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HBCU Library Alliance Mentorship Program CROSS-TRAINING AT CLAFLIN UNIVERSITY’S LIBRARY

HBCU Library Alliance Mentorship Program CROSS-TRAINING AT CLAFLIN UNIVERSITY’S LIBRARY. Mentee: Marilyn Gibbs, Director Claflin University Library Mentor: Elsie Weatherington, Dean Virginia State University Library. ABSTRACT SUMMARY. In an effort to expedite cataloging

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HBCU Library Alliance Mentorship Program CROSS-TRAINING AT CLAFLIN UNIVERSITY’S LIBRARY

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  1. HBCU Library Alliance Mentorship ProgramCROSS-TRAINING AT CLAFLIN UNIVERSITY’S LIBRARY Mentee: Marilyn Gibbs, Director Claflin University Library Mentor: Elsie Weatherington, Dean Virginia State University Library

  2. ABSTRACT SUMMARY In an effort to expedite cataloging and serials processing procedures, it was determined that through cross-training, the serials assistant would be taught how to create bibliographic records.

  3. MENTORSHIP MEETING Mentor Elsie Weatherington, Dean Virginia State University Library met with Mentee Marilyn Y. Gibbs, Director H.V. Manning Library, Claflin University on December 5, 2005

  4. PRESENTATION OUTLINE • Abstract • Definition of Cross-Training • Needs Assessment • Project Review

  5. PRESENTATION OUTLINE, cont’d… • Breakthroughs/Innovations • Application of Learning • Summary

  6. ABSTRACT The H.V. Manning Library at Claflin University is a constant source of activity, with patrons utilizing the various resources that are available to them. It is a key component in the success of the academic programs at the university.The library staff works diligently with faculty, students, and other patrons to ensure that resources are added to the collection in a timely manner.

  7. In an effort to expedite cataloging and serials processing procedures, it was determined that through cross-training, the Serials Assistant would learn how to create and export bibliographic records and the Library Technical Assistant in the Cataloging Department would learn how to create periodical check-in records.

  8. Both participants were able to enhance their own job performance as well as learn how to perform the other participant’s daily duties. Cross-training began in August 2005.  A team was selected and meetings were held to discuss the tasks to be accom-plished.  The cross-training team met twice per week to coordinate their activities and to conduct training. 

  9. The cross-training team met twice per week to coordinate their activities and to conduct training.  Cross-training promotes team-work, cooperation and communications between the partici-pants.  The backlog in the Serials Department is being cleared and both departments are functioning more effectively and efficiently.

  10. The team developed a cross-training procedures manual that outlined their daily activities and the processes utilized to create bibliographic and check-in records.  The process did not require any additional budgetary expenditure. The participants will receive special recognition at a library-sponsored event during the semester.  Additional cross-training is being considered for other staff members.

  11. WHAT IS CROSS-TRAINING? • A utilization of the skills and talents of all library staff in all areas of the library. • A method of creating better informed librarians and staff. • A challenging but productive experience.

  12. NEEDS ASSESSMENT Participants interested in enhancing their job performance and willing to learn new skills were selected. The Serials Assistant was dependent on the LTA for the input of bibliographic records for periodicals.

  13. NEEDS ASSESSMENT, cont’d… The LTA didn’t have any help, thus slowing the process for on-line periodical check-ins. Both parties needed additional help.

  14. THE STAKEHOLDERS • The stakeholders were the library staff and patrons who would benefit from the availability of the library resources.

  15. KEY CHANGE ISSUES The key change issues were time, benefits, the need to have control over issues affecting duties and responsibilities and the need to have more than one person with the ability to perform required tasks.

  16. PARTICIPANTS: • MRS. MAMIE HUGGINS LIBRARY TECHNICAL ASSISTANT CATALOGING DEPARTMENT • MRS. BERNESTINE HAYNES SERIALS ASSISTANT REFERENCE DEPARTMENT

  17. Mrs. Mamie Huggins Library Technical Assistant, Cataloging Department Mrs. Bernestine Haynes Serials Assistant, Reference Department

  18. PROJECT OBJECTIVE/GOAL The project objective/goal was to cross- train staff from two different departments within the library to perform each other’s jobs: • Library Technical Assistant (Cataloging) • Serials Assistant (Reference)

  19. PROJECT OVERVIEW The cross-training took place at the H.V. Manning Library at Claflin University in Orangeburg, South Carolina. The director and reference librarian agreed that cross-training would be vital for the speedy input of data for the serials assistant.

  20. PROJECT OVERVIEW, cont’d… The cataloging department had also become a one person operation. The participants scheduled time for dual hands-on training.

  21. PROJECT OVERVIEW, cont’d… All procedures were documented, a cross-training manual was developed and statistics were maintained.

  22. EXECUTION (HOW) The cross-training was conducted by the participants (Mrs. Huggins and Mrs. Haynes) who cross-trained each other to perform their daily duties.

  23. TASKS (WHO) The LTA cross-trained the Serials Assistant on how to create and export bibliographic records when cataloging periodicals, as well as how to catalog new books for the different collections in the library.

  24. Also, the Serials Assistant cross-trained the LTA on how to create periodical check-in records as well as how to check-in periodicals.

  25. TIMELINE (WHEN) The timeline for the implementation of the project was August 2005 – February 2006. It is an on-going project due to the continual update of the on-line System.

  26. BREAKTHROUGHS Numerous periodicals with the same title can be checked in simultaneously. By using remote sites, you can actually export a full bibliographic record and clean it up, versus creating an original record for each book.

  27. MOST SIGNIFICANT CHALLENGES The Serials Assistant wasn’t given cataloging privileges initially in order to create and export bibliographic records. The LTA wasn’t given serials privileges initially in order to create check-in records and for checking in periodicals.

  28. MOST SIGNIFICANT CHALLENGES, cont’d… Absence/shortage of professional cataloger

  29. APPLICATION OF LEARNINGS The participants gained knowledge that allowed them to perform their duties more effectively and efficiently and broaden their skills in other areas. Cross-training also makes the participant more marketable to the profession.

  30. PROJECT STATUS • As of February 2006, the project was well received by the participants, who were eager to participate in the cross-training. Both participants agreed that it was a highly successful and rewarding experience. The project is continuing.

  31. SUMMARY The project was a tremendous success. The process provided opportunities for teamwork, communications and cooperation and was beneficial to the entire university family.

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