Breaking Tradition:

1. Breaking Tradition: Restructuring to Deal More Effectively with Electronic Resources Frank J. Bove, Electronic Resources Librarian fjbove@uakron.edu Karen A. Plummer, AV/Special Materials Cataloger kplumme@uakron.edu ALAO 2011 Annual Conference Toledo, OH November 4, 2011

2. University Libraries The University Libraries at The University of Akron… seeks a creative and dynamic librarian to join its faculty as Electronic Resources Librarian.

3. …seeks a creative…librarian to join its faculty as Electronic Resources Librarian University Libraries • Leads the University Libraries in the exploration, selection, and evaluation of electronic reference and web-based applications--including research databases, full-text resources, e-journals, e-books, and interactive user services. Works with library departments in assessing library needs and works collaboratively to implement and maintain electronic products and services. Generates, analyzes and disseminates usage statistics, manages licensing activity for public electronic resources and provides training and other instructional support to library users and library staff.

4. …seeks a…dynamic librarianto join its faculty asElectronic Resources Librarian University Libraries • Under direction of the Head of Reference, provides general and specialized reference service, including staffing the reference desk (some evenings and weekends) and providing chat/email reference; provides routine library catalog maintenance; takes part in the University Libraries' information literacy program; serves on the library's web team; and may contribute to collection development and management

5. A Vague and Flexible Job Description University Libraries Appeals to individuals… • With wide varieties of experiences • Who are able to see connectors • Background • Reference, Cataloging, & Circulation vs. • Acquisitions/Electronic Serials • “Make it up as you go…”

6. Working with Multiple Groups University Libraries University Libraries • Reference • Acquisitions • Cataloging • Collection Management • Systems • UL Web Team • Department Heads Advisory Group (DHAGs) Information Technology • UA Web Team • Networking • System Administrators • Support Desk • Instructional Services • Distance Learning • Audio Visual Services

7. Monster or Monstrous Workflows University Libraries

8. University Libraries “Let’s look at this a different way…” Reorganizing and Refocusing

9. 2009-2010 University Libraries • Dean Cheryl Kern-Simirenko initiates change process • Strategic Planning Committee • Organizational Design Committee • Both committees included facilitators from outside University Libraries • Added a level of objectivity to the process • Facilitators had expertise in planning and organization • Committees utilized focus groups, environmental scans, discussions, research into trends in various types of libraries, and written feedback from faculty and staff for basic information and guidance

10. Strategic Plan University Libraries • Environmental scan indicated that: • Remote access to resources is standard and expected • Demand for digital format and adaptability will rise. • Demand for distance learning support and services will increase. • Discussions emphasized: • Expanding electronic resource collections • Importance of electronic access to library resources to faculty, staff, and students • Critical to have staff dedicated to e-resource management

11. Organizational Design Team (ODT) University Libraries • Goals • Eliminate overlap in authority • Clarify reporting lines • Streamline reporting line to the Dean • Old model: 11 direct reports to Dean • Restructure to best meet needs of users AND meet goals under strategic plan • Issues discussed: • Look at functions rather than departments/individuals • Communication • Clear reporting lines • Trends in librarianship

12. ODT Results-New Structure University Libraries • Direct reports to Dean: 2 • Associate Dean responsible for day-to-day library management • New position: Collection Management Officer • Access Services Dept.: Circulation, Interlibrary Loan, Media Services, OhioLINK Lending, Laptop Lending) • Research & Learning Services Dept.: Reference Dept., Collection Management Dept., part of Teaching & Training Dept.—Key development: Implementation of a Learning Commons service model • Acquisitions Dept.: No changes • Science & Technology Library: No changes • Electronic Services Dept.: Cataloging Dept., Systems Dept., part of Teaching & Training Dept.

13. Electronic Services Department University Libraries Born: April 13, 2011 Head: Aimee deChambeau Staffing: 5 Faculty; 7 Staff; 2 Students Merger of: Cataloging Dept., Library Systems Dept., & members of Teaching &Training Dept. (Electronic Resources Librarian, Web Development Specialist, and Library Specialist) • Centralizes electronic-based library services. Functions may include, but are not limited to: • Digital project coordination • Electronic resources coordination and maintenance • Faculty liaisons • Library systems maintenance • Library website development • Metadata services, including cataloging

14. University Libraries “Guinea pigs for a new service model” Progress to Date

15. Benefits: University Libraries • Department Head devoted to electronic access issues • Advocate for E-Services at highest levels • Mediates communication across departments • Advocate for training and development of faculty/staff • Keeps “big picture” in mind • Management of e-resources • Moved from a 1 FTE shop to 8+ FTE! • Eliminated barriers between types of e-resource management and electronic services • Improved communication within department • Major effort to re-evaluate workflows • Process analysis efforts tracking types of e-resources through system to eliminate confusion and identify redundant efforts

16. Issues: University Libraries • Defining what Acquisitions does versus E-Services • ILS system not designed to track workflow • Looking at possible non-ILS workarounds • “Thinking outside of the box” • “New” e-resource formats and E-Services • Streaming video • Streaming audio reserves • Changing mindsets • Moving from physical resources to virtual with no paper trail • “E-Services, may I help you?”

17. Next Steps: University Libraries • Continuing analysis of workflow

18. University Libraries Contact Information: Frank J. Bove Electronic Resources Librarian The University of Akron Bierce Library 362C Akron, OH 44325-1712 330.972.5104 fjbove@uakron.edu Karen A. Plummer AV/Special Materials Cataloger The University of Akron Bierce Library 261D Akron, OH 44325-1712 330.972.7244 kplumme@uakron.edu