IFLA Standing Committee on Reference Work Summer 2003 Newsletter Volume 2, Issue 1 Note from the Chair Media-Information-Culture.” Our section will host two programs, an Inside this Issue open session and a workshop, both of which will address the changes in the profession of reference librarians as 1 Note from the Chair Annsofie Oscarsson well as rapid changes in the reference environment. In particular, the workshop will focus on hot topics in 2 Agendas for Reference Work Section Meetings in Reference. In addition, we are co- Berlin sponsoring a program on electronic journals together with the Serial 2 Open Session: Publications Section. Reprofessionalisation of Reference Work Our section has carried out a small 2 Minutes of Glasgow project on Best Practices in Digital Committee Meetings Reference and a brief description will Annsofie Oscarsson,, Interim Chair be included in this newsletter. 4 IFLA Reference Work Section Project Proposal: Dear colleagues, We are pleased to welcome the For further information on Reference Best Practices for Digital second issue of the newsletter of this Work Section, please visit our web Reference section. We are also pleased to page at: 4 2003 Standing Committee Appointees recognize the great interest in reference issues, which have moved http://www.ifla.org/VII/s36/rw.htm us towards establishing a regular 5 Serial Publications & On our web page you will also find Reference Work section. The Interim Standing Committee took part in the regular updates on our activities. We Workshop nominations this year and the number encourage you to let us know any 5 Draft of Digital Reference comments or ideas on topics and Service Guidelines of received nominations was 21. The number of members of the Reference issues that may be of interest to Summary Work Section was 48 by March 2003. reference librarians. Your co- 6 Reference Work Section operation is important for our Annual Report In this issue you will find the Minutes from the Glasgow SC-meetings, the planning of activities. By working 2001-2002 together we can establish a “reference revised Strategic Plan for our section 6 community” that embraces all kinds Reference Work as well as the Annual Report 2002. Workshop: Hot Issues of aspects in Reference, which is one We have also included the list of current members. of the aims of this section. 7 Reference Work Section Schedule for Berlin 2003 The theme for the Berlin World We are looking forward to seeing Library and Information Congress: many of you in Berlin! 69th IFLA General Conference and Council is: “Access Point Library: Annsofie . . . . . . . . . . . . . . . . . . . . . . . Open Session Reprofessionalisation of Reference Work: Interaction in the Physical and the Virtual Library Agendas for Reference Tuesday, August 5 Work SC Meetings 4:00 p.m. – 6:00 p.m. in Berlin Digital Reference in Germany – an overview and experiences Standing Committee I on the need for qualifications. Professor Dr. Hermann Rösch Saturday 2 August (Fachhochschule Köln - Fachbereich 8:30-11:20 Informationswissenschaft, Köln, Germany) 1. Introductions 2. Approval of agenda Working from my desktop: issues in delivering information 3. Approval of minutes of SC and services to University of Melbourne postgraduates based meetings in Glasgow 2002 in country campuses and hospitals. Sabina Robertson (School 4. Chair’s report (Annsofie of Graduate Studies - University of Melbourne, Melbourne – Oscarsson) Australia) 5. Elections of officers 6. Report from the Coordinating Co-operation across cultures in public and scientific libraries: Board (Martin Kesselman) Cooperation in Net Librarian / BiblioteksVagten: A Danish 7. Financial report (Martin “Ask The Librarian” – Service. Vera Daugaard. (Herning Kesselman) County Library, Herning – Denmark) 8. Report from the Information Coordinator (Cathy The state of virtual reference. Anne Grodzins Lipow. (Library Wojewodzki) Solutions Institute and Press, Berkeley, California – USA) 9. Report on Digital Reference Service Guidelines (Diane Kresh, Project Coordinator) 10. Strategic Plan 2003-2005 11. Proposals for new projects Standing Committee II Minutes: IFLA Reference 12. Organization of SC-work Friday 8 August Work Section between conferences 10:15 – 12:15 August 2002 13. Matters concerning Berlin Glasgow, Scotland conference 1. Reports on Berlin conference Open Session Open Session Interim Standing Committee Workshop Workshop Meeting I Co-sponsored program on Co-sponsored program on Management on Electronic Management on Electronic Introductions and Regrets Journals Journals Agenda approved IFLA-booth schedule IFLA-booth Chair's report (Annsofie 14. Discussion - Green Light Task 2. Final planning for Buenos Aires Oscarsson) –There are 18 Force (paper will be distributed 3. Pre-conference Oslo 2005 committee members and one prior to the conference) (Gunilla Häkli) corresponding member. Vacancies 15. Planning for Buenos Aires 4. Advance planning for Oslo 2005 for the 2001-2007 committee will 16. Other business 5. Other business be filled from nominations made October 2002 - February 2003. With regard to institutional/ . . . . . . . . . . . . . . . . . . . . . . . organization members, we have 33 staffing in countries around the Interim Standing Committee members and 8 clearinghouses. world. Meeting II We need a liaison to one of the • Add professional priority under sections in Division 8. (Franceen 3: i. Promote the value of Agenda –added Project on Digital Gaudet will attend the African libraries. Guidelines and Discussion on the Section). Tuesday, we are • Add Action 3.1: Review the need for a mid-year meeting. responsible for staffing the IFLA impact of privacy such as Reports on the Glasgow booth from noon to 1 p.m. maintaining user records, and conference – At our open session CB 1 Report (Martin Kesselman) - copyright laws, the ethics of there were problems with the $367 left from Division 5 commercial services, and French translations. We might do administrative funds. Conference licensing agreements. better with fewer speakers, i.e. 3 attendance is expected to be over • Change and Move Action 5.1 as speakers and a reactor panel. 4000, including attendees from 117 action 4.1. Which is better -- a call for papers countries and 35 mobile libraries. • Change Goal 5 to: Reference vs. selecting good speakers? The IFLA Express will be printed in all resources in a digital world. workshop was excellent, 5 IFLA official languages. All • Add Action 5.1 -- Investigate everything fell into place with the sections were asked to please how libraries can have an impact registration and there was truly review and update their action on the tools and their cost and global representation. plans. Berlin open sessions will be lobby other IFLA groups to be Report from the African Section limited to 2 hours each. Kay involved in this area. of Division 8 (F) – This section is Roseroka is having a discussion on • Add Action 6.1 -- Conduct interested in the development of the digital divide on Wednesday workshops on important and library associations in Africa, the afternoon for input on her timely topics. development of curricular materials presidential priorities. The using information technology, the • Add Action 6.2-- Translate the remaining round tables are development of a manual on informational brochure into transitioning to sections and will be preventive maintenance German, French and Spanish. electing interim officers. technology, the effective use of Guidelines and Standards of Digital Financial Report (Martin Internet resources, freedom of Reference Project - Vera Fullerton's Kesselman) - A request was made information and expression, and report on the project was discussed. to continue project funds for a new preservation. Annsofie related her discussions with project on developing best practices Planning for Berlin – The group Sjoerd Koopman from IFLA HQ. for digital reference. A statement discussed whether it should co- Evidently UNESCO was interested on the Section’s new project is sponsor an open session or have in working with our section to appended at the end of these two coordinated sessions jointly develop digital reference guidelines minutes. with the new information literacy that could be tried in modern Information Coordinator's Report developing countries such as section (previously the User (Cathy Wojewodzki) - Cathy was Education RT). It was decided to Thailand and Brazil. These congratulated for her work and the hold our own separate open guidelines would include best beauty of the newsletter. Info on session. The topic proposed was practices, mentoring and training, the section's discussion list should Re-professionalisation of and, perhaps the creation of a toolkit be included in the newsletter. Reference Work: Interaction in the for virtual reference services. Strategic Plan Review - Goals and Physical and the Virtual Library. Working with IFLA Division 8 on Actions were revised as follows: Anne, Josje and Bodil volunteered this project was suggested. All • Action 1.1 should now read: section members expressed interest to coordinate the session. Marty, Review best practices on how in working on this project. Susanna and Valentina volunteered libraries around the world to coordinate a workshop. The Report on the Glasgow Open achieve a user-centered Session and Workshop - over 60 workshop may pursue some hot reference service. proposals were received for papers at topics in reference work via a • Action 2.1 should now read: the open session. Anne Lipow told poster session / discussion format. Review the state of the art of The deadline for open session of her difficulties with requiring pre- reference organizations and registration for the workshop. proposal is March 15. . . . . . . . . . . . . . . . . . . . . . . . . 3 Planning for Buenos Aires -- topics suggested included (1) IFLA Reference Work Section Project Proposal guidelines for virtual reference Best Practices for Digital Reference (results of our project), and (2) A subgroup of the Reference Work Section, headed by Diane Kresh design of new reference spaces that of the Library of Congress, will develop a publication of best practices take into account virtual reference. for digital reference. This project stems from the section's work Project -- We decided to continue looking at existing guidelines prepared by various other library our small project on Digital associations and groups related to digital reference services. Based on Reference Guidelines and the these guidelines, research of best practices from individual and library development of a set of best collaborations for digital reference, and existing training materials; practices, using the monies that had they will create IFLA guidelines that will be useful for libraries been allocated for the project last beginning or evaluating a digital reference service. year, but unused. Annsofie and Digital reference services are still in their infancy and changing due Amanda talked to Abid at the to changes in technology, so that best practices instead of standards are workshop regarding UNESCO appropriate. In discussions that Sjoerd Koopman has had with funding and involvement. It seems UNESCO there emerged a need for best practices/guidelines that can that UNESCO had already struck a be useful to libraries worldwide. We have been in contact with Ian deal with Robert Gordon Johnson from the University of Aberdeen who is working with University Library School headed UNESCO on guidelines for digital reference for distance learners. Our by Ian Johnson. Marty agreed to broader approach will build on their work and provide opportunities follow-up with Ian Johnson and for collaboration on the development of IFLA/ UNESCO guidelines. look for ways we might UNESCO has also expressed interest in testing the guidelines we collaborate. Section members that create in two advanced developing countries. The development of the will work on our project this year IFLA Guidelines and their possible adoption by UNESCO will provide include: Diane, Anne, and Vera, a very tangible and important result for this project. and will also include Franceen as In addition to publication of the guidelines, the Reference Work an additional member of the project Section will post the guidelines via IFLANET and relevant worldwide team, although she is not currently library discussion lists, plan a workshop discussing the guidelines, and a member of the section. This possibly develop a poster session related to these best practices. years project funds for developing best practices will work to coordinate with the efforts of 2003 Committee Appointees Diane Nester Kresh UNESCO and Robert Gordon Library of Congress, United States University. Annsofie Oscarsson Mid Year Meeting -- We decided Umea University, Sweden Bodil Wöhnert one is not needed. Central Library i Esbjerg, Denmark Newsletter -- We will strive for one Martin Kesselman newsletter to be published in the Rutgers, The State University of Gunilla M. Hakli spring. New Jersey, United States University of Helsinki, Finland Catherine Wojewodzki Valentina Comba University of Delaware Bologna, Italy United States Amanda Duffy Josje Calff Westminster Libraries Koninklijke Bibliotheek, United Kingdom Netherlands Petra van den Born Andrea Delumeau UNESCO Library, France Issy les Moulineaux France Jieyin Feng Secretary Marty Kesselman Anne Grodzins Lipow Shanghai Library, China Library Solutions, United States 4 . . . . . . . . . . . . . . . . . . . . . . . . Uwe Schwersky Staatsbibliothek, Serial Publications & Reference Work Workshop Germany Electronic journals: how they are changing our lives? Thursday August 13:30-17:30 Birgitta Fogelvik The Royal Library, Sweden This workshop will examine the impact of electronic journals on a number of library activities Francis T. Kirkwood Library of Parliament, Canada • Selection of titles for a library • How e-journals are packaged and distributed Beth Fisher • Licensing and rights management Virginia Tech University • Workflow in acquisitions and cataloging United States • Reference and public services work Concha Lois Cabello Panel Biblioteca Nacional, Spain Adolfo Rodriguez (Universidad Nacional Autonoma de Mexico, Mexico City, Mexico) Raymond-Josué Seckel Purification Garcia Delgado (Universidad Politecnica de Valencia, Bibliothèque Nationale de France Valencia, Spain) Andreas M. Heise (Staatsbibliothek zu Berlin, Berlin, Germany) Franceen Gaudet Evelinde Hutzler (Universitätsbibliothek Regensburg, Regensburg, National Library of Canada, Germany) Canada Dan Lester and Peggy Cooper (Boise State University, Boise, USA) Hildegard Schaeffler (Bayerische Staatsbibliothek, Münich, Germany) Suzanne D. Gyeszly Texax A&M University United States Draft of Digital Reference Service Guidelines Summary At the 2002 annual IFLA meeting in Glasgow last August, the IFLA Reference Work Standing Committee initiated a project to develop digital reference best practices for the international community. Diane Kresh, the Director of Public Service Collections at the Library of Congress was asked to chair this subgroup. Preliminary research conducted by Vera Fullerton of George Washington University (Washington, DC) [http://www.ifla.org/VII/s36/pubs/drsp.htm], a member of the Reference Work Standing Committee, has shown that attempts have been made to establish digital reference best practices, but that no one has yet produced a universally applicable document reflecting the diversity of libraries and librarians worldwide. As more and more institutions bring their collections and expertise to the web, and as new technologies provide new opportunities for collaboration, the need for universal standards of practice is increasingly clear. The subgroup’s goal is to create a document that will serve as both a “how to” manual for administrators hoping to establish digital reference services, and a guide for practitioners to consult as they transfer their skills to an unfamiliar environment. It will provide information on how to build, administer and evaluate a digital reference project, as well as basic recommendations for reference practice, intended to facilitate cooperation between institutions throughout the world. Subgroup members are currently reviewing the existing literature, as well as a draft of a best practices document written by reference specialists at the Library of Congress. They plan to complete a draft of their own document by early Summer 2003, when they will submit it for review by the full committee. . . . . . . . . . . . . . . . . . . . . . . . . 5 Reference Work Section • Marketing/Visibility of library reference services Thursday 7 August Annual Report • Providing a forum for 2001-2002 9:00-12:00 information on the nature of reference work in different Reference Work Workshop by Annsofie Oscarsson, parts of the world Hot issues in reference: mini- Head of Reference, Umeå University Library, Sweden discussions on reference topics During 2002, the SC has planned and of global interest carried out the following activities. In March 2001 the Reference Work Discussion leaders will Discussion Group became the Open Session Glasgow (more than introduce a topic lead a small- Reference Work Section and by its 300 attendants) group discussion for 30 to 40 establishment is the sixth section of Globalisation in Reference Services. minutes. Several mini- Division V. The first Standing Speakers Diane Kresh, Franceen discussions will take place at Committee meeting was held at the Gaudet and Nicholas Savard, the same time so that attendees Boston conference and at that time Carolyn McSwiney, Ruth Kondrup, can attend 2 or 3 discussions of there were 8 provisional committee Mody Sow, and Jolanta Wrobel interest during the time members. Its convenor, Ms discussed virtual reference in available. Annsofie Oscarsson, was elected as Canada, the importance of knowing Interim Chair of the section. Mr. who our clients are, using online Martin Kesselman was elected as union catalogues and national Secretary/Treasurer and Ms bibliographies for reference work, The IFLA Reference Work Catherine Wojewodzki as reference libraries in Dakar, and the Section is a forum for the Information Officer. Another ten role of reference librarians in a new discussion of all aspects persons and one corresponding democracy. of reference work in all member were nominated and types of libraries in all approved as provisional members Workshop Glasgow (60 attendants, regions of the world. in August 2001and March 2002. which was the maximum) How to start a Virtual Reference For more information about Scope and Action Plan Service in your Library. the section, please see our The Reference Work Section will Anne G. Lipow organized this popular web page at address all aspects of reference work, program to help librarians plans for http://www.ifla.org/VII/s36/rw.htm in all types of libraries, in all regions of virtual reference services. the world. Current interests encompass This web site gives the the new electronic environment and Project section the resulting changes in reference A “small project” on Digital Scope work, the future role of reference Reference Guidelines has been Strategic Plan work, and the quality of reference carried out, by Vera Fullerton. The Publications services. Investigation, discussion, following report was published: Newsletter and programming will focus on: IFLA Digital Reference Standards Section Leaflet • User-centered reference Project,,Vera Fullerton Annual Report services (firstname.lastname@example.org), August 2002 Conferences • Organization and staffing Minutes of Meetings of reference services Other Publications Four-year perspective • Ethics and the provision of Newsletter: Summer 2002, Volume Useful Addresses high quality service 1, Issue 1 • The impact of the digital The section leaflet is now environment on reference The Section’s Information Brochure available in English, French, services was published in English, German, German, and Spanish. • Reference collections in a French and Spanish. These may be read online at digital world http://www.ifla.org/VII/s36/rw.htm#1 http://www.ifla.org/VII/s36/rw.htm • Continuing education of reference librarians 6 . . . . . . . . . . . . . . . . . . . . . . . . Schedule for Berlin 2003 Saturday 2 August 8:30 – 11:20 Standing Committee on Reference Work Meeting I Tuesday 5 August 16:00 – 18:00 Reprofessionalisation of Reference Work: Interaction in the Physical and the Virtual Library Thursday 7 August 08:30-12:30 Reference Work (workshop) Hot issues in reference: mini-discussions on reference topics of global interest Thursday 7 August 13:30-17:30 Serial Publications & Reference Work Workshop Management of Electronic Journals: the Decision Making Process How E-Journals are Packaged, Licensing and Rights, Cataloguing and Access Friday 8 August 10:15 – 12:15 Standing Committee on Reference Work Meeting II Workshop attendees in Glasgow: Arthur Brady (LSSI/Tutor.com), Josje Calff (National Library of the Netherlands), Linda White and Diane Kresh (Library of Congress), Anne Lipow (Library Solutions), Christine Gläser (University of Oldenburg), Annsofie Oscarsson, Umea University Library. . . . . . . . . . . . . . . . . . . . . . . . . 7 Catherine Wojewodzki Information Coordinator & Editor IFLA Section on Reference Work c/o University of Delaware Library 187 South College Avenue Newark, DE 19717-5267 ADDRESS CORRECTION REQUESTED Subscriber 8 . . . . . . . . . . . . . . . . . . . . . . . .