February 2012 Meeting Minutes

February 1, 2012 (Katie)

AP/Marketplace issues regarding updates:

• Procedure messages from Marketplace (downstate) can be inconsistent/confusing.
• AP person coming to campus next week for an open session. This will most likely be a refresher, not in-depth training.
• Library’s biggest complaint with Marketplace: inconsistencies; hopefully we can address this at the training session.
• PCard: archives had theirs returned; Asita is applying to have hers reinstated as well. This will help with the unique order situations the library encounters, such as international orders.
• To PO/encumber or not to PO/encumber: one example of the inconsistencies. Should the serials department create POs for all orders, even though we have been told not necessary/not allowed (we have received both responses) because of the amount/nature of the order. We will find out; at this point, make sure all vendors for serials are added to Marketplace, so that we are prepared. This means contacting serials vendors for W-9 forms and submitting with invoice/billing info to Jeanita.
• Brenda has been added to Marketplace and Asita is training her.
• Communication: part of the inconsistency with Marketplace is the lack of/confusion with communication between our department and downstate. We need clarifications of exceptions to procedure/rule, consistency with procedures and rules (rather than a different answer from a different person each time the same type of payment is submitted), etc. Also: do we have one particular contact person. Clarification on our point of contact, plus the chain of command would be helpful. This way if we do not receive a response, we know who next to contact. Katie suggested the contact people should visit their campuses of responsibility to build that relationship and facilitate communication.
• All issues should be brought to the open session (to be attended by Asita and Brenda)

• 8th graders: VPAS discussed the issue of underage students using the library/computer labs. Determined that underage, non-matriculated students should not be unsupervised in the computer labs, even if they are taking a course at UMFK. The campus at large is uncomfortable with young people unsupervised in the labs.
• Bigger issue of early college and the resulting underage students on a college campus.
• VPAS suggested the underage students wear badges; campus is dealing with the greater implications of younger people on campus.
• Library access: Early College students: computer accounts. Leslie will look into creating new Active Directory folder for younger groups. This would run as a separate load from matriculated students, and could limit lab access.

• Leslie talked to one home schooling parent. Ensured understanding that home schooling families are not blocked: the library is here as a resource.
• The issue of home schooling groups in the library highlights the academic v. public nature of Blake Library.
• Concern that word of mouth will result in more home schooling groups (as has already happened). Leslie is still contacting the other identified home school parents using the library.
• Home schooling restrictions in the library address use of space, not use of materials (which is not a problem). UMFK students need physical access to study space that home schooling groups have started using regularly for long periods of time. Also, the length of use and regularity of use of the space is the issue. Allowed length and regularity must be defined for the library in this instance: 1 hour, 2 days a week may be appropriate.

• Aaron Tolbert has inquired whether the library can provide overflow space for the UMFK writing lab.
• Library staff agree this is not allowable.

• Another instance of Blake Library being used as space for public.
• Are the tutors being paid? This would be a larger issue.
All of the public space use issues currently affecting Blake Library are clearly of varying circumstances. Perhaps this is a larger issue that needs to be addressed by defining public use of the library.
• What do we do?
• Leslie will bring our challenges to other levels (VPAS) and come back with suggestions.
• Blake Library has always had a policy (though not documented) of providing public access.

• Kids are loaded in the system, but don’t take class for a semester: what do we do?
• They are not necessarily taking college courses, may be college-prep courses. The courses are held on campus.
• They get an ID card on campus. Deb manually enters these students as community, with info included on the application and in the record note field re: their SJVCAP status
• All SJVCAP students are loaded into MaineStreet: why? They do not pull into Millennium
- Should everyone in program get a card?
• Nikki will garner more information

• We will add $300 to the Amazon PO for any addition video purchases for the year. We have reached our current Amazon PO amount.

Nursing videos:
• 2 sets of videos with various pricing. Sofia thinks the T-3 option with an annual cost of $80/title might be best. Will discuss further with Leslie.

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