Breaking Tradition:

Breaking Tradition:Restructuring to Deal More Effectively with Electronic Resources

Frank J. Bove, Electronic Resources Librarianfjbove@uakron.edu

Karen A. Plummer, AV/Special Materials Catalogerkplumme@uakron.edu

ALAO 2011 Annual ConferenceToledo, OH

November 4, 2011

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

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University Libraries

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…seeks a creative…librarian to join its faculty as Electronic Resources Librarian

• 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.

University Libraries

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…seeks a…dynamic librarianto join its faculty asElectronic Resources Librarian

• 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

University Libraries

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A Vague and Flexible Job Description

Appeals to individuals… 1. With wide varieties of experiences2. Who are able to see connectors

• Background– Reference, Cataloging, & Circulation vs. – Acquisitions/Electronic Serials

• “Make it up as you go…”

University Libraries

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Working with Multiple Groups

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

University Libraries

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Monster or Monstrous Workflows

University Libraries

“Let’s look at this a different way…”Reorganizing and Refocusing

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University Libraries

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2009-2010

• 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

University Libraries

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Strategic Plan

• 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

University Libraries

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Organizational Design Team (ODT)• 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

University Libraries

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ODT Results-New Structure

• 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.

University Libraries

Dean

Head, Archival Services

Associate Dean

Access Services Dept

Acquisitions Dept

Collection Management Officer

Electronic Services Dept

Research & Learning Services

Dept

Science & Technology Library

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Electronic Services Department

• 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

University Libraries

Born: April 13, 2011Head: Aimee deChambeauStaffing: 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)

“Guinea pigs for a new service model”Progress to Date

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University Libraries

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Benefits:

• 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

University Libraries

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Issues:

• 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?”

University Libraries

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Next Steps:

• Continuing analysis of workflow

University Libraries

Contact Information:

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Frank J. BoveElectronic Resources Librarian

The University of AkronBierce Library 362C

Akron, OH 44325-1712330.972.5104

fjbove@uakron.edu

Karen A. PlummerAV/Special Materials Cataloger

The University of AkronBierce Library 261DAkron, OH 44325-1712330.972.7244kplumme@uakron.edu

University Libraries