handed back to the National Library, who settled on a model based on library budgets. Tony Boston outlined the current status of Libraries Australia including the system performance. Linda Luther reported on the teleconference in late March and the speedy distribution of individual letters to institutions regarding their revised subscriptions. She added that Libraries Australia could be seen as a small part of the overall relationship between members and the National Library. Anne Horn stated that more timely circulation of appropriate information for decision making is vital. She noted that some information is commercial in confidence. Subscriptions & Costs. It was clarified that the overall cost of Libraries Australia is $5m, of which the NLA contributes $1m. The universities are major contributors, while others are NSLA, then public libraries. The model is not expected to change every year, even if the budgets do. It was noted that the cost includes support for centralised cataloguing, but it is not clear how this is reflected in the costs to the users. The dialogue around the division of costs has not happened. Tony Boston responded that the cost of supporting the service has reduced from $7.6m to $4m in the last ten years through redevelopments, to deliver the service at the lowest cost possible, and to pass the savings on to subscribers. Based on total library budgets, the NLA believes that the university sector is paying about the right proportion of the total costs. He added that the NBD is extremely valuable but under-utilised. Linda Luther had raised the issue of the cost per sector with the advisory committee. The libraries are the first to move to the new model. Although the NLA has done some research and analysis, it has not been discussed outside the advisory committee. She encouraged members to look at the NLA strategic directions document and feed back comments to LAAC representatives. (Action: ALL Members) It was agreed that changing pricing models is always difficult. Another formula is necessary, but there have to be winners and losers. The consideration of special cases is important. Service Levels. In discussion of expected service level, Tony Boston reported that the NLA has just conducted a user satisfaction survey which returned a satisfaction rating of 89%. The survey also revealed some areas which needs addressing. If the normal processes are not dealing with problems, he invited members to escalate them to him. Communication & Relationship. Members discussed the nature of the relationship, noting that university libraries are part of the service, contribute to the service and then buy it through subscriptions. Jan Fullerton said the relationship has not altered, merely the method for charging. The earlier model which involved credits was an accounting device. It was suggested that a letter to major contributors and subscribers was an inappropriate way to communicate the increase in subscription costs. Budgets are unlikely to increase, even by CPI, and may possibly decrease. The overall library budget does not reflect what is available to spend on resources. There was also no liaison regarding the OCLC agreement. Some members subscribe through Unilinc and regard Libraries Australia as another subscription, requiring a standard agreement. It was recommended email communication with attachments replace posted letters to improve speed and efficiency. Jan Fullerton apologised for the short notice at the end of the 18 months discussions and analysis. Members may approach the National Library if they feel they are in the wrong band. It was suggested that the system of representation does not work as well as it might and many members want more direct communication. The funding model is just a catalyst for this discussion the NLA is changing in many admirable ways and these need to be discussed. Many are more relevant to other parts of the community than to members. OCLC WorldCat. Members expressed concern that there has been no discussion of giving institutional records to WorldCat. Others noted that the opportunities and potential, nationally or internationally, in the relationship with OCLC could be very valuable. The agreement with OCLC has not yet been signed. If records are contributed to either Libraries Australia or WorldCat the institutions become governing members of OCLC. This would give 800 Australian libraries a strong voice in the directions of OCLC. The Future. It was suggested that the discussion started with money when it should have started with the service - how do we use it now and in the future to determine what value it is to us. Jan Fullerton asked members to reflect on whether such a service is still needed in Australia. (Action: ALL Members) It was noted that funding for national information infrastructure is severely underdone, and suggested that another attempt be made to address this in the new election cycle. CAUDIT (Council of Australian University Directors of Information Technology) and ACODE (Australasian Council on Open, Distance and eLearning). A report from Jeff Murray was circulated prior to the meeting. This item was not discussed. EDUCAUSE 2007. April 29 to May 1. Melbourne. This item was not discussed. NSLA (National and State Libraries Australasia). This item was not discussed. regional and sectoral groups. QULOC. A report from Jim Graham was included with the agenda. This item was not discussed. *Forthcoming Meetings. Members discussed whether to limit the meeting to two days instead of two days plus committee meetings. It was noted that it was harder to organise group meetings because of overlapping commitments. A number of members preferred to limit the meetings to two days. Eve Woodberry invited members to advise their preferences for longer sessions. (Action: All) Meeting 2007/2. Adelaide, September 20-21, with committee/group meetings on September 19. Helen Livingston reported that the venue is in a brand new building, a case study room in two or three tiers with all audiovisual facilities. Meeting 2008/1. Sydney - John Shipp and Andrew Wells have agreed to host the next meeting. CONZUL had invited to hold a joint meeting attached to IATUL but it was agreed to hold it independently. It is likely to be held in early April, and less likely to clash with IATUL. Meeting 2008/2. This item was not discussed. Administration * Web Site Redevelopment. Jeff Murray reported on the lack of response to the call for proposals. He asked for recommendations for organisations, which may be commercial, with the capacity to develop a web site. (Action: All) * Finances. Cathrine Harboe-Ree advised members that she has taken over the Executive role of treasurer and the budget reports are regularly reviewed by one of her staff members. Budget 2006. The 2006 audit is in its final stages. $116,000 profit was earned because of a windfall from interest earned because of an increase in the volume of funds passed through the CEIRC program. s current earnings (reserves) are $554,000, half of which is in the foreign currency accounts, being interest earned over the past ten years. Budget 2007. A progress report was included in the agenda papers. This item was not discussed. Executive Officers Report. A report from Diane Costello was included with the agenda. This item was not discussed. Other business. Learning Edge. Anita Crotty reported that a number of institutions are implementing Equella software, for e-reserve and RQF objects, and asked whether members would be interested in participating in a community of interest. She offered to circulate an email asking for expressions of interest in participating. (Action: AC) Repositories Group. Alison Hunter reported on developments with a new repositories group. A meeting held during EDUCAUSE attracted 36 participants who were very supportive of a more coordinated, but not formal approach to repository issues. This is essentially about practitioners. Communication was a major theme with many not understanding what was being used, who the contacts were and where the repository is. They are working with James Dalziel, Clare McLaughlin and Alex Cooke to make sure this information is available and kept up to date. This is already happening within SII projects, but is hard for those outside those projects. There were many lists, but no-one participates in all. They are attempting to consolidate these into a Google group. (Action: AH) CAVAL. Craig Anderson reported that CAVAL is drawing up plans for a new storage module. Sue Henczel is acting CEO. A short list for Steve OConnors replacement has been drawn up. University of Melbourne Structure. Angela Bridgland advised members that the University of Melbourne still has an integrated division of information, though Linda OBrien has recently devolved the positions of University Librarian and director of IT Services to the two deputy principals. Both deputies still have division-wide responsibilities Angela Bridgland is responsible for services, including IT services and client services. The meeting concluded at 3.20pm Appendix I. Agenda Item 790. Organisational Restructuring Derek Whitehead introduced the session on organisational restructuring. His presentation is at  HYPERLINK "http://www.caul.edu.au/caul-doc/caul20071whitehead.pdf" http://www.caul.edu.au/caul-doc/caul20071whitehead.pdf He began by looking at factors to take into account when reviewing staffing structures. Campus-based vs functionality-based structure? Sometimes a hybrid approach is needed. Changes in how people receive information. How documents are used has changed dramatically lending figures are down by 16%. What kind of staff and structures are needed to manage the range of documents and collections? Nature of enquiries e.g. real reference vs other kinds of inquiries dictates which type and level of staff required. Current structure tends to reflect classification and skills level of staff - projects are breaking this down. Outsourced functions need to be managed. New tasks include marketing services to disabled students, international students, web site creators and management, security 24x7. What stops so that new tasks can be taken on? Very few reference enquiries so it is not efficient to employ professionals over weekends. Move to self-service lending. Technical services have been changing for some years. Need to find people for new tasks from static staffing levels. Des Stewart discussed the reasons for making changes at Southern Cross University, and the results of the almost-completed review process. His presentation is at  HYPERLINK "http://www.caul.edu.au/caul-doc/caul20071stewart.pdf" http://www.caul.edu.au/caul-doc/caul20071stewart.pdf The library has 45 staff and supports 14,000 students. The Coffs Harbour library is a joint service which caters for schools and TAFE. What began as an electronic library at the Gold Coast has emerged into a hybrid library. The campus at Lismore is more traditional. The key impetus for change arose from needed salary savings and changes in types of collections. Assisted by consultant the review began with collection services then client services. A skills audit was conducted to feed into planning process, addressing core skills, competencies and expectations. The results include a more consistent approach to liaison librarians and how academic staff are serviced, and more consistency in classification levels all library technicians are level 4, coordinators are level 5. Shirley Oakley discussed the restructuring at Charles Sturt University. Her presentation is at  HYPERLINK "http://www.caul.edu.au/caul-doc/caul20071oakley.pdf" http://www.caul.edu.au/caul-doc/caul20071oakley.pdf and the before-and-after organisation charts are at  HYPERLINK "http://www.caul.edu.au/best-practice/csu2006organisation.doc" http://www.caul.edu.au/best-practice/csu2006organisation.doc and  HYPERLINK "http://www.caul.edu.au/best-practice/csu2007organisation.doc" http://www.caul.edu.au/best-practice/csu2007organisation.doc The universitys strategic plan places emphasis on expanding research and expanding the online environment. The CSU library structure was formerly campus-based, almost completely self-contained, leading to duplication, reduced economies of scale, little interaction between campuses, no generic position descriptions and little room to take on new activities. Although 70% of students study via distance education mode, most services focused on face-to-face delivery. The feedback from clients was very good, and so was support in the print environment. Regional universities are the main employers in town so moving staff is less of an option. The campus culture was strong so that system-wide functions received less attention. The restructure was driven from the top down. A staff working party designed the transition from the old structure to the new structure even if they did not know what they were moving to, they knew how it would happen. Staff were trained to design role statements which were not based on task lists Human Resources personnel advised on position classifications that would be accepted without further review. Generic duty statements were developed, with individuals responsible for determining policies, procedures and resources needed to make the role work. The results will be reviewed in 6 months and 12 months, for tweaking but not reversing. Maxine Brodie discussed the restructuring at Macquarie University. Her presentation is at  HYPERLINK "http://www.caul.edu.au/caul-doc/caul20071brodie.pdf" http://www.caul.edu.au/caul-doc/caul20071brodie.pdf The review was prompted by internal circumstances job descriptions were task-based rather than role-based; there was no progression structure. It was found that most staff were classified at HEW 4-6, with a few at 8-9 and that the enterprise agreement did not cater for transformational change. The restructure was based around the 6 middle management roles and library services find, get and look after stuff and the core business capabilities IT development and business services, with direct links to campus services in these areas. Macquarie has identified non-core areas any of these may be given up to the centre if ever necessary. The Project Office was essentially supported by funds previously used for casual staffing, and has the additional benefits of encouraging staff to move around and to learn project management skills. The six principles were the most important part of the process. It provided an opportunity to refresh staff. Staff were involved in the whole process, though not necessarily with all the detail. Appendix II. Agenda Item 785. Resources for Law Libraries report by Vic Elliott. The Council of Australian Law Deans (CALD) wanted to collect data on expenditure on law collections. members with law libraries had some concerns about the potential for misinterpretation of the data and its validity, but accepted that the budget and expenditure was the responsibility of the university, not of the law librarian. 27 of 29 members responded to a survey of 2006/2007 budget and 2006 expenditure, and John Shipp and Vic Elliott subsequently appeared before a meeting of 21 CALD members in March. They emphasized the need to take care of interpreting data related to EFTSU and size of overall collections budget institutional decisions are not fixed by any formula, and entail a great variety of conditions: e-resources cost more for bigger institutions for some resources law titles are sometimes funded from the general budget some have free deposit copy and exchange program related to own publications, some up to $200K some have no separate law library, and are not reported as a separate allocation strict comparability is difficult to achieve suggested looking at outputs of services, and establishing value framework The Deans responded Data clear Models now understood and accepted Some problems with depreciated cost accounting Institutional repositories are not seen as a solution Wanted figures on law e-resources, which will vary across institutions data are being collected now Vic Elliott suggested that it was important to maintain a relationship with CALD. needs to be dealt with at university librarian level the issue of law library standards has not gone away CALD has hired a consultant, Chris Roper, to develop minimum and aspirational standards. It was noted that standards can not be enforceable. Vic Elliott will endeavour to stay involved in this discussion. CONZUL wishes to be involved. (Action: VE) some law libraries are involved but not all have consulted with their university librarians some concern about the ready availability of statistics and how they may be used inappropriately It was noted that has commissioned DEST statistics by narrow discipline group by institution, on an annual basis, linked to the Datasets coordinators page. Appendix III. Agenda Item 784(a) National Collaborative Research Infrastructure Strategy (NCRIS). Dr Rhys Francis The NCRIS approach is to seek a consensus on support for infrastructure in nominated areas. Dr Rhys Francis is the facilitator of the Platforms for Collaboration (PfC) segment of NCRIS, intended to underpin technical infrastructure. It has funding of $75m over 4 years. The final report is available at  HYPERLINK "http://pfc.org.au" http://pfc.org.au Its original aim was to identify the main problems that PfC could be used to address: easy to do high performance communications networks very hard to do data do not even know what the questions are. who should decide who has access to specific resources not the IT services they should own the systems but let the researchers decide PfC investment principles cooperative arrangements simple tools outsource to experts of value to multiple communities Barriers to access are more likely to be inside institutions and a result of relations between institutions. The Australian Access Federation (AAF) should be funded by its users, e.g. madate access via specific channels such as AREN or AAF. The current process needs another 3-4 months to put in place services to address data want to provide a data service for collections that have no home help people prepare their data ANDS Australian National Data Service Most money will go into operational infrastructure data - no money in this area interoperation computing - huge money in this area High Performance Computing handles simple data very well but not social sciences data which is more complex. If the AARNet volume charging can be reduced, it should reduce the amount of data being taken off the network and lost. Charging for cost of use is expensive e.g. 70% telecommunications costs are in billing. There is a big cost in limiting access. Huge volumes of data are not useful unless you can visualise it need tools for non IT users. Researchers should only have to consider what they want to do, not be concerned with the IT or the networking infrastructure. Funding is available to build tools for data and for interoperation. Data management ANDS federation , services, stewardship, outreach. Interpretation ICI Computing APAC Australian eResearch Infrastructure Council (AeRIC) interim CEO is Rhys Francis Will contract people for ANDS, ICI and APAC. Cannot get agreement on who will host ANDS DEST believes data is critical so will not outsource outside the sector. AAF is potentially an entirely new entity who will own it and how will the users run it? NEAT National eResearch Architecture Taskforce only those doing eResearch, not theorists how to spend money on the tools Consultations re data. Big data collections are already funded e.g. geosciences, Bureau of Meteorology, and getting more to collect water data. Issues around sharing data because some want to use their data for creating other products will not allow re-use. Much data is collected on a project basis, not currently retained or made accessible. No knowledge of how much research data is held in each institution CSIRO has a legal requirement to know where its data is. Other missions will address finding, mining, access, authorise, not to do repositories. Services collection services and outreach activity, training. Need to rationalise and nationalise authentication services. Need to support less expert users. Need to understand the data collection management. If data is lost, do not worry about it do not waste time going back. Funding infrastructure rather than training. Social Sciences is clearly a community which re-uses data. The analysis is also input. They are also highly protective of their data. The marine community have agreed models for managing their data. Agenda Item 791. Data management at Monash the bit that is not Rhyss problem Cathrine Harboe-Ree Who is doing this well? In North America, the librarians are leading the process. If people have to pay for storage they wont do it very well. Monash has an eResearch coordinating committee. It is adopting central data storage, particularly if data is critical. Some data can be locally funded if centrally managed. They are road testing a data management plan, asking researchers to fill in template and find out where the barriers are. It is being handled by one library and one IT person. ITS has eResearch support group, and library involved. The process could not succeed without involvement of the right people, including central governance of the university. The data management policy is linked to the intellectual property policy, and the University solicitor is involved in the process. What skill set will library staff need metadata experts, develop schema, possible to learn on the job. One problem is how to manage changing data, versioning, if validating later, then need to have a static version. There are opportunities for to collaborate more in sharing the knowledge it is hard enough for big institutions, very difficult for smaller institutions.     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