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Semelhante a Optimization of ILL Student Employees and Resources through Departmental Consolidation at the University of Nebraska-Lincoln
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Optimization of ILL Student Employees and Resources through Departmental Consolidation at the University of Nebraska-Lincoln
- 1. Optimization of ILL Student Employees and Resources through Departmental Consolidation Presented by Joyce Melvin and Michael Straatmann
- 2. Or Getting Together to do More with Less Presented by Joyce Melvin and Michael Straatmann
- 3. Joyce Melvin Interlibrary Loan Manager User Services, University of Nebraska Lincoln Michael Straatmann Circulation Manager User Services, University of Nebraska Lincoln
- 4. BACKGROUND
- 5. University of Nebraska – Lincoln • ARL Library, Center for Institutional Cooperation • Largest library in Nebraska – 3.4 million volumes 2011-12 • 145,000 circulated items • 807,000 walk-in users • 103,000+ ILL loans with 77% fill rate 65% Lending & Document Delivery
- 6. Trends at UNL Libraries • Circulation trends continue in seeing a decrease in number of items physically circulated. • Interlibrary loan trends continue in seeing an increase in number of items both lent and borrowed. • Off-site/High-Density storage removes a significant percentage of collection out of direct patron access.
- 7. Steps forward? In 2012, it was encouraged that these two departments at UNL should undertake a feasibility study for these two units to merge, both physically and organizationally. • Literature Review (see Bibliography) • Consultants (Rayna Bowlby, Lars Leon, and Barbara Preece)
- 8. But, I thought this was about students…
- 11. Facilities
- 13. Staffing Circulation – 8.0 FTE •Desk Supervisor •Evening Supervisor •Stacks Management •Reserves •Fines/Billing •Delivery Interlibrary Loan – 6.5 FTE •Borrowing •Lending •Document Delivery •Reception
- 14. Student Staffing ILL Tasks – 1.5 FTE • Scanning • Copying • Retrieval • Shipping • Delivery Circulation Tasks – 5.5 FTE • Sorting • Shelving • Shelf-reading • Inventory • Barcoding • Staffing Service Points
- 15. Student Supervision • Circulation Students – Desk Supervisor – Stacks Supervisor • ILL Students – Student Supervisor – All staff – functional supervisors/trainers
- 16. Staff Interviews • Workflows • Position Descriptions • General feelings and thoughts about potential futures
- 17. Internal Working Groups • Aimed for balance of “innovators”, “traditionalists” and “slow-adopters” • 3 groups of staff, 1 group of managers • Additionally, each manager was assigned as a mentor to each group • Each group was tasked with creating a model of integration. – How would the new department function? – How would reporting work? – How would students be best utilized? – Etc.
- 18. Services and Resources Each group was allowed to present to everyone and were queried on: • What resources would be needed for the plan? • What services would be impacted? Improved? • Why was their plan the best?
- 19. WHERE WE AIMED FOR
- 20. Ground Rules • Maintaining a sense of continuity for staff by proceeding with the basic premises of the community-designed integration plan. • Emphasizing the integration of our unit into one cohesive whole, negating any plan which might revert “us” back into Circulation and ILL. • Utilize already existing management and supervisory knowledges and strengths. • Must improve services and efficiencies!
- 21. Collation of Plans • Managerial/Mentor group was tasked with collating each of the plans, while observing the ground rules. • Plan was then presented back to staff. • In order to succeed, it was strongly felt that staff buy- in was essential.
- 22. Costs? • Physical – Remodeling of space – New furnishings and equipment • Personnel – Student turn-over – Additional training (cross-unit) • Services – Some slow down during adjustment phase
- 23. Facilities
- 26. Staffing Borrowing & Customer Service Reserves ILL Borrowing Desk Services • Evening Supervisor • Fines/Billing • Reception • Desk Supervisor Materials & Student Employees • Student Supervisor • ILL Lending Staff • Delivery • Stacks Management
- 27. Student Staffing • Sorting • Shelving • Shelf-reading • Inventory • Barcoding • Retrieval • Scanning • Copying • Shipping • Staffing Service Points Combined Student Staff – 5.5 FTE
- 28. Student Supervision • One Student Supervisor – Responsible for all training and supervision – Rely on other staff to provide needs and supplement training • Exception – Desk student scheduling
- 29. WHAT WE GOT!
- 30. Unforeseen Changes Shifting Organizational Priorities How to Respond?
- 31. Staffing Borrowing and Reserves 7.0 FTE – Reserves – ILL Borrowing – Fines/Billing – Reception Circulation and Materials 8.5 FTE – Desk Supervisor – Student Supervisor – ILL Lending Staff – Delivery – Stacks Management – Evening Supervisor
- 32. Student Staffing • Sorting • Shelving • Shelf-reading • Inventory • Barcoding • Retrieval • Scanning • Copying • Shipping Combined Student Staff – 3.0 FTE Staffing Service Points – 1.5 FTE - MIA
- 33. DOES IT WORK?
- 34. Quantitative ILL Turnaround Times •Copies – Searching & Scanning Lending Reduced 43% Doc Delivery Reduced 13% •Loans – Searching Lending Reduced 11% Doc Delivery Reduced 7% Student Employees – Wage Budget Reduced 5% – Hours Reduced 30%
- 35. Anecdotal Improved Communications More Resources for Tasks & Training Improved Shipping More Interests in New Tasks More Dynamic Environment Better Morale – for everybody!
- 36. WHAT’S NEXT ?
- 37. Bibliography • Alarid, T. & Sullivan, C. (2009). Welcome to the neighborhood: Merger of interlibrary loan with access services. Journal of Interlibrary Loan, Document Delivery & Electronic Reserve, 19, 219-225. • Austin, B. (2010). Moving beyond the amalgam. Journal of Access Services, 7(3), 145-58. • Cheung, Ophelia; Patrick, Susan; Cameron, Brian D.; Bishop, Elizabeth; and Fraser, Lucina, "Restructuring the Academic Library:Teams-based Management and the Merger of Interlibrary Loans with Circulation and Reserve" (2003). Librarian and Staff Publications. Paper 2. http://digitalcommons.ryerson.ca/library_pubs/2 • Fritts, J. (1993). Sharing the load: a model for interlibrary loan/circulation cooperation. Journal of Interlibrary Loan, Document Delivery & Information Supply, 4(1), 55-66. • Tribble, J. (1991). Merging library operations. Library Administration and Management, 5(3), 151-54.
- 38. ©2007 The Board of Regents of the University of Nebraska. All rights reserved. Joyce Melvin ILL Manager & Michael Straatmann Circulation Manager University of Nebraska Lincoln - Libraries