Meeting Minutes

Libraries, Information Systems, and Technology


March 13, 2018

Members Present: Fred Aebli (by phone), Robert Bridges, Mary Beth Clark (by phone), Barbara Dewey,  Roger Egolf,  Joseph Enama, Karen Estlund, Matthew Krott,  Anna Mazzucato,  John Messner, Barry Pawloski, Jacqueline Reid-Walsh,  Joe Salem, Jennifer Sparrow, Eric Walker,  Chelsey Wood

Guest: Jon Crutchfield, Greg Madden

Members Absent:  Michael Kubit, Terry O’Heron, Kimlyn Patishnock

Item 1. The meeting began with an introduction of, and comments by Jon Crutchfield, the new Senior Director of Business Intelligence. Jon Crutchfield will focus on establishing and implementing a strategy and an appropriate set of technology resources to enhance the University’s use of data for reporting, assessment, strategic insight and differentiation.

Item 2. APPROVAL OF MINUTES

The minutes of the January LIST Committee meeting were approved.

Item 3. ANNOUNCEMENTS BY THE CHAIR

There was a verbal conformation that Jon Crutchfield will be able to submit a report on Business Intelligence on the due date before the next plenary session.

Item 4. Presentation on the Library Open Access Initiative by Karen Estlund and Greg Madden.  

Open access will include both manuscripts and an open data repository. Contents to be available on ScholarSphere

https://scholarsphere.psu.edu/

Open access handout

Penn State Open Access Task Force Update

Date: March 13, 2018

Compiled by: Karen Estlund, Associate Dean for Technology and Digital Strategies, libraries,  Greg Madden, Senior Advisor for Research Computing and Cyberlnfrastructure

Overview

In March 2017, Provost Nick Jones and Dean Barbara Dewey charged the Penn State Open Access Task Force to investigate and recommend opportunities to promote open and free access to Penn State scholarly output to maximize impact and availability of research, and establish Penn State as a leader in the international Open Access Movement. The task force was asked to: 1) draft a policy statement on open access for Penn State; 2} recommend procedures for implementing the policy; and 3} recommend a suite of strategies to advance the Penn State

Open Initiative. The task force divided into three sub-groups to advance this work.

Activities to Date

  • Initial policy statement is drafted
  • Implementation architecture and integrations among systems have been identified
  • Stakeholders across the university have been engaged
  • Information for the Task Force’s report has been drafted and will be structured into sections highlighting:

o Recommendations
o Expectations: National/International and Penn State
o Current state: National/International and Penn State

  • Outreach activities within existing Penn State communication venues have been identified (e.g. TLT symposium, University Research Council, University Faculty Senate etc.)
  • Coordination with existing Open Educational Resources (OER) and Open Access efforts at Penn State through the University libraries, http://openaccess.psu.edu/

Next-Steps

Due to personnel changes and leaves, the Open Access Task Force recommends postponing the spring 2018 information report to the University Faculty Senate to fall 2018. This will also allow for additional socialization prior to the Senate presentation.

  1. Finalize draft of policy for input and review
  2. Define resources required for technical implementation steps
  3. Promote open access and seek feedback from faculty through additional outreach
  4. Coordinate with Open Educational Resources and other Penn State open groups on single gateway for Penn State Open information
  5. Present to University Faculty Senate in fall 2018

End of handout

Item 5. Discussion/presentation of proposed advisory/consultative report on suggested changes to the Senate Website by the subcommittee that worked on this charge.

Joseph Enama, Fred Aebli, and Anna Mazzucato

Website Shortfalls

The website doesn’t convey a clear purpose.

It should have a more professional look similar to the Board of Trustees website.

The website needs to be easier to navigate with better search capabilities.  A directory and document search function is needed.

The mission of the faculty senate should be more prominent.

Currently the website works poorly on mobile devices.

The site should feature important dates, links to agendas, and a link to BoardEffects.

The student tab features only undergraduates.  Consider including graduate students.

Many links are non-functional or open the wrong reports.

Difficult to search the archives.

Possible website improvements

Include pages with the various committees including members and charges of the committees.

The University of Maryland Faculty Senate page was given as an example of a more professional looking site.  Include images of the campus and students on the site.

Consider having a Webmaster from IT rather than the site remail the responsibility of the Senate Office. Maybe administration can give the Senate resources to operate the website.

Better directory and documents search

Include a discussion forum page for faculty to bring issues to the senate.

Organizational charts through units.

UNFINISHED BUSINESS

The April meeting will be at the Dreamery. Teaching and Learning with Technology (TLT’s) Dreamery innovation space, is located on the ground floor of the Shields Building (link to facebook page below). The Dreamery serves as a co-learning space for faculty, staff, and students to collaborate on emerging technologies, pedagogies, and learning spaces.

https://www.facebook.com/media/set/?set=a.10157697757805161.1073741853.290527015160&type=3

Item 6.  New Business

Ideas for next year will be discussed at the next meeting.

  1. Completion of Open Access report
  2. Information Library 20/20 (renovation of Patee/Paterno complex)
  3. Update on Library renovation at the various campuses

Item 7.  Adjournment

The meeting was adjourned at 10:30 A.M.

These minutes were prepared by the LIST committee Vice-Chair, Eric Walker

back to top


January 23, 2018

Members Present: Mary Beth Clark (by phone), Barbara Dewey, Roger Egolf, Joseph Enama, Michael Kubit, Anna Mazzucato, John Messner, Kimlyn Patishnock, Barry Pawloski, Jacqueline Reid-Walsh, Joe Salem, Jennifer Sparrow, Eric Walker, Chelsey Wood         Guest: Julia Proctor (Collections Services and Strategies Librarian)

Members Absent: Fred Aebli, Robert Bridges, Karen Estlund, Matthew Krott, Terry O’Heron

APPROVAL OF MINUTES– The minutes of the December LIST Committee meeting were approved.

ANNOUNCEMENTS BY THE CHAIR

Roger Egolf has agreed to chair the LIST committee again next year.

Jon Crutchfield is the new ‎Penn State University Senior Director of Business Intelligence.

Julia Proctor (the Collections Services and Strategies Librarian) will give the collections budget report today at the Senate plenary meeting.

The University of Connecticut (UConn) has appointed Anne Langley as dean of the UConn Library, effective February 1, 2018. Mrs. Langley has been a LIST committee member and associate dean for research, collections, and scholarly communications at Penn State University Libraries. 

PRESENTATION

Presentation of a prospective Informational Report on Augmented and Virtual Reality was presented by Michael Kubit and Jennifer Sparrow

Excepts from the Handout

Augmented, Virtual and Mixed Reality Technologies at Penn State: Current Projects, Partnerships with Penn State IT, and Additional Opportunities-January 2018 – Submitted to the Faculty Senate LIST Committee

Immersive technologies such as Virtual Reality (VR) and Augmented Reality (AR) are poised to become the next big technology platform. Growth through 2016/2017 has put this technology on a path for educational applications to conservatively take a $700M piece of an $808 market by 2025.  As the technology continues to shrink in cost, and approaches the size of traditional eyeglasses, it’s reasonable to expect widespread appeal amongst Penn State students. With several million dollars in active funding tied to Penn State projects, immersive reality has already proven to be a productive outlet for faculty scholarship, with significant opportunity for growth in the coming years.

Penn State IT, the university libraries, and several faculty in a cross-section of colleges and campuses are currently working in the creation and consumption of mixed reality learning materials. The partnership with Adobe in providing the Creative Cloud to all students and faculty has put the tools for the creation of VR/AR and 360 video into the hands of all PSU students and faculty. Some of this work is being directly supported through Teaching and Learning with Technology (TLT) a division of Penn State IT. The library is working on developing a mechanism to catalog and add meta-data to VR/ AR learning objects. The library is planning on a mixed reality studio as a part of the library renovation. This will increase the access students and faculty have to the technology for both creation and consumption of mixed reality learning objects.

TLT’s Dreamery has, for the past year, served as a public showcase for a variety of emerging technologies, including several immersive experience tools. It has been used to provide the first hands on exposure to VR and AR for a wide range of students, faculty and staff, including hosting a variety of undergraduate and graduate classes for hands on sessions. (The LIST committee has tentatively scheduled a tour of the Dreamery during the April meeting)

What to Expect

  • Penn State’s continuing effort to improve access to the technology for students and faculty across the Commonwealth will yield more spaces to consume IE content.
  • The Increasing ubiquity of immersive reality experiences (YouTube 360, Snapchat AR filters, Facebook Spaces, Apple AR Kit and Google AR Core) will increase student expectations of such content in support of their educational experiences.
  • Augmented reality experiences will expand dramatically as hardware becomes less intrusive.

Issues

We need to emphasize the people and the process before the technology.

It was communicated that there were many islands of VR/AR progress in the past, but the future would benefit from better collaboration.

A large portion of the IT faculty is within 10 years of retirement.

The University could benefit from a game design program.

Students with seeing or hearing impairments may not be able to utilize DR/AR.

UNFINISHED BUSINESS

    1. Discussion of the progress of the Senate Website (Anna, Fred, Joe)- We still need to identify the webmaster. Issues to address (archives, location and composition of committees should be listed, charges of the committees should be listed, organizational charts through units, search feature needs improvement)
    2. Discussion on scheduling presentations of the remaining charges for the rest of the Senate year.
      1. Open access – Not discussed.
      2. Augmented Virtual Reality – Discussed today. Report for March or April
      3. Analytics and Business intelligence will be delivered for the March 13, 2018 meeting. (submission by Feb 2)
      4. Senate website – March LIST committee meeting and April plenary session.
      5. Deficiency with video conferencing will be dropped as a charge as Zoom seems to be filling current needs.
    3. The midyear committee report will be distributed in the next couple weeks.

The meeting was adjourned at 10:30 A.M.

These minutes were prepared by the LIST committee Vice-Chair, Eric Walker
back to top


December 5, 2017

Members Present: Fred Aebli, Mary Beth Clark (by phone), Barbara Dewey, Roger Egolf, Joseph Enama, Michael Kubit, Anne Langley, John Messner, Barry Pawloski (by phone), Jacqueline Reid-Walsh, Joe Salem, Jennifer Sparrow, Eric Walker, Chelsey Wood

Members Absent:   Robert Bridges, Karen Estlund, Matthew Krott, Anna Mazzucato, Terry O’Heron, Kimlyn Patishnock

APPROVAL OF MINUTES
The minutes of the October LIST Committee meeting were approved.

ANNOUNCEMENTS BY THE CHAIR
A report of the 2017 Libraries Collection Budget was received yesterday and was added to today’s agenda.

PRESENTATIONS

        1. Presentation of a prospective Informational Report IT Analytics and Business Intelligence – Michael Kubit

Michael Kubit has taken on the role of Vice-president for Information Technology and chief information officer last Jan. 1, 2017. He briefly discussed the challenges addressing the universities data issues.

Some highlights:

The visible challenges are a small component of the “iceberg”. The real challenges are below the surface (aging legacy systems, silos, organic growth data systems, changing expectations, legacy skills, closed platforms, complexity, legacy thinking).

One challenge is providing enough access to allow faculty and staff to do their jobs efficiently, but not so much as to decrease cyber security. Changes should be made least disruptive to the workflow.

Current institutional data reporting is similar to looking in a rear view mirror. You see only things that have happened. We need to be able to combine data from multiple sources/silos and use that data in real time (dashboard).

An example of potential ethical problems with invasion of privacy includes using data from geographic tracking app’s to see if students are attending classes.

One question from the audience is “is the data to feed the needs of administration or should we strive to use it for a more efficient faculty body. There is a concern that faculty are entering much more data and they are having a more difficult time getting access to data.” There seems to be an environment where the faculty and staff are serving the technology.

Michael Kubit and Jenifer Sparrow commented they are currently interviewing candidates for business intelligence. One of his/her charges is to address these types of problems presented by the faculty “a customer focus”.

The informational report on IT Analytics and Business Intelligence may be presented to the plenary session on March 13.

        1. A presentation of the 2017 Libraries Collection Budget report – Anne Langley. The report will be sent to members of the LIST committee.

Anne Langley, Associate Dean for Research Collections and Scholarly Communication, presented highlights from the third annual PSU Libraries Collections Budget report for the Senate Committee on Libraries, Information Systems, and Technology. The report brings transparency on how the library uses the collections budget.

Some highlights:

The library purchases access to approximately 800 databases. There is relative under endowment for a library of this size.

One of the most significant challenges is the effect of inflation on libraries. Inflation varies by discipline and materiel but averages 6% to 10%. A three year agreement for a journal subscription includes regular price increases from 3-5%. The budget is insufficient to cover the effects of inflation.

There is a new head of acquisitions and the section is eager to be reorganized. 

The committee decided to request 15 minutes to present the report to the plenary session January 23. The focus will be on the challenges of inflation and subject liaisons and how they do purchasing

UNFINISHED BUSINESS

      1. Discussion on scheduling presentations of the remaining charges for the rest of the Senate year.
        1. Open access – Discussion of proposed policy and implementation plan. Construction of an advisory consultative report for the March LIST committee meeting and April plenary session.
        2. Augmented Virtual Reality – January LIST committee meeting and March plenary session.
        3. Senate website – March LIST committee meeting and April plenary session.
        4. Deficiency with video conferencing – Has Zoom resolved the deficiencies? Can we drop this item? We will consult Faculty Senate President Matthew Woessner.

The meeting was adjourned at 10:20 A.M.

Minutes were prepared by LIST committee Vice-Chair Eric Walker
back to top


October 17, 2017

Members Present: Robert Bridges, Mary Beth Clark (by phone), Barbara Dewey, Roger Egolf, Joseph Enama, Karen Estlund, Matthew Krott, Anne Langley, Anna Mazzucato, Barry Pawloski, Jacqueline Reid-Walsh, Joe Salem, Eric Walker, Chelsey Wood

Members Absent: Fred Aebli, Michael Kubit, John Messner, Terry O’Heron, Kimlyn Patishnock, Jennifer Sparrow

Guests: Jennifer Stedelin

APPROVAL OF MINUTES

The minutes of the September LIST Committee meeting were approved.

ANNOUNCEMENTS

We were notified by the LIST committee chair, all faculty senators have been granted access to the faculty senate archives. We will however continue with the charge below (to be discussed in unfinished business).

Charge 1) Jointly with the Senate Committee on Committees and Rules, consider amending the Bylaws mandating access to the Senate’s digital archives for all University Senators. [The LIST committee will take the lead on drafting changes to the bylaws.]

Dean Barbara Dewey announced a P&T recognition reception and book plating to be held in the Paterno Reading Room on October 18th from 4:30 to 6:30.

PRESENTATION/NEW BUSINESS

Presentation of a prospective Informational Report on the unification of Penn State email and calendaring systems using Microsoft 365 by Jennifer Stedelin, the Senior Director for Strategic Operations (for Michael Kubit).

The goal of the office 365 initiative is to replace the current 44 E-mail systems currently used across Penn State with a single E-mail (Office 365) with a robust E-mail address search covering the entire Penn State System. There will also be a single calendaring tool.   Individuals will have access to Microsoft Office Pro products (Word, Excel, Skype, OneNote, OneDrive) with up to 5 licenses per individual. The products will integrate well with Canvas with a grading tool and a room scheduling system. The Office 365 E-mail is HIPPA compliant so there should not be a problem with use with Penn State Health. Old E-mail can be migrated to the new system. There will be up to 5 terabytes of storage per individual shared between E-mail, OneNote, OneDrive, ect. Early adopters may have access by 1/1/18, middle adopters around 3/1/18 and late adopters by 5/20/18. Complete adoption should be complete by August 2018.

As of September 18, 2017, Penn State Faculty and students also now have access to Adobe Creative Cloud. Download now at ADOBE.PSU.EDU

Penn State will be keeping Box and Zoom for now.

A question was asked how the Office 365 system will integrate with BoardEffect. IT will look into that.   The included “Teams“ product may be an adequate replacement for BoardEffect. More to follow.

A report of the Office 365 initiative will be submitted for potential presentation at the December 7, 2017 Senate plenary meeting.

UNFINISHED BUSINESS

Discussion of proposed language for a legislative report to change the Senate Bylaws to mandate access to the Senate’s digital archives for all University Senators.

The subcommittee for this charge (Eric Walker, Chelsey Wood, Mary Beth Clark) proposed placing the statement below (in red) under Article VII – Delegation of Authority, between section 1 and section 2.

Article VII – Delegation of Authority

Section 1

Authority for functions of the Senate as defined in Article I, Section 1, of the Constitution may be delegated in whole or in part to appropriately organized faculty bodies upon recommendation of the Senate Council and approval by the Senate in accordance with Article X, Section 1, of the Bylaws. Such delegation shall be limited to those functions appropriate to the faculty body concerned, and such delegations shall be specified in succeeding sections of this Article and shall be established in accordance with Article X, Section 1, of the Bylaws as interpreted by Senate Council. Legislative actions and minutes of all bodies to which authority has been delegated under Article VII shall be forwarded to the Chair of the Senate. Where appropriate, actions will be transmitted to the President following established procedures. The Executive Director is charged with assuring that review and transmittal to the Chair is made.

To assist in the preparation of reports and other senate business, all senators will have full access to the University Faculty Senate digital archives.

Section 2

The faculty of the Graduate School, as represented by the Graduate Council, is delegated authority for the interests of the Graduate School except in those matters that have University-wide implications; it shall administer its own affairs subject to review by the Senate.

      1. The review process shall include a report of actions of the Graduate Council to the Senate through the Senate Council. On special motion of the Senate Council, any of those actions may be placed on the agenda of the Senate for appropriate action.
      2. The Senate Council will provide for liaison with the Graduate Council.
      3. The Dean of the Graduate School shall present an annual report to the University Faculty Senate.

There were no objections or alternate suggestions proposed by the LIST committee. We will construct a report with a paragraph or two explaining the reason for the requested change. The report will then go to the CC&R committee, which will put it into the final format.

At the December LIST committee meeting there will be an Informational report from IT on Analytics and Business Intelligence.

The webpage redesign project is tentatively scheduled for discussion in the January LIST committee meeting. The subcommittee (Anna Mazzucato, Fred Aebli, Joseph Enama) will identify and reach out to the senate webmaster and identify important items which should be readily accessible from the homepage. They will consider drafting a “Senate Priority” page with comprehensive list of all Standing Committee charges, and the status of the priority as per the last Senate meeting.

The Libraries Annual Collections Budget Report is also tentatively scheduled for January

The meeting was adjourned at 9:00 A.M.

Minutes were prepared by Vice-Chair Eric Walker.
back to top


September 12, 2017

Members Present: Fred Aebli (by phone),  Robert Bridges,  Mary Beth Clark (by phone),  Barbara Dewey,  Roger Egolf,  Joseph Enama,  Karen Estlund,  Matthew Krott, Anne Langley,  Anna Mazzucato,  John Messner, Barry Pawloski,  Jacqueline Reid-Walsh,  Joe Salem, Eric Walker,  Chelsey Wood

Members Absent: Michael Kubit,  Terry O’Heron,  Kimlyn Patishnock,  Brad Sottile,  Jennifer Sparrow

Guests: Patrick Alexander

APPROVAL OF MINUTES

No minutes of the LIST Committee were approved as this was the first meeting of the new term.

ANNOUNCEMENTS AND INTRODUCTION OF COMMITTEE MEMBERS

The chair welcomed the committee members and introductions were made. Our guest Patrick Alexander of the Penn State University Press was introduced.  He brought several examples of books as well as a pamphlet with several journals published by the Penn State University Press.

UNFINISHED BUSINESS

There was no unfinished business.

NEW BUSINESS

Our guest Patrick Alexander began with a discussion of the Penn State University Press.   His presentation included the following facts.

Summary. Founded in 1956, The Pennsylvania State University Press publishes annually sixty to seventy books and (in 2017) more than sixty journals (in print and digital form). The majority of books published are peer-reviewed scholarly monographs for research libraries. One to three titles appear annually in our Keystone Books imprint, whose titles, though reviewed, are regional works for the citizens of Pennsylvania and the mid-Atlantic region. The Press has its own warehouse and distribution facility and distributes for entities other than the

Press. The Press operates on a modified cash accounting system and generates approximately $3.5 million in revenue to underwrite its operations. The Press reports to the Dean of Libraries and Scholarly Communications.

Mission and Values. The Press publishes original scholarly, peer-reviewed research (books, journals, and other forms of research) in the arts, humanities, and social sciences for worldwide scholarly communities. The Press disseminates this research to international libraries, institutions, and scholars at affordable prices and at the highest quality. The press also serves the citizens of Pennsylvania by publishing on topics related to the history, culture, literature, society, politics, and future of Pennsylvania and the mid-Atlantic region. Chief values for the Press both within and outside the University include: a national and international commitment to education, dissemination and access, diversity, collaboration, quality, and integrity.

Finances. The Press, a not-for-profit entity that operates on a modified cash accounting system, anticipates FY 2017 budgeted income of approximately $3.5M to underwrite its operations. It receives a direct budget allocation of approximately 10.9% of its operating income (about $400K) to cover its budgeted operating expenses of $3.7M. Because of carryovers and accounts receivables, it operates with a small positive result. It carries a cash reserve of $500K. Salaries (for 30 staff) account for roughly 45% of the Press’s operating budget, manufacturing costs for books and journals makes up 40%; royalty payments account for 3%; and operational costs run around 14%. Investment in a vigorous journals publishing program and an anticipated investment in backlist digitization for ebooks will result in an even stronger financial result within two-three years.

Key strategic priorities for 2017-2020

      1. implement title management system presswide;
      2. seek growth in publishing output;
      3. increase quality of book acquisitions;
      4. expand journals program;
      5. increase international presence of the Press.

The chair then introduced our list of committee charges for the year.

1) Jointly with the Senate Committee on Committees and Rules, consider amending the Bylaws mandating access to the Senate’s digital archives for all University Senators. [The LIST committee will take the lead on drafting changes to the bylaws.]

A subcommittee was formed to take on this task.
Eric Walker (chair), Chelsey Wood, Mary Beth Clark.
A draft will be brought before the committee at the next LIST meeting.

2) Consider drafting an informational or advisory consultative report concerning the ongoing deficiencies with the University’s video conferencing technologies. Make recommendations on ways to improve the reliability and quality of the technology.

It was noted that significant progress has been made in video conferencing since the charge was initially discussed.

A concern was raised that since students have no access to 25 live, they may have difficulty in reserving rooms for meetings and study groups.  At some campuses students can reserve rooms through student affairs.

3) Draft an informational or advisory/consultative report to provide input on a possible new email and calendaring system.

Approximately 44 E-mails systems are currently used throughout the University.  Webmail for students will be replaced.  A cloud-based system such as Office 360 is being considered.  E-mail for Penn State Health may pose additional security concerns as contents may include patient information (HIPAA).

4) Sponsor an informational report on the activities of the Penn State University Press.

Our guest Patrick Alexander will prepare an informational report and a 10-minute PowerPoint presentation for the next faculty senate meeting by Friday September 15.  The committee gave the chair the authority to approve the report and presentation.

5) Hold a discussion about ways to improve The University Faculty Senate’s website. Identify important items, which should be readily accessible from the homepage. Consider drafting a “Senate Priority” page with comprehensive list of all Standing Committee charges, and the status of the priority as per the last Senate meeting.

A subcommittee was formed to take on this task.
Anna Mazzucato (chair), Fred Aebli, Joseph Enama.
Problems discussed included “it was very difficult to find things on the site” and “there was no pages dedicated to the charges of the various committees.”

6)Sponsor an Informational report from IT on Analytics and Business Intelligence.

 To be addressed at a later meeting.

7)Sponsor an informational report from IT on Augmented and Virtual Reality.

To be addressed at a later meeting.

8)Sponsor an informational report from Libraries on the Penn State Open Access Initiative.

Evaluate the findings of the task force on open access.
Possibly to be discussed at the March LIST committee meeting for presentation at the April faculty senate meeting.

9)Sponsor the Libraries Annual Collections Budget Report.

To be addressed at a later meeting.

The chair asked the committee if there were any other charges the group should take on and none were offered.

The meeting was adjourned at 10:15 A.M.

Minutes prepared by Vice-Chair Eric Walker.
back to top