Hoover/SUL Realignment

Transition Steering Committee

Meeting of September 10, 2001

2:00-3:00, Assunta Pisani’s office

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

I.     Minutes

Minutes of the meeting of August 28 were distributed by e-mail and on paper. There were no comments.

II.     Transfer of orders from Hoover to SUL

Open orders for serials are in the process of being converted. Monographic open orders were copied this weekend, meaning that SUL can now receive the material that comes.

SUL Acquisitions staff are still working on procedures for open multi-volume monographic sets. The default with incoming material is that if SUL pays for an item, SUL will keep it. But there should be a mechanism to trigger consulting the appropriate selector about location if Hoover has earlier volumes.

Any volume received on an order record that has Hoover Reference as the location will go to Hoover and Hoover will pay for it.

III.     Policy and procedures for access to SUL for Hoover readers

A document entitled "Policy and Procedures for Access to SUL by Hoover Institution Readers," revised 8/29/01, was distributed. There were no comments. It will be distributed to staff.

IV.     Update on move schedules

The planned transitions in responsibility in collecting and servicing materials that represent the first phase of the realignment took place on September 1^st .  Due to the discovery of preservation concerns with materials in the East Asia Collection in late August, the physical move of the East Asia Library to the Meyer Library building has been postponed until a plan for appropriate treatment of those materials can be determined and accomplished prior to their housing in Meyer.  In the meantime, the East Asia Library will function in its current location in the Lou Henry Hoover Building as a Branch Library of the Stanford University Libraries, and administratively as a unit of the newly-created Area Studies Group, headed by Paul Thomas and reporting to Assunta Pisani.

V.     An article will be sent to the SUL/AIR News welcoming Hoover staff who have arrived at SUL or soon will, and announcing their new locations.

Concern was raised over the Hoover cataloging backlog and when it will be moved. Hoover Circulation staff often cannot find items that are supposed to be there.

VI.     Use by SUL selectors of new funds resulting from transfer of acquisitions money

Realignment guidelines for collection development of mainstream or trade materials formerly acquired by the Hoover Library have now moved to SUL. Hoover Library acquisitions funds that supported such accessions, including a 3.5% increment for FY 2002, have been distributed to the relevant SUL selectors. Hoover is still purchasing materials for their Archives, as well as some reference titles needed for assisting patrons.

VII.     Communication with selectors affected by the realignment

Concern was expressed that some selectors are not aware of some of the procedures for dealing with library materials formerly in Hoover's scope. Examples include how the separate budget lines should be used (see V. above) and what is being done with unfinished multi-volume sets for which Hoover already has some volumes. (One selector was about to place a new order for the remaining volumes, which would duplicate the open Hoover order that was being rolled over to SUL.) It was decided that a memo would be sent to selectors once the Acquisitions procedures have been worked out.

VIII.     Material from and about East Asia

East Asian monographs in the vernacular are not ordered in the Unicorn library computer system. Staff can therefore continue to order, receive and pay for material as they did before. East Asian serials have been rolled over and check-in of issues can proceed. Western-language material relating to East Asia was generally ordered by SUL before the realignment, except for reference material.

IX.     Additional decisions and clarifications about curators and collections

Elena Danielson will be Hoover’s Curator for the West European Collection. Ramon Myers will remain the East Asian Curator at Hoover for a year. The Middle East vernacular collection will be integrated with the rest of the SUL collection according to subject; it will not be shelved separately.

X.     The next meeting is tentatively scheduled for September 17 at either 11:00-12:00 or 12:00-1:00.

Respectfully submitted,

Karen Rondestvedt

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