Hoover/SUL Realignment

Transition Steering Committee

Meeting of August 28, 2001

3:00-4:00, Assunta Pisani’s office

Present: Tony Angiletta (SUL), Linh Chang (Hoover), Joseph Dwyer (Hoover), Assunta Pisani (SUL, chair), Karen Rondestvedt (staff), Paul Thomas (Hoover), Catherine Tierney (SUL)

I.    Minutes

The minutes from all previous meetings have been reviewed and revised, and are now ready to be placed on the web.

II.    Referring patrons from Hoover to SUL

A high-level meeting between the Hoover library and SUL was held to discuss the process of referring Hoover patrons to SUL and registering them there. In broad outline, Hoover will legitimize the patron, then he/she will register at Green Library. After registering, the patron will receive a card which will allow access to all SUL libraries.

Details are still being worked out. The Committee mentioned one special category of patrons, people from the local community who come regularly to Hoover just to read current newspapers. Hoover estimates there are 20-25 individuals involved. This category may require separate procedures.

Once detailed procedures are worked out, the results will be monitored. If there are problems, the procedures can be modified.

III.    East Asia Library

The East Asia Library will be a self-contained unit within SUL.  For the near future, this library will continue to have the same access policies it has had as a unit of the Hoover Institution. If issues develop, these policies will be modified.

Material currently in the South Mezzanine will begin to be moved out on Tuesday. Three weeks have been allowed for this move, although it may take less time. On September 24 the East Asia collection will begin to move into the vacated South Mezzanine. Mark Tam and his selectors will identify material to go to SAL II, given that not all the volumes will fit into the South Mezzanine space.

The East Asia staff will move approximately September 13-14. Because it will take longer to move the collection than to move the staff, staff will need to page books for a certain period of time.

A layout for the East Asia Library’s reference area is under development.

IV.    Staff transferring from Hoover to SUL

Letters are about to be sent to Hoover staff who will be transferring to SUL. These people already know about their transfers, but the letters make the appointment official. They contain the same sort of information that goes to new hires.

Staff transferring from Hoover to SUL will find out today the exact date of their moves.

Hoover transferees will receive SUL network and Meeting Maker accounts. The transition from Hoover’s server to SUL’s will probably take a while for many of the individuals involved. For that reason, Hoover needs to keep these people’s accounts on the Hoover server active for a while, perhaps for a quarter.

Curators who are transferring and Paul should know where their offices will be by the end of this week.

What furniture will move from Hoover to SUL has not been decided yet.

V.    Incoming material for Hoover Reference

A workflow for this material will be worked out during September. These procedures will need to include a mechanism for sorting Hoover’s incoming mail until all vendors have made the necessary shipping address changes.

VI.    European Union material

Paul has sent a letter to Barbara Sloane of the EU delegation in Washington, stating that Hoover is assuming it is still a depository, that Hoover is part of Stanford, etc.

VII.    Public update on realignment

Paul passed out a draft of a realignment update announcement for the public, to be current as of September 1. The Committee discussed it. Paul will revise the draft, with the goal of having a final version ready by Friday. The Committee decided it should be posted at least on the SUL/AIR website and appear in the SUL/AIR News. Later it can appear in more detail in the Stanford Report.

VIII.    Hoover collection development policies

SUL has received all the Hoover collection development policies except the one for Western Europe. That is finished, and SUL should receive it soon.

IX.    Technical Services preparations

SUL Technical Services is as prepared as it can be for the changes connected with the realignment.

X.    The next meeting will take place Monday, September 10, 2001 at 2:00 in Assunta's office.

Respectfully submitted,

Karen Rondestved

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