Slide 1

Slide 2 Northwest Interlibrary Loan and Resource Sharing Conference September 13, 2012 ESP Employee Satisfaction Program Designing an Employee Onboarding Program at the UO Presentation by Shirien Chappell and David Ketchum Slide 3 ILL: Projects & Goals Also see: Resource Sharing Libn. orientation Resource Sharing Libn. orientation Not in Priority Order. This list should be discussed with the AcS Head. We'll try to wrestle this into goals for the next year and beyond. We'll consider whether the project supports our strategic directions, is cost beneficial, its priority order, its timeline, and who should work on it. strategic directions 1. Electronic Delivery problems - delivering incoming articles from other libraries to our patrons. Explanation: When Ariel when from XP to Windows 7 and ILLiad when to 8.1, we started having terrible troubles with our electronic sending. Lots of schools have been having these same problems. Dotti's been the contact with UO Lib Systems, and we all seem unable to figure out the problem. Needs an ILL manager to spearhead and fix. All in Knight ILL agree that this problem is Number One to get fixed. High impact on productivity & frustration. Need: Immediate. Work slowdowns and stoppages, frustration levels high. Update Feb 14, 2012: From David: Because staff cannot import DocDel files onto their individual machines and process these with their local ILLiad clients, I cant pinpoint right now where the problem is, but it is either the DocDel feature or the Ariel computer. I intend to allow all staff the ability to import and process Ariel files on their local machines, and am not sure why this has not been allowed in the past. Allowing someone to import the files to their local machine and process them locally does not require more licenses, which would be the case if we wanted multiple Ariel servers in the Libraries, so there is no cost at all for this allowance and in fact, it would be more convenient if the staff ever have need to process incoming Ariel themselves. I have just printed off the installation instructions for ILLiads DocDel feature and will allow my computer to import and process Ariel files first. Once Ive done this, I should be able to see if it is the local machine or the DocDel feature itself that is causing ILLiad to crash when processing incoming DocDel files. Once the problem is worked out, I intend to allow everyone related to Borrowing the ability to import and process Ariel files on their local machines, unless you have any objections or can explain why this was not allowed in the past. ILL: Projects & Goals Also see: Resource Sharing Libn. orientation Resource Sharing Libn. orientation Not in Priority Order. This list should be discussed with the AcS Head. We'll try to wrestle this into goals for the next year and beyond. We'll consider whether the project supports our strategic directions, is cost beneficial, its priority order, its timeline, and who should work on it. strategic directions 1. Electronic Delivery problems - delivering incoming articles from other libraries to our patrons. Explanation: When Ariel when from XP to Windows 7 and ILLiad when to 8.1, we started having terrible troubles with our electronic sending. Lots of schools have been having these same problems. Dotti's been the contact with UO Lib Systems, and we all seem unable to figure out the problem. Needs an ILL manager to spearhead and fix. All in Knight ILL agree that this problem is Number One to get fixed. High impact on productivity & frustration. Need: Immediate. Work slowdowns and stoppages, frustration levels high. Update Feb 14, 2012: From David: Because staff cannot import DocDel files onto their individual machines and process these with their local ILLiad clients, I cant pinpoint right now where the problem is, but it is either the DocDel feature or the Ariel computer. I intend to allow all staff the ability to import and process Ariel files on their local machines, and am not sure why this has not been allowed in the past. Allowing someone to import the files to their local machine and process them locally does not require more licenses, which would be the case if we wanted multiple Ariel servers in the Libraries, so there is no cost at all for this allowance and in fact, it would be more convenient if the staff ever have need to process incoming Ariel themselves. I have just printed off the installation instructions for ILLiads DocDel feature and will allow my computer to import and process Ariel files first. Once Ive done this, I should be able to see if it is the local machine or the DocDel feature itself that is causing ILLiad to crash when processing incoming DocDel files. Once the problem is worked out, I intend to allow everyone related to Borrowing the ability to import and process Ariel files on their local machines, unless you have any objections or can explain why this was not allowed in the past. Slide 4 Update March 3: Systems indicated that when Ariel was set up, it was not correctly connected to the database that makes it works correctly; Systems manually connected Ariel to the database and it worked perfectly for a week; after that week, David asked Systems to create a path from each staff ILLiad client to Ariel for ElecDel processing at individual stations, but for some reason the problem of ILLiad crashing when processing Ariel/ElecDel files resurfaced; Systems said they could teach us how to manually connect the database to Ariel as a workaround since they could not make this setting "stick" ; rather than implementing a new work around or uninstalling and reinstalling Ariel correctly, David recommended moving away from Ariel Receives to Article Exchange; David investigated AE and worked with staff from other libraries to determine a workflow for receiving articles via Article Exchange; The workflow was agreed upon by UOR ILL staff; David updated process documentation in Iris to reflect the new workflow; David also sent a notification to UOR ILL, Systems, Branch Libraries and Sacred Heart letting them know about this change; Stephen and Dotti will be training the students in processing incoming AE/Email Attachment files (since this will likely be how articles will arrive that were being sent via Ariel); David will begin investigating using AE to deliver articles as well, and by the end of the quarter or into the Summer session, ILL will use AE to both send and receive electronic files to and from non- Odyssey libraries, with email as a back up and fax as a last resort. Slide 5 2. Emailing paging slips to branches (rather than faxing them) Explanation: Math doesn't have a fax machine. Emailing paging slips rather than faxing them would be more environmentally conscientious. We know that we could route the ILL requests to ILLiad queues, but right now you can't just print a paging slip from an individual queue. When you print paging slips you do all the slips that are ready to be printed and you cannot separate them out by shelving location or branch. To resolve this problem OCLC needs either to allow a sort-and-print by location feature so each branch can print only their own, or we need to figure out how to morph the output from a specific queue into a paging slip. Medium impact on productivity and green factors Need: Medium. Would improve productivity especially for Sci/Math staff, but also reduce the extra work of faxing. 3. Explore whether we should continue using Ariel Explanation: Ariel continues to cause us problems. There's also a national trend of Ariel abandonment. Maybe UO should join that trend. OCLC's Article Exchange. Note on ILL-l listserv here. and another. OCLC's Article Exchangehere.another. Update March 5, 2012: Due to ongoing problems with Ariel Receives, ILL has decided to abandon Ariel as a method of receiving articles; David has researched Article Exchange and worked with other libraries in determining a workflow for receiving articles through this method rather than Ariel; Receiving via AE or Email attachment is not more efficient than Ariel (or less, especially with the Ariel work around), but letting go of Ariel and moving to a web- based technology will eliminate the ongoing and irresolvable issues with Ariel, and will not require any assistance or support from Library Systems; as a result, ILL has decided to turn off Ariel Receives and begin receiving documents through other channels: preferably Odyssey, but also AE, Email and as a last resort Fax; by the end of the quarter, or into summer session, David and ILL staff will iron out a process for delivering files via AE; once branch libraries have been trained, ORU ILL will no longer use Ariel for sending or receiving articles. 2. Emailing paging slips to branches (rather than faxing them) Explanation: Math doesn't have a fax machine. Emailing paging slips rather than faxing them would be more environmentally conscientious. We know that we could route the ILL requests to ILLiad queues, but right now you can't just print a paging slip from an individual queue. When you print paging slips you do all the slips that are ready to be printed and you cannot separate them out by shelving location or branch. To resolve this problem OCLC needs either to allow a sort-and-print by location feature so each branch can print only their own, or we need to figure out how to morph the output from a specific queue into a paging slip. Medium impact on productivity and green factors Need: Medium. Would improve productivity especially for Sci/Math staff, but also reduce the extra work of faxing. 3. Explore whether we should continue using Ariel Explanation: Ariel continues to cause us problems. There's also a national trend of Ariel abandonment. Maybe UO should join that trend. OCLC's Article Exchange. Note on ILL-l listserv here. and another. OCLC's Article Exchangehere.another. Update March 5, 2012: Due to ongoing problems with Ariel Receives, ILL has decided to abandon Ariel as a method of receiving articles; David has researched Article Exchange and worked with other libraries in determining a workflow for receiving articles through this method rather than Ariel; Receiving via AE or Email attachment is not more efficient than Ariel (or less, especially with the Ariel work around), but letting go of Ariel and moving to a web- based technology will eliminate the ongoing and irresolvable issues with Ariel, and will not require any assistance or support from Library Systems; as a result, ILL has decided to turn off Ariel Receives and begin receiving documents through other channels: preferably Odyssey, but also AE, Email and as a last resort Fax; by the end of the quarter, or into summer session, David and ILL staff will iron out a process for delivering files via AE; once branch libraries have been trained, ORU ILL will no longer use Ariel for sending or receiving articles. Slide 6 4. ILL Guidelines / Policies, undocumented Explanation: ILL staff have knowledge of policies and guidelines which guide their decisions about who gets which privileges or what we do in certain circumstances. Some of these policies may be undocumented. We need to review each as it comes up and decide whether it is still in line with current library goals and needs. Started a page here: https://iris.uoregon.edu/cms/node/2014 and have asked ILL staff to add to it.https://iris.uoregon.edu/cms/node/2014 Medium impact on decisions we make regarding levels of service. Need: Medium-range Reason it's not needed instantly: we seem to be doing relatively well with our undocumented urban legend guidelines; we haven't written down all of them. Other issues have greater impact on us, but this needs to be resolved within your second year. As new guidelines are created (memos from Admin or decisions made in concert with Dept Head, they need to be documented at that time. 5. Rushes: charging Alliance Libs Explanation: PSU asked for a rush on a returnable. We normally charge $25 for rushes, they said they'd never charge us and would be willing to pay only $20. We did it gratis, then Shirien queried Alliance Libs for their practices re: rush charges for Alliance libs. See results.See results. Low impact, unless we get another request. Longer range need to get our policy decided on. 4. ILL Guidelines / Policies, undocumented Explanation: ILL staff have knowledge of policies and guidelines which guide their decisions about who gets which privileges or what we do in certain circumstances. Some of these policies may be undocumented. We need to review each as it comes up and decide whether it is still in line with current library goals and needs. Started a page here: https://iris.uoregon.edu/cms/node/2014 and have asked ILL staff to add to it.https://iris.uoregon.edu/cms/node/2014 Medium impact on decisions we make regarding levels of service. Need: Medium-range Reason it's not needed instantly: we seem to be doing relatively well with our undocumented urban legend guidelines; we haven't written down all of them. Other issues have greater impact on us, but this needs to be resolved within your second year. As new guidelines are created (memos from Admin or decisions made in concert with Dept Head, they need to be documented at that time. 5. Rushes: charging Alliance Libs Explanation: PSU asked for a rush on a returnable. We normally charge $25 for rushes, they said they'd never charge us and would be willing to pay only $20. We did it gratis, then Shirien queried Alliance Libs for their practices re: rush charges for Alliance libs. See results.See results. Low impact, unless we get another request. Longer range need to get our policy decided on. Slide 7 6. GWLA's RSDD cost study tool Explanation: Lars Leon asked GWLA sites to participate in a cost study and provided a specific tool for doing so. Given work loads I elected not to participate at that time, but to retain the tools so we could discover our own cost per transaction for ILL. Near the end of the study (actually, just after it closed) Deans were sent letters asking for participation, and Deb asked that we do so as a good faith part of our GWLA membership. After talking with Lars I learned that it was too late to submit UJO information for their published study, but doing this study would be of benefit to the UO for our own information. And although we cannot be included in the published study, we could compare our own results with those of the published study and glean comparison information. Medium impact. Need: Long range. While this doesn't need to be done within the immediate or medium future, it would be a good way to get to know our ILL and document delivery processes, and would give us valuable information. If not done the first year, I'd like to see it done in David's second year. 7. Kindle and ILL Explanation: explore ILL's use of Kindle or other reader for ILL articles. It may be that this project should be explored in concert with a general program to circulate e-readers, with a possible trial being for ILL articles. Or it may be that this is not needed at the UO: everybody can get their own articles with their own hardware. The UNO says this: "Looking forward, UNO will not purchase additional e-readers. It is less about hardware now, and more about content. Our efforts are with negotiating and acquiring e-content, which allows convenient access to our patrons when they want it and on a device of their choice. Impact: unknown. Need: Not immediate unless another initiative to circulate e-readers arises outside of ILL. Then we'd need to get involved. Shirien's feeling: the more people own their own e-readers, the less importance this has. Time may resolve this issue. 6. GWLA's RSDD cost study tool Explanation: Lars Leon asked GWLA sites to participate in a cost study and provided a specific tool for doing so. Given work loads I elected not to participate at that time, but to retain the tools so we could discover our own cost per transaction for ILL. Near the end of the study (actually, just after it closed) Deans were sent letters asking for participation, and Deb asked that we do so as a good faith part of our GWLA membership. After talking with Lars I learned that it was too late to submit UJO information for their published study, but doing this study would be of benefit to the UO for our own information. And although we cannot be included in the published study, we could compare our own results with those of the published study and glean comparison information. Medium impact. Need: Long range. While this doesn't need to be done within the immediate or medium future, it would be a good way to get to know our ILL and document delivery processes, and would give us valuable information. If not done the first year, I'd like to see it done in David's second year. 7. Kindle and ILL Explanation: explore ILL's use of Kindle or other reader for ILL articles. It may be that this project should be explored in concert with a general program to circulate e-readers, with a possible trial being for ILL articles. Or it may be that this is not needed at the UO: everybody can get their own articles with their own hardware. The UNO says this: "Looking forward, UNO will not purchase additional e-readers. It is less about hardware now, and more about content. Our efforts are with negotiating and acquiring e-content, which allows convenient access to our patrons when they want it and on a device of their choice. Impact: unknown. Need: Not immediate unless another initiative to circulate e-readers arises outside of ILL. Then we'd need to get involved. Shirien's feeling: the more people own their own e-readers, the less importance this has. Time may resolve this issue. Slide 8 8. Implement GIST Explanation: UO very interested and motivated to explore/implement GIST. Note: OSU was slated to go live with GIST in October, 2011, so Kerri Goergen-Doll might be very helpful to us. This will be an initiative level so we need to make a formal proposal to the Admin and Council to re-start an earlier initiative which was dropped due to staffing changes.earlier initiative See this pagethis page Impact: high. Need: Immediate. Start it this summer. Atlas Systems to Offer ILLiad Users GIST Planning and Implementation 9. Explore MyiLibrary from OCLC Explanation Explanation Impact: I don't know. Need: I don't know. Need a proposal from ILL manager about whether we should pursue this. 10. Get It Now from CCC Explanation Explanation Impact: I don't know. Need: I don't know. We need to explore this service to see if it enhances access for our patrons (access to more information, quicker access) and /or improves our efficiency, decreases our workload. Need a proposal from ILL manager about whether we should pursue this. 8. Implement GIST Explanation: UO very interested and motivated to explore/implement GIST. Note: OSU was slated to go live with GIST in October, 2011, so Kerri Goergen-Doll might be very helpful to us. This will be an initiative level so we need to make a formal proposal to the Admin and Council to re-start an earlier initiative which was dropped due to staffing changes.earlier initiative See this pagethis page Impact: high. Need: Immediate. Start it this summer. Atlas Systems to Offer ILLiad Users GIST Planning and Implementation 9. Explore MyiLibrary from OCLC Explanation Explanation Impact: I don't know. Need: I don't know. Need a proposal from ILL manager about whether we should pursue this. 10. Get It Now from CCC Explanation Explanation Impact: I don't know. Need: I don't know. We need to explore this service to see if it enhances access for our patrons (access to more information, quicker access) and /or improves our efficiency, decreases our workload. Need a proposal from ILL manager about whether we should pursue this. Slide 9 11. IFM lending discrepancies Explanation: We may not be getting credited for all the IFM that we should be. See this pagethis page Impact: Could be large, if we find there're large discrepancies. Need: Depends on how much we're under-credited. A small exploration should let us know if we have a problem and if it seems to be big or not. 12. PPV Explanation: Several of our databases require patrons to log in and go through unhappy gyrations in order to get access to UO-paid-for articles. At one point we thought of having ILL staff be the loggers- in and then harvest the article and send it to the patron. That need has dropped by the wayside for now, but it may come up again. Maybe Sara knows of databases that remain problematic for our patrons. Impact: Low Need: Low, I think, for now. 13. ILL Stats Explanation: There's much more ILL-related data that we could harvest for accountability, data-driven planning, and annual report/ Laura W (Assessment Team) comments: I feel like we should add some detail the library a-team annual report from these reports. So much data not reported anywhere else. Also see: this email. (staff / generic Janus password).this email. Impact: medium. Need: not as high as others, but would be good have. If this is easy to do (if David already is a stat-whiz, then let's get 'er done. Otherwise, it can wait a bit. 14. Explore lending audio files: (files, not the people!) Explanation: Explanation: Impact: Low, since I don't think we have that many, but I could be wrong. Need: Long term, not immediate. 11. IFM lending discrepancies Explanation: We may not be getting credited for all the IFM that we should be. See this pagethis page Impact: Could be large, if we find there're large discrepancies. Need: Depends on how much we're under-credited. A small exploration should let us know if we have a problem and if it seems to be big or not. 12. PPV Explanation: Several of our databases require patrons to log in and go through unhappy gyrations in order to get access to UO-paid-for articles. At one point we thought of having ILL staff be the loggers- in and then harvest the article and send it to the patron. That need has dropped by the wayside for now, but it may come up again. Maybe Sara knows of databases that remain problematic for our patrons. Impact: Low Need: Low, I think, for now. 13. ILL Stats Explanation: There's much more ILL-related data that we could harvest for accountability, data-driven planning, and annual report/ Laura W (Assessment Team) comments: I feel like we should add some detail the library a-team annual report from these reports. So much data not reported anywhere else. Also see: this email. (staff / generic Janus password).this email. Impact: medium. Need: not as high as others, but would be good have. If this is easy to do (if David already is a stat-whiz, then let's get 'er done. Otherwise, it can wait a bit. 14. Explore lending audio files: (files, not the people!) Explanation: Explanation: Impact: Low, since I don't think we have that many, but I could be wrong. Need: Long term, not immediate. Slide 10 15. Systems (Sara): can we make two templates for incoming item requests? Explanation: when requests for our materials come in through ILLiad, can ILLiad use two different templates based on document type? Right now there's only one and we have to mark up the paging slip for the short loans so borrowing libs. know this is a special loan. Impact: Low, since I don't think we have that many, but I could be wrong. Need: Long term, not immediate. But if it's an easy fix (low hanging fruit) let's just get 'er done. 16. GWLA's e-reader program for sharing e-books via ILL: Occam's Reader Explanation Explanation Impact: medium to low Need: low priority, for now. Since it's just being developed and we have more pressing needs for our time, we should wait to explore this until it's fluffed out. It may end up as a GIST add-on. 17. Rapid's Reciprocal List Explanation Explanation Impact: Need: Need a proposal from ILL manager about whether we should pursue this. 18. Routing of direct borrowing Explanation: When we generate a request for a patron that we want to route into "Awaiting Request Processing" it automatically goes direct & we can't catch it before a lending string is automatically generated. Tried routing to our queues, can't always work around. We need to explore how Direct is working and possibly revise some of our settings or some way to balance between our control and efficiency. (FedEx schools, etc. are charging us a lot for shipping.) Impact: don't know. ILL staff can answer this. Need: don't know. 15. Systems (Sara): can we make two templates for incoming item requests? Explanation: when requests for our materials come in through ILLiad, can ILLiad use two different templates based on document type? Right now there's only one and we have to mark up the paging slip for the short loans so borrowing libs. know this is a special loan. Impact: Low, since I don't think we have that many, but I could be wrong. Need: Long term, not immediate. But if it's an easy fix (low hanging fruit) let's just get 'er done. 16. GWLA's e-reader program for sharing e-books via ILL: Occam's Reader Explanation Explanation Impact: medium to low Need: low priority, for now. Since it's just being developed and we have more pressing needs for our time, we should wait to explore this until it's fluffed out. It may end up as a GIST add-on. 17. Rapid's Reciprocal List Explanation Explanation Impact: Need: Need a proposal from ILL manager about whether we should pursue this. 18. Routing of direct borrowing Explanation: When we generate a request for a patron that we want to route into "Awaiting Request Processing" it automatically goes direct & we can't catch it before a lending string is automatically generated. Tried routing to our queues, can't always work around. We need to explore how Direct is working and possibly revise some of our settings or some way to balance between our control and efficiency. (FedEx schools, etc. are charging us a lot for shipping.) Impact: don't know. ILL staff can answer this. Need: don't know. Slide 11 19. RAPID X Explanation: Rapid X andRapid X Impact: don't know. Need: don't know. Need a proposal from ILL manager about whether we should pursue this. 20. Explore new scanners for ILL Explanation: Need to review current scanners for hi-res color capacity, efficiency, software compatibility, and whether we have enough. Should include all branches in this review. Impact: high. Color scanning is desired by our patrons (both from other Libs and through Doc Del. We are better playmates in ILL-land if we provide services at least at the level that we request them. Need: not higher than dealing with the Ariel issues, but pretty darn high. Science says that 10% of the things they scan would be more legible if they were done in color. 21. Communication/Training for system-wide ILL processors: Institute regular ILL+ meetings and training sessions. Discuss the definition of and need for core ILL competencies, and if it is needed, propose a program for achieving them. (ILL buddies, ILL 101s, regular group training. Supports the Strategic Direction "Become a Learning Organization". Impact: medium-high. Need: some branch ILL staff have indicated a strong desire for this. 22. OCRing ILL scanned articles: Explore ways that UO can OCR requests. I believe they did this at Univ. Montana at David's last job, so he may have some ideas for how to do it cost effectively. Impact: Medium. Need: don't know. Need to think whether this idea is cost effective and aligns with our strategic directions. 23. Net Lending: Explore ways that UO can return to being a net lender - survey of articles that we have lent most and received payment for most. In conjunction with Acquisitions, acquire more journals that we get payment for. Jenn can compile data on this for this. GIST / Purchase on Demand. Impact: don't know. Need: don't know. Need to think whether this idea is cost effective and aligns with our strategic directions. 19. RAPID X Explanation: Rapid X andRapid X Impact: don't know. Need: don't know. Need a proposal from ILL manager about whether we should pursue this. 20. Explore new scanners for ILL Explanation: Need to review current scanners for hi-res color capacity, efficiency, software compatibility, and whether we have enough. Should include all branches in this review. Impact: high. Color scanning is desired by our patrons (both from other Libs and through Doc Del. We are better playmates in ILL-land if we provide services at least at the level that we request them. Need: not higher than dealing with the Ariel issues, but pretty darn high. Science says that 10% of the things they scan would be more legible if they were done in color. 21. Communication/Training for system-wide ILL processors: Institute regular ILL+ meetings and training sessions. Discuss the definition of and need for core ILL competencies, and if it is needed, propose a program for achieving them. (ILL buddies, ILL 101s, regular group training. Supports the Strategic Direction "Become a Learning Organization". Impact: medium-high. Need: some branch ILL staff have indicated a strong desire for this. 22. OCRing ILL scanned articles: Explore ways that UO can OCR requests. I believe they did this at Univ. Montana at David's last job, so he may have some ideas for how to do it cost effectively. Impact: Medium. Need: don't know. Need to think whether this idea is cost effective and aligns with our strategic directions. 23. Net Lending: Explore ways that UO can return to being a net lender - survey of articles that we have lent most and received payment for most. In conjunction with Acquisitions, acquire more journals that we get payment for. Jenn can compile data on this for this. GIST / Purchase on Demand. Impact: don't know. Need: don't know. Need to think whether this idea is cost effective and aligns with our strategic directions. Slide 12 So here came another list.. Slide 13 1. Listservs: Lib-Lending, acsmgt Lib-Lending Supvs Ariel-L ILL-L GWLA (anne@gwla.org)anne@gwla.org Rapid-L tablesetters, AcS lib-faculty knight-staff subjspec Sitellite (this will be changing to Drupal one of these days) CRL GIST-L (gist-l@geneseo.edu)gist-l@geneseo.edu UO Families listserv: Join the UO Families email listserv and again access to information about family-friendly events, programs and resources and a community of fellow family members at the University of Oregon. To subscribe, simply email jvasey@uoregon.edu and include your UO email address in the body of the messagejvasey@uoregon.edu 1. Listservs: Lib-Lending, acsmgt Lib-Lending Supvs Ariel-L ILL-L GWLA (anne@gwla.org)anne@gwla.org Rapid-L tablesetters, AcS lib-faculty knight-staff subjspec Sitellite (this will be changing to Drupal one of these days) CRL GIST-L (gist-l@geneseo.edu)gist-l@geneseo.edu UO Families listserv: Join the UO Families email listserv and again access to information about family-friendly events, programs and resources and a community of fellow family members at the University of Oregon. To subscribe, simply email jvasey@uoregon.edu and include your UO email address in the body of the messagejvasey@uoregon.edu Slide 14 2. Passwords/Accounts/User Name changes CCC CCC OCLC contacts Email Knight Staff door Iris credit card "P Card" 3. Outlook Calendar: share with LW and ILL staff 2. Passwords/Accounts/User Name changes CCC CCC OCLC contacts Email Knight Staff door Iris credit card "P Card" 3. Outlook Calendar: share with LW and ILL staff Slide 15 5. Vocabulary: Banner: Banner is an integrated Internet native suite of administrative applications developed specifically for higher education. Banner is an integrated Internet native suite of administrative applications developed specifically for higher education. Classified Staff Felix: a homegrown intermediary program that massages data before sending it to Banner. GOLD GOLD Groups, various Groups, Initiatives Initiatives Iris: Library's Intranet, uses the Drupal Content Management Software. Janus LSA LSA LT: Library Technician Millennium: III"s ILS NRE (Navigator Request Engine) NRE NTTF: Non tenure track faculty OA: Officer of Administration Orbis, Orbis Cascade Alliance, Alliance, Summit Poison: Library's shared file server (lib info, groups, depts., etc.) Scorecard Scorecard Strategic Directions Strategic Directions Tablesetters Tablesetters Unclassified staff: NTTF, OA UO Local Catalog UO Local Catalog UO WorldCat UO WorldCat 5. Vocabulary: Banner: Banner is an integrated Internet native suite of administrative applications developed specifically for higher education. Banner is an integrated Internet native suite of administrative applications developed specifically for higher education. Classified Staff Felix: a homegrown intermediary program that massages data before sending it to Banner. GOLD GOLD Groups, various Groups, Initiatives Initiatives Iris: Library's Intranet, uses the Drupal Content Management Software. Janus LSA LSA LT: Library Technician Millennium: III"s ILS NRE (Navigator Request Engine) NRE NTTF: Non tenure track faculty OA: Officer of Administration Orbis, Orbis Cascade Alliance, Alliance, Summit Poison: Library's shared file server (lib info, groups, depts., etc.) Scorecard Scorecard Strategic Directions Strategic Directions Tablesetters Tablesetters Unclassified staff: NTTF, OA UO Local Catalog UO Local Catalog UO WorldCat UO WorldCat Slide 16 5. Regularly Scheduled Meetings: Weekly ILL meetings Monthly AcS meetings Subject Specialist meetings (2nd & 3rd Thursdays) Dean's All staff meetings once or twice per year Circ Supv. Conference (quarterly) ILL Plus TBD Student Supervisors' meeting Library Faculty meetings 5. Regularly Scheduled Meetings: Weekly ILL meetings Monthly AcS meetings Subject Specialist meetings (2nd & 3rd Thursdays) Dean's All staff meetings once or twice per year Circ Supv. Conference (quarterly) ILL Plus TBD Student Supervisors' meeting Library Faculty meetings Slide 17 6. Other Meetings/Training: Feb 16: Benefits meeting, 10-noon (BSB will give details) March 6, 2012: Preventing and dealing with sexual harassment: (Registered under my name in case there weren't enough spaces for him.) Preventing and dealing with sexual harassment: April 3, 2012, 8:15a - 12 noon: New employee orientation (I registered David under my name in case there weren't enough spaces for him. ) New employee orientation April 11 - May 16: Supervision for potential supervisorsSupervision for potential supervisors October, 2012: Supervision course (since you'll already have attended the course for potential supervisors which covers much of the same content, let's talk with Chris Cullinen as it gets closer to Oct. and see if there are specific classes you can take that have more in-depth content than you got from the other course. Also lets you mingle with other supvs. Supervision course Hazard Communication (Shirien) Confidentiality of Records (Shirien) Candidate presentations (and submit comments) Candidate presentations Library Staff Association gatherings: (optional but encouraged) Gonzo, May Tea, Holiday Potluck (and the welcome committee will be contacting him). LSA newsletter. Shared ILS meetings Attend/participate in at least two Diversity events per evaluation year OCLC online training as needed OCLC online training UO's ethics and conflict of interest policies: ethics and conflict of interest policies: Visit to OSU and PSU for ILL bonding 6. Other Meetings/Training: Feb 16: Benefits meeting, 10-noon (BSB will give details) March 6, 2012: Preventing and dealing with sexual harassment: (Registered under my name in case there weren't enough spaces for him.) Preventing and dealing with sexual harassment: April 3, 2012, 8:15a - 12 noon: New employee orientation (I registered David under my name in case there weren't enough spaces for him. ) New employee orientation April 11 - May 16: Supervision for potential supervisorsSupervision for potential supervisors October, 2012: Supervision course (since you'll already have attended the course for potential supervisors which covers much of the same content, let's talk with Chris Cullinen as it gets closer to Oct. and see if there are specific classes you can take that have more in-depth content than you got from the other course. Also lets you mingle with other supvs. Supervision course Hazard Communication (Shirien) Confidentiality of Records (Shirien) Candidate presentations (and submit comments) Candidate presentations Library Staff Association gatherings: (optional but encouraged) Gonzo, May Tea, Holiday Potluck (and the welcome committee will be contacting him). LSA newsletter. Shared ILS meetings Attend/participate in at least two Diversity events per evaluation year OCLC online training as needed OCLC online training UO's ethics and conflict of interest policies: ethics and conflict of interest policies: Visit to OSU and PSU for ILL bonding Slide 18 7. Conferences: these are strongly recommended but may depend on amount of financing available through the Library. NWILL ALA / STARSSTARS GWLA maybe attend GWLA meeting, May 3 & 4, University of Houston GIST OLA Maybe next year: ILLiad International Conference and this year the preconf is on GIST, so maybe next year there might be a good sessionILLiad International Conferencepreconf is on GIST, 8. Learning about UO Libraries: Tour Knight Building Meet with each dept. head in the UO Libraries System; try for one per week. Start with Sara Brownmiller in Systems, then Paul Frantz in Knight Reference, then Margaret Bean in Science, then Ann Miller for Collections Services and Acquisitions, and we'll plot out the rest after that (AAA: Ed Teague, CMET: Andrew B and others, Digital Lib. Svc: Karen Estlund, Documents: Tom Stave, Facilities, Mail, Purchasing, Budget: Nancy Slight-Gibney and others, Law: Mary Ann Hyatt, Development: Lisa Manotti, Instruction: Barbara Jenkins, Scholarly Communication: JQ, Special Collections: James Fox, OIMB: Barbara Butler, UO PDX: Karen Munro). Perhaps attend one of that dept.'s staff meetings in place of meeting only with the manager/head, as appropriate for each work unit. Meet with the Admin: we will find a topic we want to present to them (perhaps dumping Ariel and using Odyssey and Article Exchange. Meet with the SMSP and Circ sections of AcS Meet with Lib-Lending group, which includes branch staff who do ILL. 7. Conferences: these are strongly recommended but may depend on amount of financing available through the Library. NWILL ALA / STARSSTARS GWLA maybe attend GWLA meeting, May 3 & 4, University of Houston GIST OLA Maybe next year: ILLiad International Conference and this year the preconf is on GIST, so maybe next year there might be a good sessionILLiad International Conferencepreconf is on GIST, 8. Learning about UO Libraries: Tour Knight Building Meet with each dept. head in the UO Libraries System; try for one per week. Start with Sara Brownmiller in Systems, then Paul Frantz in Knight Reference, then Margaret Bean in Science, then Ann Miller for Collections Services and Acquisitions, and we'll plot out the rest after that (AAA: Ed Teague, CMET: Andrew B and others, Digital Lib. Svc: Karen Estlund, Documents: Tom Stave, Facilities, Mail, Purchasing, Budget: Nancy Slight-Gibney and others, Law: Mary Ann Hyatt, Development: Lisa Manotti, Instruction: Barbara Jenkins, Scholarly Communication: JQ, Special Collections: James Fox, OIMB: Barbara Butler, UO PDX: Karen Munro). Perhaps attend one of that dept.'s staff meetings in place of meeting only with the manager/head, as appropriate for each work unit. Meet with the Admin: we will find a topic we want to present to them (perhaps dumping Ariel and using Odyssey and Article Exchange. Meet with the SMSP and Circ sections of AcS Meet with Lib-Lending group, which includes branch staff who do ILL. Slide 19 9. Learning about UO's ILL and document delivery services: ILL Projects and Goals Projects and Goals Branches Summit Circ and billing Mailing Systems 10. General procedures: Purchase Requests Unusual Incidents and UI reportsUI reports Emergencies, evacuations Time Sheets for Classified staff FMLA / OLA OTJ injuries: forms Reporting Leave for Unclassified staff 9. Learning about UO's ILL and document delivery services: ILL Projects and Goals Projects and Goals Branches Summit Circ and billing Mailing Systems 10. General procedures: Purchase Requests Unusual Incidents and UI reportsUI reports Emergencies, evacuations Time Sheets for Classified staff FMLA / OLA OTJ injuries: forms Reporting Leave for Unclassified staff Slide 20 11. Make sure to cover all the items in Laines page under supervisors: Supervisors and/or Department Heads: Bring new employee around and introduce to Library Administration! Inform new employee of the Library's current Strategic Initiatives and Planning Process and Mission StatementStrategic Initiatives and Planning Process and Mission Statement Arrange for departmental and libraries' tours Introduce new employee at next All-Staff Meeting (typically held once each term) Make sure new employee attends Campus orientation and benefits sessions Provide Hazard Communications Training within first week of employmentHazard Communications Training Make sure new employee attends Campus workshop, "Preventing and Dealing with Sexual Harassment" within first year of employment (typically offered once per term) Make sure new employee is aware of Employee Assistance ProgramEmployee Assistance Program Make sure new employee is aware of the Libraries' focus on Diversity Awareness and the Library Diversity Plan.Diversity AwarenessDiversity Plan Make sure employee knows about Staff and departmental directoriesStaff and departmental directories Review emergency procedures and Unusual Incident Report Formemergency proceduresUnusual Incident Report Form Establish first year's goals Show new employee where to eat lunch and get coffee Have employee Departmental Guidelines, if available Explain any other library-wide policies and show where they may be found [a Central Policy Manual is being compiled as of 8/18/10]policies Provide employee with copy of position description (see Poison/Libinfo/Classified Position Descriptions) Arrange for any job-related training (Millennium, Banner, etc.) Provide 60-day Performance Appraisal in a timely manner Make sure employee is aware of Library's policy on authorizing overtime ahead of time! Make sure Trial Service employees are aware of no vacation leave until after six months Make sure all employees are aware of Library's policy on Leave of Absence Without Pay. Encourage employees to accrue or "bank" sufficient leave time to cover emergencies.Leave of Absence Without Pay Encourage employee to attend candidate presentations and to submit comments [see current interview schedule:https://iris.uoregon.edu/cms/node/1915]https://iris.uoregon.edu/cms/node/1915] Encourage employee, whenever possible, to attend other campus or library workshops, GOLD events, and/or Library Staff Association events. It's a great way to meet coworkers from other departments, units, or libraries! Make sure employee reads Library Staff Bulletin online each week. Archived issues may be found here: https://iris.uoregon.edu/cms/node/3https://iris.uoregon.edu/cms/node/3 11. Make sure to cover all the items in Laines page under supervisors: Supervisors and/or Department Heads: Bring new employee around and introduce to Library Administration! Inform new employee of the Library's current Strategic Initiatives and Planning Process and Mission StatementStrategic Initiatives and Planning Process and Mission Statement Arrange for departmental and libraries' tours Introduce new employee at next All-Staff Meeting (typically held once each term) Make sure new employee attends Campus orientation and benefits sessions Provide Hazard Communications Training within first week of employmentHazard Communications Training Make sure new employee attends Campus workshop, "Preventing and Dealing with Sexual Harassment" within first year of employment (typically offered once per term) Make sure new employee is aware of Employee Assistance ProgramEmployee Assistance Program Make sure new employee is aware of the Libraries' focus on Diversity Awareness and the Library Diversity Plan.Diversity AwarenessDiversity Plan Make sure employee knows about Staff and departmental directoriesStaff and departmental directories Review emergency procedures and Unusual Incident Report Formemergency proceduresUnusual Incident Report Form Establish first year's goals Show new employee where to eat lunch and get coffee Have employee Departmental Guidelines, if available Explain any other library-wide policies and show where they may be found [a Central Policy Manual is being compiled as of 8/18/10]policies Provide employee with copy of position description (see Poison/Libinfo/Classified Position Descriptions) Arrange for any job-related training (Millennium, Banner, etc.) Provide 60-day Performance Appraisal in a timely manner Make sure employee is aware of Library's policy on authorizing overtime ahead of time! Make sure Trial Service employees are aware of no vacation leave until after six months Make sure all employees are aware of Library's policy on Leave of Absence Without Pay. Encourage employees to accrue or "bank" sufficient leave time to cover emergencies.Leave of Absence Without Pay Encourage employee to attend candidate presentations and to submit comments [see current interview schedule:https://iris.uoregon.edu/cms/node/1915]https://iris.uoregon.edu/cms/node/1915] Encourage employee, whenever possible, to attend other campus or library workshops, GOLD events, and/or Library Staff Association events. It's a great way to meet coworkers from other departments, units, or libraries! Make sure employee reads Library Staff Bulletin online each week. Archived issues may be found here: https://iris.uoregon.edu/cms/node/3https://iris.uoregon.edu/cms/node/3 Slide 21 TEAM DAVID Slide 22 1. Professional Librarian TEAM DAVID 1. Professional Librarian Slide 23 TEAM DAVID 1.Professional Librarian 2.Former ILL Librarian TEAM DAVID 1.Professional Librarian 2.Former ILL Librarian Slide 24 TEAM DAVID 1.Professional Librarian 2.Former ILL Librarian 3.Informal communication mentor TEAM DAVID 1.Professional Librarian 2.Former ILL Librarian 3.Informal communication mentor Slide 25 TEAM DAVID 1.Professional Librarian 2.Former ILL Librarian 3.Informal communication mentor 4.ILL librarian from a regional library TEAM DAVID 1.Professional Librarian 2.Former ILL Librarian 3.Informal communication mentor 4.ILL librarian from a regional library Slide 26 TEAM DAVID 1.Professional Librarian 2.Former ILL Librarian 3.Informal communication mentor 4.ILL librarian from a regional library 5.Me: the direct supervisor TEAM DAVID 1.Professional Librarian 2.Former ILL Librarian 3.Informal communication mentor 4.ILL librarian from a regional library 5.Me: the direct supervisor Slide 27 Cohort Slide 28 So complete! Covered all the bases! Slide 29 Slide 30 Or maybe exhausting.. Slide 31 Good: Team David Asking staff to help decide what needed to be fixed in ILL A central place to store and find stuff David would need to know Good: Team David Asking staff to help decide what needed to be fixed in ILL A central place to store and find stuff David would need to know Slide 32 GOLD Gateway to Organizational Learning and Development Slide 33 Topic: Focus Group with New Hires (within past 13 months) During your orientation, was there a particular activity or piece of information that you felt was especially useful? Learning institutional language (acronyms, things like Janus and Janus Circ) and terminology was especially helpful. Might be everyday things we take for granted. Had a tour of other libraries with two coworkers, so had a chance to meet and get to know other people and library locations on campus. Knight Library is a huge building. We might stagger various unit tours over the first three weeks or so. Its all very confusing. My supervisor gave me a list of everyone I needed to know. I spent most of my first week getting acclimated. Lists of need-to-know things was very helpful. Things like library servers, websites, people. Goals for the first week. Finding out about important weekly meetings. Laines mini orientation for new faculty members was very helpful. I liked that someone took me around campus to get my ID card and keys the first day. Slide 34 2. When you first started, was there something that someone did that made you feel more comfortable? I was invited to tea! People said hi. People explained commonly used acronyms. At my first department meeting, they served baked goods. Coworkers were friendly and helpful. I was taken to lunch and shown where places to eat are. Slide 35 3. Is there something that you wish had been covered during your orientation? I did not know where to park the first day. Had to keep feeding a meter. Perhaps we could have arranged for a temporary parking permit the first day or used our Library reserved spot. We could also have provided bicycling maps and information. It would have been helpful to see a complete organization chart so we can see where and how we fit in. It would also be helpful to have a brief history of the Library and the building. Vocabulary, terminology used here. Would be nice to have a checklist of things to learn and when we need to learn it by. Something to refer back to, like an Employee Handbook or contract renewal procedures, etc. Where are staff work areas? Particularly a problem in huge Technical Services area. Finding the branch libraries, particularly if one is directionally challenged. How to get on committees and start participating. There is so much information to learn, that its impossible to learn all at once. It could be phased in over time, perhaps. Desktop orientation: Outlook, Iris, Poison, map drives using, bookmarking sites, VPN and remote access. Slide 36 4. If you were asked to orient a new employee to the UO Libraries (not to their job function, but to the libraries in general), what two or three things do you feel would be most important for you to cover? Tour of physical spaces. People you need to know right away to make your job easier. Organization charts and library lists to find people easier. Desktop orientation, as mentioned above. History of the Library system and origin of the first library on campus (particularly for people not originally from Oregon or Eugene). Building history (Ed Teague might know a lot about that). If you had a problem, do you know where to go or whom to talk to? Could provide a list of contacts for various scenarios.. Slide 37 5. General Questions or Comments about Mentors and/or Making Social Contacts? My mentor covered the department philosophy, which was very important to have. Informal mentorships might be best. They happen organically. Should we ask someone to volunteer to be a mentor vs. assigning someone? Might be good to have an assigned mentor at the beginning. Kind of like our First Contact we currently provide for new faculty members. Then, later, have a mentor from inside the department, but maybe not call it a mentor (can have negative connotations). Mentor Team is a good idea. Mentor members were selected strategically for new faculty member (job-specific, library-specific, etc.). Having a Social Mentor the first day could be good. That person could show/tell you things like where to eat, where to park. Maybe when we send out a new employee packet (we do that for faculty, but do we do that for classified?), we could include an optional questionnaire that asked things like what are some things that interest you? It could help us match people with similar interests (new mothers, people with families, pets, hobbies, etc.) to be specific to that person and generate more excitement and make him/her feel more welcome (theres someone here like me!). Slide 38 ESP 1.Initial Contact 2.First month 3.6 12 months 4.One year Slide 39 ESP 1.Initial Contact: --1 st day of work info --1 st week of work --Interest Survey (Optional) --assignment of Social Guide Slide 40 ESP 2. First Month --Dept. Head or supv. details job duties --Meetings to attend --New Employee orientation website --Tour of branch libraries and campus --Social Guide continues Slide 41 ESP 3. 6 12 months --Professional expectations (introduction to Professional Guide if that hasnt happened) --Explanation of contract renewal and promotion --What committees to join Slide 42 ESP 4.One year Review with employee about his/her orientation. Its not a checkup on supervisors or guides, but an evaluation of the ESP plan. Slide 43 About the guides Slide 44 All Staff: Orientation to strategic directions and mission of the UO Libraries UO Human Resources Trainings (watch for quarterly emails with offerings)UO Human Resources Trainings GOLD and GOLD eventsGOLDGOLD events Library Forums Local/regional trainings (OLA, NWILL, Online NW, Orbis Cascade Alliance events, OLA Support Staff) Service on Library Committees: e.g., CSAC, Diversity, Screening CommitteesCSACDiversityScreening Committees UO Committees Library All-Staff Meeting (usually held once per quarter during the academic year) Library Policy Index Expected to attend, participate in, and share what was learned in at least two diversity related experiences each evaluation year All professionals attend candidate presentations, submit comments (see schedule)schedule Slide 45 Professional Expectations: Work or experiences which aid employee development, lead toward deeper organization involvement, and for NTTF, are required for promotion Classified StaffNon Tenure Track FacultyOfficers of Administration Fall & Spring Classified Staff Meeting with UO President and Executive Staff All-Classified Staff Meeting with the Dean of Libraries (typically held twice per year) UO Classified Staff Training and Development Advisory Committee UO Classified Staff Training and Development Advisory Committee Must attend / participate / provide leadership role in departmental meetings, unit meetings, and appropriate local and regional functional responsibility meetings (faculty meeting, subject specialists, UO Senate, etc.) All professionals volunteer for library and/or campus committees Build a professional profile by being active in regional/national/international librarian organizations and/or by actively presenting or publishing in areas of expertise or interest May be required to attend regional functional responsibility meetings Must attend Library faculty meetings Campus OA council and OA meetings Highly desirable to volunteer for campus and library committees Slide 46 This is a list of topics the Social Guides should cover for all staff: Libraries-wide staff introductions and tours; intro to library jargon pagejargon Brief history of libraries/buildings Library Departments / Org chartLibrary Departments Internal communications: Iris, Iris Directory, Iris Calendar, Poison (file server with Library forms, etc.), listservs (lib-staff/lib-faculty/lib-NTTF), Staff bulletinIrisIris Directory LSA and LSA Participation PolicyLSA Participation Policy Employee Years of Service Recognition LSA Events Slide 47 Slide 48 Slide 49 Slide 50 Slide 51 Slide 52 Slide 53 If you have any questions about our ESP please feel free to talk with Laine Stambaugh, our Director of Human Resources Slide 54 Now for Davids viewpoint Slide 55 University of Oregon Employee Satisfaction Program: Which aspects were particularly useful and what could be improved David Ketchum dketchum@uoregon.edu Slide 56 Slide 57 Slide 58 Slide 59 Satisfaction OrientationTraining Slide 60 Slide 61 Slide 62 Slide 63 Slide 64 Slide 65 Slide 66 Slide 67 antidisestablishmentarianism honorificabilitudinitatibus floccinaucinihilipilification hippopotomonstrosesquipedalian pseudopseudohypoparathyroidism aequeosalinocalcalinosetaceoaluminosocupreovitriolic asseocarnisanguineoviscericartilaginonervomedullary pneumonoultramicroscopicsilicovolcanoconiosis hepaticocholangiocholecystenterostomies Slide 68 What Was Particularly Useful Adaptable, Flexible Orientation Program Library/Campus Tours Colleague Introductions Populating Calendars with Regularly-Scheduled Meetings Mentorship Program with Strategically-Chosen Mentors Vocabulary List What Could Be Improved Comprehensive Orientation & Training Program, Not Separate Organize Tours & Colleague Introductions for New Employee Offer to Escort New Employee Assign a Social Mentor Provide Mentors with Expectations & Guidelines Create a Group for Newly-Hired Employees Provide New Employees With a Comprehensive Organizational Chart Slide 69