Category Archives: Meeting Minutes

Meeting Minutes – April 30, 2015

  1. Teresa L. Knott, Director of TML and Associate University Librarian, led a discussion on the 2015-2016 Student Technology Fee (STF) Proposals
    • Discussed TML-related requests, including:
      >>> Updating the TML Distance Education Classroom’s videoconferencing equipment
      >>> Replacing public computers that will be going off warranty
      >>> Purchasing GoPro cameras
      >>> Purchasing solid state drives for TML mobile classroom
    • Some student comments on our STF requests:
      >>> Strong support for dual monitors at the public computers on TML’s 2nd floor
      >>> GoPro cameras
      ——->>> Need to be well advertised.
      ——->>> Suggestion to advertise for its use in labs, where graduate students or PIs record a certain procedure for junior students to review when needed.
      ——->>> Suggestion to rent for 48 hours at a time.
      ——->>> Make sure we purchase associated accessories — head mount, helmet, etc.
      ——->>> Target instructors — good potential teaching tool. Especially for simulations.
      ——->>> Ask liaisons to advertise that GoPro cameras are available at TML.
  2. What did you enjoy doing as part of TMLGAC this year? What would you like to see us do next year?
    • Enjoyed learning about the variety of services the library offers; suggestion to include database searching/liaison services for one TMLGAC session
    • We recruit a diverse group of students from different schools so we could ask them to advertise (e.g. forward emails) for us; you’re more likely to read an email from someone you know than from someone you don’t.
    • Filling out surveys prior to meetings made one student feel more engaged with TMLGAC.
    • Assign TMLGAC members mini-assignments. Eg) “Ask 5 people you know in your school at different levels….”
    • Work more closely with SGA (or GSA).
      >>> SGA may be able to cover the cost of therapy dog donations.
      >>> Table at SGA stress free zone in Larrick.
    • Request from Teresa: Share the names of faculty who you think would be receptive to library services or instruction in the classroom!
  3. TML Hours during Bike Race in September (
    • TMLGAC students didn’t feel that having limited hours (8am-5pm) at TML during the bike race would negatively impact them.

Please contact Karen at if you do not receive your $100 honorarium within the next couple of weeks.

Thank you for your contributions to TMLGAC. We appreciate the feedback you’ve provided us and hope that the experience has been informative and enjoyable for you as well. Have a wonderful summer!

Meeting Minutes – March 26, 2015

There was no meeting in February due to inclement weather. A survey was completed by TMLGAC members to count toward their February attendance.

  1. Emily Hurst, Head of TML’s Research and Education department, led a discussion on our survey results
    • There are library liaisons for each school on the MCV campus:
    • VCU Libraries is on social media. TML has its own accounts on Twitter and Facebook — students are invited to like and follow us!
    • Some student comments:
      >>> Publicize news in our bathroom stalls (via The Well or our own newsletter)
      >>> Assignments are helpful for retaining information.
      >>> Online, asynchronous webinars would be useful.
      >>> Some interest in scientific writing workshops — reports, grant writing, how to start a proposal (formatting), how to prepare for publication — although one student said that he defers to his PI for that information.
      >>> Use social media for changes in our hours, etc.
      >>> Social media contests are interesting to students.
      ——->>> VCU paraphernalia make good prizes.

      ——->>> Free printed posters are also good incentives for student participation.
  2. Request for Certificates indicating TMLGAC participation
  3. Introduction to Margaret Henderson, Director of Research Data Management
    • Research data management support
    • Discussed Scholars Compass, VCU’s Institutional Repository
      >>> Read your publishing agreement and negotiate with your publisher if you want to retain certain rights. SPARC’s author rights.
      >>> Add posters to Scholars Compass.
      >>> Add pre-print/post-print/publisher’s version of your article (if your publishing agreement permits you to do so).

Meeting Review – January 22, 2015

  1. Introduction to Emily Hurst, Head, Research and Education department at TML
  2. Introduction to VCU Libraries’ web team
    • Erin White, Web Systems Librarian at VCU Libraries
    • Shariq Torres, Web Application Analyst
    • Alison Tinker, Web Designer
  3. Task run-throughs
    • TMLGAC members broke up into small groups (with 1+ observer/group)
    • Talk-aloud protocol explained
    • TMLGAC members completed tasks using the talk-aloud protocol
      — Task 1: Make a study room reservation using VCU Libraries’ website
      — Task 2: Cancel the reservation
      — Task 3: Switch to mobile and repeat
  4. Group discussion
  5. Clarification on TMLGAC email list policy
    • For now, TMLGAC emails will remain limited to library-related posts
    • We highly encourage TMLGAC members to publicize events that others might be interested in by bringing that information to one of our meetings

In November, TMLGAC members were invited to join TML for its Thanksgiving celebration. The December meeting was canceled due to a scheduling conflict.

Meeting Minutes – October 30, 2014

  1. Student Discussion: PhD Posters vs. VCU Libraries’ poster service
  2. Guest: John Ulmschneider, University Librarian
    • A student library fee ($50/year) was recently implemented.
      • This fee will be used for things relevant to students on both campuses, but will not go towards costs related to collections, research services, and automated services.
        • At Cabell Library, the student fees are being used to:
          • support the new Innovative Media Lab, which will include a makerspace with 3D printing, data visualization tools, a gaming room, among other things.
          • staff and sustain 24-hour service in the expanded library space.
        • At Tompkins-McCaw Library (TML), the student fees are being used to:
          • staff our new, extended hours.
          • conduct a consultancy and design survey for TML.
        • When Cabell Library’s construction is complete, there will be a dedicated facility on the 4th floor for all VCU graduate students and faculty.
      • VCU leadership is interested in ensuring student success for graduate and professional students, not just undergraduates.
  3. Open Discussion
    • Has providing 24-hour service at Cabell been a strain on library finances?
      • There are nontrivial costs (e.g. security costs) involved in keeping Cabell open around the clock, but heavy library use during the overnight hours makes it worthwhile.
      • Usage rates during extended TML hours are being closely monitored.
    •  Late night transportation is an issue.
      • There are different telephone numbers for escort services on each campus.
      • Escort services on the MCV campus are slow to respond.
      • Limited bus service during the summertime is inconvenient and unfair since the MCV campus doesn’t go on break during the summer.
      • Security is key to longer hours at TML.
    •  Access to library resources.
      • Why are students who are affiliated with the MCV campus being directed to pick up their library books at Cabell? (Steve B. will investigate.)
      • Interlibrary Loan is fantastic for articles!
      • For articles and book chapters that are physically available at TML/Cabell, are we scanning and sending them to students electronically, free of charge? (Karen G. will investigate.)
    •  Suggestions for additional services/resources that TML could offer:
      • 24-hour service (including weekends) when final exams are taking place.
      • Statistics consulting services through graduate assistantships.
      • Workshops on how to use specialized software for presenting data.
        (John U. is currently in discussions on how to support extensive data visualization/modeling capabilities at Cabell and will extend some of those conversations to include TML as well. He also commented that there are many useful services offered within programs/departments that are not widely available to the VCU community; he would like to see this change.)
      • Online, on-demand recordings of regularly held workshops, like ones for PubMed and RefWorks. Suggestion to use Echo360. (Karen G. will follow up on this.)
    •  VCU Libraries needs to make a stronger effort to educate the VCU community on:
      • the advantages of publishing in open access journals.
      • using metrics other than impact factors (e.g. altmetrics) to determine where to publish and/or to measure the impact of a scholarly work.

Meeting Minutes – September 25, 2014

  1. Welcome to TMLGAC
  2. Guest: Teresa Knott, Director, TML and Associate University Librarian
    • Student Technology Fee. Goes toward technologies for student use:
      – Update computers in public areas
      – Perform upgrades to study rooms, etc.
    • Higher Education Equipment Trust Fund (HEETF). Still awaiting information on which TML requests were approved
      • Student Library Fee (new)
        – Extended TML hours started on September 2, 2014
        – What do students want to see improved in our physical library facility?
        – Some suggested uses for the Student Library Fee at TML include:
        —-> Replacing the chairs and soft seating on the 1st floor
        —-> Replacing our current tables with ones that can move around easily
        —-> Adding electrical outlets with USB plugs to every carrel in the stacks
        —-> Adding more liaison librarians
  3. Open discussion
    • Study space
      – Some students prefer to quietly study with others (vs. in isolation)
      – A white noise machine in the stacks might be helpful
    • Research poster support
      – Suggestion for TML to hold research poster workshops once a semester
      – Printing posters
      —-> TML has a large format printer
      —-> PhD Posters was also recommended
  4. Scholars Compass is a publishing platform for the intellectual output of VCU’s academic, research, and administrative communities.  It includes research posters, theses and dissertations, published and unpublished faculty research, and more.
  5. Request for statistics consulting services at the library
    – Suggestion to inquire with SoP or other schools on whether their Statistics TAs would be interested in offering their services at TML
    – Graduate students can receive 5 hours of free consulting at the Statistics and Analytics Consulting Lab
  6. Upcoming Sanger Series lecture: Science and the World’s Future with Bruce Alberts. Tuesday, 10/21/14 at 12:00 pm, starting with a light lunch at 11:15am. RSVP required.

Meeting Minutes – April 24, 2014

Thanks to everyone for your participation in TMLGAC this year!   Please contact Karen ( if you did not receive your honorarium in April.  We will be in touch about participating in the 2014-2015 committee in the coming months.

The minutes for our April meeting are below.

  1. Guest: Teresa Knott
  2. Upcoming Events
    • Coffee Breaks in TML’s foyer from 3-5pm:
      Free coffee, tea and snacks!Monday, May 5 – Thursday, May 8
    • Exam Break: Pet a Pooch with Dogs on Call on Monday, May 5th, from 12-1pm
    • Exam Break: Massage on Tuesday, May 6th, from 12-1pm
    • See for more upcoming events
  3. Student Technology Fee (STF) Fund discussion

    • Review of proposal for expending VCU Libraries’ portion of funds from the Student Technology Fee
    • Feedback from committee members
      • Equipment that TML should consider purchasing
        • Dual monitors
        • GoPro cam
        • Really nice cameras — not flip video cameras — so that campus organizations can check them out to take pictures
      • Technology/equipment probably can’t be shuttled between libraries, but we could rotate when each library has equipment
  4. Proposed Student Library Fee: $25/semester
    • TML would use these funds toward:
      • Extending library hours
      • Hiring more library liaisons
      • Updating furniture
    • Funds would also be used to maintain the new library facility on the Monroe Park campus
  5. Miscellaneous
    • Alumni access to library databases
      • Database access through the university’s Alumni Association is very limited, but the Alumni Association does offer a discount for Friends of the Library membership
      • Joining Friends of the Library allows members to fully access library databases while in a library facility
    • A committee member recommended obtaining a RALC pass to access nearby facilities for studying

Meeting Minutes – March 26, 2014

  1. MCV Student Government Association Survey:
    Review of TML’s results
  2. Questions from TML’s Research and Education Department
    –  Do you think there’s student interest in a basic, 1-hour literature review workshop?  Yes, especially if it’s available online for asynchronous viewing.  Online tutorials for different levels (basic vs. advanced) would be useful.
    –  Are you aware that librarians can help you develop search strategies for a literature review or grant proposal?  Based on the feedback received, the department needs to improve marketing this service.  Suggestion: Portable posters advertising these services in TML.  Posters can compare user vs. librarian searches, or they can feature liaisons.  Additional suggestion was made that being on the 2nd floor of the Hunton Student Center from 1-3pm instead of 11-1pm might help librarians reach their intended audience.
  3. Next meeting: Thursday, April 24, 2014

Note: The meeting scheduled for Thursday, February 27 was canceled due to numerous scheduling conflicts.

Meeting Minutes – January 23, 2014

  1. Guest: Jodi Koste, University Archivist and Head, TML Special Collections and Archives
  2. Presentation: Tompkins-McCaw Library’s Special Collections and Archives — Collection Overview
  3. Agenda items
    –  Possible change in meeting dates. Steve will send out an email to see if meeting on Mondays or Tuesdays would work better than Thursdays for Committee members.
    –  New VCU Libraries website. There has been some difficulty with finding things on the new library website — seeing a list of TML classes/events was cited as one example.  There was also an inquiry on how to find out about the Bridging Campus Networks (i.e. free pizza) events at TML.  Karen followed up on this inquiry and was told that TML would advertise this event through its FaceBook page in the future.
    –  Upcoming classes/events at VCU Libraries: See
  4. Next meeting: Thursday, February 27, 2014 at 12pm in the 1st floor Conference Room at Tompkins-McCaw Library

Margaret Henderson, Director of Research Data Management, was unable to attend this meeting due to illness.  We will see if we can coordinate a meeting with her later this semester.  Big thanks to Jodi Koste for her fascinating presentation on TML’s Special Collections and Archives, especially given such short notice!

Meeting Minutes – October 24, 2013

  1. Guest: John Ulmschneider, University Librarian, VCU Libraries
  2. Programming and service ideas
    • TML now has loanable display adapters. Steve is working on getting some small presentation remotes.
    • Presentation skills speaker: Janet Rodgers, who recently held a “Podium Pizzaz” workshop for VCU Librarians, would be interested in hosting a presentation skills workshop for health sciences students.
    • Promotional materials for The Writing Center @ TML were handed out.
  3. Open Discussion
    • TML’s purchase of a Keurig is underway. The Inter Health Professionals Alliance will not be able to maintain the proposed coffee area, but they are interested in having a bulletin board in that area for event promotions.
    • Cabell Library update: When construction is complete (~August 2015), Cabell Library will have a dedicated space for faculty and graduate students on the top level.
      • VCU is trying to improve its services for graduate students; John U. stated that university leaders see the future of VCU in its graduate students.
      • John U. stressed that the current focus on Cabell does not mean that TML’s needs are being ignored. TML upgrades will be considered once Cabell’s construction is underway.
        • TML needs more windows
        • TML needs to have more space for its students
        • **Perhaps an upgrade could include vegetation on the roof?**
    • Students don’t feel a connection to the other campus, which has a different culture and curriculum structure.
    • Safety
      • Statistically, MCV is a safer campus compared to Monroe Park.
      • There was a request for escorts to parking decks. If Escort Services is unable to help with this request, this issue should be brought to the attention of the Associate Dean of a student’s respective campus, or Dr. Napoleon Peoples.
    • VCU Website: Can a direct link to TML’s website be added to VCU’s front page? John U.’s answer was that this request has already been made and that it’s unlikely to happen.

Meeting Minutes – September 26, 2013

  1. Welcome
  2. Introductions
    • TMLGAC Advisors:
      • Shannon Jones,  Associate Director, Research & Education
      • Steve Barkley, TML Operations Librarian
    • Committee Members
    • Guest: Teresa L. Knott, Director, Tompkins-McCaw Library and Associate University Librarian, VCU Libraries
      • Per suggestions from committee members, TML is now open until 10pm from Monday-Thursday.  After 8pm, IDs are checked and fines cannot be paid.  The library will evaluate whether to continue these hours in the spring.
      • TML is considering whether to purchase a Keurig coffee brewer, which would be kept near the vending machines.  Students could purchase K-cups from the Service Desk.  Maintenance of the area and inventory of coffee extras (such as creamer, sugar, and stirrers) would need to be managed by another party.  Potential groups that might be interested include the Inter Health Professionals Alliance or student groups from the School of Dentistry.
      • Still trying to gauge interest and funding for a mural on the 2nd floor of TML near the elevators.
      • Next major exhibit at TML is Discover Magic: Photographs by Jeanne Schlesinger.  Jeanne Schlesinger is the director of instructional development for the VCU School of Medicine.  Opening reception is on October 17, 2013, at 5:30pm.
      • Rams Reaching Out photography contest: Best Overall & Best Photograph were tied.
      • The committee suggested last year that TML should offer writing help; the Writing Center is now at TML on Tuesdays and Thursdays, from 12-6pm.  See
  4. Programming ideas and co-sponsorship for 2013-2014
    • Possible theme for a photography contest next spring: microscopic images.  This contest would be open to faculty and students, as well as the Life Sciences department on the Monroe Park campus.
    • Exhibit ideas?  Suggestion: radiology exhibit.
    • Lunch talks.  (Students mentioned that the key to good attendance is free food.)
      • Stress relief: Possible co-sponsorship with School of Medicine and CHEC
        – Yoga (free through Rec Sports)
        – 3-minute massages
      • Presentation tips
        – Possible presenter: Janet Rogers from Podium Pizzazz
        Presenting on rounds
      • Dog on call: Would like to do this again in the spring, but the organization is having budget issues.
  5. Open Discussion
    • There was a request to receive minutes before the next meeting so that everyone is on the same page
    • Some students don’t like having windows in the study room doors on the 2nd floor of TML.  The librarians explained that they are there for safety reasons and so that others know when a room is being used.
    • There is strong support for modernizing the study rooms on the 2nd floor of TML.  Committee feedback:
      • Do not lose space during renovations since rooms are already small
      • Plugs in tables aren’t useful – just make electricity available
      • In general, keeping desks/tables clear is desirable
      • Use outlets with a regular plug and USB connection
    • Making connectors available for checkout at the Service Desk is useful
    • Quiet vs. loud study areas are largely determined by students, not librarians