Reference and Instruction Committee

Present:
Linda Dunbar (co-chair), Kim Lawson (co-chair – on leave), Eugene Barsky, Yvonne Chan, Shirin Eshghi, Jan Gattrell, Kimberley Hintz,
Katherine Kalsbeek (Recorder), Katherine Miller, Trish Rosseel, Elim Wong

Apologies:
Christina Sylka, Julie Mitchell, Music Library, Paula Farrar

Guests
:
Ellen George (HSS rep in September)

Approval

of Agenda

Approved

Agenda Item

Summary

Action

Old Business:

1. RIC Co-chair report to Public Services Committee meeting. (2 minutes)

Linda reported to the Public Services Committee on July 8, 2009. The report was well received.

Linda asked the Committee about Laptop carts and Leonora said that she would follow-up on this issue. Linda also raised the issue of
lack of teaching space for discussion.

For committee information and feedback.

2. Conference summaries roundtable. Eugene/Linda (2 minutes)

Linda shared email from Lea Starr thanking RIC for participating in the organization of the Conference Summaries roundtable. Overall,
the roundtable was quite successful.

Discussion concerning possibility of holding a summer session and a winter session. Committee members would like more time at future
roundtables to discuss the ways in which the things learned and discussed at conferences could be applied at UBC Library. Jan mentioned
that UBCO tends to discuss conference participation on a more informal basis due to the small size of its staff.

Perhaps K7 or the Victoria Theatre (IKBLC) could be booked for December roundtable so that UBCO may participate.

Action
: RIC will plan to co-host Conference summaries roundtables in July and December each year.

Linda will check to see if K7 or the Victoria theatre could be booked for December meeting.

Follow-up (July 29, 2009)

UL Ingrid Parent expressed her appreciation of this session and encouragement to schedule future sessions.

3. Graduate Student Workshop series planning session. Trish (5 minutes)

Trish updated committee on session held on July 23, 2009.

Faculty of Graduate Studies (FOGS) has a Professional Development Program with which the Library could perhaps tie in its events. Trish
hopes to promote sessions through FOGS and TAG.

Many ideas were brought forth as possible topics for workshops: advanced searching, eBooks, Theses and Dissertations, RefWorks, Open
Access and Circle, Copyright, Visual Literacy etc..

Action:
Trish will send out an email to Lib-All summarizing the ideas discussed at the planning session.

4. Strategic plan for the Reference and Instruction Committee.

Discussion regarding possible restructuring and re-examination of RIC mandate, etc.

Prior to the meeting, committee members were asked to review the information on the RIC blog ( http://blogs.ubc.ca/ubcric/) and the revised mandate of the UBC Library eStrategy (Steering)
Committee (

https://staffinfo.library.ubc.ca/committees/lib-wide/elibrary/

) https://staffinfo.library.ubc.ca/committees/lib-wide/elibrary/

To start discussion, Linda posed the questions: “Where do we see RIC going in the next couple of years? How do we see reference
services at UBC changing? ” Discussion followed concerning RIC’s first mandate and the second, revised mandate.

Some points raised during the discussion include:

• We need to be a group in the Library that is an advocate for service (e.g. access issues with VPN).
• Perhaps a LOMG member could attend our meetings or part of our meetings, rather than chairs meeting with LOMG representative once
  per month? Members viewed this as a very positive recommendation and there was widespread support for this idea.
• Perhaps we could have a committee roundtable and speak about reference services throughout the library – who is doing what where.
• Discussion re: University of Alberta’s one desk model. Jan mentioned that UBCO is visiting U of A and volunteered to report back to
  RIC.
• Eugene spoke about success of EStrategy’s two tier model.
• Linda shared a letter from Terry Horner concerning the Music Library’s participation in RIC.
• Suggestion that an E-Strategy member always be a member of RIC.
• What specific services/issues are RIC responsible for?
• RIC should be involved in articulating/working on the Information Literacy goals for the Library.
• Should the AskAway coordinator be invited to be involved with RIC?

Brainstorming concerning the “bigger picture” issues that should be included in RIC’s mandate:

• Teaching space
• Articulating instructional plan

· Reference service models for the future (SMS, texting)

• Assessment of teaching
• Statistics

· Matrices for Library Assistant’s on the reference desk

o Training and support for the LA’s on the desk perhaps they could be part of GAA training week or focus of a similar event

Action:
Members should go away and think about the services/ issues that they would like RIC to include in RIC’s mandate.

Linda will speak with Lea about possibly attending meetings, beginning with September meeting.

Linda will also invite Vanessa Kam, head of Public Services Committee, to attend the September meeting.

New Business

1. Captivate requests/suggestion for presentation in fall

Suzan Zagar has offered to come and speak with RIC about issues concerning Captivate in September or October. Linda asked for the
committee’s thoughts on timing. RIC members felt that people who have requested software should have time to use the software before
such discussion takes place.

Future discussions could possibly include talking about collaborating and pooling ideas concerning best practices.

Discussion concerning possibility of centralizing Captivate – whether that be with one person or the possibility of forming a group who
uses Captivate that regularly meets.

Action:

RIC will invite Suzan to a meeting later in the fall to discuss issues concerning Captivate.

2. FAQ – Wireless printing

Information concerning wireless printing will be added to the existing FAQ on printing.

Action:
Yvonne will follow-up with Tracey and other Systems staff to add this information to the existing FAQ.

Meeting adjourned at 11:25 a.m.

Next Meeting: September 22, 2009; Recorder – Katherine Miller

Present: Eugene Barsky, Linda Dunbar (chair), Yvonne Chan, Shirin Eshghi, Kimberley Hintz (recorder), Katherine Miller, Julie
Mitchell, Trish Rosseel, Christina Sylka, Elim Wong, Kim Lawson

Apologies: Paula Farrar, Jan Gattrell, Katherine Kalsbeek, Music Library

Old Business

Agenda Item

Summary

Action

1. LibGuides/SGWG

The SGWG received feedback on its report.

Branch discussions included questions regarding timeline and the need to be flexible in adoption of new tools.

SGWG will discuss timelines with Systems and include in the final report. Decision made on Drupal CMS is expected by December,
implementation schedule to be worked out. The possibility of piloting tools was also discussed.

SGWG will produce a final detailed report to be presented to AUL, Public Services before August 31, 2009.

Questions regarding importance of Systems for RIC projects/issues were raised. RIC wants to participate in a discussion about the
possibility of hiring a new systems librarian with responsibilities for the web.

RIC, eStrategy and Website Subcommittee chairs to meet with Rue to discuss shared concerns and related issues.

2. Teaching Lab renovation project update

Education lab is complete. Lab includes SmartBoard.

Koerner lab is complete except for a microphone. Cost was not included in the original upgrade request. Does RIC support the idea of
purchasing a microphone for the room?

Woodward lab upgrade is linked to LPC move budget. When work begins, it will include the ventilation upgrade. Lab may not be available
for fall classes.

No information available about IKBLC laptop cart.

KH and KM to draft letter in support of purchasing a wireless microphone for KR 217, to be reviewed by RIC and then sent to Head, HSSD
and AUL, Public Services.

Addendum
: Existing microphone system in KR217 was configured to work with new sound system. (July 3, 2009)

JM to follow up with Rue regarding status of laptop cart.

3. Faculty and Student Guide Working Group Report

LOMG considers this work complete and thanks the group members for their recommendations.

RIC considers the broader issues of marketing and promotions as a gap in Library services and supports the formation of a standing
committee on communications, promotions and marketing.

TR to investigate further and consult with potential members for this committee (communications, systems, development, IKBLC, Teaching
and Learning).

4. Conference summaries roundtable

Joint session of RIC and Journal Club is scheduled for July. Need 3-4 more participants.

RIC members to encourage people to present at the meeting.

5. Strategic plan for RIC

Deferred.

July meeting to be devoted to discussion of revised mandate, etc.

New Business

1. Orientations/Tours

TR discussed UBC Library participation in orientations/tours. TR and JM will be recruiting volunteers to assist with upcoming
orientation events. TR would like to explore inviting LAs to assist with this work.

University Wide Orientation on August 27 will include a History of UBC provided by Erwin Wodarczak from Archives and well as a Library Booth at
the event that will be staffed by Linda Dunbar and Trish Rosseel.

TR to discuss idea of using LAs at orientations with PSC.

TR will also explore with HR the possibility of getting more integrated into the faculty orientation program.

2. Graduate Student Workshops

TR met with others on campus providing workshops for graduate students to discuss coordination and promotion of sessions.

TR will call meeting with librarians to brainstorm and coordinate the Library’s Graduate Student Workshop Series.

3. UBC Survey Tool Trial Service

http://www.it.ubc.ca/surveys

FYI

Next Meeting: July28^th, 9:30-11:30, IKBLC 272

Present: Christina Sylka, Linda Dunbar, Yvonne Chan, Eugene Barsky, Katherine Kalsbeek, Jan Gattrell, Shirin Eshghi, Julie
Mitchell, Katherine Miller

Apologies: Kimberley Hintz, Trish Rosseel, Elim Wong, Music Library, Paula Farrar, Kim Lawson

Chair: Linda Dunbar (Kim Lawson on Temporary Leave while Acting Head at Xwi7xwa)

Recorder: Julie Mitchell

Agenda Item

Summary

Action

Old Business

1. Meeting dates

Linda discussed upcoming RIC meetings. The group will meet on June 30^th and July 28^th, then omit the August
meeting due to busy schedules at that time.

For your information

2. Faculty and student guides working group report

Linda reviewed the Public Service Committee’s proposed solutions to recommendations put forward in the Faculty and Student Guides
Working Group report: Merry Meredith will take over the print publications, Yvonne will send out an email to FAQ authors in the summer
to remind them to update their content. The recommendation to have a librarian to coordinate the FAQ update was not considered
necessary by PSC.

RIC members feel that this is still an important recommendation to pursue.

RIC Members to bring suggestions to next meeting on how we might solve this issue of updating the FAQ database.

3. Teaching lab renovation project updates

Koerner 217 is renovated, up and running!

Education lab is in the midst of renovation.

Plans for Woodward are in the works.

Usability ‘lab’ will be set up in Koerner 213 (with two workstations).

For your information.

4. Report from Rue Ramirez re Captivate and virtual login – RIC co-chairs

Linda summarized Rue’s response to RIC’s questions about Captivate. Issues include that the current edition of Captivate
must be updated and some machines cannot run Captivate effectively. There is a new position in Systems that has been posted to focus on
projects such as a ‘key server’ that hosts a variety of software that can be checked out. This would allow greater staff
access to Captivate software. Stay tuned.

For your information.

5. LibGuides / Subject Guides Working Group

RIC members agreed that it will be important in the June meeting (when more committee members are at the table) to discuss the decision
of the Subject Guides Working Group to not recommend the purchase and implementation of LibGuides at this time, in order to address
staff concerns regarding this complex decision.

SGWG representatives to provide update in June RIC meeting.

New Business

1. Update on the revised Chapman Learning Commons Service Model

Julie provided an update on the revised CLC Service model. The new model updates the Academic Peer Assistant (APA) job description (now
called Chapman Learning Commons Assistants) to better reflect the need for learning technology support, shifting the emphasis away from
campus-wide learning support and referral to resources, while still continuing to be a referral point to resources available at the
LearningCommons and Centre.

To continue to fulfill the need for broader support and referral to campus-wide resources, we are exploring the addition of an academic
coaching program that could be brought in to the Learning commons by inviting peer programs from across campus to offer service hours
at the group study tables.

An example of questions that can be referred to the Learning Commons desk include:

- Questions about campus tutoring support

- Help setting up UBC Secure wireless & VPN

- Assistance connecting laptop to wireless printing

- Questions about MS Office software

Please visit the Chapman Learning Commons website for more information: www.library.ubc.ca/clc

For your information. CLC staff welcome comments and feedback on the new service model.

2. RIC Co-Chairs invited to Public Services Committee meeting

Linda is invited to the July PSC meeting and asked the group for feedback on what to bring to this group in the form of updates.

Items will be compiled at June 30^th RIC meeting.

3. Conference Summaries Roundtable

The idea of starting a Conference Summaries Roundtable was discussed. Eugene suggested that the July Journal Club meeting time could be
devoted to a conference roundtable.

Eugene will draft a letter for RIC with a call for participation, and once finalized will send to lib-all.

Linda will request funding for refreshments for the roundtable.

4. From October 2008 Agenda: Strategic plan for Reference and Instruction Committee

RIC Members discussed the need to determine a strategic plan for the committee.

For next meeting, RIC members are asked to:

-Look at E-Strategy Committee Meeting minutes as a framework for evaluating the committee.

- Review the RIC blog regarding the history/purpose/mandate of the committee in order to support an informed discussion at the June
meeting.

Next Meeting: June 30^th, 9:30-11:30, IKBLC 272