VIVA ILL Subcommittee

 

Pre-Conference Planning Meetings for the 2007 Forum

 

Longwood College, VA

 

 

 

March 23, 2007 Minutes December 8, 2006 Minutes 2007 ILL Community Forum comments and suggestions

 

March 23, 2007 Minutes

 

Attending: Dan Wilson (University of Virginia), Chair, Virginia Kinman (Longwood University), Stuart Frazer (Old Dominion University), Bethany Wright (Southside Virginia Community College), and via Skype (see picture below), Elizabeth Teaff (Washington & Lee University). Susan Yowell (University of Virgnia), Recorder

 

 

Prologue

• The 2007 VIVA ILL Forum is scheduled for July 13, 2007 at Sweet Briar College, VA
• Joe is again handling local arrangements and has reserved the space needed
• Dan had contacted Laura Crook at Solinet to find out if she might be available to attend the Forum and give the Solinet update, since she had received a favorable review two years ago. Laura has changed positions at Solinet and won't be able to do the update now, but she referred Dan to Russell Palmer.
• Russell has accepted our invitation to do the Solinet update, and can also do a condensed version (1 hour) of a workshop he presents called "The Resource Sharing Detective: Citation Tracing."
• Dan presented a suggested program to the subcommittee for discussion

 

Suggested Program Format

(Including revisions discussed and agreed to by the subcommittee)

 

8:30-9:15 Registration, Continental breakfast

(Set up food and beverages in room adjacent to registration area to allow more space for networking, also use outdoor patio space, weather permitting.)

 

9:15-9:30 Welcome, introductions, recognitions (Dan and Joe)

(Introduce the subcommittee, members of the Resource Sharing Committee, Kathy Perry, recognition of new members. Also mention the lunch setup--some tables designated by topic.)

 

9:30-10:20 Cyril Oberlander (Introduction by Joe)

(Update on emerging technologies for ILL, plan for 30 minute presentation then allow time for discussion)

 

10:20-10:30 Break

 

10:30-11:10 Community discussion (Stuart)

(Best practices for lending, focusing on non-traditional formats, such as AVs, other non-print resources)

 

11:15-12:15 Concurrent Sessions:

• "The Resource Sharing Detective: Citation Tracing" by Russell Palmer from Solinet

(Main Meeting room)

• Interlibrary Loan 101 Workshop--Facilited by Tammy Hines (Longwood)--

Room ?

 

 

12:15-1:15 Lunch

(Designate some tables by topic to facilitate networking, i.e. ILL One Person Operations by geographic area. Leave other tables unspecified.)

 

1:15-2:15 Odyssey demonstration (Elizabeth and Stuart)

(Demonstrate downloading and using primarily the standalone version, but also show client version)

 

2:15-2:45 Solinet update: Russell Palmer (Introduction by Virginia)

 

2:45-3:00 VIVA update: Kathy Perry (Introduction by Virginia)

 

3:00-3:15 VIVA ILL Goals for 2007/2008 (Stuart)

 

3:15-3:30 Closing (Dan)

(Include call for new committee members?)

 

Items for Follow-Up

 

• Dan will work with VIVA to arrange for the registration process, which will include some survey information, as well as providing a number for how many will be attending the ILL 101 session
• Elizabeth will contact Joe with regard to IT issues for the Odyssey presentation
• Bethany will coordinate the lunch seating arrangement to provide tables for networking by topic
• Virginia will check with Tammy Hines to see if she can facilitate the ILL 101 session
• Stuart will contact Russell Palmer to find out more about the content of the presentation about citation searching and perhaps suggest some ideas we would find helpful (such as searching acronyms/abbreviations). Dan will send Russell's contact information to Stuart.
• Dan will look into the possibility of creating a podcast or digital video of the keynote presentation to make available after the meeting by people who were not able to attend
• The Subcommittee decided to have the main meeting room set up with chairs only instead of tables with chairs around them. This will allow more space to move around. Since there will be no tables for people to use for cups, Dan will ask Joe if it would be possible to provide bottled water for people to take into the room.
• We will also ask Kathy if VIVA has any pens or pencils they can include in the folders

 

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December 8, 2006 Minutes

 

 

2007 VIVA ILL Community Forum

 

Pre-Conference Planning Meeting, VIVA ILL Subcommitte, December 8, 2006

 

Attending: Dan Wilson, (Chair) (University of Virginia), Elizabeth Teaff (Washington & Lee), Bethany Wright (Southside Community College), Virginia Kinman (Longwood University), Shaunna Hunter (Hampden-Sydney College), and Susan Yowell, (Recorder), (University of Virginia).

 

Absent: Joe Malloy (Sweet Briar College), Stuart Frazer (Old Dominion University), Collette Macin (Norfolk State University), and Kathy Tilton (Tidewater Community College)

 

The purpose of the meeting was to begin planning the 2007 VIVA ILL Community Forum, including site and logistics, program content, and scheduling.

 

Overview of the new VIVA ILL wiki

Before beginning the planning portion of the meeting, Dan introduced the new wiki for the VIVA ILL Subcommittee. Susan had authored the original pages and gave a brief tour and "how to" of the site, encouraging everyone to take part in contributing content. Elizabeth took the wiki for a test drive, creating the beginning of a new page especially for communicating about Odyssey. She and others will be adding further content soon.

 

Conference site recommendation

Dan recommended that we ask Joe if the 2007 Forum could also be held at Sweet Briar, citing their location, their conference facility, and Joe's excellent logistics planning as reasons to return. The committee agreed, and Dan will talk with Joe about the possibility.

 

Ideas for program content from the Resource Sharing Committee

Dan presented some ideas for program content from the Resource Sharing Committee, who met on Monday, December 4, at Washington & Lee.

• SAE Papers (Harry Kriz)
• Quality of sending materials (Yolanda Merrill): Elizabeth has an interest in this area, and would be willing to moderate a discussion group.
• Odyssey
• Trusted sending
• ILLiad and other systems: perhaps try a different method of grouping; by size or location of institution rather than by system?
• ILL and Acquisitions (Stuart Frazer): would this be a good topic for a panel discussion for 2007?
• New trends (Eileen Hitchingham): home delivery of ILLs, using wikis and/or blogs to communicate with patrons, creating a better user community for ILL

 

Ideas for program content from the conference evaluation forms (2006 Forum)

• Round Robin for introductions
• Keep the Solinet update in the program, but request a different speaker
• Encourage method for sharing best practices: wiki, Delicious?
• Make available a list of institutions by area, indicating the systems they use and what resources are available to them (color printing/scanning, etc.) (This can be added as another page here in our wiki!) Perhaps we can survey the attendees at the conference for this information.

 

Miscellaneous suggestions/ideas

• Introduce VIVA Director, Associate Director, Resource Sharing Committee, ILL Subcommittee members to attendees
• Schedule registration for the same time (see Forum program 2006-1.pdf )
• Possibly expand the area available for registration and food; could we have food and drinks in the adjacent room and on the patio (weather permitting)?
• Ask on the listserv whether people would like some of the lunch tables to be set up Reserved by topic for discussion, and some left free? Or leave lunch seating informal and at will?
• Would the main conference room be more comfortable without the round tables for attendees? The tables force half of the people in the room to either sit sideways or turn their chairs around to see and hear the speakers. Perhaps auditorium-style seating with several aisles would seat more people and allow more space for moving around in the room.
• Ask VIVA to include a pen or pencil in the packets handed out at registration.
• Allow for introductions of new staff by attendees
• Designate people who would be willing to serve as mentors
• Use nametags to designate which system (ILLiad, Clio, etc.) attendees are using, to facilitate in networking. Perhaps make stickers available to attendees for designating systems, mentoring, areas of expertise, etc.?
• Call for committee members at the Forum, as several are finishing their terms this year
• Investigate using podcasts, video, other electronic means to document the keynote speakers and any hands-on demonstrations that might be helpful to ILL staff who may not be able to attend the Community Forum
• Courier system being investigated by Stuart and Yolanda and others. Perhaps Kathy can give results of this during her VIVA Update part of the program.

 

Next meeting

The ILL Subcommittee will meet again in the Spring. The target date is March 23rd, 2007.

 

Food for thought before the March meeting

Dan asked the committee to be thinking about some possible candidates for the keynote speaker/presenter, for leaders of discussion groups, and program content.

 

 

2007 ILL Community Forum comments and suggestions

VIVA members:** add your own bulleted list of 2007 Forum ideas here. Click "Edit Page" at the top of this page, then scroll to here and start typing!

• To make a bulleted list, put one * on the left margin, then add one space, then type your content.

 

 

 

 

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