CONTINUOUS ASSESSMENT CONTINUOUS IMPROVEMENT

NY3Rs Statewide Project,

Supported in part by the Federal Library Services and Technology Act funds, awarded to The New York State Library by the Federal Institute of Museum and Library Services.

SESSION 5

PROGRESS REPORTS : Albany CA/CI Workshop – Session 5 - April 8, 2004

?= lead to > = more ? = question Ø = didn’t work v = what worked

Fulton Montgomery Community College Weekly staff meetings, ½ hour planning Small staff, tough to all get together Campus Plan – tie in with campus à Job audit of support staff, result of CI work ? > on measurements	SUNY P Ref. Services Plan for project (July-Dec.) Ref. · MVV, Vision, value discussion, Ref. MVV · Measures: 0 utilize statsà utilization of measures · Using to make change
Sage Colleges · Portfolio on web, linked to general library info page Whole collegeà Process Mastering · Measures – project cataloging dept.	Broome Co. PL 0 gone to staff, team getting handle of CI Re-thinking approach to Planning *article: “The library is a happening place.” Series “coming together” > focus, fun process
Skidmore College MVV – from campus plan – edit + values Staff retreat – fish video, humor project - begin process	Broome CC Media Serv., Ref., Tech. Serv. à working on CI · Tech: clerical & prof. Working together-objective process-working · Ref. – “ego problems”, media-tech people MVV-slowly: brainstorming, individual approachàcombine into one statement Media: various responsesà new approaches
Schenectady County Community College Staff pre-planning day, college pl. May Sys map – Acquisitions, measurement info MW in progress	Utica College Middle States assess., 5 year plan-both done with no input Campus wide assessment (now) · Getting staff involved in process (looks like it’s done) · << staff
SUNY Cobleskill Revised mission, visioning session adding qualitative measures-tech. Services àOther depts. look at their systems Working on library sys map Processes 0 identified, Problem-<<staff meetings, resistance 0 take seriously ?? cooperation	Columbia-Greene CC Strategic Planning – two years Library – planning w/Middle States *timing-library needs plan, meshing w/campus plan àgiving leadership/model in institution *Human element in planning “guiding principles” – inspiring people Values meetingà place to start
SUNY New Paltz Tools w/campus wide planning Measurement Plan – 0 library-wide measures *Problems w/operational def., “learning”, “promote” – defining measures	Hudson Valley CC 2003 – Mission, nowà goals Good timing w/campus planning - clarifying vision, values
College of Saint Rose System-from libraryàreference*/Question Point àBase decisions on M.V.V	Mid-York Migration – Cl in future - Practical: PM, tools, planning for success
Crandall PL –Building issues>plan w/consultant Staff comm. – goal/part of assessment Staff – map, vision, values (team developed) Ownership of security problems Small group setting-prep for strat. planning	Utica Children’s, migration w/Mid-York
Plattsburg · Recently renovated bldg. · Consultant-planning process. Planning committee meeting-next week · ILL Project-met w/sup. Staff	Univ of Albany Mid-Mgt. Team w/Dir. Second cycle of 4 yr. Plan (2004) Revising plan – M.V. V ? How to assess plan, assessment part missing
Union College Coop. From Special Coll. Staff – MVV used tools from days 2-3 Affinityà? hours à >quality service	NY State Library Op. Plan à Srat. Plan Consultant à *>, 7 initiatives, coordinator-20% time -Task forces, ea. W/godparent, aligning plans, *celebrating/party àIndividual performance, re-assigned staff mem-mkt
ACTION PERIOD REPORTS: Rochester CA/CI Workshop – Session 5 - April 14, 2004
Ithaca College 3^rd system map, library sustainability Discussions – tools to get contributions Didn’t work – system picked (goverance)	Henrietta Public Library System: Circulation desk Tools to involve staff Ø Work – staff participation voluntarily ?? how to get staff more involved
SUNY Oswego Information literature instruction system Next Steps Ø Work –time required, team together Need to re-visit vision, get input	University of Rochester Medicine Brainstorming with staff, affinity diagram Measures continuum, >time id measures - customer input for vision Ø: Hard time writing value statements with group Future: develop specifics @ measures Need constancy of purpose for system map – digital library
Rochester Public Library System: Echat Reference Concentration on measures, run chart align with mission Ø Getting team together (virtual reference) ? High level measure	Genesee Community College Portfolio, mission vision value, >participation with meetings Ø Need more participation
SUNY Environmental College of Forestry Fish video – discuss customers/attitude, continuums, don’t understand continuums Affinity (vision), consensogram (noise in library), portfolio reviewed with provost/annual review +/? – with staff, sharing customer service experiences ? Get everyone on board with me? Time?	South Central Regional Library Council Starting measures, portfolio, refined mission whole staff on board Ø No constancy of purpose, mission, vision, value for system map Ø Consistent meetings, need to slowdown
Nazareth College System: Circulation Desk Mission – refined, continuum, affinity?vision Measures continuum – Ø consensus Ø Hard time getting buy in from whole team Communicating plan (use circ as pilot) to staff -need to be > explicit Identifying useful measures	St John Fisher College System: Shelving as pilot MVV – convey value of collection Ø Time, time of year, lack of staff involvement <Participation continuum , need leadership first Don’t have view of entire process ? better convey to staff Ø Confidence to implement
Niagara County Community College Values, measures, - meetings with staff Building cohesiveness, teambuilding ? easier to accept Changes (facing new computer lab in library)	Buffalo State College System Map – Reference (CI team – former ref.) Lunch for ref. Dept., affinity, consensogram Created system map with dept., process: communications +/? – five meetings, user comment cards Charter: to improve communications Ø Stalled finishing C of P, time Staff willing to do process, not sure about buy-in
SUNY Fredonia Monday morning meetings, input from clerical (clerical involved) Ø Measures dev. meeting, two dept. won’t participate. Where to go from here?	SUNY Brockport Consensogram, visioning in staff meeting Change theory/graph (showed to staff) Fish video, ØNot full participation with fish video System map: Staff dev. certificate program/ technology ? Changing library as a whole. Re-examining m, v (spent 14 mos.on M, V)
Genesee Community College Full day retreat (spring break) Mission that everyone could repeat! Stew Leonard video ? suggestion box: online & physical Affinity Diagram (in afternoon – people skiing…) Portfolio > help from staff (lib.÷ ref.) +/? – all staff meetings Ø Continuums – staff not understanding Need to work on measures	Cayuga Community College ½ day retreat – can’t deal with system until foundation is agreed upon (mvv) now more comfortable to work on system map Tools: Pair/Share, affinity, +/? Portfolio! – together, uniformity Narrow focus with system, then mvv

ACTION PERIOD REPORTS: METRO CA/CI Workshop – Session 5 – April 21, 2004
Manhattanville College Focus: Education Resource Center Problem – room underutilized 1. created user survey – Education vs. general students 2. Collaborating with School of education to get technology – have computers with databases some educational software, working to obtain more – collaborating with school and IT 3. Worked on mission, vision statements	Jewish Theological Seminary Shared change story online, have CofP – need work on vision Measuring acquisitions satisfaction – aligning mission with materials receiving, checking geographic location/ vendors, language Publications – Measures – sales of catalogs, awards, requests to travel/ borrow PR – Not sure how to measure Customer Satisfaction – user surveys Mission – want to hear from customers, important to work on – Access important Comment cards – started collecting Staff involvement – Need more in this area
NY Medical College Reference/ Information Service (sys map) Working with entire staff on Mission, Vision, Values Reference model for other departments Process: Forwarded Rochester example to reference staff, input from staff Staff meeting to create mission statement, talked about values, creating mission statement Staff looked at other examples,– turned in cards with input, voted, engaging staff in process Still needs sexiness factor/ concise Started by showing Fish video Measures Continuum – Most peopled voted 4 – 5, director voted 2, several 3’s	Stonybroook, Health Sciences Library Acquisitions modual – became obvious CofP needed for entire library Several Eureka moments! Started getting actual statistics from IT, clearer way – accessing resources off campus – lead to What are people coming to the library use? See which journals most widely used Acquisitions system map, met with senior mgt. team, a lot of input Working on CofP, will use tools/ techniques from day 4 Have vision – don’t have the funding Need CofP to be very specific – to take to funders Need to publicize more, get more support Want to create great image of what we could do to get more support
Pace University Two staffs – input through small groups, one on one – difficult to have staff meetings Gave everybody post-its responses – 27/ 27 in the City, 17/18 in Pleasantville - overwhelmed by great ideas, positive responses Values – didn’t involve whole staff, four people from each campus to do value exercises Assessment team – working w/ University mandate on measurement plan	Cazenovia College Middle States guidelines – revisited m, v, v Following condensed mission model, led to vision changing/ reformatted itself – same with values Also working with information literacy context Refocusing mission – structures vision and values
Bobst Library, NYU Have plan in place Working on public services division within library Data – examined comment cards, laptop users in student lounges, two sets of users surfaced Instruction program – plotted data – objective, # of classes/ type, help to determine subjective data – pre/ post tests Cof P – continuum 3 – Next step: Increase awareness of plan/ actions Offering more informal way to report, generate more feedback – projects Started portfolio

POSSIBLE PROCESS MASTERS -- Albany CA/CI Workshop, Session 5, April 8, 2004

· Interlibrary loan

· Handling disruptive patron

· ILL student request

· Booking meeting room

· Choosing material for collection

· Search for book-OCLC

· Prepare newsletter

· Data projector installation

· Book processing

· Promoting reference services to faculty

POSSIBLE PROCESS MASTERS -- Rochester CA/CI Workshop, Session 5, April 14, 2004

· Conduct eChat reference interview

· Writing receipt for overdue fines

· Provide biographic access to new electronic journals

· Prepare for teaching a class

· ILL

· Inventory children’s collection

· Serials check-in

· Shelving books

· Report Card preparation

· Communication in Reference Department

PROCESS MASTERING: Planning a Meeting – Rochester, April 14, 2004

Charter

Purpose: Improve meeting planning process

Product/Expected Results: A process master able to be used by anyone in the library to plan a general meeting.

Authority: To attend training in process mastering

Limitations: Don’t fail to:

· Stay on task

· Be flexible

· Stop work at bell

· Live with a bit of confusion

Monitoring: Deliver draft document at end of day.

Group 1

Initial Planning	Invite Participants (Scheduling)	Making Arrangements	Last Minute Stuff
Establish need	Confirm date, time, and location (2)	Reserve room	Prepare room
Decide meeting leader	Notify participants	Decide on material needs	Distribute agenda
Justify need for meeting	Check participant schedules	Develop agenda	Round up stragglers
Determine duration	Solicit input for agenda	Determine process of meeting	Arrange for minute taker
Decide participants		Pre-establish meeting norms
Get permission and authority		Identify meeting supplies
Draft agenda		Create handouts

Group 2

Do Initial Planning	Invite Participants	Make Arrangements	Communicate Meeting Details	Do Last Minute Preparations
Rough out agenda	Contact to confirm availability	Reserve room	Finalize details	Confirm room arrangements
Decide who to invite	Set time & date	Decide on refreshments and if so order	Communicate date, time agenda, parking	Confirm A/V
Pick possible dates/times		Decide on a/v and if so order	Make assignments if necessary	Confirm food
				Check room tempertature

Group 3

Decide meeting is needed (3)	Set time and place	Announce meeting	Set up room before meeting
Determine who needs to come	Schedule meeting room	Notify participants of expectations/contributions	Send reminders
Announce purpose	Determine availability of people	Prepare presentation