IUPUI Library Faculty
Special Meeting
May 22, 1996

Meeting called to order at 9:15am.

Present: Baldwin, Barclay, Browning, Eckerman, Feldman, Fore, Francq, Harmon, Hehman, Hinton, Hoyt, Humphrey, Jafari, Johnting, Kaneshiro, London, Long, Morgan, Orme, Parsons, Ralston, Richwine, Shir, Stocker, Wright, Yegerlehner. (This number constitutes a quorum.)

1. Letters in Dossiers

Past History

In May 1995, Dean Plater sent the Special Study Group (SSG) a document discussing IUPUI dossier preparation which included librarian's dossiers and language requiring outside letters. The SSG concluded that since IUPUI Librarians were encouraged to exclude annual reviews in dossiers, some alternative documentation was needed. The SSG developed draft guidelines for letters in dossiers which they hoped would be used as a model for systemwide guildlines. The IUPUI Library Faculty met, discussed and revised the draft guidelines. Many of the outstanding issues surrounded conflicts with the Library Faculty Handbook or wording taken directly from the Library Faculty Handbook.

Therefore, the issue of letters in dossiers was sent to the IULFC-Faculty Standards Committee (FSC) for their consideration. FSC determined that a system wide discussion of letters in dossiers was not warrented at this time, but did amend the Dossier Preparation section of the Library Faculty Handbook to include a list of alternatives to annual reviews. The list of appropriate documentation included letters solicited by third parties.

Current History:

In April, at the request of the IUPUI Library Faculty, the SSG met to reconsider the language in the dossier preparation document prepared by Dean Plater. The SSG recommended modest modifications generalizing the language so that is applicable to all librarians in all situations. The modified language was distributed to the IUPUI Library Faculty via the listserv on May 4, 1996. In addition, at this meeting, the SSG recommended that the IUPUI Library Faculty appoint a committee to consider the creation of guidelines for letters in IUPUI Librarians dossiers.

The language for the Dean Plater document was deemed appropriate. Discussion regarding the development of guidelines pointed out at least two purposes which they would serve. First, guidelines would create a process for gathering letters and to protect librarians from administrative fiat. Second, they would provide an avenue to educate librarians about dossier preparation on the IUPUI campus.

We affirmed the need to address issues such as the method of gathering letters, creating lists of persons to be solicited, adding names to lists of persons to be solicited, the purpose of the letters, etc.

R. Stocker made a motion that we approve the wording of the May 1996 for the IUPUI Campus Review of Tenure and Promotion Dossiers sections I.A.6 and III.B.H., that we forward the revised wording to Dean Plater and that we include an indication that guidelines are being developed. D. Hoyt seconded. Motion carried.

R. Stocker made a motion that a Task Force, with representation from each library and a spectrum of status and rank, be appointed to develop guidelines for letters in dossiers. Janet Feldman seconded. Further discussion included the methods of disseminating the information developed by the Task Force. It is anticipated that the libfac listserv, a proposed website and the Library Personnel Officer are appropriate avenues that will be used. Motion carried.

J. Fore will represent the Medical School Library. Others should contact J. Fore with names of volunteers or appropriate individuals.

2. Service Document

M. Wright reported that the Task Force on Service met last week and acknowledged the comments that various librarians made on the last draft. Many of those comments have been, or will be, addressed before the next draft. They have discovered that it will be impossible to create a document which covers all constituencies in detail, so they anticipate a more generic document which may need unit/school level interpretation to be effective. In order to have more meaningful discussion, we will wait until after distribution of the next draft. M. Wright will try to get an electronic version so that it can be disseminated via the listserv. In the alternative, she will work with J. Fore on distribtuion.

3. Horizon Demonstration.

R. Stocker gave a demo of the latest version of the PowerPoint presentation being used to introduce the Horizon System to the IUPUI faculty. During the question/answer period following the demo R. Stocker said that June 20th will be an important day. This is the date that the Horizon Steering Committee, which includes Georgia Miller, has set for the various Horizon Working Groups to report whether Horizon, as it exists at that point in time, can be made ready for implementation at IUPUI University Libraries by the start of fall classes. This evaluation of the system _could_ determine Horizon's implemenation schedule for IUPUI and for the rest of the IU Library system. R. Stocker indicated that the June 20 date ight have to slip a bit, depending on delivery and implementation dates of various new pieces of hardware and software. She also said that she would look into avenues of deseminating the results of this important milestone (possibly via IULNews) and the new IUL listserv.

4. Other

J. Fore volunteered to establish the IUPUI Library Faculty Web Site, to initially contain the official documents of the library faculty (By Laws, Roster, Committee List) with the possible addition of minutes from past meetings. J. Fore will send out a message via the LIBFAC list for asking that if any person does NOT want their name listed in the Web version of the Roster to please let her know.

Minde C. Browning, Secretary