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Meeting Minutes: January 2, 2004

InfoEyes Kickoff Meeting Minutes

1. Introduction & Wwelcome

Participants logged into the iVocalize chat room (other participants were also present at some libraries, but shared a log-in):

2. Review of Participants (Lori and Diana)

The following are participating in the project. This constitutes twelve libraries in 10 states, plus the Library of Congress, which will be evaluating accessibility issues, and TAP Information Services, which serves as the overall project evaluator:

3. Overview (Jeff Penka)

Brief review of project goals:

Timeline for pilot is:

4. Web site & List serve (Lori)

The web site is: www.infoeyes.org. The participant information page will be password protected. Libraries can link to the InfoEyes page to provide service access to their patrons.

The list serve address is: infoeyes@islemail.org The list will be used to ask questions, report problems, discuss ideas and policies, request scheduling shifts when a library cannot cover its own shift, etc.

5. Training

Training dates for QuestionPoint with enhanced (Tom Miller)

Training from OCLC provided in identical 2 hour segments on Jan. 20th, 4:00 - 6:00pm eastern, and on January 21st, 10:00 - 12:00 noon eastern.

Question Point software does not have to be installed by that time.

Registration link will be posted to the infoeyes.org participant information page. Registration is handled by Mary Ann Vagner at OCLC.

Training will use Placeware, a web-based software, with a phone conference for audio.

Question: There are concerns about the accessibility of Placeware.

Answer: [OCLC-Jeff] We will be using Placeware for the standard sessions. Other arrangements will be made as needed, if accessibility issues are encountered with the Placeware demonstration. We will not be using the iVocalize chat room for training with OCLC.

Mentoring - purpose, process, time (Diana)

Each library will have a training mentor. The mentor will initially provide two one-hour sessions of hands-on training for each library following the OCLC Placeware training. More training will be provided if needed. More mentoring sessions will again be provided following the FirstSearch database training from OCLC if libraries feel it is necessary. Mentors will also be available to answer questions that may arise throughout the project.

Mentoring sessions will be scheduled via email, with each mentor contacting their assigned states shortly after this meeting.

Mentors assigned to each state:

Question: Will reference questions and answers be in a searchable database so we don't reinvent the wheel?

Answer from OCLC: Yes they will be available to add to a Knowledge Base and in the Service History.

Training for eResources (Tom Miller)

Training for FirstSearch provided by OCLC using Placeware scheduled (post-meeting) for February 17th at 1:00pm Central (2:00pm eastern); February 18th at 9:30am Central (8:30am eastern). These two one-hour sessions are identical. Sessions are open to all participants. Registration link at the infoeyes.org participant information page.

6. eResources Discussion (Paul)

At the time of this meeting, FirstSearch and NetLibrary were the resources being considered for this pilot. Post-meeting it was determined that access to NetLibrary could not be negotiated. See Follow Up in minutes for FirstSearch databases included in trial.

Discussion topic: Poll for existing use of proposed resources.

Question: Which libraries already use FirstSearch

Answers (may not be comprehensive list): LOC, Cleveland, Iowa, Illinois, Indiana, Perkins has a limited subset of Firstsearch, NV may have it in the main library.

Question: Who already uses NetLibrary?

Answers (may not be comprehensive list): Maine has some experience with NetLibrary; LOC has a 1 yr trial w/ NetLibrary

The group decided to add WorldCat to the list of FirstSearch databases. WorldCat is a useful reference tool, and will definitely be available from OCLC.

Lori Bell is compiling the e-resource survey so we will know if there is anything everyone currently has access to

Discussion topic: e-resources - librarian only, or patron access?

Question: Lori Bell asked: "Could we hear from libraries for this project and the grant if they want resources just for the librarians or also for self access by patrons?... We also need to know for IMLS grant pricing."

Answers:

Reasons presented for allowing patron access:

Reasons presented for librarian controlled access only:

Other licensing related issues:

Discussion topic: Accessibility

There is a bit of work to do on making e-resources optimal for the visually impaired. OCLC would like to know the details of any accessibility shortcomings as we find them.

7. Scheduling Survey (Diana)

Several libraries expressed agreement with schedule. Minor switches were made. Final scheduling was set and posted after this meeting.

Back-up coverage:

Question: How will we get back-up if we are out of the office?

Answer:

Question: Will there be subs between participating libraries or can we set up a subbing system?

Answer: The above solution is the only arrangement made at this time. Each library has committed to working four specific hours each week, and each library has its own unique scheduling restraints. There are no "floating" hours. If there were "floating substitutes" those people would have to have extremely flexible schedules and be able to spend an unknown number of hours on InfoEyes from week to week. This does not seem manageable.

Holidays:

The service will be closed on regularly scheduled holidays (such as state holidays). It was requested that each library submit their holidays to the list. Two or three libraries have done so.

Email Contact:

It was requested that each participating individual's email address be posted on the web-site on the password protected participant information page.

8. IMLS Grant (Tom Peters)

Tom Peters and Lori Bell are submitting an IMLS grant for roughly a quarter of a million dollars to fund the continuance of this project for two years beyond the pilot. Letters of support from libraries likely to participate during the grant period requested by January 23rd. Also need a list of in-kind contributions. Tom provided a check-list of these after this meeting. Contributions include salary and benefits cost for four hours of service weekly; technical support; any necessary equipment upgrades, etc. It was clarified that in-kind contributions are not added costs to the participating libraries. Staff time is all that would be required of participating libraries.

Discussed whether computers could be included as in-kind contributions, given new laws requiring filtering throughout a library if any computers are purchased with LSTA funds. It is unlikely that this is a problem, as claiming in-kind costs is completely different from purchasing a computer with granted funds. Tom Peters agreed to look into this. It was asked whether it would matter whether the computer would be used only by staff, or by the public. According to our understanding of the law, if filtering were to be imposed, it would be imposed throughout the library whether the computer was for staff or patron use.

9. Next Steps

Set up the Advisory Committee (Diana)

Sign up for training

Training registration is completed through the InfoEyes web site on the participant information page.

Publicity

Upcoming dates

As of this posting, upcoming dates include:
FirstSearch training (Placeware sessions):

WindowEyes training with Barry Levine in iVocalize chat room:

Advisory Committee Meeting in iVocalize chat room:

10. Follow up:

Downloading QPE librarian and patron software:

Tom Miller will be available to any of you that would like to work with him or have your IT staff contact him. He can be reached at millertj@oclc.org 614-764-6130.

The url for downloading and installing the Librarian software:
http://questionpoint.org/support/documentation/enhanced/install_enhcomm_libr.html

After you have downloaded and installed the Librarian plug-in, go to this url to log in and test.
http://questionpoint.org/support/documentation/enhanced/logon_enhcomm_libr.html

To log in, the authorization number is: 100265071
The ID number is 10589
The password is RAG2GREET (case sensitive)

If you would like to download and install, also try logging in.

When we do our mentoring sessions, you will have a chance to practice monitoring calls. However, if you want to try it, have someone go to the InfoEyes page and have someone download the patron plug-in when you are logged in and see if you can hear the call coming in. This is all that is necessary for you to monitor the enhanced.

FirstSearch: negotiated trial terms for each of the databases requested:

Full Trial Period

Partial Trial Period

Last updated: January 10, 2014.
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