Welcome to the Fall 2008 Semester !

Welcome to the Fall 2008 Semester of IRT Library Services
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Table of Contents:
Fall Flings | Tech Trade Out | SACs at SAC | ACC Reorg | Round Rock Campus | One-Card;G-mail | Email Subjects | Team Goals | Signs | Community Access | New Librarians | Training & CE | Staffing | Management Style | LS Workspaces | New Activities

As usual there are many things going on in the college, IRT and Library Services. Some of our activities are driven by college events and some are driven by IRT events and activities and others are driven by our own services and resources as well as our own ideas for activities and initiatives. Although I have specific sections in this "welcome" about these events and activities, in general, college activities this year include:

• The 35th Anniversary of the beginning of Austin Community College


• ACC's wonderful technology trade out plans that support both public services and staff workstations


• Southern Association of Colleges and Schools (SACS) accreditation issues


• ACC's new Round Rock Campus planning process


• ACC's Student Projects - One-Card; Gmail

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The 35th Anniversary of the beginning of Austin Community College

ACC goals for celebrating the 35th year include:

• Celebrate the college's history, accomplishments, and look to the future


• Raise public awareness of ACC's mission, programs, and impact on the community


• Engage the community


• Invite the public to a variety of ACC events/celebrations


• Fundraise for the ACC Foundation


• Launch the Alumni Network


• Thank our partners for their ongoing support/engage new partners


• Honor ACC pioneers and alumni [both student and Board of Trustees]


• Enhance the current schedule of events with additional promotion


• Integrate the anniversary with the 'I am acc' image campaign

There are two groups planning for the 35th anniversary year. They are a 35th Committee and an Archive Committee. Richard Smith is serving on the 35th Committee and I am serving on the Archive Committee. The initiatives are being led by Gary Hampton, ACC Dean and Brette Lea, ACC Director of Marketing. While there are a few stand alone programs plans for the year, the 35th Committee's primary goal is to tie in to existing programs and couple the theme of those programs with the Anniversary. In addition, the PR/Marketing plans for the year include: incorporating 35th anniversary facts, stories, and logo when appropriate into presentations, radio/print/TV ads, and talking points, press releases, and trivia giveaways. Projects & events designed to engage the community [students, faculty, staff, and public] in a yearlong celebration include those in the list below. I am including them all, because we need to know what is going on where on our campuses for any scheduling shifts we may need.

• August-Sept. WelcomePalooza - 35th anniversary table and trivia giveaways at each campus.


• Oct - Nov. Library Services Fall Fling - open houses at NRG, CYP, EVC, and SAC libraries


• September 12th Day enrollment-PR anniversary kick-off: announce to media enrollment numbers, surpassing the 35,000 mark on the 35th Anniversary.


• September eNewsletter blast-Invite the community to celebrate ACC's 35th anniversary by staying up-to-date on college developments and events via the ACC eNewsletter.


• September 16 Diez y Seis at Riverside-35th Anniversary Table/ACC promotion/Birthday giveaways


• September Archive Project public announcement-work with the Austin American Statesman on possible series on ACC's contributions to the community since 1973. Detail the project and invite the community to the exhibit in the spring.


• September 24 Constitution Day-students receive a copy of the Constitution on September 17 (Constitution Day), while ACC celebrates on September 24.


• September 24 BOT Alumni-special event for the new ACC Board of Trustees alumni organization.


• Oct. 3-4 Buda Firefest-ACC Fire Academy competes with the best in the region.


• Oct 9-Nov 20 Eastview Restaurant-Culinary Arts "presents


• Oct. 10-19 "Proof"-Tony-award winning drama by David Auburn, from the ACC Drama Department.


• Oct. 16 Neal Pollack Reading-Acclaimed novelist and satirist Pollack is the author of "Beneath the Axis of Evil," presented by ACC Arts & Humanities.


• Oct. ACC at-a-glance-create a publication, one brochure, that tells the entire ACC story, outlines programs, services, and benefits to the community, & pays special tribute ACC's unique history.


• Oct. "Thank you" ads- first round of print ads spotlighting 35 years of ACC community partnerships, and thanking superintendents, mayors, and business partners for their support.


• Oct-May Launch the ACC Archive Project - Collect stories, artifacts, and history to showcase at an exhibit in spring 2009. Produce video and 35th anniversary micro-site that includes an interactive timeline of events, college history, photos, and shared stories.


• Oct. ACC 35th Anniversary coloring book- aimed at building a college going culture among youngsters.


• Oct.-May "I am acc" ads celebrating 35 years


• Oct-May Campus Tours-promote self-guided campus tours. Design printed tour guides.


• November 1-2 Texas Book Festival-ACC will have a big presence at the 2008 Book Festival, promoting the college on its 35th anniversary. Plans include: Mobile Go Center, ACC authors, 'I am acc' pix [people take pictures in cap and gown in front of 'I am acc' banner], and an interactive create-your-own-book project, children will be able to author their a book that outlines their goals, college and career plans, and includes an autograph section.


• November 13 Student Art Show-Pinnacle will host a showcase of ACC student art


• November 14-23" The Bacchae"-Greek tragedy by Euripides, presented by ACC Drama Department


• December 5 "Blues on 35"-Annual holiday party will play the blues and celebrate the 35th anniversary


• January Spring General Assembly-showcase 35th anniversary video/archive project.


• Jan-March Round Rock Campus-groundbreaking ceremony.


• February 2-3 Black History Celebration-Student Life event at CYP, 35th anniversary table/ACC Promotion/Birthday giveaways.


• February 4 Stomp the Yard-Student Life at EVC, 35th table/ACC promotion/Birthday giveaways.


• February 5 Black Women in History-Student Life event, 35th anniversary table/ACC promotion/Birthday giveaways.


• February 18/19 Springtini-Student Life event at SAC/RGC, 35th anniversary table/ACC promotion/Birthday giveaways.


• Feb 27-Mar 1 "The Flu Season"-Oppenheimer Award-winning tragicomedy by Will Enno, presented by the ACC Drama Department.


• TBD Archive Project Exhibit--grand opening. The exhibit opens at one campus and then hits the road in a traveling exhibit to each campus, complete with reception for the local community. Possibility- the final showcase at the newly opened Round Rock Campus in fall 2009.


• TBD 35TH Anniversary VIP Celebration- Tickets sold [invitation-only] to raise funds for scholarships offered by the ACC Foundation.


• March 29 Hip Hop into College-Community Outreach event showcasing ACC programs and services


• April 8-26 ACC and ProArts Collaboration-Rollins Theater, Long Center for the Performing Arts, presented by ACC Drama and ProArts.


• April 2-4 Carnival ah!-A celebration of Arts & Humanities at ACC, using the 35th to kick off the event.


• April Dia de la Familia-Invite the community to Riverside for the annual event that showcases all that ACC has to offer.


• May Graduation-incorporate the 35th Anniversary theme with special video honoring alumni and spotlight Alumni Network [TBD]


• May Cinco de Mayo-Celebration/Univision-sponsored event, 35th Anniversary table/ACC promotion/recruitment


• May ACC Archive Exhibit-road tour

Obviously Library Services isn't involved in all events, although employees can self select what they wish to attend that works with their schedules (work with your managers,) BUT Library Services will have their flings, we will be providing space for exhibits of archive and fine arts materials, we will have booths at several events and we will be linking activities to our webpage throughout the year. More later on these events and our role in 35th celebration activities - many of which, if not most, are free.

Library Services Flings

The Austin Community College Library Services' Fall Fling Open Houses are part of ACC's 35th Anniversary celebrations. Campus constituents, visitors from other ACC campuses and members of the educational community are invited to visit any or all of the four "Fling" campuses and see the "libraries of the largest (Northridge), the newest (Cypress Creek and South Austin), and the most specialized (Eastview) campuses." Visitors will see our facilities and resources, our newest custom celebrity READ posters and a demo of our Know How Island on Second Life, starring our avatar, 'KnowHow Jewell'. For questions, call 223-3085. For maps and contact information go to http://library.austincc.edu/gen-info/campuses/. Times are from 2:30 to 5:30pm and dates include Friday, October 3 - South Austin Campus, Thursday, October 16 - Cypress Creek Campus, Thursday, November 6 - Eastview Campus and Friday, November 7 - Northridge Campus.

ACC's wonderful technology trade out plans that support both public services and staff workstations

Many LS computers will be replaced according to the College's replacement schedule -- probably during the winter intersession. Your supervisor has a list of campus computers which will be replaced this fall. The new computers will come loaded with Windows Vista (Business edition). Steve and Margaret will work with Ellie and Molly to provide some training material to assist you with the transition from WindowsXP. Look for information from the Tech Team soon.

Southern Association of Colleges and Schools (SACS) accreditation issues

SACS returned to ACC the last week of August to assess the South Austin Campus, one year after opening. I met with the team with the larger ACC group and then toured a team member (with great assistance from Mike Midgley and David Fonken) through the South Austin Campus library/IRT space. I think the team was impressed and ACC get status and recommendations soon.

ACC reorganization

The college's reorganization created a shorter management span for the president. Our reporting structure is still the same and we are very pleased.

ACC's new Round Rock Campus planning process

As of Monday of this week, I have returned all LLT comments on the 119 page document designed to present contiguous space comments/ideas to ACC IRT/LS and lead architects. We have an exciting future with the Phase I Library/IRT space opening in fall of 2010 in the main building on part of the 3rd floor. In Phase II, IRT/LS will expand into all of the 3rd floor. This will be our largest library/IRT space and I am excited about the possibilities.

ACC's Student Projects - One-Card; G-mail

By now you have received the copy of the AST's email to staff regarding the college's move to providing g-mail addresses to ACC students beginning this fall. I think the one-card transition went smoothly this last year and expect that the g-mail initiative will be well received and go smoothly as well.

LS Emails/Print Communications

Years ago the LLT started the process for standardized subject lines for emails in an effort to provide organization to the dozens of emails we send back and forth among LS employees. Using these headings gives us a quick "what it's about" and also allows us to sort our email folders quickly by subject line (by ourselves) and set preferences for automatic sorting. Individuals need to use these for print communications and can also - if appropriate - create library files with these titles as well.

Email and Memo Subject Line Terms

Area	Wording	LLT Comments
Teams/Groups	LLT CDT TT LS Tech LS Web ELE PR AST SDT etc.	LLT - Library Leadership Team CDT - Collection Development Team TT - Teaching Team LS Tech - LS Tech Team LS Web - LS Web Team ELE - Electronic Resources PR - Public Relations and Marketing AST - Access Services Team SDT - Staff Development Team etc.
Importance? Priority? Need to Know?	Optional Deletable FYI Query	I think these headings are self-explanatory.
Timing	ASAP Need Reply Deadline: {date}	ASAP This should include the date and time. Should also include "deadline" somewhere in body of the memo/email Need Reply - Use for Julie if urgent Deadline: {date} may not be urgent but needed by date

LS 2009 Team Goals

LS goals can be found on the wiki on individual pages of a spreadsheet. These are being consolidated for a single, more global look at the goals. We will send out an email when the combined/merged goals document is ready.

LS Signage Inventory/Program

HL's will be working with staff to inventory signage and instructions in libraries in order to establish continuity and necessity but with flexibility for campus differences. Although the expectation is that some signs will be identical in terms of wording and look, libraries will also have individual/unique signs as needed. LLT is also looking into mural possibilities.

Public/Community access to ACC Libraries

LLT will review data gathered from across the state to design an access document that specifies privileges, age levels, use of resources and the prospect of a visitor sign in at ACC police offices - for individuals (non-ACC constituents coming in to ACC Libraries.)

New Librarians

We are so pleased to have two more new librarians for ACC Library Services. Our two new hires include:

• Adrian Erb, Assistant Professor- E-resources Librarian - Adrian is the new Electronic Resources and Reference Librarian at Cypress Creek campus. This fall she will be immersed in intensive training and will be moving among Tech Services (with Cherry Luedtke,) South Austin Campus (with Terese Morgan) and Cypress locations, because her position responsibilities are new due to consolidation of e-resource activities for ACC LS. Her previous professional experience is from Concordia University in Austin where she served for two years as a reference librarian. Her Concordia position gave her unique e-resources experiences that included managing licensing and vendor contracts for e-resources; the redesign of Concordia's library website to improve and promote access to library resources for students, faculty, and staff; the establishment of chat reference services; the creation of Web tutorials; and, the implementation of new database offerings to enhance the quality of student learning.
  

  Adrian received her MSIS from the University of Texas at Austin and BA in English Rhetoric from Texas A&M University. She describes herself as tech-oriented person. Her hobbies include going to the gym, trying new restaurants, and attending live music events.

  
  


• Barbara Jorge, Assistant Professor - Barbara joins ACC Library Services as a Reference Librarian, at the Pinnacle Campus. She comes to ACC Library Services with reference and webpage design experience through internship positions at the Austin Public Library, Central Branch, and with reference and outreach experience as an ACC Adjunct Librarian from both ACC Rio Grande and Pinnacle campus libraries.
  

  Barbara received her Master of Science in Information Studies at the University of Texas at Austin, and a Bachelor of Arts degree in English also from The University of Texas at Austin.

  
  

LS managers will continue the extensive web-based, self-directed orientation; one-on-one management training; and mentor relationships for training, continuing education and development; and, will join the class (taught by Julie, the sophomore class and the sophomore graduating class) for new librarians.

Orientation, Training, Continuing Education, Development

In the past we have been focusing on separating out orientation, training, continuing education and development (hence my discussion at all-LS) and providing staff members as many opportunities for internal learning (inside LS, inside IRT and then inside ACC) and also linking you to staff development for free or low cost and fee-based staff development you can choose from (A special thank you to the LS Staff Development Team here.!)

This last summer we had our first Senior Library Assistant continuing education and development and will have our first LA activities and ongoing SLA activities this fall.

LS Staffing

The staffing plan…

LS has maintained a staffing plan for many years. This plan is our roadmap for full time and part time position needs, requests and timing. We are beginning a review of our existing plan and updating it for existing campus needs and what we will need to request for Round Rock, Phases I and II. Other areas we are contemplating include outreach librarian for P-16 initiatives to piggyback on what we already do (ex. Cedar Park) and expanded Early College Start and Extension Services activities.

Open positions…

Riverside SLA (interviews held, offer made/turned down, new interviews in progress)

Eastview LA (interviews in progress)

Head Librarian (was at Pinnacle, no decision on where it will be placed)

Library Services Management Style

For many years my basic management style for decision making was and still is a Situational Management Style. Basically it's a classic style that has managers assessing situations before they choose how to manage them. Example, my choice is usually to involve others in decision making which would speak to Participatory Management style, however, elements might dictate a different style for me. That is, a schedule of meetings might have to be changed because someone has a health issue. I would have to change the schedule but wouldn't be able to share with those involved the "why" because it is a confidential health issue. Therefore my usual style wouldn't be possible so I would have to dictate to employees the schedule change rather than involve them or participate in changing it together. Obviously, sometimes I can involve people and sometimes you just have to trust me.

A focus on individuals is considered more of a Coaching Management Style within Situational Management and is a Democratic Style. In Coaching, employees are provided with what they need to do (performance outline, timelines, teamwork needed, etc. as well as consequences) and then managers ALSO pay a great deal of attention to reminding, illustrating what needs to be done or - obviously - coaching. I have used this style for some time as well, however, beginning with this Fall, I will not be coaching EXCEPT for new employees. This is - in my opinion - more in line with a higher education management style that provides direction and then Head Librarians and faculty perform accordingly.

• Example, encumber deadlines are clear and published. If deadlines are not met for collection areas (acquisitions, weeding, etc.,) deadlines are not extended and money pools back into the larger CDT accounts.


• Example, teams require involvement and performance by team members. Goals and timelines are established now. If involvement doesn't occur or timelines aren't met - these issues are identified early and activities not completed go back to the workgroup for reassignment.

ACC Library Services Workspace

As a reminder …(not coaching but establishing initial expectations!) Workspaces for individuals should be arranged as ergonomically appropriate space. Workspaces, however, are available to other LS staff members who need them and should not be treated as a personal/private space.

• For their own safety, individuals should NOT leave anything of value or private out in the open - either items or written materials.


• Personal materials should not be stored on computers including music.


• All ACC guidelines must be adhered to such as no inappropriate activities should take place on workstations such as - for example - downloading music.


• All passwords for phones and computers should be available to other staff. An example would be the password to a phone would be the extension of the phone and not an individual's private password.


• Computer desktops should not have personal shortcuts.


• All workstations should be left - at the close of the individual's workday - with all programs closed.

In addition, wearing headphones while working at public service desks is prohibited. Individuals at workstations may wear headphones if listening to work-related content such as training materials, however, managers should work with staff on appropriate timing. That is, if an individual at a personal workstation is backing up someone at a public service desk, using headphones would not be appropriate.

New Activities

• AST will look at media as a format and how it has been handled for the past few years. AST will then work with IRT Media and the Language Department to determine services and issues surrounding the purchase of, access for and duplicating of CD's, etc. In addition, how DVD's are handled, media weeding, and media placement on shelves is already being discussed with Media staff.


• Facilitators & Team Leaders will meet to coordinate activities this fall. Oct. 10, 2008 @ 9:00am.


• This fall's All Librarians' Meeting will be in November and will focus on Transforming Libraries Activities.


• Cypress Librarians are piloting working with students on research questions and answers in Cypress Learning Lab.

Welcome to Summer 2008!

As usual, we think it's a slow time, but actually it's always busy. As usual, I will summarize a few things going on in IRT/LS to provide some context for what you will be hearing and seeing this summer. Round Rock is a go! And the Steering Committee is busy finalizing a space allocation. The full service campus will be built in three phases, IRT will have significant presence in Phase I and then completed in Phase II. At the conclusion of the buildout, it will be the largest ACC IRT/library space and it will have a complete curriculum and support services for Health Sciences - hopefully - at the end of Phase I. Although I sit on the Steering Committee, Margaret (Health Sciences) and Leigh (RRHEC) are both attending when appropriate and vetting all IRT/LS space planning with me. LS will have - as we did with South Austin - an Ad Hoc Collection Management Team to select resources. Paul Mason is the ACC Facilities project manager for RR and I think he is wonderful...so we are full steam ahead. I have put together a PPT of library/media/computer environments that we like/have discussed in the past year or so, received input from LLT and then moved this through Herb and Bruce and Marshall and together we all have a "look" for how the space might look. We'll see what happens. LS Work/Product Timelines LLT members have asked for accelerated timelines to make work product go more smoothly and a smaller group is working to produce those. These new dates/timelines should make all LS work in several areas (ex. selection, team goals' development) go more smoothly this year. We will evaluate these new timelines next year and strive to keep improving. In addition, I am asking for reformatting in Team Goals proposed and completed this year. All Teams should separate out those goals that are "ongoing" or maintenance from those that produce something separate and distinct. Literally, Team documents should have two headings for goals or outcomes that are "Ongoing/Maintenance" and "FY '09 Completed." LS Files/Documents Although I have said this in a variety of venues over the years, we need to make sure our documents and files are standardized across IRT/LS and that we have our working documents available. That being said: 1. Two years ago we embarked on a project to standardize all reference desk files, same subject headings, etc. This is good business practice and makes it much easier for adjuncts to be successful at individual campuses or as they move between or among campuses. We then moved to circ desks for standardizing files and then HL management documents. We are well on our way to be completed and my goal is by the end of this calendar year, all of these areas are standard. 2. The Wiki has brought great order and opportunity to us and it is probably the single greatest management and office productivity tool I have worked with EVER! Kudos to the LS wiki team (led by Margaret) to make our Wiki come alive and be one the of best anywhere. 3. Library staff have limited space to accomplish their work. We all know that. We must strive to weed our files, maintain our office space, and keep on top of issues relating to our work and productivity environments. I have said before in many venues, ACC work stays at ACC. Staff are not to create duplicate or keep original sets of their ACC work files at any other location than their ACC office. I don't know how many times I have outlined this for different groups and we review this when we hire new people, build new environments and renovate existing spaces. At times, I have sat next to people and reviewed files/archives and tossed items that people are unsure of - that is - do we keep or throw? Rosemary has assisted staff in this endeavor as well. Typically we have standard work environment furniture that includes and given space constraints - per librarian - one or two shelving units, one four drawer file cabinet and desk drawers. Often librarians also ask for a small cart to keep ongoing projects that they then take back and forth to the reference desk if their documents are print rather than available through VPN/their desktop. I am reminded of how much we do as I try to finalize the consolidate and distribution of Toma's files and Jeanette's files...both of whom..after being here for many years...had wonderful up-to-date work arranged neatly. It put me to shame! If you enter my office you will see stacks of papers, labeled for final perusal by me and some will be distributed, some refiled by Rose and me and some shredded. Thanks to hourly worker Kelly for assisting with this and all should be completed by August 1st (yes, of this year.) Group Discussions We had our full time librarian retreat this last month and had great presentations on our new resources along with excellent discussions. I have a Senior Library Assistant retreat scheduled for next week and - in our first - we will concentrate on the role and relationships of SLAs in LS. These R and R's will be explored in the context of LA's and HL's. Have a great summer. I will continue to update you as we move along.

Welcome Back! Spring 2008

It's always hard to put that exclamation point on the "welcome back" because lots of people are happy to be off/on vacation, but - obviously - lots of people don't necessarily want to spend their time by going back to work…that being said…

General Announcements/Reminders

I always look at the winter holidays as the academic year's ½ way mark and looking at the Spring 2008 schedule, we have even more holidays coming up: Martin Luther King, Spring Break, etc. Although many of you are longtime employees, many of us are new. That being said here are some reminders or basic information all LS employees need to be aware of:

• Take a look at the spring and summer holidays and class and college schedule. If you are a part-time employee, you typically don't work between semesters. Also if you are a student, don't forget to schedule in your study and work time so that you are still available to work your complete schedule for us during your exams and finals time. We need you to work then as well! As you already know, we don't always let people make up their time missed. Head Librarians decide what time can be made up/worked at a later time and any scheduling issues that go along with that decision.
  
  
• Adjunct librarians should check their schedules ASAP to see if their spring and/or summer hours need to vary on a weekly or overall basis. Although this seems premature, managers begin to schedule in contract times and vacation times immediately after the new year. Please begin to work with your managers immediately. Obviously, fulltime employees (classified and Head Librarians) should also look at the spring and summer schedule to determine when time off will be requested and submit - as quickly as possible - paperwork for any time off.
  
  
• All employees who are part-time or who manage part-time people need to continue to watch the 900-hour cap closely in the second half of this academic year. As we all know, we cannot go over that number of hours worked by any one employee in an academic year. If an hourly employee reaches that number of hours, they must cease work until the new academic year begins.
  
  
• All managers/employees should keep in mind that in August we always have at least one week in August when we are IN the new school year/fall2008, but on our old budget dollars. So our fiscal year ends on August 31st, but school starts the third week of August.
  
  
• Reference librarians working their 10.5 and 1.5 should note when the semesters begin and end. Time between semesters varies greatly and sometimes you have a few days off and sometimes only a day or two off.
  
  
• Reference librarians who are working their 10.5 only should be finalizing (with their HL's) the six weeks that they will be off contract and away from the college as soon as possible so that managers can identify gaps in the schedules. In addition, librarians should work with their Head Librarians to ensure that all 2008 (academic year '09) activities are completed before they complete their 10.5 contract/leave the college. These activities include but are not limited to campus-specific location work and all-LS and ACC committee work as well as weeding, collection development (of course,) and updating web information. Librarians should begin now as we have many schedules to coordinate. Timelines to be taken in to account should include:
  
  
  
  • Team member schedules
    
  • Team goals to be completed
    
  • Schedules of those "receiving" work such as weeded material information going to Technical Services…if everyone waits until the summer to weed, Technical Services cannot process work in a timely fashion
    
  • Head Librarian schedules (HL's work 12 months but they take vacation as well.)
    
  • Schedules of other critical staff such as Administrative Assistants who assist with activities on campuses.
    

Spring 2008 Activities…Issues…Announcements

Time to Rethink?

Six or seven years ago (I've lost count…it's all a blur) I became Dean of Library Services. Almost a year later I brought the librarians together to discuss "how we did business" in order to focus in on ourselves, how we were organized, how we created work product, etc. but especially to create a document that answered some of our new supervisor's (Ron Brey) questions at how we saw ourselves and how we were looking ahead. We met and made some changes that included:

• Some renaming (Teams, not committees)
  
• Some downsizing (fewer groups working; fewer people working on groups formed)
  
• Continued but expanded communication (threaded discussions)
  
• Service delivery discussion (librarians reviewed their job responsibilities to review what everyone needed to continue doing, what they could give us/do less of, etc.)
  

To summarize this process we created a document that we called (forever and ever) the "confetti" document. We updated this a few years later and I have referred to it many times in my work. I also still use parts of it as foundation for other discussions. (If anyone new (or nostalgic) wants to see it, just let me know and I'll send it to you.)

MP Note: This can be found online at

Ron Brey Document Information on Decision Making.doc

Anyhow, my point with all of this "thinking" is, it's always good to rethink processes and this last fall the Texas library community decided it wanted to think and possibly rethink Texas libraries. We planned for unique speakers as well as a participant list that included 65% of attendees to have been in the field for less than five years. Our thoughts were (and still are) that it is THEIR future and we need to have our newest professionals thinking about their future.

Visit this page

http://www.txla.org/temp/Transform.html and get the basic idea, then link to the blog link in the upper left-hand corner. (Our very own Ellie Collier!) Linked from the blog is:

• A website "viewing" list of transforming websites we asked all attendees to review prior to attending
  
  
• A link to presenter PPT and a stream of presentations (VERY interesting)
  
• Individual participant notes/thoughts
  
• Group process content
  
• Large group recommendations
  

Post conference I asked the Visioning/Transforming Steering Committee members to come up with a list of their thoughts about the ideas we heard and create a list of changes we each thought we would make in our own institutions. A fair number of individuals began to post immediately talking about how they felt event content changed their views, thoughts, minds and a few even discussed "revelations" they had. I called mine "Made me think" moments...

1. It's important to renew our commitment to assessment. Please see the "Commitment to assessment" attachment that assists us in answering questions about what we do/how we spend time and - of course - ultimately - why do we need the money we ask for.



2. As part of the overall move to assessment, I don't think we think enough about the customers and what they want. Yes, I'm in an academic library where we meet a variety of expectations, and 'yes' we have user and non-user surveys, BUT I'm interested in more assessment based on constituents...I don't know how this will take place (standardized 'commercial' surveys programs?, general surveys?) but I would like to know if we are meeting (at least!) a range of needs and expectations and maybe some extra/unanticipated needs. There are a number of commercial packages out there, LibQual, among them but it is primarily a customer service assessment. We have had that in the college annually for some time. I don't want to reinvent the wheel, but we'll take a look around and see how we might assess interests and needs realistically.



3. Our speakers wanted us to consider not using patron or customer as a term but instead using constituent. I love the 'constituent' term for customer/patron/user, etc. To me, it signals an obligation on our part...or better said...a responsibility to serve someone.



4. I would like to open the discussion with my librarians on front line reference and information seeking behaviors of our constituents... AND this discussion will have to include our other public service desks (circulation services staff) as well as a review of our administrative rule on our librarian/faculty obligations for student contact. SO...after all those "ifs, ands, and buts" and trying to work within the confines of our facilities, we can begin a dialog.



5. I am currently looking at the Transforming blog I referenced above to see how I might replicate at least the presentation of the content, in order to both educate and enthuse us/ACC Library Services staff. It's not enough to simply open a discussion on "a few of us heard about this and we think its a good idea," we will have to take the long/big picture view. And clearly I am NOT saying "we're going to make these changes this spring, so get on board!" I have this on the agenda of the first LLT meeting and we will discuss how this might work for LS. I will ask managers to speak with staff on their campus prior to this meeting and bring ideas to LLT. SO that being said - think about these things…





--What causes you to change your mind about how something is done? Specifically - at work? Data? Someone else says you should and you trust him or her? Opinion of many? Boredom? Review of a best practice?

--What do you need in order to think about the future? A few good ideas? Speakers to inspire you? Quiet moments away from work? Guided discussion with co-workers?

--How long do you think it should take to think and then - if appropriate - change? A few semesters/doesn't matter which ones? Spring and summer, then start something new in the fall of a new year?




6. We gathered data on our physical facilities several times within the last two years. In addition, we have extensive risk management spreadsheets that have incredible detail on "what we have where." I have long wanted to complete a physical space audit of our libraries to determine if there were additional/better ways to arrange our space to meet constituent needs. Although we don't have a great deal of money, I interested in seeing how we might assess in order to see if we might rearrange. We'll see what we can do.
   
   
7. AND...Along that same line.... last year I started the signage discussion. I really need to step that up and build in constituent survey questions to an assessment to determine the best signage for meeting needs at each campus location.
   
   
8. You'd think I never stop talking but even with my dean's blog last year (which I don't contribute to that much!) I have the tools to communicate...but I don't communicate as I need to. I have to find a way to move what I know/what the managers are doing - down to everyone in Library Services. I will share my PPT of "pictures of new library areas to inspire people" with everyone this spring - I'm collecting images for the new RR campus.
   
   
9. We need to capture firm results...that is...if - inspired and motivated - and if we then make major changes, where can we share this? How can we find out what others are doing? A blog...a Wiki? Our Visioning/Transforming steering committee talked about infusing this content into TLA conference programming and identification...but I am really interested in finding out what other libraries in Texas - and elsewhere - are doing differently or just doing ….I will talk to PR and Staff Development about how we might capture "new."
   

SO - HL's will be discussing these issues with campus staff and then bringing information to LLT in the early spring.

ACC Round Rock Campus

I will be working with other IRT/LS managers this spring to finalize basic specifications on IRT/Library Services plans for the ACC Round Rock Campus. Right now we don't know more than we know…

• We know it will be the largest acreage - around 60 acres - but we don't know if we will develop all of it in the first phase.



• I know IRT is asking for MUCH more space in this IRT/Library Services environment but don't know how many yet and - obviously - don't know how many square feet we will get.



• I'm not sure, but it is my understanding that the campus will be both a full general education campus and will also be a full health sciences campus. What "full" health sciences campus means is not clear…that is...I don't know how many programs will be offered there. I do know that we aren't moving programs from other campuses, RR campus programs will be in addition to the programs we have at other locations in terms of health sciences.

Weekend Colleges/Cypress Hours

Weekend Colleges begin for the South Austin Campus and for the Eastview Campus. IRT/Library Services staffing is complete for these additional hours and basically entail adding Friday evening hours, Saturday afternoon hours and a few hours on Sunday. Cypress Campus will continue to be the 4.5 days per week open they are now. Pinnacle will also remain at 4.5 days per week.

Employees - Replacement/New

We have a few positions open that we will be actively recruiting for this spring. They include:

• Pinnacle Head Librarian (replacement)
  
• South Austin Library Assistant (new, converted from the .5 position vacated by retirement)
  
• Eastview Library Assistant (replacement)
  
• Northridge Senior Library Assistant (replacement)
  

In addition, we have two reference librarians "coming" in our allotment. We should post those this spring, by March…and the Library Leadership Team will announce locations. The expectation is that they will begin in the fall of '08.

Hourly Employees

As with any new semester, we lose and gain hourly employees. If Head Librarians have hired hourly employees who will be staffing public service desks, please introduce them to LS_all and let people know who they are and what hours (in the ballpark) they will be working. I'll go first:

Wayne Decker is a new adjunct reference librarian who will be working daytime hours at Pinnacle reference. When we have finalized the hours, we will post them to the Pinnacle ICAL.

Trish Reichle LeBlanc is a returning adjunct who will be working at the Pinnacle and possibly more places. When we have finalized the hours, we will post them to the Pinnacle ICAL.

New and Exciting

RGC Environment

RGC LS is pleased to announce the continuation of its Library makeover project. Over break, they replaced our well-worn double-sided study carrels (25+ years old and located in the library's main work area) with new, more inviting furnishings. A combination of round and rectangular tables and chairs now occupy that area. Additionally, they opened up the Reference stacks a bit by replacing a tall stack with a half stack (that they already had). Much more daylight moves through these two areas now! This also improved traffic patterns because it allowed staff to improve aisles among collections and tables. Leigh Kilman states "my continued thanks to Julie and Dr. Smith for their support (as well as to RGC LS staff for all the hard work)!"

LS Wiki (acclswiki.austincc.edu)

Margaret Peloquin says:

'Re-Imagining Staff Collaboration and Communication through A Dedicated Wiki'

A simple idea for making the LS Reference Manual available to all campuses by using Wiki software has blossomed into a way for all LS staff to better communicate and collaborate. Although we began with the Reference Manual, the Wiki has now become an easier way to find and disseminate information about all LS operations. Certain projects are open to everyone for viewing and others are reserved for intra-team/group communications (exchanges). You can now find information for the following areas/functions:

ACC LS Wiki Basics Assessment and Effectiveness CDT CDT Exchange Circulation Manual Circulation Staff Exchange Collection Development - Bibliographer's Guide Community Outreach - PR Info - Tips Content Management Group Distance Learning, Extension Embedded Librarians Group Emergency Preparedness Plan HL Exchange ILS Committee Information Literacy Clearinghouse Journal Club

Library Leadership Team LLT Exchange LS Administrative Assistants LS Technology LS Web Pages Policies Procedures Help Reference Collection Reference Group Exchange Reference Manual Reserves Staff Development Staff Development Exchange Technical Services and Library Automation Technical Services - Reports TSLA - Exchange

Some projects are dynamic and fully operational, while others are just beginning to gather information and will be available soon. If you cannot get into a project that you need, please be sure to let the project administrator know. You can see a list of the projects and administrators at

http://acclswiki.austincc.edu/cm/wiki/?id=45504

LS Catalog (alicat.austincc.edu)

The ACC Library Catalog has undergone an upgrade and has a new look. Among the new features to look for

• Relevancy ranking of search results
  
• Ability to sort results easily by relevancy/date/title
  
• Book covers for individual items when available
  
• Tabbed search options
  
• New catalog searching help
  

Still to come are the updated Spanish language pages. Look for them soon.

Electronic Message Boards

Cary Sowell says "Over the Christmas break, the College installed electronic scrolling message boards, emergency public address systems and outdoor speakers district wide. Check out where they are installed in your library, so that you can become familiar with their location. The message boards will normally just display time and date. Only in an emergency will the public address system be used and a message explaining any emergency will be displayed on the message board at the same time."

Have a great spring semester!

A Few Announcements and Safe Holidays

We're trying something new this season! We are joining the ACC post-holiday registration RGC group to be available for a little time after the 25th to assist in clearing registration/library services issues. Jon Sprecher will be assisting with this and keeping careful data on how many use us for clearing fines and fees. This will be our usual "behind closed doors" but answering our doorbell and RGC phones to serve students with fines and fees. ALSO:

• We have message board marks (blue x's) throughout the campuses and these will be installed sometime in the next month or so. These will be used by ACC's Risk Management office for emergency notifications only for both text messages and public announcements.
• We are not having an LS-all meeting after the first of the year as we usually do. We have so many other things in the college going on and LS staff are planning to provide as well as attend all-college staff development activities in a number of venues.
• We are changing our "hours" phone number message which will necessitate a change in reference desk phone number messages. Eddie Sanchez is working with Rosemary on the new script for the general number and those changing reference desk messages (as they are the ones the college publishes) should include the hours of your campus if it doesn't already.

SO...ho, ho, ho and in the midst of my "emergency message board" and other dozen ACC email issues (don't ask) I wish each and every one of you a safe holiday. Take care of yourselves in this busy, stressful, relaxing, hot, cold, busy, calm week or so. Don't forget I am on email and cell phone this coming holiday time and am available for emergencies as needed.

Julie

Update....LS: Announcements for Spring '07

Cypress Update:

• New Building
  
  
  
  • --We are out of the old building and in the new one.
  
  
  • --We will be open the first week of the semester but we will post this to the LS_All list and link to the website when we finalize the date. In addition we will place flyers in Cypress mailboxes. We will link content from the LS website.
  
  
  • --New shelving is in and integrated with the old and the books are being placed back on the shelves this coming week.
  
  
  • --Office furniture is about 80% set up.
  
  
  • --No wood furniture is in and won't be in until early or mid Feb.
  
  
  • --Current circ desk service is set up on folding tables.
  
  
  • --Some new computer workstations are in...laptops and charging carts are in.
  
  
  
• Cypress hours will remain 4.5 days a week until fall of 2007. At that time the older building will be renovated and open and the number of Cypress students will greatly increase. At that time we will increase to at least 6 days a week and probably some Sunday hours as well.

New Staff

New staff are being trained at their home campuses and will have some training standardized such as customer service, information literacy, etc. I will post a schedule for general training later this week.

Expanded Hours for NRG RVS

This Spring we have expanded hours at NRG and at RVS for the Weekend College. The NRG campus will expand its Weekend College hours back up to original numbers, so NRG will again have Friday evening hours. RVS now has weekend hours comparable to NRG hours. We will post an information page on the LS website to announce these new hours.

LS Meeting Thurs 11 Jan

Don't forget our LS Meeting this week on Thursday, January 11th. The agenda will be out this week.

New IKON Copiers

We now have new IKON copiers - typically 2 - installed in all libraries. We have had some training and more will follow. As I stated before, we're pleased to offer new machines and the potential of new services in the coming years including swipe cards, etc. connected to our new I.D.'s. Although the machines offer new services, they are smaller, streamlined machines that will be simpler to maintain. We aren't sure who will empty change, possibly ACC duplication or the Business Office or the company. Cary Sowell is coordinating this project. More from her will be coming this week.