Feedback from Mangement Meeting - 11 March

Members of this meeting was reminded by Dr Bawa that if they cannot attend the meeting a representative from the department must attend on their behalf.

Human Resources
The library currently has five vacant positions. Most of these has been advertised or is in process of being filled.

Line managers were requested to remind staff to manage their leave, especially sick leave. Staff have the perception that they have sufficient sick leave to take a day here and there, but it only takes one misfortune (accident or severe illness) to use up all sick leave.

Line managers must also nominate someone as back-up should they go on long leave.

Information Librarians
Training modules for library clients have been developed. Apart from being used duirng training sessions, these modules will also be published on Blackboard (Edulink), the mobi-site and UJLink.

Tutors have been employed in all campus libraries. They will assist with training of students.

It was decided that Information and Faculty Librarians will move back to the floors. This will probably happen during the middle of the year.

ACPC
Senkgo has received the necessary access to the financial modules and is being trained as back-up for Susan.

The information budget has been completed and faculties informed accordingly. The mapping to the new cost codes have also been done.

A circular has been published in which lecturing staff are requested to submit their textbook-lists for the 2nd semester to Thapelo.

SAPnet: Training for library and academic staff have been arranged. Training for library staff will be done during the last two weeks in March, while training for academic staff has been scheduled once a week during April and May.

While the SAPnet system will be implemented in April, the manual system and this system will run concurrently for a period of two months. A circular will be compiled and published in order to inform UJ staff accordingly.

Reading Corners
In order to provide in the leisure reading of our clients, reading corners have been established in all campus libraries.

The role of ACPC is to identify possible reading material and forward to the campus libraries for consideration. Books and magazines for the reading corner will be ordered from campus libraries' information budgets.

Below photos of the DFC reading corner:

 

Usage of books
Pieter recently drew stats from the system that there are approximately 250 000 in the catalogue that has never been used. The question has then be asked, that are we buying the right material?

Buying of information resources should be more focused with the needs of the clients as the primary focus.

Feedback from Collection Development Task Team: 7 March 2013

The meeting was held in the ACPC committee room and also attended by our new Director: Technical Services (Brenda van Wyk).

SAPnet
The meeting was informed that SAPnet will be implemented on 1 April and will automate the following processes:
- The compilation of prescribed books
- The internal ordering of information resources

Training of Information Librarians will start after 18 April. Two sessions will be done at APK and two on either DFC or SWC campus. APB staff will be requested to attend the sessions at APK.

Academic staff will be trained during April and May. One session per week will be scheduled at APK and one session per month on one of the other campuses.

A circular regarding the implementation of SAPnet will be forwarded to all UJ staff.

Collection Analysis
The tool has been identified and staff working on this project is currently busy contacting peer institutions to get permission for collection comparisons. Beauty requested that Faculty Librarians who have not yet submitted peer institutions to do so as soon as possible.

Information Budget
Allocation of the budget per faculty has been completed. Should a faculty divide their allocation per department, it must be done by the faculty. These amounts can be forwarded to ACPC to track the spending per department.

Reading corners
The process for books is as follows:
- Gerda will source the items on a monthly basis and forward to Campus Librarians
- Campus Librarians will choose what they want in the reading corner and complete the order cards
- Orders will be deducted from the respective campus book fund
- ACPC will treat all orders as urgent and mark items for the reading corners
- All books must be catalogued fully and receive Dewey numbers
- Campus Libraries will inform ACPC when items are moved to open shelves

Magazines
- A list of magazines and pricing have been forwarded to Campus Librarians
- They are to choose items from the list and forward the relevant documentation to ACPC
- The items will be ordered from the relevant Campus Librarian fund
- For this year it will be deducted from the book fund, but as from next year each campus will have a subscription allocation as well.

Stock taking
General principles
- Campus Libraries will make use of the portable barcode readers (PBR) for stocktaking
- After scanning, two reports will be printed
- One report should go to shelving staff in order to correct shelving errors and search for missing books
- The other will be used for errors on the catalogue
- Catalogue errors will be forwarded to Cataloguing for correction
- Missing books will only be forwarded to Cataloguing if the items could not be found
- The catalogue will then be updated accordingly
- Janina to draft these procedures and forward to relevant staff for input

Dates:
- FADA busy at the moment
- DFC and SWC will be done during June/July
- APK will do the reserved and Law collections during Nov/Dec

Moving of collections
APK reference works: the bulk of the work has been done. Miemie forwarded a list of items with 'refm1' to Stanley. They are in process of checking for these items on the open shelf. Once completed the outcome will be forwarded to ACPC.

Real Estate: (move from APB to APK) ACPC have received the journals and is working on it. Recent journals received is in process of being bounded and will be forwarded to ACPC. All books have been boxed and moved to APK. Yvonne is busy checking for duplicates and weeding and outcome will be forwarded to ACPC. The move should be completed by the end of April.

Law Collection: (move from SWC to APK). The books have been moved to APK and is suppressed on the catalogue. Lizette will attend to these items during June/July. Once sorted, SWC Information Librarian will fetch items still needed on SWC. Outcomes of this will be forwarded to ACPC in order to update the catalogue accordingly.

Art books: (move from APK to APB): A list have been drawn. Items still at APK as APB is in process of creating space. Ronel will remove items from this collection that will stay at APK. Cornel will inform the faculty that the book will not be moved by end of March as previously scheduled.

Health Science: (move from APK to DFC) Scheduled for the end of the year.

Quality Operations Management: (move from APB to DFC) Scheduled for the end of the year.

General principles in the moving of collections:
- Items identified via the catalogue
- The campus on which the items are currently located will box the books, scan and forward the list to ACPC
- ACPC will suppress these items on the catalogue
- The campus library on which the items are currently located will arrange for the boxes to be transferred to the receiving library
- The receiving library will do weeding and inform ACPC of the updated that needs to be done

Exhibition
The proposed time is during block week (last week of May). The following two venues will be proposed at the next Management meeting:
- Old Archive are on level 6 APK
- STH

Archives and IR
Most of the move have been completed. The Archives are not yet open to the public but individual requests for information can be accommodated.

The focus of the archives will be on Johannesburg business and mining. The Jesuit collection is still classified according to Zastrau. This will have to be re-classified according to Dewey and re-labelled.

Cataloguing
The meeting was requested to check if donations received are not available online / open source before sending to cataloguing. Riette reminded the meeting that all donations must be forwarded to her and she will check whether online versions are available.

Janina informed the meeting that some CD-Roms which accompany books have not been barcoded and do not have items records on the catalogue. This is because they are trail version software that cannot be accessed by more that one person. Information Librarians requested that these items be send to them.

Review files
Janina infored the meeting that ACPC can currently not cope with the number of requests for the drawing of review files. The meeting was requested to draw their own review files. Should they need information on which fields to use in order to get the best result, we will be happy to assist. The meeting agreed to this.

Celebrations

We now have SLA's with all our current book suppliers!

 

 

On 6 Febrary we moved into the new area:

 

 

Feedback E-Strategy meeting: 6 February 2013

Dr Bawa opened by saying that for this year, all meetings should start by reminding staff that we are here because of the students and that excellent service to our clients (UJ Staff and Students) are of the utmost importance. In order to achieve this:
- We should know UJ and how it works
- Ensure that our processes are legally compliant
- Infrastructure should support our output
- The library must be part of teaching and learning.

Focus 2013
This year the focus will be on client services.

We would like to establish a 'Friends of the Library' group. This will be people that can contribute either time or money to the library. Names of such people can be forwarded to line managers.

Annelize will champion energy efficiency in the library, but all departments must make suggestions on how energy can be saved within their environments.

Tutors will be appointed to assist in library training.

According to medium planning, ILL staff will assist at the Research (post grad) commons.

Line managers were reminded to keep their environments safe:
- Keys should be well managed
- The second last person should inform the last person that he/she is leave the area.

DFC Library
Julia reported that DFC had an increase in usage in 2012. This includes circulation and ILL. The reading corner at DFC was established. Optom, Bio-kinetics and Nursing must move to DFC by January 2014.

APK Library
Santha reported that the Learning and Research Commons will be implemented this year. This means that several books, periodicals and shelves will be moved to create space. Attention will also be given to improving security.

Archives and IR
Special attention will be given to this department in order to overcome challenges they currently experience.

IT
A more recent version of UJoogle will soon be implemented. Graham Woodruff will visit UJ in March and a day will be set aside with him to discuss new developments regarding Millennium.

Feedback from Management Meeting: 4 February 2013

HR
The vacant position of Library Researcher will be divided into two positions: Events management and the other Special Projects.

The meeting agreed that Senkgo can be trained as back-up for Susan.

Events
Each member of the events group will take responsibility for events planned. Invitations for events should comply to the UJ brand specifications and should be designed by the UJ Graphics Studio. All request for the design of invitations should be forwarded to Dr van Vuren.

Electronic Course Reserves (ECR)
This serve will be centralised at the APK Library. Zakes Nakedi will be responsible for ECR and Richard Dunjwa will be his back-up.

Bindery
This department will be moving to level 5. Less complex bindery tariffs will be implemented this year.

Library IT
Will move to level 6. (They moved this week).

Budget 2012
The library achieved 100% spent on the 2012 budget.

Budget 2013
The ground rule for this year's budget is no random spending. The budget should be spend in a coherent manner.

Overtime is only paid when staff work more than 40 hours per week on a project that is approved by the line managers. Staff working on Saturdays and evenings do not qualify for overtime as this is included in the 40 hours per week.

Textbook list

The request for submission of titles for the textbook list must include a request to consider an e-book or an Open Access title. It should also include a reminder not to prescribe outdated/ out of print titles.

The call to submit prescribed titles should go out to:

·         Academic staff

·         Information librarians

·         Deans

·         Faculty Library representative

·         Campus Librarians.

In addition, a circular should be placed on the Intranet.

 

Electronic Newspapers

Access to electronic newspapers should be handled with a sense of urgency. (This task has been completed).

Feedback: Management Meeting - 22 Jan 2013

The meeting was attended by the following:
- Dr Bawa (Chairperson)
- Annelize Scholtz (Temp Campus Librarian - APB)
- Santha Geduld (Temp Campus Librarian - APK)
- Julia Paris (Campus Librarian - DFC)
- Eon Botha (Finance)
- Hettie Wentzel (HR & Admin)
- Pieter Hattingh (IT)
- Dr A van Vuren (Director: Shared & Support Services)

Space
Each space much have a person responsible to ensure that it is well kept. This will also include: inventory and health and safety.

At APK this year, smaller kitchens will be consolidated into bigger kitchens:
- Central Services Kitchen
- APK Library Kitchen

Events Calender
This is in process and will be circulated as soon as it is finalised.

Training
All training will be coordinated by Dr Van Vuren. This includes:
- Library Staff Training (Janina to approach vendors for database training)
- UJ Staff Training (Janina to approach vendors for database training)
- Student Training (Info Librarians are working on specific modules for training)

IT
Additional screens for cataloguers arrived. However, these screens need new data cards. As soon as we received the data cards the screens will be installed.

The centralisation of ECR (electronic course reserves) were discussed at length.

Central authentication (using your PC login & password) to access databases has been temporary suspended. IT is currently working on a system where the client can choose whether they want to use central authentication or the old PIN system.

HR
The Director: Technical Services has been appointed. Brenda van Zyl will be our director and will start on 1 March.

ACP "re-structuring" will go ahead this year. No formal dates yet.

Five vacant library positions will be advertised.

ACP
The information budget is still under construction, waiting for approval.

I gave feedback on the SAPnet demo as well as our planning meeting we had earlier this month.

Members of the meeting raised concerns regarding the current prescribed list and ERM and we were requested to attend to these issues with urgency.

Finance
Eon reported that monthly statements will be changed to be more user friendly (YES!).

The meeting then continued with feedback from the campuses, but I had to leave because I had another meeting scheduled.

UJ Library staff meeting - 18 Jan 2013

The first general staff meeting was held on 18 Janaury 2013. All campus libraries were closed for the duration of the meeting to ensure that all staff could attend.

Dr Bawa opened her address to staff by reminding us why we are here:
- To service the students
- To give the best service to students of which the mojority is from disadvatage backgrounds
- To assist students in passing their subjects
- To prepare students for a life beyond UJ

She continued by saying that all complaints from clients will be taken up seriously.

More attention should be given to physical spaces - the library should look good. No mis-match furniture in open spaces.

Feedback from 2012:
- Broke the record with the number of students visiting the library
- Introduced Wi-Fi in libraries
- Preparation and implementation to enhance and upgrade the infrastructure
- Archives moved to DFC
- Consolidated central services in the "tower"
- ACP was cleaned up and the staff congratulated on what they have achieved :-)
- Pieter found money for the APK learning commons

For 2013:
- The library needs to evolve to acoomodate the needs of the students
- Students must come to the libray because staff are caring and attentive
- The archive must be finished and have a grand opening
- Fun events will be held
- We will have two staff events this year
- Learning and research commons must be completed
- More focussed student and staff training
- Moipone and her team will work on reading lounges in libraries

Dr Bawa is looking forward working with staff who are dedicated and efficient. Insufficiency will not be tolerated.

Molefi was congratulated on receiving the VC award. The first time in the history of the library!

 

 

The following ACP staff received long service awards:
- Lungile: 15 years
- Pat: 15 years
- Janina 10 years

Dr Bawa closed the meeting by encouraging staff to be a winning team in 2013: