CARLI Board Minutes: September 13, 2019

CARLI Office, Champaign

Members attending: Fred Barnhart (Northern Illinois Members attending: Fred Barnhart (Northern Illinois University)(by phone), Spencer Brayton (Waubonsee Community College)(by phone), Anne Craig (CARLI), Jeff Douglas (Knox College), Cindy Fuller (Millikin University), Karen Janke (Erickson Institute), Jacob Jeremiah (Oakton Community College), Tammy Kuhn-Schnell (Lincoln Land Community College), Taran Ley (Southern Illinois University School of Medicine), Greg McCormick (Illinois State Library), Pattie Piotrowski (University of Illinois at Springfield), John Pollitz (Southern Illinois University Carbondale), John Small (North Central College), Frances Whaley (Illinois Valley Community College)

Guests: Sarah Zehr (University of Illinois System), Amanda Wiesenhofer (Lincoln Land Community College)

Absent: Rebecca Donald (Trinity International University)

Staff attending: Margaret Chambers, Gordon Fellows, Kristine Hammerstrand, Ted Schwitzner, Jenny Taylor

Decisions

• Minutes of the June 14, 2019 Board meeting were approved prior to the meeting.
• The meeting was adjourned at 3:00 p.m.

Announcements

• CARLI has hired Graduate Assistant Emily Wros. She is in her first year at the iSchool at the University of Illinois at Urbana-Champaign. She will be assisting CARLI staff with the Alma Primo VE implementation and other projects.
• CARLI is continuing to work closely with I-Share libraries and Ex Libris on the Alma Primo VE Full Test and Implementation Phase. The project is on schedule and we still anticipate meeting our scheduled “go live” date of June 24, 2020.
  
  • Ex Libris is currently building full test environment for each of the 91 I-Share libraries and a consortial Network Zone and expects to deliver them in early to mid-October, 2019. The test environments will include all data from each institution’s Voyager database plus any e-resource data the library chose to migrate. Test environments will remain in place for the 91 institutions until the final production data loads begin in May 2020. During the approximately 6-7 months that the test environments are in place, I-Share libraries will be able to use these data for staff training as well as for testing and adjusting their configuration settings, workflows, and third-party integrations (e.g., authentication, printing, self-check stations, and more).
  • CARLI is holding scheduled open “office hours” calls to discuss and take questions about the Alma and Primo VE and the migration process. These weekly sessions are recorded and made available on the CARLI website. CARLI staff also have a weekly planning call with Ex Libris staff/
  • CARLI staff are working with Ex Libris staff to schedule several 2-day, in-person Alma training sessions that will be held around the state this fall and winter. Ex Libris is also planning to offer more CARLI-specific training webinars in coming months.
  • Many I-Share library staff have completed the online Alma and Primo VE training that leads to what Ex Libris calls “certification”. Certified staff are granted access to Alma and Primo configuration modules. CARLI will provide this support for libraries that do not have Alma/Primo certified staff of their own. For more information see: https://knowledge.exlibrisgroup.com/Alma/Training
  • Alma and Primo VE training provided by Ex Libris is available to anyone and is free and online with no login required in the Ex Libris Knowledge Center at https://knowledge.exlibrisgroup.com/.
  • CARLI’s Alma/Primo VE webpage is the go-to resource for updates, events, and CARLI-specific recommendations: https://www.carli.illinois.edu/products-services/i-share/alma.
• Cindy Clennon retired on August 30. Jenny Taylor, Assistant Director, Electronic Resources, is now leading CARLI E-Resources efforts.
• Nicole Ream-Sotomayor, currently the Foreign Languages Cataloging Coordinator at UIUC, will join the CARLI staff on September 30 as Senior Coordinator, Electronic Resources.
• CARLI staff are preparing for the CY20 selection cycle. We anticipate opening the system for libraries to make subscription commitments from October 7 through November 8.
• Kristine Hammerstrand has been chosen by the Illinois Library Association to receive the TBS, Inc. Technical Services Award. This award to an individual who has made a substantial contribution in the area of library technical services, principally with commitment to leadership, programming, and professional development in the technical services field. The award will be presented at the Awards Luncheon to be held on Tuesday, October 22, during the 2019 Illinois Library Association Annual Conference in Tinley Park.
• Conference room technology and office security are being updated at the CARLI Office. Work is expected to be completed by the end of 2019.​
• CARLI has suspended efforts to expand the E-resources brokering service to Illinois system libraries.​
• CARLI received several responses to the Request for Information for a consortial ebook purchasing program. CARLI will be working with multiple vendors to establish purchasing agreements.
• CARLI issued a survey to all non-I-Share Governing member libraries to gauge interest in I-Share participation in FY22 and beyond.
• CARLI has begun very preliminary discussions with UIUC about expanding their institutional repository to interested CARLI members as a fee-based service.
• CARLI Counts Cohort One (38 team members and 8 mentors) held their second in-person meeting July 15-17 in Champaign. Project teams will hold poster sessions at the 2019 CARLI Annual Meeting on November 15.
• CARLI staff held an orientation session with staff at the Chicago History Museum, the newest Governing member. CHM will become an ILDS stop later this year.
• CARLI is planning reception to celebrate 40 years of resource sharing in Illinois. The reception will be held in Chicago in June 2020, during the ALA Annual Conference.
• CARLI is working with the University of Illinois Foundation to develop a scholarship program for staff at CARLI member libraries who are interested in pursuing graduate studies leading to a Master’s degree in Library and Information Science at the University of Illinois at Urbana-Champaign.
• CARLI is continuing offer the NC Live, a website template services for libraries that is built on LibGuides. To date, 5 CARLI libraries have purchased the service, and several have launched their new site. The service has been added to the CARLI Selection System to simplify the purchasing process.
• CARLI will not hold a New Directors Institute in 2020.
• CARLI programs coming in September-November include:
  
  • Mid-level Leaders Symposium: CARLI’s Next Deans and Directors, September 25, Holiday Inn, Champaign (Registration fee $50)
  • ACRL Roadshow: Standards for Libraries in Higher Education, October 29, University of Illinois at Chicago (Registration fee $45; currently wait listed)
  • CARLI/iSchool Career Fair and Mixer, November 14, Holiday Inn, Champaign
  • CARLI Governing Directors Meeting and Annual Meeting, November 15, I-Hotel, Champaign
  • Managing Your Online Professional Identity Webinar, November 20
  • Weekly Alma Primo VE Open Office Hours conference calls
• CARLI convened a small group to refresh and update the Strategic Plan. Board members Spencer Brayton (Waubonsee Community College), Taran Ley (Southern Illinois University School of Medicine), Fred Barnhart (Northern Illinois University), and John Small (North Central College) have completed work on a revised draft for discussion at the December 2019 Board meeting.

Meeting Dates and Deadlines

• 2019–2020 Board meetings dates (at the CARLI Office, Champaign)
  • Friday, December 6, 2019
  • Friday, March 6, 2020
  • Friday, June 12, 2020
• 2019–2020 Executive Committee meetings (via conference call):
  
  • Monday, November 25, 2019
  • Wednesday, February 26, 2020
  • Wednesday, June 3, 2020
• 2019 Career Fair and Mixer: Thursday, November 14, Holiday Inn, Champaign
• 2019 CARLI Annual Meeting and Governing Directors Meeting: Friday, November 15, I-Hotel and Conference Center, Champaign