Library Planning Presentation

7/27/2019 Library Planning Presentation

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STEVENSON LIBRARY

PLANNING OUR FUTURELIS581 . Jeremiah Hall . 3/26/2013

Strategic planning is essential to guarantee a future

library service for clients(Johnson, 1994, p. 7).


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About Stevenson Library

Some facts about Stevenson Library & its service

environment:

Student population

has grown from

around 1,000students to over

2,000 in the past 20

years. Faculty has

grown 25% in thesame period (J. Katz,Personal Interview, March 18,

2013)

Serves a medium sized

liberal arts college.

Average yearlycirculation of 26,000

books locally (Hoyt, 2013)

Estimated total

circulating books incollection: 250,000 (J.Katz, Personal Communication,

January 22, 2013)


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More Facts on Stevenson Library

Member of Connect NY consortium, which consists

of 18 academic institutions in New York State that

share collections, leverage resources, and enhance

services through cooperative initiatives and

coordinated activities (Connect NY, Overview, 2012)

Stevenson Library borrows a yearly average of

4,500 interlibrary loans from the partner libraries (K.

Laing, Personal Communication, March 19, 2013)

Usual turn around time for materials through

Connect NY is 2 to 3 days.


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The Library is currently planning a major overhaul of

its collection including a strategic drawdown toadd additional seating and space within the library.

This is possible because of access to the Connect NY

shared collections and the success rate of theConnect NY service.

This plan was originally referred to as the Print

Archive project, but with involvement of our

Connect NY partners is now called the Shared

Collection Project (SCP)(J. Katz, Personal Communication, March18, 2013).

Current Plans


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It requires:

A detailed SWOT (strengths, weaknesses,opportunities and threats) analysis based on a

collection analysis done by an outside contractor as

well as environmental scanning of our Connect NY

partners and their collections.

Parameters for the Strategic Drawdown:

Items published or purchased before 2000 that have

never circulated will be moved to shared remote

storage with Connect NY partners or removed from

the collection.

(J. Katz, Personal Communication, March 18, 2013).

More on the SCP Plan


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Using Scenario-Based Planning (Connect NY, 2013-03-19,

2013) to address potential futures for the collectionand library space.

Conforms to consortial obligations for Connect NY

and the opportunities offered by partnership.

Necessitates setting goals and objectives for the

planning process at the outset (Johnson, 1994, p. 9).

Looks at continued financing as a major concern.

The SCP plan is a response to a failed attempt to

get funding for an addition to the library (J. Katz,Personal Communication, March 18, 2013).

Planning Process


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Allows for developing a plan based on potential

outcomes some desired and some not desired.

Was the chosen approach by the Connect NY

consortium for member libraries to use in

developing a shared collection (Connect NY, 2013-03-19, 2013).

Incorporates a SWOT analysis to address balancing

the space needs in the library with collection goalsfor local and shared collection access.

Planning can help organizations be more effective in

creating and implementing realistic plans (Dougherty, 2002, p. 39)

Scenario Planning Why Used?


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Allows for the collection analysis by SCS (Sustained

Collection Services) to be an integral part of

developing scenarios based on local and

consortium-wide collections data (J. Katz, Personal

Communication, March 18, 2013). Learn more about what SCSdoes at: http://sustainablecollections.com/

This type of planning community input from

faculty, students and college administration to

participate in building scenarios (J. Katz, PersonalCommunication, March 18, 2013).

Scenario Planning Why Used?
http://sustainablecollections.com/http://sustainablecollections.com/http://sustainablecollections.com/


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March 2012: SCS presentations were given about theirservices and expectations for the collection analysis.

October 2012: Planning meetings were scheduled for

setting timeline, determining goals and objectives ofand coordinating with SCS.

November 2012: Surveys about collections and

data extracts were delivered to SCS for analysis.December 2012: Data processed by SCS (including

analyzing titles in WorldCat) and Memo Of

Understanding (MOU)* discussions held.

5 Year Planning Timeline(based on Connect NY, 2013-03-19, 2013)

*Signed agreement between institutions


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January 2013: SCS provided collection analyses.

Stevenson Library staff met to discuss direction of

project locally, including the Collection Development

and Cataloging departments as well as the Director.

February 2013: Group collections summary and

analyses provided by SCS. Listserv discussions for

Connect NY to develop scenarios for overall planning.

March 2013: Completing the local SWOT analysis,setting parameters and determining staff roles. PR

campaign initiated to get local input.

5 Year Planning Timeline Contd


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Next 1 to 2 years: Sign MOU. Implement the

drawdown by processing over 31,000 titles identifiedas meeting the parameters according to the SCS study.

This will be conducted by the Collection Development

and Cataloging staff.End of 2015: Complete the Strategic drawdown.

2016-2018: Reconfigure library space (along with

finding financial support support for renovations). Getfeedback from community and conduct additional

environmental scans of Connect NY Partners and the

service to assess outcomes (J. Katz, Personal Communication,March 18, 2013).

5 Year Planning Timeline Contd


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Community Diversity in Planning

It is important to have wider community involvement

in developing a strategic plan rather than limiting it toa small subset of the community. This allows more

support and aids implementation in nonprofit

environments (Sharp & Brock, 2012, p. 574).

Initially this plan was based on community input

from interviews, meetings and informal

communications between local and consortialcommunity members.

The president of the College was also integral to

getting this plan started! (J. Katz, Personal Communication, March18, 2013).

Community Involvement


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Community Diversity in Planning

The consortium has regular meetings, a listserv and

other forms of intercommunication betweenmembers.

Locally to Bard a campus-wide conversation is being

opened up through email, personal conversationsand public meetings. This is critical now that the

analyses are complete and parameters for the

drawdown of the collection are being determined.

Diversity for this plan includes students, staff,

faculty, local community members and consortial

partners (J. Katz, Personal Communication, March 18, 2013).

Communicating with the Community


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Community Involvement

Invite faculty to participate in offering their

expertise in determining whats important to retain.

Involve students in reviewing materials. Set a staff

liaison for student involvement as part of the PR

campaign. Interview and survey them continually.

Spreading the process over a couple years will

provide time to solicit feedback as we go.

Use the knowledge of library staff locally to taptheir expertise and build a communal knowledge

base to make the planning more effective (Dougherty,

2002, p. 41) Put this online!

Getting Diverse Responses


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Assessment of the Plan

The plan and its progress will be assessed in:

Regularly scheduled consortial meetings.

Local meetings with faculty, staff and students.

Surveys and interviews of community members.

Questions might address: How the plan has affected

their use of the library and its materials? Do they feel

it takes longer to get items? Do they use the Connect

NY service more? If they participated in the planning,

do they feel it was successful?(J. Katz, Personal Communication,

March 18, 2013). See Appendix A Sample Survey.


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More Assessment The MOU, which each library signs,

has built-in standards for addressingparticipation in building the shared

collection to limit loss of access to

items of importance. Decisions are

still made locally.

Circulation statistics and ILL requests

Planning involves

structural, humanresources, political

and culture

changes - the 4

lenses of Bolman &

Deal(Sharp &Brock, 2012, p.

580).

will continue to be tracked for additional evidence

(J. Katz, Personal Communication, March 18, 2013).

Survey and interview responses will analyzed and

entered into a spreadsheet for reference in

assessing and modifying scenarios in the plan.


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Assessment Contd The Connect NY consortium will continue to collect

statistics and track member libraries participation inboth the Connect NY service and SCP (J. Katz, PersonalCommunication, March 18, 2013).

Community participants in the planning will be

encouraged to review their contributions and

complete surveys. They will also be invited to

meetings at the library to share feedback. This

information will be recorded and used as furtherinput as the plan progresses.

Blogs, email, listservs, etc. will also be used to solicit

further feedback from the whole community.


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Appendix A Sample Survey

Stevenson Library Collection and Interlibrary Loan Survey

1) Do you use the Connect NY service? _Yes _NoIf yes, do you feel you use it more than in the past? _Yes _No

2) Do you checkout local books? _Yes _No

If yes, do you often find yourself unable to get a local copy of what you need? _Yes _No

3) Do you feel the library has less items available now? _Yes _No

4) Has your ability to do your research and/or school work been affected? _Yes _No

If yes, in what way: _________________________________________________

5) What do you value most about the library? (Select your top choice)

_Space/Seating _Collections _Electronic Resources/Computer Access

_Reference Help _Other6) If you participated in helping the library plan the changes to its collection, do you feel it

was successful? _Yes _No Why?____________________________________

7) Additional comments about the Connect NY service and our collections:

__________________________________________________________________


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Connect NY. (2012). Overview. Retrieved from

http://connectny.org/index.php?q=node/19

Connect NY. (2013). 2013-03-19-CNY Vassar meeting [PowerPoint slides].Connect

NY Meeting, Vassar College, Poughkeepsie, NY.

Dougherty, R. (2002). Planning for new library futures. Library Journal, ??, 38-41.

Johnson, H. (1994). Strategic planning for modern library. Library Management,15(1), 7-18.

Hoyt, Carl (2013). Stevenson library circulation statistics report 2010 2013.

Annandale-on-Hudson, NY: Author.

Sharp, Z. & Brock, B. M. (2012). Implementation through risk mitigation: Strategicprocesses in the nonprofit organization.Administration & Society, 44(5), 571-594.

Retrieved from

Images

Slide 1: http://www.bard.edu/academics/libraries/

References
http://connectny.org/index.php?q=node/19http://www.bard.edu/academics/libraries/http://www.bard.edu/academics/libraries/http://www.bard.edu/academics/libraries/http://connectny.org/index.php?q=node/19http://connectny.org/index.php?q=node/19

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Library Planning Presentation