Strategic Plan-Art School Library

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William B. Eager Memorial Library

Strategic Plan, 2011

Erin Clark, Jeanne Kliewer, Karen Seong,

Sara Bystrom, and Virginia Dodier


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Table of Contents

Executive Summary 3

Strategic Plan 4

Organizational Profile 5OverviewThe OrganizationGuiding ValuesMission

Preparation and Planning 7Library Management TeamPlanning Factors

Current Reality 9Environmental ScanSWOT AnalysisOrganizational PerformanceGap Analysis

New Priorities 13

Strategic ProfileFuture VisionStrategic Initiatives

Action Plan 16Strategic InitiativesPerformance Management

Contingencies 19

Concluding Remarks 20

Appendix: Summary Report of Team Project Activities 21


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The William B. Eager Memorial Library of the Castor Institute of Art (CIA) has experiencedtremendous growth as student enrollment has increased in the last decade. In an effort toaccommodate the changing needs of students and faculty, the library is upgrading its digitalservices. The purpose of this strategic plan is to explain the necessary steps toaccomplishing the optimal result of providing the most up-to-date services to benefit theschool and library alike.

The initiatives include:

Digitize and upload senior theses.Thiswill increase access to student work dating back to 2001. Some of the theses includeportfolio images in slide form while more recent works are stored on CD-Rs. Onlineaccessibility of digitized student works will showcase the talent of CIA students to the publicand can be used to serve as a reference for current and prospective students. It is our goal topreserve student works digitally and enhance access to the librarys resources.

Redesign and update the Library Website.This is equally important, because the improved web site will host among other things thenewly digitized senior theses. Moreover, the redesigned website will contribute to increasedvisits and overall web traffic to the librarys site. Without updating the current site, the

library will not be able to share its valuable resources effectively. Regularly updating thewebsite and implementing changes according to feedback from students and faculty willmake the website a greater asset to the school and the library.

By going forward with this strategic plan, the library wishes to make good on the promisesstated in our mission statement and guiding values. In addition, by expanding theboundaries of library services to go beyond lending services, it will increase the librarysvisibility. This 18-month project will begin in mid-2012 and be usability tested on the 12-month mark (mid-2013) to make necessary adjustments until the official launch at the endof 2013.

Executive Summary


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Strategic Plan:

Goals and Objectives

Goal 1: Digitizeand upload senior

theses

Objective 1:

Improve access tostudent work

Objective 2:Preservation of

ephemeral materials

Goal 2: Redesignand update

library website

Objective 1:Improve online

access to libraryservices andcollections

Objective 2:Improve library

visibility and web

presence

Recognizing the need to move quickly, the library strategic plan team has identified twogoals, each with two objectives, to be achieved in an 18-month period.


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Organizational Profile

Overview

Established in 1969 by Dr. William B. Eager in Beaverton, Oregon, the Castor Institute ofArt (CIA) is one of the leading art schools on the west coast. Over the last ten years, CIA hasexperienced a tremendous growth of over 50 per cent in student enrollment. Alldepartments, including the William B. Eager Memorial Library, are tasked with building oncurrent success, maximizing delivery of services to CIA students and faculty, and extendingoutreach locally, nationally, and internationally.


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The Organization

The library serves 450 students, 30 faculty members, and 25 administrative and supportstaff members. Since CIAs enrollment has increased so drastically, the library is challengedto serve more people with staffing remaining at the same level.

The library staff consists of:

No. Title Hrs./Week(ea.)

1 Library Director 40

1 Assistant LibraryDirector

40

1 Technical ServicesLibrarian

(new position)

20

8 Work-StudyStudents

5

The library also relies on the assistance of CIA administrative staff including:Personnel / HR ManagerDevelopment and Marketing Officer

The library also works with contractors and consultants including the schools WebTechnologies Consultant.

Guiding Values

The William B. Eager Memorial Library is guided by the following values: We connect people with knowledge to support their personal creative pursuits. We use knowledge to help create life-long learners. We help our students gain researching skills to become informed and passionate

citizens. We provide our community with the best services and information resources. We provide materials online to share our faculty and student talents with the

academic community and public. We encourage connection and involvement through providing open access to

materials for local, regional, and international communities.

Mission

The William B. Eager Memorial Library supports the curricular, creative, and researchneeds of the Castor Institute of Art community. It provides students with the tools needed toprepare for professional careers, become life-long scholars, to use information withintegrity, and to practice curiosity and determination in all areas of knowledge seeking.


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Preparation and Planning

Library Strategic Plan Team:

Karen Seong, Library Director Oversees project planning and implementation Recruits and hires personnel (with Personnel / HR Manager) Prepares budget requests, writes grants (with Development and Marketing Officer)

Sara Bystrom, Assistant Library Director Volunteer coordinator Staff trainer

Virginia Dodier, Personnel / HR Manager Recruits and hires personnel (with Library Director) Manages project schedule

Jeanne Kliewer, Development and Marketing Officer Prepares budget requests, writes grants (with Library Director) Promotes website

Erin Clark, Web Technologies Consultant Redesigns website Advises on digital technology


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Planning Factors

Need to raise funds Budget requests Grant applications

Need to recruit and train staff, work-study students and volunteers 1 half-time Technical Services Librarian to maintain equipment, assign metadata,

upload files, and work with the Web Technologies Consultant 8 work-study students to scan thesis documents and slides Volunteers to assist with scanning

Need to update equipment Purchase scanner(s) for digitizing items

o Canon DR 9080C or Fujitsu 6670 for scanning documentso Fujitsu 6770A or Epson Expression 1640XL for scanning slideso Bookeye scanners for books and manuscripts

Need to update digital technologies Create a Flickr account Add a digital repository such as DSpace

Need to improve website design Enhance navigability through tabs and pull-down menus Upload recently scanned items to the Library home page Include both search box and browse options Include a comment box Allow website visitors to create their own tags for images Web designer can work with students to create visually appealing backgrounds


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Current Reality

Environmental Scan

This strategic plan is the librarys proactive response to challenges affecting its delivery ofservices to a rapidly growing student body in a rapidly changing technological environment.The following is an outline of the situation which led to formulation of the strategic plan.

Library resources and assets

Personnel 2 full-time, 1 half-time staff positions 8 part-time work-study positions

Collections More than 18,000 books, including reference Subscriptions to leading art databases, journals and serials Approximately 2000 senior theses (documents and slide sets)

Equipment 20 online computer work stations for students 4 online computer work stations for staff 2 catalog-only computer terminals 2 photocopiers, 1 scanner, 1 digital camera

Facilities 5000 sq. ft. on each of 2 floors

Funding Operating, personnel and capital budgets guaranteed by the institution Special projects funded by grants

Community outreach Active volunteer program Friends of the Library support group

Web presence Website designed 2000, last updated 2005

Internal problems affecting library services

Understaffed Out-of-date computer hardware and software Out-of-date website limits outreach, visibility and service delivery


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Organizational performance

Current status

Senior thesis artwork is currently archived on slides and CD-Rs, which according tocirculation statistics and polling of library employees are underutilized because

students are unaware of them as a resource.

Measured by:o Responses to user survey sent out last academic year

User survey also suggest that students and staff alike would be eager to look at pastthesis projects and would be more likely to do so if these were digitized.

Measured by:o Number of hits to new digitized collection compared to requests for senior

thesis slide sets and CD-Rs.

Circulation and reference report low numbers of community members and localartists are actually using the library or even know that it is open to the public. Therehas been little effort in the past to spread the word about library access to communitymembers.

Measured by:o Number of guest library passes issued

Marketing could address this issue as well as gain CIA a higher profile, which wouldhopefully attract more potential students and funding.

Measured by:o Number applications in academic year 2012-2013 compared to prior yearso Number of community partnerships and donations

The library website has been reported to be antiquated and confusing by students.Historically, we have had someone work on web site design and navigation internally.Todays student is a savvier web user, so we will outsource the web design andusability part of the project. Our aim is to improve the website to be more intuitiveand user friendly.

Measured by: Conducting usability tests during construction of the new website Asking users to rate ease of use of both old and new sites on scale of 1-5 Number of hits website receives Length of time spent on website


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Academic Years2006-2007

2007-2008

2008-2009

2009-2010

2010-2011

2011-2012

2012-2013

2013-2014

Usage statistics

for slide setsand CD-Rs 12 22 14 33 28 26 n/a

n/a

Thesis Usage Statistics

Key-__

=projected

Academic Years

2006-2007

2007-2008

2008-2009

2009-2010

2010-2011

2011-2012

2012-2013

2013-2014

Website visits 15,363 15,774 17,207 16,54317,49

817,222 n/a

20,666(20% increase)

Average timespent onwebsite(minutes)

21 20 17 22 18 15 n/a25

(60% increase)

No. of library

guest passes24 26 34 27 25 37 n/a

74

(100% increase)

No. of CIAApplicants

332 330 447 412 600 617 n/a771

(25% increase)

Community / Website Statistics

Gap Analysis

The library houses the collection of past senior theses, which are available only foruse within the library. Each thesis includes a paper and documentation of the artwork thatwas created in conjunction with the paper. Documentation of the artwork is on CD-Rs, fromrecent years, and in slide sets, from years back. The library hopes to scan the papers and

slides and upload the digitized thesis files, going back to 2001. This totals 935 theses.The senior theses are a valuable resource to the CIA community as well as the art

community at large. The library is hoping to increase access to the senior theses andincrease website access by digitizing the thesis papers and slide sets. At the same time, thelibrary will be revamping its website and hopes to increase use, since although the studentpopulation has grown web site use has remained stagnant in the last few years.

Once the senior theses have been digitized and appropriate metadata assigned, they

will be uploaded to a new version of the librarys website. Not only will this increase access

to them for members of the school, but also members of the community at large.


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Strategic Initiatives

BackgroundWe have been consistently acquiring and cataloguing books and periodicals to supportstudent curriculum, weeding dated and low-circulating materials to make space for morerelevant titles as well as teaching information literacy to incoming students, providingdatabases via the library website. By enriching our website with more useful data, we areaiming to increase visits to the new website and provide more substantial materials for thevisitors. When unveiling the new digital collection, we plan to redesign the website tofacilitate the changes. The library will continue to provide students with these services whileplanning to upgrade our services to include more digitized materials with web accessibility.

We have counted 935 individual senior theses (papers, slides and CD-Rs) dating back to2001. In order to accomplish this project in a timely manner, the half-time TechnicalServices Librarian plus the eight work-study students and an unknown number ofvolunteers will together dedicate at least 50 hours per week to scanning, assigning metadataand uploading. We will attempt to digitize 18 theses per week.

Because it is our plan to rigorously digitize these materials, it would be important topurchase a more up-to-date digital scanner as well as computer hardware that could handlea terabyte of information and compatible software.

SMART goal

Specific: We will digitize and upload 935 senior theses at the rate of 18 per week.Measurable: In the next 18 months, theses will be digitized going back to 2001.

Attainable: The work will take at least 50 hours a week. We will have 40 hours ofstudent work dedicated to this and 10 hours from the Technical Services Librarian,plus an unknown amount of volunteer time.Realistic: This allows us to digitize the theses at the rate of 18 a week.Time: We will digitize 935 theses in 18 months.

Goal 1: Digitize and upload senior theses


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Action Plan

Performance Management

Redesigning the library website will facilitate the added feature of digitized student workwhile the availability of digitized online resources will attract more visitors to the web iteand increase the use of the librarys online resources. In addition to providing this valuableservice to students and faculty alike, it is in our long-term plan to utilize the website as amarketing platform for the school and for library services by showcasing student works.Increasing the quality of digital content will bring a positive impact on the library and its

users alike.

Potential resource conflicts between the initiatives may include going over-budget,exceeding the time constraint, and being short-staffed. These issues will be managed byefforts to adhere strictly to the timeline while planning to allow if such issues rise.

We will monitor progress against milestones by:

Specific work products (inspection of finished work as we move ahead) Reports and records, such as financial records and project management records, etc. Checklists that can be completed by a supervisor listing specific, observable criteria

that need to be met in order for an action to be considered complete Direct observations Rating scales that define, as precisely as possible, behaviors at different levels of

performance (behaviorally anchored rating scales) Commendations, constructive or critical comments received about the final product

After the official launch of our new website, we will monitor the number of web site visitsand compare the data with the numbers from before the project was launched. We will testthe website usability and accessibility before the official re-launch of the website and after.We will ask student volunteers chosen at random to participate in these studies as well asfaculty and staff.

We will keep an open mind and leave room for adjustment in our strategic planning. In casewe do not finish digitizing what we have planned, we can hire one more work-study studentto speed up the digitization process.


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Action Plan Timeline

Month/Purpose Actions

Preparation Requests for increase in operating, capital, and personnelbudgets

Applications for special project grants Software and hardware purchased or acquired Technical Services Librarian hired Web Technologies Consultant Hired

1 18

Theses

digitization

Thesis papers and slides scanned and digitized Metadata assigned to digital files Digital files uploaded

1 12Website redesign

Basic layout designed Digital archive added

13 18

Usability

Usability studies conducted and analyzed Updates to website based on usability studies

(ongoing after)

Assessment

User surveys conducted and analyzed Website metrics analyzed


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Contingencies

It is possible that we could harm a thesis, such as breaking its spine, in the process ofscanning it. This is somewhat likely to occur. We will train all people involved in theprocess to know how to handle things properly in order to lower the risks. If some thesesare harmed, we will seek to repair them.

It is also possible that our scanner will break. We will provide work-study students withextensive training on how to use the scanners (especially the slide scanner, because they canbe tricky). It is not likely that with properly trained staff that either scanner will break, butaccidents do happen. If a scanner does break, we will need to allocate money from anotherpart of the budget in order to replace or repair it.

Since we are working with a single web designer as opposed to design firm, complicationscould occur if the staff is unsatisfied with the designers product or if something unexpectedwere to happen to the designer hired. We will research and have a few contacts for back updesigners in case this were to occur.

The worst case scenario to adding so much additional content to our website, there is thepotential for the server to crash and lose our data. This is not likely to occur because we willbe in extensive contact with the schools IT department to let them know that we are goingto need considerable more space dedicated to the library web site before the project begins.We will need to make a good estimate of the amount of additional space we will need for oursite. We will also make sure that adequate backup servers are in place. In the case that the

server lost our data, we would just have to start over and come up with a more realistic goalwith how many theses we will have digitized by a set time.


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Appendix:

Summary Report of Team ProjectActivities

LI805: Leadership

November 30, 2011

Erin Clark, Jeanne Kliewer, Karen Seong,

Sara Bystrom, and Virginia Dodier


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Summary Report of Strategic Plan Team Activities (Cont.)

before the scheduled time. Team members created an individual or collaborative GoogleDoc and posted it online before the meeting so members could review the sections andcontribute comments later that evening. The organizational profile, which summarized the

library's historical background, collections, and involvement with the community, was usedduring our meeting to make final adjustments to the library profile and objectives.

The performing stage included creating a due date in which to complete the first draft ofthe project by. This would allow us to dedicate one week for each of the sections, includingthe organizational profile, preparation/planning, and current reality. The November 7 duedate gave us time to review and edit any inconsistencies.

With a majority of the project components complete, the team has transitioned to preparingfor the presentation of our strategic plan. Our focus is now on the style and layout of thereport for our plan and design for the visual presentation. The previous anxiety surrounding

project details has eased and team members feel increasingly prepared for our presentationduring the coming class weekend.

Team Meeting Minutes

Saturday, September 17thTeam name: Eager BeaversRoles: financial

editorleaderorganizational profilesecretary

Tools for communication: skype, gmail, and google docsLibrary: academic art school libraryGoals/objectives: 1. Digitize collections

-market collections and services

-preserve materials2. Redesign website-access to digitized items-increase web presence of institution


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Team Meeting Minutes (continued)

Sunday, September 25thFirst draft due: November 7thSecond draft due: November 17th

One week will be dedicated to each section of the project and a google doc will bemade for each of the six portions.This week: Organizational profile and decide on school name

Sara: Organizational profile - The OrganizationJeanne: Budget, Mission StatementVirginia: TimelineErin: Guiding valuesKaren: Organizational profile - Overview

Sunday, October 2ndSplit up roles for the Preparation/Planning portion of project

Watch Norma Rae for Leadership Lens assignmentNext meeting: Sunday, October 9th, 9 pm

Sunday, October 9thName of school: Castor Institute of Art 450 studentsName of library: William B. Eager Memorial Library 18,000 books

5,000 sq ftArt books are for reference only

Collection to be digitized: archive of student and faculty work slides (senior projects)15,000 slides from 1969+ 100 students/year

Possible back stories: A director was recently hiredMore staff is needed to match the growth in enrollmentThe library wants to move from old technology (slides) to newtechnology

Web designer: the library will get a grant to hire a designer to redesign the websiteStaff: 1 director, 1 full-time librarian (reference/cataloging), 2 part-time

assistants (circulation), student workersPresentation: use word templates or make own

Project: make story consistent

Use Dropbox to compile pictures for presentation

Next meeting: Tuesday, October 18th, 7pm

Tuesday, October 18th

Scan slides and papers and upload to online repositoryUpload more images to DropboxEach group member will use a different color when leaving comments on Google docsThis week focus on making story consistentNext Meeting: Tuesday, October 25th, 7pm


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Tuesday, November 1stThe library will dedicate 30 hours a week toward updating and adding to the digitalcollection

Buy scanner ($400) for scanning materialsWork on formatting for presentationUse Word for presentationUse Dropbox for compiling documentsChoose theme colorJeanne is Budget DirectorMake an organizational chart for appendixBreak down plan month by month (18 month long project)Next Meeting: Tuesday, November 8th, 7pm

Thursday, November 17th

Sara will start formatting the Strategic Plan this weekAdd more images for Powerpoint presentation

Add Tuckman's stages of team development to presentation

Start on Powerpoint and include basic talking points

Group members selected lines from each section they wanted to include in the

Powerpoint

Presentation idea: each group member will present their own sections

Jeanne and Karen will work on the Powerpoint presentation

Two weeks left before final due date

Make any last edits to Sara's version of the Strategic Plan

The team will focus on the speech portion of the presentation during our nextmeeting

Next Meeting: Tuesday, November 22nd, 7pm

Tuesday, November 22ndStrategic Plan is saved as a pdf in DropboxPresentation time: 20 minutes maximumPowerpoint presentation idea: 4 slides each personEdited Powerpoint presentation

-searched for additional images for slides-put school logo at top of each slide

-wait to establish speaking order until all slides are completedOne week until Strategic Plan is dueWork on Powerpoint over the weekendAdd Tuckman's stages to presentation

-discuss at end of presentationE-mail Jeanne and Karen if you want to add any talking points to the Powerpoint

presentation E-mail Sara if you want to make any last minute changes to the Strategic Plan Next Meeting: Sunday, November 27th, 8pm


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Sunday, November 27thReview of Strategic Plan document

-minor problems addressed and fixedReview of Powerpoint

-start to decide who does what for presentation-change order of a few

Next meeting: Tuesday, November 29th, 7pm

Tuesday, November 29thEdited presentation

-finished up deciding speaking order and roles-practiced speech with Powerpoint slides-added images to slides-added Tuckman's theory to Powerpoint and presentation-added Summary Report, Concluding Remarks, and Current Realities slides

Next Meeting: Friday, December 2nd

, 4:30 pm in front of classroom to practicepresentation

Documents

Strategic Plan-Art School Library