Task Force Report to ULS Colleagues

1. Task Force Report to ULS Colleagues FY13 Planning Task Force User Services Task Force Open Meeting of the ULS Administrative Council December 14, 2011

2. Agenda • What the task forces were asked to do • Introduction to the Strategic Options Analyses • Executive summary • What we learned • What we recommend • Anticipated next steps

3. What the task forces were asked to do • FY13 Planning TF • Increase opportunities for ULS staff to participate in FY13 planning process • Focus on digital library • Produce strategic option analysis as input to development of ULS FY13 plan • User Services TF • Focus on organizational redesign/new service model for FY12 • Engage with ULS stakeholders • Produce strategic options analysis as input to development of ULS FY13 plan

4. Task Forces FY13 Planning Task Force • Aaron Brenner • Tim Deliyannides • Pat Duck • Luke Ferdinand • Ed Galloway • Arif Jamal • Robin Kear • Ann McLeod • Dennis Smith • Eve Wider • Jeff Wisniewski • Clare Withers User Services Task Force • Judy Brink • Pattie Duff • Jeanann Haas • Marnie Hampton • Martha Mantilla • Marc Ross • Eugene Sawa • DennisSmith • Clare Withers • Phil Wilkin • Added for next stage of work: Pat Duck, Bill Gentz

5. What is a strategic option? • Strategic options arecreative, action-oriented responses to the library’s changing environment. They take into account the facts, community needs, trends, opportunities and threats facing the ULS. Strategic options are identified following an organizational assessment that keeps in mind the changing environment, mission and aspirations of the library. The TF will conduct the organizational assessment inclusively by using “Future Search” conferences focusing on (1) public and collections services and (2) the ULS digital library. They will analyze the output of the Future Search conferences to develop and submit a strategic options analysis … • --Charge, ULS FY13 Planning Task Force

6. Report Writing Process

7. Our Strategic Options Analyses • Structure • Strategic traceability • Sources of information • Represents ideal • Actions not prioritized or ranked in any way • Actions represent “what to do” not “how” • No assessment of what ULS has capacity to do • User Services SOA presupposes completion of user service organizational redesign in FY12

8. From university mission statement From ULS Long Range Plan Themes discussed by TFs ReadingsFuture Search results Discussion boards

9. Fiscal Year 13 Task Force Focus on ULS “Digital Library”, with a broad, inclusive definition of that term

10. Fiscal Year 13 Task Force Major Themes • Improving discoverability • User-centeredness in design, services, and decision-making • Improving communication & collaboration • Building on Open Access & publishing strengths; support of University OA Policy • Review of digital library services, partnerships

11. Discoverability • Remote access to licensed content: s-remote • Increased mobile presence • Integration of ULS resources in third-party platforms

12. User-Centeredness • User / Usage / Usability Studies • User-centered redesign of Digital Library • Ongoing planning incorporates user research

13. Communication & Collaboration • The “Collaborative” model • Internal and external communication plans • Engagement with user communities

14. Open Access & Publishing • Engage with faculty & promote Open Access across University • More efficiently ingest content into D-Scholarship • Continue to expand e-publishing

15. Review of Digital Library Services & Partnerships • Informed by user research, produce digital library roadmap • Review partnerships; pursue new collaborations • Review organizational structure of digital library

16. User Services Task Force • User-centered services in Hillman • Hillman ground floor redesign • Library Liaison model • Highlight and build collections

17. Hillman Ground Floor Redesign • One Desk – merge services for “one point” service • Cross-Training for Public Services • Library Liaison model • Seamless reference • Streamlined delivery

18. Hillman Ground Floor Redesign • Evaluating and reducing ground floor collections • More study areas • More group study areas • Group study reservation system • Flexible teaching spaces • “Concierge Desk” • Media center • Data management lab

19. Hillman Redesign Concepts • Include faculty and students as advisors for specific initiatives • Instruction • 21st Century teaching spaces • Leverage Webinar and other emerging technology • Instructional Designer expertise • Opportunities to create credit bearing IL course

20. Liaison Librarian Model • Position description framework (already ongoing) – identifying models and best practices • Professional development • Develop a “Toolkit” to support the transition to LL model • Technology training and use – mobiles & new technology • Comparable training for support staff in new or evolving roles

21. Highlight and Build Collections • Patron Driven Acquisitions • Raise visibility and use of collections • Explore alternative access to ULS resources • Mobile and social media access to collections • Streamline GetIt, EZ Borrow, ILL to improve usability and visibility of collections • Work with Liaison Librarian model to improve awareness and use of collections • Promote collections via lectures, workshops and programs

22. Highlight and Build Collections • Improve and build on international exchange programs • Establish new international exchange programs • Work with publishing partners to further develop our digital collections • Investigate a process for grant writing and funding options • Ecommerce payment gateway • Investigate limited on-site community access

23. Marketing and Promotion • Targeted marketing of collections, reference and instruction services • Social Media – publicize and help build services and collections

24. Organizational Development • Improve internal and external communication • “Collaboratives” for group and project work • Selected use, user, and usability studies to inform planning and activities • Identify and update skills, competencies and support professional development of librarians and staff (including cross-training) • Continue inclusive strategic planning process

25. What is a collaborative? • An organized effort of shared learning by a team • Structured cross-learning • Develop or adapt best practices to a local situation • Build consensus and achieve significant results in a short period of time • Can form subgroups as needed

26. Example from University of Minnesota Libraries

27. Next steps for User Services TF (from the charge) • Establish public and collections services design principles by: • Creating a user-centered vision (zero based) of ULS public and collections services three years from now • Creating a prioritized roadmap for the design, development, and implementation of the envisioned services • Recommending principles for user services space redesign that is aligned with best practices, the vision and roadmap • Recommending principles for the redefinition of traditional roles (e.g., reference, instruction, collection development librarians) and the integration of new roles that are aligned with the vision and roadmap • Recommending principles for professional training and development needed to move to these new roles

28. What the task forces are asked to do next

29. Task Force members • Heidi Card • Elvia Arroyo-Ramirez • Noreen Jerin • Rick Hoover • John Fudrow • Susan Neuman • Many others!!!