NMRT special e-board meeting, November 3, 2011

Today I am calling for a special electronic board meeting to be delivered through our ALA Connect space.

A proposal has been posted in Connect from Megan Hodge (NMRT Leadership Director) to Accept a Copyright Agreement for EndNotes (http://connect.ala.org/node/157878). This proposal was previously discussed at the electronic meeting of the NMRT Executive Board on 10/25/2011. Discussion was tabled until the Copyright Agreement could be reviewed by the ALA Rights and Permissions staff. They have approved the document as is.

Endnotes is planning on a mid-November publication. We need to complete discussion and vote on the proposal as soon as possible so that Endnotes has the possibility of distributing the proposed copyright form to this issue's authors. I therefore request that Board participation be as quick as possible so that a decision is made on this issue before close of business on Monday, November 7.

NMRT Board
Special E-Board Meeting Agenda
November 3, 2011
ALA Connect

1)      Call to Order and Sign In2)      Proposal for Endnotes Committee copyright form – Megan HodgeAppendix 1: Proposal for Endnotes Committee copyright form - see http://connect.ala.org/node/157878Appendix 2: Text discussion from the e-Board meeting of 10/25/2011

From the chat transcript of the ALA NMRT e-Board Meeting, held via iLinc, 10/25/2011. There may have been some limited vocal discussion not recorded here. Also included are the responses we received from ALA Liaison Kim Redd.

Participating in the text discussion were:

Melissa Mallon: Endnotes Committee Chair
Coral Sheldon-Hess: Member Services Director
Megan Hodge: Leadership Director
Susan Jennings: Councilor
Rebecca Miller: Secretary
Janel Kinlaw: Vice President/President Elect
Deana Groves: Past-President
Linda Crook: President
Kimberley Redd: ALA Liaison to NMRT
Jonathan Lu: 2011 Emerging Leader, NMRT Asst. Treasurer/Treasurer Candidate (2012/2015)

[09:59:03 am] Melissa Mallon: Hi everyone, I don't have a mic so I'll be speaking via chat.

[09:59:30 am] Melissa Mallon: We are proposing the acceptance of a copyright form for Endnotes authors.

[10:00:13 am] Coral Sheldon-Hess: I apologize if I missed it. Was the form posted anywhere?

[10:00:20 am] Melissa Mallon: My assistant chair, Melanie Griffin, drafted up a copyright agreement form that mimics the one used by C&RL.

[10:00:28 am] Megan Hodge: http://connect.ala.org/node/157878

[10:00:52 am] Melissa Mallon: Does anyone have any questions for Megan and I?

[10:01:02 am] Coral Sheldon-Hess: Thanks, Megan!

[10:02:09 am] Susan Jennings: Coral http://connect.ala.org/node/157878)

[10:02:20 am] Rebecca Miller: First of all, I think this is great (Happy Open Access Week!)

[10:02:23 am] Susan Jennings: oops... I should read ahead

[10:02:26 am] Coral Sheldon-Hess: Thanks, Susan :)

[10:02:31 am] Rebecca Miller: I am wondering about the possible archiving of the signed forms, though

[10:02:37 am] Melissa Mallon: I think it would be a good idea for all contributers to complete a form - both article authors and reviewers.

[10:02:54 am] Melissa Mallon: Yes, I wonder about that too, Rebecca!

[10:02:57 am] Coral Sheldon-Hess: They could "e-sign" it, so we don't have to keep paper copies.

[10:03:20 am] Janel Kinlaw: they should probably be added to the NMRT Archives database

[10:03:26 am] Deana Groves: Coral that would be the best solution

[10:03:33 am] Coral Sheldon-Hess: In some places, that's just typing your name and a date. There are fancier solutions requiring a digitized signature or ... I dunno, other fancy stuff.

[10:03:48 am] Linda Crook: How many authors per issue, Melissa?

[10:03:55 am] Kimberly Redd: The forms can be sent to me and filed here at ALA

[10:03:57 am] Susan Jennings: Could that be an intermediary page when authors contribute?

[10:04:03 am] Janel Kinlaw: I think making a PDF of the document with some kind of name on it would work

[10:04:12 am] Susan Jennings: something like "By clicking submit you agree to this...."

[10:04:14 am] Linda Crook: Thanks, Kim!

[10:04:28 am] Megan Hodge: Or they could e-mail a scanned, signed copy if an actual signature is necessary.

[10:04:43 am] Melissa Mallon: Actually, I think Melanie did set up a pdf that can be filled out.

[10:04:51 am] Susan Jennings: I've done that before, Megan...

[10:05:08 am] Janel Kinlaw: Are we archiving Footnotes & Endnotes now?

[10:05:10 am] Rebecca Miller: And it's been suggested that the forms be archived (1) in the NMRT Archives or (2) with ALA

[10:05:25 am] Janel Kinlaw: I think they are just being linked to on the websites

[10:05:31 am] Melissa Mallon: There are usually about 3 articles and 4-5 reviews.

[10:06:46 am] Melissa Mallon: Would it be acceptable to have authors attach the completed forms to me and then I can forward them to Kim?

[10:07:52 am] Janel Kinlaw: I think that process makes sense

[10:08:00 am] Janel Kinlaw: we might want to talk about a different solution for long-term

[10:08:08 am] Janel Kinlaw: are these forms only valid for a certain time

[10:08:19 am] Janel Kinlaw: does an author have to fill them out again if another article is included?

[10:08:48 am] Deana Groves: I think they have to indicate the name of the manuscript so would need new ones each time,

[10:09:00 am] Melissa Mallon: I think it would be a good idea to have an author fill out a new form each time they contribute something new to the journal.

[10:09:05 am] Megan Hodge: Yes--there's a space for that just under "Journal of First Publication"

[10:09:10 am] Melissa Mallon: What Deana said :)

[10:09:11 am] Megan Hodge: And I agree with Melissa

[10:09:27 am] Jonathan Lu: Yes they would have to submit a new form for each new article.

[10:09:41 am] Linda Crook: Sounds good

[10:10:04 am] Janel Kinlaw: thanks for the answers =)

[10:10:11 am] Melissa Mallon: Sure!

[10:10:16 am] Linda Crook: We can polish the work-flow as it is implemented

[10:10:28 am] Kimberly Redd: I just spoke with Lorelle.  The signed forms need to be sent to ALA.  She also mentioned that the form would need to be reviewed by the ALA Rights and Permissions staff.

[10:10:46 am] Linda Crook: Thank you, Kim - quick work!

[10:11:06 am] Deana Groves: I move we table the discussion until ALA reviews.

[10:11:30 am] Janel Kinlaw: second the move to table

[10:11:32 am] Melissa Mallon: Okay! We might not have the forms ready for our next issue (to be published in mid Nov), but that's okay.

[10:12:09 am] Deana Groves: If they approve soon, Linda can call a special e-board meeting to approve.

[10:12:11 am] Linda Crook: Discussion on the motion to table?

[10:12:37 am] Megan Hodge: Kim, should we just forward the form to you/Lorelle, or are there other steps that need to be taken in addition?

[10:13:04 am] Kimberly Redd: To me and I will have it reviewed right away

From Kim 11/02: I just received feedback [from ALA Rights & Permissions staff] and the agreement is good as is.

From Kim 11/02: Yes [authors should send completed forms to me], I will keep them on file here at ALA.