Health Science Librarians of Ilinois

HSLI Newsletter


Serving Illinois Health Information Professionals

Archive for the ‘HLSI Committees’ Category

The Conference Process, the Return of the A/V Elf, and the Importance of Shims

The Conference Planning Process

 

The HSLI conference planning process starts a few weeks after the last conference ends. The past year’s committee looks over the feedback on the conference to make decisions on the next conference. This is why it is important to submit your evaluation.

Sometimes we pick the city based on the conference survey. Sometimes we pick a place close to the current president. Sometimes the tourism board from a city will reach out to HSLI. We try to alternate between sites north of I-80 and south of I-80. Once a city is selected, the search for a hotel begins. The overworked souls that will lead the planning effort self-select early in the process. In 2018, Miranda and Roy, who both have years and years conference committee experience, led the effort.

For the past several years, members of the planning committee have traveled to review potential hotels in person. Our goal is to get the membership a comfortable space with good food at a low cost. We also interrogate hotel staff on special diet options and allergy notices on food.  We ask about options for vegetarians, vegans, gluten free, and ingredient labels. We ask to make sure our vegan friends won’t be served the same meal several times in a row.  We tour the meeting spaces and guest rooms. We ask about audio visual costs, get meeting room rental rates, and get catering menus. We ask about available dates to book the space. We ask about what kinds of tape we can use on the walls and floor.

Daneen has been our specialist on food for years. She works up a menu and gets food costs. The committee then considers the meeting facilities, guest room rates, A/V costs and rules, dates the hotel is available, and dates of other conferences. The date of the conference is in sometimes  determined by available dates at the chosen hotel.

Once the date is set, I set up the  bare bones of the conference website. At this point, all we have is a date, location, and hotel information. The committee picks the theme and a design logo draft is made. For the past few years I’ve designed the logo and the conference committee suggests changes until we get a mutually agreeable logo. The logo and theme go to Daneen so she can start recruiting exhibitors and vendors. They publicity committee sends out “save the date” notices.

The Continuing Education and Program committees begin working on possible speakers. They look at MLA CE  offerings and conference survey feedback for ideas. Again, it is very important to do the conference survey, especially if you chose not to attend because you didn’t find the programs interesting. We need members to make suggestions so we can find programs that are useful to them. Several rounds of brainstorming, phone calls, and scheduling ensue. Travel costs for speakers must be considered.

Once there is a rough idea of costs, the conference fee is set. The registration form is designed and I fight with PayPal to get the online payment system set up.  Michelle has done an amazing job managing registration for many years. Cynthia joined the registration committee with the 2017 conference. Registration payments are forwarded to Laura to deposit into the HSLI account.

The call for posters and the call for scholarships goes out and the publicity committee pushes announcements to many listservs and newsletters.  A/V needs for speakers and exhibitors are collected. Program information is added to the website. The committee holds conference calls to make sure everything is on track. The silent auction committee solicits donations and gets publicity out. Fran and Ramune found an amazing assortment of items this year.  All this happens in the months and weeks before the conference.

As you can see, there is a great deal of work that goes into the conference every year. Many conference committee members have served in the same role for many years. I encourage all HSLI members to consider serving on the conference planning committee. HSLI survives on members volunteering their time to keep the organization running.

Serving on the planning committee provides valuable event planning experience. If there wedding planning or large party planning in your future, conference planning committee experience is extremely valuable. You will learn how to effectively negotiate with hotels, do meal planning for large groups, wrangle audio visual needs, and possible even how to create table decorations. The beautiful table centerpieces for 2018 were supplied by Miranda. The vases were from her personal collection.

Running the Conference

The first night of the conference involves fine tuning arrangements with the hotel on room setup, getting the registration table set up, and unpacking all the stuff required to run the conference. Many years ago Jerry DeWitt created a conference emergency box that holds an array of office supplies, fasteners, and tape. This year Miranda upgraded the box to a rolling toolbox. The box lets us solve many problems on the fly without tracking down hotel staff.

In the original negotiations with the hotel for 2018, we planned to contract out the audio visual equipment. The hotel did not get a contractor, so Daneen borrowed all the A/V equipment from Western and personally transported it to Rockford. Reprising my role as the A/V elf from 2016, I did the most of the A/V setup. The hotel only had tall tables available to put the projectors on, so all the projectors had to be propped up in the back with impromptu shims. We used stacks of post-it notes and soup bowls. Additionally, some of the tables were missing a foot, so the tables were shimmed up with stacks of napkins.

 

My Take-Aways from the Conference

The conference committee does all this work so we can learn from each other and from our invited speakers. I greatly enjoyed Liesl’s fire extinguisher presentation. I’ve forwarded a summary to my library’s emergency committee and preservation committee.

From the keynote, I learned that there is tons of stuff happening at the national level that I knew nothing about. Further, from Erin’s presentation, I learned that I had personally defined data management was extremely narrow. Erin did an excellent job explaining how data management is a part of the research cycle.

I enjoyed seeing the creative social media messages that my classmates produced in Karen’s session. There was great information provided on dissemination methods. If you were not able to attend, check out her slides at https://digitalhub.northwestern.edu/files/89543ba0-fb1d-4691-93b1-e19772b577c7

And of course I greatly enjoyed getting to visit with everyone and meeting some new people!

 

The Conference Committee

Here is the full conference committee roster, give them all a big thank you!

Conference Co-Chairs 
Miranda Shake   Lakeview College of Nursing
Roy Jones   Retired

Continuing Education
Frances Drone-Silvers   Carle Foundation Hospital

Exhibitors
Eric Edwards   Illinois State Library
Daneen Richardson   Western Illinois University

Finance
Laura Wimmer   Presence Resurrection Medical Center

GMR Liaison
Jacqueline Leskovec NNLM GMR

Posters
Linda Feinberg   Northshore University HealthSystem – Evanston Hospital
Charlotte Beyer Rosalind Franklin University of Medicine & Science
Mary Pat Gordon FHN Memorial Hospital

Program
Linda Feinberg   Northshore University HealthSystem – Evanston Hospital

Publicity
Eric Edwards   Illinois State Library
Peg Burnette University of Illinois a t Urbana- Champaign Grainger Engineering Library Information Center
Ramune Kubilius   Northwestern University Feinberg School of Medicine

Reception
Daneen Richardson   Western Illinois University
Miranda Shake   Lakeview College of Nursing

Registration
Michelle Quinones   Graham Hospital School of Nursing
Cynthia Reynolds   University of Illinois at Chicago

Silent Auction
Fran Kovach   Retired
Ramune Kubilius   Northwestern University Feinberg School of Medicine

Speakers
Michelle Nielsen Ott Methodist College Library
Julie Dietrich Blessing Hospital Blessing Health Professions Library
Ramune Kubilius Northwestern University Feinberg School of Medicine

Website
Stacey Knight-Davis  Eastern Illinois University

 

Posted in 2018 Conference, HLSI Committees, Syed Maghrabi Scholarship | 1 Comment »

Legislative Update 06/06/18

Federal:

The EPA’s Science Advisory Board voted on May 31, 2018 to review two recent proposals by EPA administrator Scott Pruitt: (1) to require that only publicly-available data be used to make environmental regulations, and (2) to repeal the Obama-era Clean Power Plan. Since public health data are often restricted to protect patient privacy, there is concern regarding the implications for public health policies under this proposed rule. The public comment period, initially slated to close on May 30, is now open until Aug 16. Comments may be submitted here; search for Docket ID number EPA-HQ-OA-2018-0259. Read more about this coverage from Nature news and the EPA press release.

Posted in HLSI Committees, HSLI Governance, Legislation | No Comments »

Legislative Update, 05/24/2018

Federal:

MLA and AAHSL oppose the EPA’s Strengthening Transparency in Regulatory Science rule. Read the statement they submitted to the EPA. If the EPA rule is instated, loss of information including important datasets on the health impacts of lead may result.

The repeal of net neutrality is slated to go into effect June 11, 2018. Earlier this month, though, the Senate voted to block the FCC’s vote, and while 160 Congresspeople support the CRA, the House still needs to vote on the action. Tell your representative to support network neutrality by using this ALA action alert form.

State:

Want to help keep important pieces of our Illinois and National History in Springfield and available for public display?  You can read this article from the State Journal-Register to find out how you can give and help keep precious Lincoln artifacts in the collections at the Lincoln Presidential Library & Museum.  Find out more and check the status of the fund here or contact the Abraham Lincoln Presidential Library Foundation.

Posted in HLSI Committees, HSLI Governance, Legislation | No Comments »

Legislative Update 05/04/2018

Federal:

1) Take action in National Library Legislative Day from home, if you’re not traveling to D.C. for the event next week. Here are the priorities this year:

  • House & Senate: Reauthorize the Museum and Library Services Act (S. 2271)
  • House & Senate: Fully Fund LSTA and IAL for FY 2019
  • House & Senate: Visit a library, see broadband access in action

2) Members of Congress have shown support for libraries in recent actions. Two “Dear Appropriator” letters supporting federal library funding for FY19 were signed by as many as or more than the number of Senators who signed last year. Representatives on the Committee on House Administration have approved the Federal Depository Library Program Modernization Act of 2018, which will increase the reach of the FDLP. Senators on the Senate Foreign Relations Committee support the Marrakesh Treaty, which would make 350,000 accessible books available to people in the United States who have print disabilities.

3) Protections afforded by net neutrality are still mostly in place while the FCC seeks approval from the Office of Management and Budget to proceed with their proposed decision. There’s still time to ask your representative to support the Congressional Review Act to overturn the FCC’s ruling.

4) The Trump Administration may use the authority of rescission to require Congress to review their FY18 appropriations budget. If this occurs, funding for library and other programs may be at risk. As yet, Senate Republican leaders oppose this action.

5) Chief of the U.S. EPA, Scott Pruitt, is proposing a policy to limit research used by government scientists when making new “significant” regulations to only using studies whose data are publicly available. An analysis of the proposal by the Union of Concerned Scientists suggests scientists had little input on the crafting of this legislation, and many oppose the action.

Illinois:

Visit Legiscan to see a summary/status for these Illinois Bills currently working their way through the State Legislature:

  • HB5235: Amends the Freedom of Information Act
  • SB2727: Amends the Illinois Local Library Act
  • SB2849: Creates the Prescription Drug Repository Program Act
Posted in HLSI Committees, HSLI Governance, Legislation | No Comments »

Legislative Update 04/13/2018

Federal:

Congressional Research Service reports, prepared for members and committees of Congress, will soon be available on a free public website within 90 days of creation. Prior to the FY18 omnibus appropriations bill that was signed into law on March 23, 2018, the CRS was not mandated to make this publicly-funded research openly available, although groups like the Federation of American Scientists and Demand Progress maintain online repositories for these reports. ALA has been advocating for making the CRS reports publicly available for the past 20 years. Medical librarians might be especially interested in the CRS Health Policy reports.

From the ALA/ACRL:
“[We] ask academic librarians to advocate to the Senate Judiciary Committee and the Senate Foreign Relations Committee to vote approval for the U.S. to sign the Marrakesh Treaty.

The Marrakesh Treaty is the international copyright treaty that was adopted by the World Intellectual Property Organization (WIPO). It provides a copyright exception — the first ever in an international treaty — for libraries as authorized entities to make accessible copies of articles and books for people with print disabilities and distribute those copies across borders.

With the push for funding for public and school libraries it was felt that it would be best to ask the academic librarians to start the effort on the Marrakesh Treaty. We’ll be getting back to Chapters as a whole when it is time to ask for a larger effort on it.”

Illinois:

Here are several recent articles from The State Journal-Register that may be of interest.

Bills requiring more disease outbreak reporting clear House committee

Illinois Senate approves Equal Rights Amendment

Teens encouraged to sign up for organ donation registry

Illinois House panel OKs net neutrality proposal

Statehouse bill would gut law protecting biometric data, opponents say

Posted in HLSI Committees, HSLI Governance, Legislation | No Comments »

Legislative Update, 03/27/2018

Federal:

Congress passed an appropriations bill for FY18! What does this mean for medical libraries?
– NIH will receive $37 billion, an 8.8% increase from FY17 funding.
– NLM will receive $428.5 million, an increase of 5% from FY17 levels.
– The IMLS will receive $240 million, up 3.9% from FY17.
Read more from the MLA and ALA.

Take action! What’s a week without a call to your congressional representative’s office? Dear Appropriator letters are circulating amongst Senators for the federal FY19 budget. Ask your Senator to support federal library funding.

Both the MLA and ALA support the Federal Depository Library Program Modernization Act of 2018, which would improve public access to and preservation of digital government information. This act was introduced to Congress on March 15, 2018 and has bipartisan support.

Upcoming events:
National Library Week in Washington, D.C., April 8-14, 2018
National Library Legislative Day, May 7-8, 2018

Posted in HLSI Committees, HSLI Governance, Legislation | No Comments »

Thank You for Supporting the HSLI 2017 Annual Conference!

The Health Science Librarians of Illinois Annual Conference Planning Committee would like to express its sincere appreciation to all who contributed time, energy, financial support, etc., to the 2017 Annual Conference. This includes (and is in no particular order):

CE Presenters & Facilitators: Susan Fowler, Gabe Rios, Sarah Isaacs, Merinda Hensley

Reception Presenter: Dr. Marge Jones

Keynote Speaker: Dr. Emily Knox

Student Volunteers: Chelsea, Jeanie, and Peggy

Vendors: American Academy of Pediatrics, EBSCO Information Services, Greater Midwest Region of the NN/LM, RAILS – Reaching Across Illinois Library System, and Wolters Kluwer.

Silent Auction Contributors: Baker & Taylor, Electric Avenue, Ex Libris, Illinois Library Association, Roy & Marge Jones, Fran Kovach, Ramune Kubilius, The Library Store, Mackin, Kate Meader, Miranda Shake, Today’s Business Solutions, Inc. & More.

Hotel & Conference Center: The Chateau of Bloomington, IL

And, finally, last but certainly not least, all of the attendees! Thank you for attending the Conference, and we hope to see you next year.

Sincerely,

The HSLI Annual Conference Planning Committee for 2017

Co-chairs: Miranda Shake & Roy Jones
Members: Frances Drone-Silvers,Eric Edwards,Sandra Engram,Linda Feinberg, Emily Johnson,Stacey Knight-Davis,Fran Kovach,Ramune Kubilius,Jacqueline Leskovec,Nina Pals,Michelle Quinones,Cynthia Reynolds,Daneen Richardson, &Laura Wimmer.

Posted in 2017 Conference, Calls and Requests, HLSI Committees, HSLI Governance | No Comments »

Legislative Update, 05/16/2017

Federal:

Take action to support federal library funding! Contact your senators to sign each of the Reed/Collins LSTA and Reed/Grassley/Stabenow IAL Dear Appropriator letters. Senators have until May 19 to sign. President Trump has proposed elimination of the Institute of Museum and Library Services and most all other library funding sources. Read the full story on the District Dispatch.

The Joint MLA/AAHSL Legislative Task Force met with lawmakers in Washington DC in mid-April. They advocated for continued support in funding the NLM and NIH. Representatives were given fact sheets on NLM resource use, benefits of public access to federally-funded research, and NLM research support. For those attending MLA 2017 in Seattle, look for the Activism in a Time of Turbulence open forum. Read more about the Legislative Task Forces meeting.

The ACRL Legislative Agenda for 2017 includes four focal issues. In priority order, these are:
(1) Federal funding for libraries
(2) Network neutrality
(3) Access to federally funded research
(4) Privacy and government surveillance
Read about each of these issues and view the Watch List of issues of great concern to academic and research libraries, but which have no legislation pending.

State:

Just a couple of news items of interest:

Illinois Senate OKs Internet Privacy Measure” from The State Journal-Register

Monday Bid Deadline Prompts Scramble Among Illinois Insurers, Legislators” from Modern Healthcare

Posted in HLSI Committees, HSLI Governance, Legislation | No Comments »

Back issues added to HSLI Newsletter Archive

Fran Kovach has digitized the 1980s and 1990s issues of the HSLI Newsletter. You can now view these back issues at

http://hsli.org/newsletterarchive/

They are also linked on the menu at the right.

Posted in HLSI Committees, HSLI Governance | No Comments »

Legislative Committee Report

The Legislative Committee continually tracks legislation in both the Illinois General Assembly, which started its 98th session in January, and the United States Congress, which began its 113th session, also in January. The committee has sent out alerts to HSLI members regarding the following pieces of legislation:
Illinois Senate Bill 1900improves open access to research conducted at public universities and community colleges in the state (sent to the Governor on June 14)
Illinois Senate Bill 1950increases flexibility for local public bodies to invest in municipal bonds, which provide funding for public and school libraries (sent to the Governor on June 14)
Illinois House Bill 0214appropriations bill that includes funding for library systems, especially grants for improving accessibility and technology (sent to the Governor on June 4)
U.S. House Resolution 933general appropriations act that includes funding for LSTA (Library Services and Technology Act, the only federal program devoted exclusively to libraries) and IAL (Innovative Approaches to Literacy, which funds literacy programs for at-risk children in preschool through 12th grade)became public law

Michael Wold and Eric Edwards, Legislative Committee Co-Chairs

Posted in HLSI Committees, Reports | No Comments »