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

Present:
Eugene Barsky,
Yvonne Chan, Linda Dunbar (co-chair), Shirin Eshghi (recorder), Paula Farrar, Jan Gattrell, Kimberley Hintz, Katherine Kalsbeek, Kim
Lawson (co-chair), Katherine Miller, Julie Mitchell, Trish Rosseel, Christina Sylka and Elim Wong.

Apologies:
Music Library

Guests:
Margaret Friesen

Approval of Agenda

Approved with Revisions

It was brought to the committee’s attention that the m-Libraries conference and the e-StrategyTown Hall would both conflict with the
scheduled June 23^rd RIC meeting. RIC co-chairs will follow up with committee members via e-mail to select a new date for the
meeting.

Agenda Item

Summary

Action

1. Subject Guide Working Group (SGWG) Report and LibGuides discussion arising from ACRL – Kimberley

KH presented the SGWG’s report to RIC and e-Library. The group chose not to make a recommendation for the selection of a subject guide
platform for fall implementation. The group considered two options: to revamp the current subject guides within ColdFusion as an
interim solution, or to purchase LibGuides. However, the group did not feel confident in moving forward with either option, and there
will not be a new system in place for the fall.

One of the major factors which impacted the group’s decision was the impending selection of a library-wide content management system.
The group felt that it would be unwise to select a subject guide platform before the selection of a CMS, as many of the desired subject
guide components (such as global updating) may be available through the new CMS. In addition, should the library select a commercial
product such as LibGuides, we may run into compatibility problems once we move to the new CMS.

Larry Campbell has worked on making the current ColdFusion template more user-friendly, and he plans to implement a WYSIWYG editor as
part of this work.

The SGWG recognized that there was much enthusiasm behind the possible migration to LibGuides, particularly stemming from discussions
that took place at ACRL. The group also indicated that LibGuides was the clear leader as it compared to similar products on the market.
However, the group still concluded that it would be premature to purchase the product at this juncture.

RIC co-chairs will present the SGWG report to Rita Dahlie.

2. Welcome Trish

Trish Rosseel, the new Teaching & Learning Librarian, was introduced to RIC. Trish is now a member of the committee, and will
represent RIC at Teaching and Academic Growth (TAG).

TR outlined her plans for the coming months.

3. Teaching lab renovation project update – RIC co-chairs

The current situation of the teaching labs was discussed. As was stated in e-mails that came out earlier in the week, the Koerner Lab
has closed for upgrades, while the IKBLC lab has just opened for use. Work on the Education and Woodward labs is ongoing.

Further updates will be emailed as news becomes available.

4. UBC-O Library – Jan Gattrell

JG presented a slide show and talk about the UBCO campus and library. She gave information about the facilities, the history of the
campus, and upcoming projects. She spoke about what makes the UBCO librarians unique.

JG also offered insight into the background of UBC-O’s merger with UBC-V, and its affect on library staff.

5. LibQual Surveys – Margaret Friesen

LibQUAL Lite Survey (2008) for Library Staff


Library staff were invited to participate in a beta test of the survey in November/December 2008. 50% of staff received the condensed
survey, called “Lite” and 50% received the original full-length LibQUAL survey. 72 library staff responded, or 24% of the sample.




Margaret reviewed the results of this survey:


a. the general questions on satisfaction with the quality of services and information literacy outcomes questions


b. the quantitative data for the 22 core LibQUAL questions


c. the qualitative data from the Comments box on the survey




Library staff provided insightful comments on customer services, service gaps (on findability, work procedures, space and equipment).
Margaret encouraged RIC and other groups to examine these results for ideas on how to improve library services. The charts and other
documents from this presentation will be posted to the staff intranet. If there are enough staff members interested in more training
sessions on these results, Margaret is willing to schedule more sessions. Two sessions were held April 22 and April 23.

RIC members are encouraged to join the LibQual working groups, particularly the Customer Service and Teaching & Learning groups.

MF has offered to speak about LibQual at meetings or workshops when invited.

6. Desk Tracker – Margaret Friesen

MF addressed RIC member questions regarding Desk Tracker customisability and features. MF stressed that the comments box could be used
in order to identify user groups, etc. as the software does not allow for a fine degree of customisability and is meant to be an
out-of-the-box program. Also, features such as defaults are not available.

The kind of customization that has been done already (for AArP/SciEng, for example), could be done for other branches/divisions upon
request within the next 2 weeks. Anything new (that is, entirely new) may be submitted to Margaret, but would likely be put on hold for
the time being because the GAA is concentrating on LibQUAL work for the rest of her term.

RIC members indicated their desire to see standardized definitions that go beyond the ARL guidelines for reference questions. It was
suggested that providing concrete examples to illustrate different types of questions may help staff determine how to record their
statistics. However, it was determined that this issue was beyond the scope of the Desk Tracker discussion.

Discussion can continue by email and at future meetings.

RIC Co-chairs report to Public Services

Discussion deferred for lack of time. Information will be sent to members by email.

Co-chairs will provide information to RIC members by email.

Meeting adjourned: 11:30am

Next meeting: May 26, 2009 @ Gold River Videoconference Room, IKBLC room 272

Recorder: Kimberley Hintz

Meeting minutes will be circulated by recorder. 1st revision sent on May 1^st, with responses requested by May 8 ^th. 2nd version distributed to RIC on May 12th. Feedback on 2nd revision due within 3 days, by May 15^th. If
there are no adjustments to the 2nd revision, RIC co-chairs will send to lib-all. If there are adjustments, they will be resolved
by email and then minutes will be distributed to lib-all.

Present:
Eugene Barsky,
Yvonne Chan, Linda Dunbar (co-chair), Paula Farrar (recorder), Jan Gattrell, Kimberley Hintz, Katherine Kalsbeek, Kim Lawson
(co-chair), Katherine Miller, Julie Mitchell, Christina Sylka and Elim Wong.

Apologies:
Shirin Eshghi, Music Library

Guests:
Sally Taylor

Approval of Agenda

Approved

Agenda Item

Summary

Action

1. AskAway Report – Sally

Sally provided RIC members with a summary of stats of UBC questions on AskAway (Aug 2006 to February 2009) as well as a summary of
results from 83 UBC patron exit surveys (Sept. 2008 – Feb. 2009). There was a noted increase in AskAway use in January 2009, most
likely due to the Qwidget being placed on a few UBC Library webpages (Ask a Librarian, Online Indexes & Databases, Subject Guides).
Interestingly, for April 2007 to April 2008, AskAway made up only 1.4% of UBC’s reference statistics (as a point of comparison, eHelp
made up 1% of reference questions in 2004/2005).

Sally also addressed issues such as sustainability of the service, securing ongoing funding, and the software. In regard to software,
our license with QuestionPoint ends in July. The AskAway group is investigating alternative software options and they hope to do
testing in April with all service providers.

If anyone would like more marketing material ask Sally. There is also material to download from the AskAway portal:

www.eln.bc.ca/askaway

2. Progress report on Teaching Lab upgrades – Sally, Kimberley and Linda

Woodward: furniture almost ordered, ceiling mounted projector coming, plasma displays to be installed on the walls, IT and plant ops
have electrical work to be done. The plan is for the lab to be open when no one is teaching in it, but security may be an issue,
especially with plasma displays on the walls. There is still the ongoing temperature problem in the room. Sally is also investigating
classroom management software to be used in the room.

Koerner: Ellen and Kimberley developed the layout for the room and chose the furniture. Upgrades include new tables, chairs, instructor
station and a ceiling mounted projector. Peter James is the point person for the rest of the upgrade.

Education: New chairs have arrived and other furniture is coming. The lab will remain connected to the Faculty of Education’s server as
there are no UBC Library data drops in the room. Lab users require a Faculty of Education login and the room will not be bookable
through the Library booking system.

RIC members raised concerns regarding the timing of the upgrades and the closure of the labs (last week of April, first week of May).
Can the closures be staggered to ensure that one lab is available for use? It was also noted that individuals may have already booked
classes during this period.

In regard to teaching labs, RIC members raised the issue of the need to preserve a training lab with staff built machines. With the
imminent relocation of LPC, RIC is wondering where the current staff training lab will be relocated and where training will take place
in the interim.

Sally will update Chris Ball on Woodward upgrade.

Linda and Kim will connect with Chris Ball and Rue Ramirez regarding the possibility of staggering the lab closures.

Kim and Linda will contact Rue requesting dates for LPC lab closure.

3. Captivate Training – Linda on behalf of Teresa Lee

Linda read Teresa’s report on the Captivate Training. Special thanks to Rue and Tracey for their technical support and Jeremy Buehler
(GAA) for providing the training. 25 library staff members attend the basic workshop and 13 attend the advanced. Jeremy’s training
materials are available on cd and copies can be requested from Teresa.

RIC members discussed some of the current challenges in accessing the Captivate software, such as old hardware, restricted use due to
it being only available on certain machines. RIC would be very interested in exploring the virtual login option.

Kim and Linda will connect with Rue regarding the possibility of virtual login access.

4. Desktracker- Kim and Linda

Linda met with Vanessa (chair of PSC) to discuss RIC and PSC working together to improve consistency in reporting reference statistics
and to share local uses of DeskTracker (as noted in the previous minutes). PSC would like to send individual questions directly to
Margaret and not coordinate with RIC.

Kim and Linda will invite Margaret to the next RIC meeting. RIC will provide Margaret with a general overview of questions beforehand.

Kim will ask for RIC volunteers to compile the questions.

RIC members will send their questions to the volunteers (or co-chairs) by email.

5. SFX direct linking – Linda and Yvonne

Direct linking has been turned off. RIC likes the wording that Vanessa and Paula sent to Doug and Kat and would like to see it
implemented, but as SFX falls within the realm of the new e-Access Librarian, RIC will postpone this discussion and invite the e-Access
Librarian to a RIC meeting when he/she starts. RIC would also like to work more closely with the e-Library committee on this issue.

Linda and Kim will invite the new e-Access Librarian to a RIC meeting.

Linda and Kim will send RIC’s feedback to Kat and Doug.

Linda and Kim will let Kat and Doug know that we like the wording suggested by Vanessa and Paula.

6. English 112/ASTU 150 – Kimberley

Students in the Faculty of Arts will no longer be taking ENGL112; instead they will be required to take ASTU150. Currently there are 50
sections of ENGL112 in the Fall term and 50 sections of ENGL 112 in the Winter term. Starting in September 2009 there will be 20
sections of ENGL112 and 30 sections of ASTU150. Students not in the Faculty of Arts will continue taking ENGL112 (Biology students,
chemistry students, geology students, etc.)

HSS will no longer be coordinating information literacy instruction for ENGL112, as it is for students outside of their subject area.
So how do we tackle information literacy instruction for first year students? ASTU falls with HSS but ENGL112 is everyone else…

RIC and UBC Librarians will need to work with Trish (Teaching and Learning Librarian) on this issue.

RIC will discuss this issue during our next meeting as Trish will be in attendance.

Libguides

Postponed until next meeting

Conference summaries

Postponed until next meeting

Meeting adjourned: 11:30am

Next meeting: April 28, 2009 @ Gold River Videoconference Room, IKBLC room 272

Recorder: Shirin Eshghi

Meeting minutes will be circulated by recorder. 1^st revision sent on Mar 30^th, with responses requested by
April 3. 2^nd version distributed to RIC on April 6. Feedback on 2^nd revision due within 3 days, by April 9.
If there are no adjustments to the 2^nd revision, RIC co-chairs will send to lib-all. If there are adjustments, they will
be resolved by email and then minutes will be distributed to lib-all.

Present:
Linda Dunbar, Kim Lawson, (co-chairs), Yvonne Chan (recorder), Shirin Eshghi, Paula Farrar, Kimberley Hintz, Katherine Kalsbeek,
Katherine Miller, Julie Mitchell, Christina Sylka, Elim Wong, & Jan Gattrell (UBCO).

Apologies:
Eugene Barsky & Music Library

Guests
:
n/a

Agenda Item

Summary

Action

Old Business:

1. Approval of the Minutes with discussion about slight change to process for approving minutes

1. Approval of Jan minutes with minor revisions re: CIRcle & DeskTracker – remove identifying specific individuals when discussing
ideas.

2. Change of process for approving minutes – to ensure that minutes are distributed to lib-all promptly; the recorder was asked to send
out the minutes to RIC and invited guests within 3 days after meeting, giving members and guests 1 week to respond with revisions.
Revisions to the minutes will be highlighted, and the minutes will be resent to the group within the next 3 days. The chair(s) will
send the revised minutes to lib-all, subsequent to revisions being accepted. Current procedures are documented but not always followed
through. It was agreed that the recorder be responsible for keeping track of revision dates in a timely manner. New members to RIC will
be apprised of procedures, upon accepting membership. The revised procedures will be documented on the RIC blog.

1. RIC agreed that minutes should be written in general terms rather than referring to specific individuals in discussions. Elim will
update Jan minutes re: #1 &#4 under New Business.

2. Recorder will be responsible for the minutes revision process.

2. Faculty/ Student Guides Working Group (FSGWG) report – Paula

Paula did not receive any feedback from RIC since the last meeting. After a small discussion, it was agreed that we needed to make one
minor modification in our recommendations.

RIC agreed that the report should be sent to LOMG ASAP for the group to discuss and implement the recommendations in time for work to
begin this summer.

Paula will make the recommended modifications and send revised report to the RIC chairs to forward to Rita to bring forward to LOMG.

3. Desk Tracker – discussion

A Desk Tracker stats report to PSC indicated that overall stats had dropped among branches (comparing January 08 with January 09). RIC
discussed the need for staff training, as well as a consistent and standardized way to record statistics across branches. Members
discussed how reference transactions were counted differently across the branches and service units. The discussion also included the
possibility of recording the time spent per question and/or the complexity of questions in addition to recording the statistics
required for ARL reporting. Clearer definitions for the types of questions in the follow-up section was also suggested – i.e. add
‘Research’.

1. RIC members to continue discussion within branches. Ideas will be emailed to RIC chairs. A summary will be sent from the chairs to
RIC members before the next meeting.

2. RIC chairs to contact PSC Chair (Vanessa Kam) with suggestions from RIC. Anyone interested in being a part of a working group will
get approval of their branch heads then inform RIC chairs.

4. Teaching and Learning Position update – RIC chairs

Trish Rosseel accepted the position and will join RIC as a continuing member starting in April.

5. Subject Guides Working Group update – Kimberley

55 students completed the questionnaire and the WG will decide on a method of analyzing the data. Kimberley will continue to meet with
Rue and Larry regarding impacts on the Systems group and recommendations for subject guides systems.

Christina will send RIC members a link to guide for a specific database which is an innovative use of libguides. (BabsonCollege)

6. UBC e-link revisited – Paula

With SFX eLink direct linking currently enabled, users are hindered from accessing print materials, which are sometimes preferred over
full text online since the print resources can contain richer info such as images and other visual elements.

The SFX menus were also discussed to improve usability. Two designs were suggested but may not be able to be fully implemented due to
technical limitations.

RIC members were asked to bring the issues back to branches for discussion and recommend whether or not to continue with direct
linking.

1. RIC members will discuss direct linking at the branch level and send yes/no response to RIC chair by March 17 for discussion at next
month’s RIC meeting.

2. Yvonne will explore the possibility of modifying the SFX menus with Doug and Kat and report back to RIC.

7. UBC-O VPN support – Jan

UBCO appears to be having more issues than before, and the idea of extending a toll-free line for Okanagan students was suggested to Rue.  Rue stated that this topic needs more discussion. Apart from the additional costs, there are potential service and availability issues as well. If there are problems with VPN, the Library would be referring users to UBC IT and he is not sure that we should be paying for toll-free calls that we would then transfer to IT or anyone else on campus.

RIC recognized there is an inequality of service for UBCO students and supported Jan to bring forward the issues with UBC IT.

Jan will follow up with Rue and contact UBC IT regarding VPN issues at UBCO.

8. Laptop cart update – RIC chair

RIC chairs received updates from Rue that he hopes to purchase the equipment in March and is shooting for approximately 20 laptops,
with carts, security, etc, that will live in IKB 256 with the possibility of use in 255 but not portable beyond these two rooms.
Members noted that previous discussions about laptop carts (September 2008) included possibility of using them in Dodson and Lillooet
rooms.

RIC chairs will continue to follow up with Rue for more details and connect him with Julie Mitchell on communications regarding use of
the laptops in other rooms in IKBLC (Dodson and Lillooet).

New Business:

1. Bibliography Course – Shirin

Shirin shared her experiences in co-teaching a bib course for Japanese literature.

The Japanese Studies faculty has encouraged all their graduate students to take the course in order to improve their research skills.
As an assignment some students were required to submit Wikipedia entries. RIC acknowledged Shirin’s work in standardizing the level of
research skills among students and congratulated her on this achievement.

2. Co-op positions/ proposals – Paula

Reminder that co-op proposals are due on Friday February 27th. Jan informed RIC that UBCO will also have co-op opportunities this
summer.

3. Conference summaries roundtable – discussion/proposal to PSH (postponed from January)

Defer to March meeting.

Meeting adjourned at 11:36 am

Meeting minutes will be circulated by recorder for 1^st revision on Feb 27^th, 2^nd revision on March
4^th, and sent out to lib-all by March 9^th

Next Meeting: March 24, 2009 @ Gold River Videoconference Room, IKBLC 272