MMM Minutes 05/01/03

Minutes of Smathers
Middle Manager's Meeting
May 1, 2003

Present: Evelyn Anderson, Shelley Arlen, Denise Bennett, Rich Bennett, Gary Cornwell, Robena Cornwell, Trudi DiTrolio, Lori Driscoll, Leilani Freund, Martha Hruska, John Ingram, Erich Kesse, Ann Lindell, Iona Malanchuk, Cathy Mook, Patrick Reakes, Jan Swanbeck, Betsy Simpson, Carol Turner
SFX Training
  1. Rich Bennett and Leilani Freund went to SFX training this week.
  2. Rich is optimistic that it will be running this summer.
  3. Staff training will be scheduled; hopefully by the end of the calendar year.
  4. All in all, it was a very informative session and they are excited to see it get going.
Reference Mini Info Commons
  1. A mini Info Commons is going to be set up in the Library West Reference area.
  2. The workstations will include scanners and Office Suite.
  3. The request for the equipment should make it to Martha by the end of the month.
Sensible Email Use
  1. Erich requests that people be more sensible when using email.
  2. If you accidentally send out an email to a list, don’t bother sending out a follow-up apology. You will end up with a slew of follow-up emails on your follow-up apology. It is a vicious cycle. Delete works best.
  3. Also, if you receive an email trying to schedule a meeting, you should probably send a personal reply as opposed to replying to the whole group.
  4. There is currently a lot of legislature pending regarding the transmission of email spam. A federal legislative proposal may try to curtail its preponderance. Until then, we just have to grin and bear it.
Liaison Skills
  1. There has been a bit of slippage with some liaison skills – incidents of ID/password sharing, breach of network security, etc. This topic will be discussed at today’s Liaison Meeting.
  2. Discussion on orientation and training. Basic vs. technical training. Refresher courses? Online tutorials? Would it be possible to print up instructions on setting up and taking down a machine?
  3. Denise gave an example of conflicts for MSL Liaisons: WUSER set up has had changes, but not MSLUSER. The instructions applied only to WUSER, not MSLUSER profile. The documentation was incorrect and this frustrates liaisons. Bill notes that the images at MSL are different then any others – per their request. If there is truly a documentation or communication problem, it needs to be logged in as such in the Trouble Ticketing System (SYSHELP). At that point, the problem will be date stamped and recorded in the work queue.
  4. Will check with the liaisons to see if they feel the orientation is necessary.
  5. Possible use of more formal training – A+ program – these cost, the liaison has to pay for the exam. Trudi thinks that we could integrate these into the program. Robena notes that she felt that the A+ program was too advanced for the average liaison.
  6. Lots of the computer problems that liaisons encounter are unique or not repetitive – the program is inefficient on that level. The only way to avoid that predicament would to be in constant training.
  7. On the UF level – what is happening with the proposal limiting who can work on computers? It keeps fluctuating, but if it is finalized, we would be unable to keep the Liaison Program as it is. This regulation may be forced upon us. We’ll keep watching the status.
  8. It is up to the internal department to figure out the percentage of liaison time and skill. There is a formula: .1 assignment per 10 people. Most departments have more. The basic computer literacy standards are listed in the Library Handbook. We’ve never enforced the most rudimentary requirements.
  9. Library Council meeting - training topic – request for all staff to have a basic level of computer competency. Computer Challenge series – UF can customize it for your workplace. Suggestions for Library core curriculum can be sent to Trudi DiTrolio. Bill notes that often staff are just awarded for showing up to these challenges – the information is not necessarily absorbed. You have to keep after people and check their competency; otherwise it doesn’t really help.
  10. A description of the Liaison Program is in the Libraries Policy & Procedures Manual. Staff machines should be consistent. The removal of them is pretty much standard, but set up can vary depending upon location and function.
  11. The Info Commons will generate a multitude of computer questions – we will basically be running a computer lab. People will get annoyed and ask for help fixing code, doing their homework, etc.
SysRequest
  1. The online hardware/software/programming request system is scheduled to be shown to more departments soon, and will be rolled out in the next couple of weeks.
  2. It is available online and requestors will be able to track their item through the approval and ordering process until it is received.
  3. Martha mentions the possibility of email notification when something is waiting for your approval. Bill will look into it.


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Last updated May 7, 2003
by Debra Fetzer
debharr@mail.uflib.ufl.edu