AUBURN UNIVERSITY SENATE MEETING

 

Agenda for February 13, 2001

3:00 Broun Hall Auditorium

 

 

Call to Order

Approval of Minutes (See Minutes on the Senate Home Page at

www.auburn.edu/administration/governance/senate/schedule.html

 

Announcements:

 

          a.  Presidents Office:  President William Muse

          b.  Senate Chair:  Dr. Bruce Gladden

 

Committee Reports:

          a. Shauna Buring – Library committee (see below)

         

Action items:

          a.  Nominations for Rules committee

          b.  Handbook changes for Institutional Biosafety committee (see below)

          c.  Resolution – Submitted by Steering committee (see below)

 

Information Items:   

a. Cathy Slaminka of Johnson, Sterling, & Paul  - “Cafeteria" benefit

    plans

 

 

 

Auburn University Library Committee Update

 

2/13/2001 

 

Charges

 - Recommend policies governing the distribution of funds for acquiring library materials.
 - Recommend policies for the selection and location of such materials
 - Recommend library services to be offered.

Allocation of Materials Budget.  Each year the library submits a report of the past year’s budget and the current year’s budget.  The 2000-2001 Library Materials Budget is $4,380,372, which is an increase of $213,020 from the 1999-2000 budget. An additional $250,000 this year came from the Peaks of Excellence fund.  Last year’s Peaks of Excellence money was used to buy research databases including Web of Science, Science Finder Scholar, and Current Contents.  The inflation rate this year for journal subscriptions was 8.5% which is a decrease from the usual 10% or more inflation rate.  The high inflation rate of journals is an important marker to look at because the average annual budget increase is usually approximately 3%.  This year the journals and books purchased remained relatively steady while there was an increase in electronic databases purchased. 

 

Auburn University ranks 99/109 ARL libraries for the amount of money spent on library materials.  In evaluating the ranking it is important to also evaluate this in the context of how many Ph.D. fields the university offers.  For these same universities in the ranking, AU is 82/109 for Ph.D. programs offered.  Currently, the budget is at a satisfactory level, but there may be some deficits when the one-time Peaks of Excellence money ends in 2003-2004.

 

The library is trying to tighten up in terms of efficient operations.  This includes buying books shelf ready, not filling technical positions in the library, moving some positions from 1 part of the library to another, and expanding librarians to public service side instead of the behind the scenes processing side. 

 

Library Reconfiguration.  In the summer of 2000, the reference desks were reconfigured into 1 desk on the second floor.  This reconfiguration was the result of Dean Bentley creating a Task Force for Reconfiguration of the library that was comprised of librarians and a faculty member.  The Task Force was charged with evaluating the needs of the University community and recommending changes to prepare for the next 10-15 years.  This was to include a plan for a function and physical reconfiguration of the RBD to better utilize its capacity and adequate serve the University for the next 10-15 years.  Over the course of several months the Task Force used a variety of data in making their recommendations for reconfiguration.  These included hiring a library consultant who is an expert in planning,  conducting focus groups with faculty, graduate students, and undergraduates, gathering input from librarians who were not on the Task Force, gathering data on the types of questions reference librarians were receiving and the number of questions, analyzing reference librarian contact time and function, and conducting gate counts as to how many and when patrons were using the library.  Also, my experience was that librarians have been concerned about how changes were going to affect service for our academic community and were discussing this as they considered different reconfiguration options. 

 

One of the major changes in the reconfiguration is the collapsing to one reference desk on the second floor and an information desk has been located at the Mell St. entrance.  One of the problems before the configuration was that the library was open in excess of 90 hours per week and they had to rely on staff and graduate students to staff the reference desk.  Additionally, the reference librarians were receiving mostly informational questions and few true reference questions. 

 

The library has reported to the Committee that observations thus far include less confusion among students as to where they need to go to ask for reference help compared with directional questions, increased service to faculty by library liaisons, and less use of graduate students.  Additionally, there are more reference librarians available at the reference desk and for a greater number of hours per week than before the reconfiguration.

 

In Spring 2000, there were 4 reference desks open 94 hours per week.  Approximately 47% of the time, the desk was staffed only by a staff member, graduate student, or undergraduate student.  Since the reconfiguration, the reference desk has this same staffing 15% of the time and this is usually late at night or early morning.  The reference desk is usually staffed by 3-4 reference librarians at one time.  There are 4 reference librarians from 6p-9p because data has shown that the reference desk has the most traffic at that time.  At no time, is there an undergraduate student staffing the reference desk. 

 

Areas on the floors where reference desks used to be will be converted to reading areas with comfortable furniture.  They are beginning to work on new signage to help users quickly find the reference area.

 

Now that the reference consolidation has been completed, one of the next projects is to consolidate the current periodicals together near reference.  Additionally, a reorganization so that the library is configured A to Z is scheduled to begin at the end of Spring semester. 

 

Service Upgrades.  Recent service upgrades include Infochat, AubieExpress, Interlibrary Loan improvements, E-Reserve.  When deciding what services to offer, the library regularly seeks information from focus groups and this information is posted on E-Res.

 

Weeding/Discarding books.  The library had not gone through a weeding process in over 30 years.  Although this is a common process in libraries, there was some discussion and concern from faculty regarding several issues.  One, there was some discussion that rare, valuable books were being discarded.  Two, it was felt that some faculty may want the books for discard for their personal or departmental collection.  Three, the books discarded were recycled but not donated to organizations or schools that could have benefited from these donations.  Some action has been taken to address these issues.  Books to be discarded have been placed on shelves in the old reference desk area on the 3rd floor and are kept there for 2 weeks.  A weeding/discard policy and procedure consistent with other libraries (e.g. Columbia, Yale) was distributed.  Most weeding is being done from closed stacks.  Currently, discarded books are sent to a recycling company.  Since AU is a state university, the library is not allowed to give away state property (similar to computers, etc.).  This issue is being addressed at the legislative level.  In the meantime, any books that are ‘gifts’ to the library that are not needed may be donated elsewhere.  Jim Bradley and the student group IMPACT are working on this so that these may be donated to those in need.

 

New faculty/positions in library.  Two people have retired and 3 librarians have been hired to work in reference (English/women’s studies), collection development, instruction, and Special Collections.  There has been some concern from a few faculty regarding the maintenance of Special Collections.  The library will be forming a committee to give input to the new Special Collections librarian regarding Special Collections development and maintenance. 

 

Faculty Survey.  In a recent faculty survey sponsored by the library, 70% of respondents were very satisfied with the library in meeting their research needs.  Fifty percent of respondents stated that they visited the library 2 or more times per week.  Respondents ranked Aubie Express, online databases, and full text journals as the three most important existing library resources or services.  If their document was not available via Uncover, 69% of faculty were not satisfied with their interlibrary loan (ILL) request.  The major area of concern was that faculty did not know the status of their document request.   The library is testing an upgrade to their current ILL system that would allow faculty to track the current status of the request.   The existing library resources or services faculty rated as most important included online full-text journal articles accessible via the Web (29%), online indexes & databases (15%), and current books (13%).

 

As a result of the Focus groups conducted, the library has started a What’s New in the Library list-serv that announces new resources and services offered by the library.  If you’re interested in receiving this updates, click on What’s New on the library home page and sign up.

 

The Library Committee will be meeting in February.  Topics for discussion include:  how the books budgets for departments/schools are determined, the A to Z reorganization and ways to ease this change, and patron assistance on 3rd and 4th floors.

 

If you have any questions or concerns regarding the library, please discuss them with any member of the Library Committee.  Then your representatives can bring these issues to the entire Committee.  Current members include:  Shauna Buring (Clinical Pharmacy Practice), Stella Bentley (Dean, Library), Sheri Schumacher (Architecture), Alexander Vazsonyi (Human Development & Family Studies), James Goldstein (English), Rik Blumenthal (Chemistry), Mark Fischman (Health & Human Performance), Michael Golden (Forestry), Janice Martin (Nursing), JoAnn Sears (Library), Thomas Denney (Electrical & Computer Engineering), Yucheng Feng (Agronomy and Soils), Larry Myers (Anatomy, Physiology, Pharmacology), James Harris (Marketing), Todd Carter (undergraduate student), Rhonda Powers (graduate student).

 

Submitted by:

 

Shauna M. Buring, Pharm.D.

Chair, University Library Committee

 

 

 

Institutional Biosafety Committee – Handbook Changes

 

Change 1

 

Reason for suggested change:

The joint responsibility for this committee is critical as the committee serves both Research functions and must seamlessly interact with the Office of Safety and Environmental Health (which is the responsibility of the Vice President/Administrative Services).

 

Location in Handbook:  Chapter 2, Number 3

Standing University Committees, page 15

 

Present reading:  Institutional Biosafety (Vice President/Research)

 

Proposed reading:  Institutional Biosafety (Vice President/Research and Vice President/Administrative Services). 

 

Change 2

 

Reasons for suggested changes:

The Auburn University IBC met on November 28, 2000  and voted unanimously to recommend to the Auburn University Senate that the Faculty Handbook be amended so that the rules governing the makeup of the IBC reflect those in the current Auburn University Safety Manual, as signed by President Muse on August 8, 2000.  The minor personnel changes are in compliance with Federal requirements and will serve to:  1) slightly reduce the committee’s size, which has become a problem with respect to committee dynamics and 2) address administrative changes within Auburn University (eg., the creation of the position of Biological Safety Officer.  The reason for retaining the Director of Safety and Environmental Health on the committee once a Biological Safety Officer is appointed is to maintain communication and continuity between all aspects of safety at Auburn University.

 

Location in Handbook:  Chapter 2, Number 3

Standing University Committees, page 18

 

Present reading:

Institutional Biosafety Committee: The Institutional Biosafety Committee shall consist of no fewer than 13 members. The following shall serve continuing appointments: the University Regulatory Compliance Officer; and the University Safety and Biosafety Officer who shall serve as secretary. The following shall serve three-year rotating appointments: at least one scientist with expertise in plant, plant pathogen or plant pest containment, and experience with experimental research involving recombinant DNA molecules; at least one scientist with expertise in animal containment principles and experience with experimental research involving recombinant DNA molecules; two staff members, one of whom must represent the laboratory technical staff; and four members from the general University faculty. These members represent the interests of the University at-large and may provide expertise in policy, legal issues, public affairs and the media. Three additional members with no other current affiliation with the University represent the interest of the community.   Professionals in law, medicine and public health are recommended to serve as community representatives on the committee. The chair of the committee shall be a faculty member serving the second or third year of that person's term. The committee shall act as the local arm of the National Institutes of Health, Office of Recombinant DNA Activities, following the NIH Guidelines for Research Involving Recombinant DNA Molecules, and any other responsible agencies in approving and reviewing all University research involving recombinant DNA and organisms which contain recombinant DNA for regulatory compliance, safety, and containment.  This committee meets 12 months per year.

 

Proposed reading:

Institutional Biosafety Committee:  The Institutional Biosafety committee shall consist of  continuing members, faculty, staff or A&P personnel, and community members.  Continuing Members shall consist of the Director of Animal Resources, the Director of Safety and Environmental Health (who will act as secretary to the committee) and the Biological Safety Officer.  Faculty shall consist of  six members on rotating three year terms staggered such that two (2) rotate on/off each year.  Faculty shall be selected on the basis of experience and expertise in infectious disease research, experience and expertise in recombinant DNA (rDNA) technology, and the capability to assess the safety of biological research and to identify any potential risk to public health or the environment.  At all times one faculty member will be a plant, plant pathogen or plant pest containment expert.  At all times one faculty member will be an animal pathogen containment  expert.  The chair shall be selected by the President from those faculty members entering their second or third year of committee service.  Staff or A&P personnel shall consist of one member representing either the staff career ladders such as laboratory technician or the administrative/professional career ladders such as research associate/research assistant, medical technologist, etc.  This will be a rotating 3 year membership.  Community members shall not otherwise be affiliated with Auburn University and shall consist of two outside members who represent the interest of the surrounding community with respect to health and protection of the environment (e.g. officials of state or local public health or environmental protection agencies, members of other local governmental bodies, or persons active in medical, occupational health, or environmental concerns in the community).  These will be rotating, staggered, 3 year memberships.   The Institutional Biosafety Committee (IBC) is charged to formulate policy and procedures related to the use of biohazardous agents, including: human, animal, and plant pathogens, other infectious agents, toxins, and rDNA.  As mandated by the National Institutes of Health, experiments involving human gene therapy, formation of transgenic animals or plants, and the generation and/or use of rDNA must be reviewed and approved by the IBC.  Auburn University also requires IBC review and approval for use of Risk Group 2 or higher biohazardous agents.  This committee meets 12 months per year.

 

 

Resolution – Submitted by Steering Committee

WHEREAS recent Alabama state legislation has increased the size of the Auburn University Board of Trustees by adding two at-large positions; and

 

WHEREAS we believe that diversity of ethnic and professional background, gender, and experience within the Board's membership enhances the educational effectiveness of Auburn University; and

 

WHEREAS we believe that even the appearance of political and/or business conflicts of interest among Board members can compromise the Board's ability to act in the best interest of Auburn University; and

 

WHEREAS the two at-large positions of the Board have yet to be filled,

 

NOW BE IT RESOLVED that the Auburn University Senate calls upon the Governor to appoint persons to the at-large positions on the Auburn University Board of Trustees that reflect diversity, out-of state representation, and the absence of real or apparent conflict/collusion of interest with any current Board members.