Minutes of the March 5^th meeting were approved as submitted.

New Members:

Barbara Von Walde from the University at Buffalo representing the university centers.

Lauri Thompson, from the Health Sciences Center at Syracuse representing other doctoral campuses.

John Homburger, Plattsburgh, representing the Business Officers
John Anderson, Alfred State, for the Chief Academic Officers

Reappointments:

Janet Potter was reappointed from the SCLD executive board.

Randy Gadikian was reappointed as the 4-year college representative.

Judy Sikora was reappointed as the Representative for the community colleges.

Meeting location:

As SAC now has a higher proportion of representatives from the western portion of the state, SAC will consider holding meetings in a more centralized location. Various locations in the Syracuse area were discussed.

Michael Kaplan visited OLIS to discuss Ex Libris staffing and customer base. Ex Libris and SUNY agreed to discuss the development of "teams" of Ex Libris and SUNY personnel to work through the rest of the SUNY implementations over the next 3-4 years. Ex Libris appears to be taking OLIS comments in a constructive manner. Maureen is looking forward to a renewed relationship with Ex Libris on the Group 3 implementation.

Iowa is implementing new upgrade at this time. Ex Libris has sold a tremendous number of systems. Larger non-SUNY campuses are relying on systems support from campus computing centers.

Michelle Moorehead has resigned her position with the OLIS effective June 30. She will stay to the end of the Group II installation. Michelle was the OLIS UNIX person and had some ORACLE training.

It is felt that OLIS staff is overworked due to the shortcomings in Ex Libris staff. It is the opinion of OLIS staff that Ex Libris lacks the depth of staffing necessary to support the application and that the pricing negotiated does not reflect the true cost of bringing up a campus. The idea of adding additional staff to OLIS was discussed.

Union Catalog:

It is felt that SUNY needed to develop a shared database to support universal borrowing. The current plan of developing a physical union catalog still stands.

Ex Libris planned to start loading the sample records the evening of April 29. Ex Libris will send OLIS the script that is used in this process and will save a few data loads to walk through the procedure with OLIS staff.

TC3:

Sample records were selected for work flow. Dave Nuzzo is working with TC3 to help them revise workflow. Dave has experience on workflow analysis on a national level.

Brooklyn HSC:

The system will last until the July 03 implementation date.

Additional Host Site:

Farmingdale has requested to be a host site. Decision on this matter has been put off until the conclusion of the Group III implementation in July of 03. It was noted that training and meetings could still occur by geographic cluster regardless of where the server was physically housed.

Servers:

The UB server, a SUN E6500 was moved to ITEC in April. The OS and ORACLE were upgraded on the server after it was moved. The test server that currently houses Fredonia will be moved to ITEC after Fredonia has migrated to 14.2.

Alfred Ceramics and University want conversion help migrating from Multilis. A charge of $800 per day will be assessed for non-SUNY campuses requiring OLIS conversion services.

The pricing proposal has been received from Ex Libris. A 45% discount has been offered if we commit to an SFX purchase for all of SUNY by the end of December. A payment plan is under discussion. Ex Libris believes all training could take place in the next 8-9 months. Payment for installations will be made up front, with maintenance payments starting 3-4 months after individual campuses or groups come up. Pilots should be up by the end of August.

We will pay for SXF from PAIP on a temporary basis. The annual maintenance cost for SFX will be $131,000; $78,000 for maintenance and $52,000 for the knowledge base for all of SUNY. License fees will be approximately 528,000 minus a 10 percent early signing discount if SUNY pays up front.

Carey will suggest a payment plan for the campuses at a future meeting after consultation with the finance committee.

Eleanor suggested the pilots develop a linking strategy that can be shared with other campuses. A Metalib SFX user’s group is being established at the NAAUG meeting in Boston.

Circulation of items duplicated across campuses was quite high. Circulation of unique items was also examined. Carey will provide a spreadsheet of the data for SAC. The circulation data would seem to contravene the 80/20 rule. SUNY libraries should focus on how few monographs are being purchased collectively due to reduced buying power from periodicals inflation and flat budgets and the high circulation rate of duplicate monographs.

SAC Bylaws Change:

OLIS would like to turn the website into a page of pointers to areas of greater detail on SUNYConnect programs and policies.

Web development will take place on two fronts. Increased content via the Foot-Print application for program specific questions and answers, a redesign of the SUNYConnect page to provide improved public relations presence. The Provost’s office will provide guidance on the style of the new page. The page should contain sections on: membership; bylaws; major programs; staff; understanding SUNYConnect.

Randy Gadikian has retained the services of a Fredonia group to produce an instructional video on the privacy of library records. The video is intended to educate librarians, library clerical workers and student employees and faculty on New York State rules and civil practice concerning the privacy of library records. The main thrust of the video – never share patron information; university council is the only appropriate agent for dealing with subpoena.

Tom Neiss presented the DRAFT of the New York State Office for Technology Internet Privacy Policy, NYS Technology Law sect 203. The policy sets forth the model Internet privacy policy for state agencies. This policy must be accessible from a link on all state agency websites.

Janet Potter reported on two resolutions passed at the SCLD annual meeting that relate to the work of the SUNYConnect Advisory Council. The first requests that SAC work with Ex Libris to "immediately decouple the name of the borrower from the circulation record upon return of the material." Maureen will look into ways to pursue this goal. The second resolution was handed out for information:

  Resolution from SCLD on circulation transaction links in Aleph:

Carey suggested that this not be treated as an implementation problem – it is something OLIS can fix as an operational problem. OLIS will work with an appropriate campus to ask Ex Libris to deal with this as a support issue.

Resolution from SCLD on Scholarly Communication:

In light of the continuing national crisis in scholarly communication and the opportunities for enhanced scholarly communication afforded by Open URL, SFX, Open Archives and other new information management tools, coupled with the projected growth in research in SUNY along with its subsequent publication; the SUNY Council of Library Directors recommends that the Provost’s Office coordinate a dialogue among the SUNY Research Advisory Committee, the Vice Presidents for Academic Affairs, the SUNY Council of Library Directors, and others deemed appropriate, to explore opportunities for strengthening scholarly communication for SUNY research faculty via electronic publishing and other initiatives.

The meeting ended at 2:15. The next SAC meeting is scheduled for June 11 in Albany.