The group gathered together at 8:30 a.m. in the President's Dining Room in Hurley Hall to share food and conversation. At 9:17 a.m. T. Fu opened the retreat: Dr. Battle would make his remarks at 11:45 a.m. instead of 9:00 a.m. Then she briefly went over the agenda for the two days and urged everyone to make their remarks and reports concise so that we could stay close to the scheduled time.
OPENING
REMARKS BY DR. BATTLE Dr. Battle opened his remarks by thanking
the library staff for a job well done. He believed that we would be getting
more users with the new building. Enrollment numbers are also holding strong,
and in March, 1998, the new Admissions Building would begin its building process.
We are still proceeding with the M. A. in Accounting, which he informed the
group in our last retreat.
He said he felt very positive about the use of technology on campus and the
direction we are moving toward. He anticipated fully interactive systems to
be online soon, e.g., offering courses using technology in Hartford, New Haven,
and a couple of other locations. The emphasis is also on external kinds of activities
Eastern is engaged in through both new technology and traditional ways, e.g.,
ECSU and AmeriCorps, CRT, Norwich School System, etc.
In the upcoming reviewing of ECSU's strategic goals, he does not foresee significant
changes except an initiative in distance learning. (Library staff remarked to
him some of the progress we have made in library service provisions to distance
learners. Dr. Battle was urged to factor library service in at the initial planning
stage. He is also aware of some of the equipment which we are getting from CSU
which will greatly facilitate document delivery to remote sites and resource
sharing.)
He concluded that the library staff should continue with the good work since
the forthcoming move would be a major one, and he wished us luck.
B. Request again a wall to be erected
between Faculty Lounge and Staff Lounge.
Instead of requesting a wall, we obtained approval to use the Faculty Lounge.
A series of minor moves were carried out to create more space for Cataloging,
Serials, and Library Systems, and Archives moved upstairs to the former Faculty
Lounge. Filing cabinets are in place to provide a division between the Archives
and the Staff Lounge.
C. Recommend a higher standard of
maintenance to the Facilities Management unit and work with them to maintain
a clean library.
Much has been done recently to improve the physical appearance of the library.
A cleaning person comes in three days a week for 2.5 hours per day. Also, the
first floor windows were finally washed after many years.
2. Ensure an atmosphere supportive of academic freedom and expression, including the provision of a collection representative of diverse perspectives.Much has been accomplished-for example, many selectors of videos kept diversity in mind. Also, two major gift collections have been obtained-the Carribean and Latin American (Dr. Mead's).
BACK
TO THE TOPB. Use CONSULS circulation statistics and analyze it for appropriate use. Not done yet, there are some technical hindrances. Library Systems needs to work with John Rutherford so that we may retrieve usable management statistics.
2. Embrace flexibility and responsiveness
to technological, curricular, and societal changes.
Objectives:
A. Library faculty will draft wording for a bylaws change to include a library
representative in the campus Curriculum Committee. Not done. But a draft
will be done to propose change in the faculty bylaws.
3. Deliver cordial and efficient service,
with adequate library hours, to all users.
Objectives:
A. Increase reference training. Have done some; need to do more.
B. Increase library hours and staffing during the finals. Yes, we have done it with increased depth of staffing.
C. Ensure adequate staffing, especially in the Government Documents, to provide cordial and adequate service. Yes, the University Assistant has helped a great deal. The area experienced increased use and CD and Web access have greatly improved.
D. Reduce equipment downtime, e.g., printers, computers, copiers, etc. Many felt that the copiers are much better and reporting of problems is much smoother. Microform printing situation would be vastly improved with the new digitizers. It is felt that relations with the Data Center need to be improved. Better communications need to happen between the library and the Data Center staff. Service of library computer systems is a problem. Faster printers are needed as well as printers in better locations.
BACK
TO THE TOP B. Explore electronic reserves.
Yes, we have, but III module needs to be purchased for implementation.
2. Expand and improve interlibrary loan services, including new document delivery technologies and improvements provided by III new releases and upgrades.
Objectives:
A. Test and implement additional full-text document delivery methods.
Yes, we have done it. We need to promote it.
B. Purchase and implement the III
interlibrary loan module.
No, we need to get a demo and implement it.
C. Test and purchase equipment and
software for electronic transfer.
We are in the process of getting Ariel and various digitizers and scanners.
3. Improve communication among the CONSULS libraries.
Objectives:
A. Support users groups and group decision-making.
Various groups have meetings: communication between groups and between the groups
and directors can be improved.
B. Take leadership roles in organizing
various groups.
Yes, some of us are chairs and/or leaders among our peer groups.
4. Provide reference services regardless of users' physical locations.
Objectives:
A. Establish policies and guidelines and implement electronic reference service.
Yes, we have, including progress in service delivery to distance learners.
5. Explore and establish relationships with other academic libraries in Connecticut.
Objectives:
A. Participate in CCALD (Council of Conn. Academic Library Directors) and
expand links with the CCTC's (Connecticut Community and Technical Colleges).
Yes with CCALD: we have signed up to extend faculty/staff borrowing privileges
to participating CCALD members, but we have not made progress with CCTC. They
have appointed a committee to look into getting III.
6. Strengthen academic partnerships with
departments/programs and other support units on campus through the liaison program
and other cooperative activities.
Yes, we are participating in new faculty orientation and the liaisons have been
working hard to obtain needed materials for the departments.
GOALS
1. Improve communications within the library through the creation of inter-departmental pathways.
Objective:
A. E-mail all procedural changes to all staff or send through listserv.
A listserv has been established for use. Can be improved.
2. Empower staff input and participation via committees, staff meetings, etc.
Objectives:
A. Provide organizational chart with discussion in staff meetings at various
levels.
Yes, we have done a lot.
3. Engender staff input and participation via committees, staff meetings, etc.
Objectives:
A. Continue to support vehicles to encourage staff input.
Yes, we are closing the gap.
B. Conduct the Third Library Retreat
in 1998 off-campus.
Yes, we are conducting the Third Library Retreat, but on campus, which is the
preference of many.
4. Support and adhere to the ACRL standards of staff growth.
Objectives:
A. Do a training needs analysis of staff and take action accordingly.
No, we have not done an analysis, but we have brought in trainers and support
staff for on and off campus training.
B. Emphasize staff development with
support in time, financial resources, and scheduling.
Yes, we are doing our best.
GOALS:
1. Enhance user development through Bibliographic
Instruction and reinforcement of learning skills.
Yes, BI classes are very popular and in high demand.
2. Actively participate in faculty development activities in offering instruction on new information technologies.
objectives:
A. Continue to offer faculty/staff workshops as well as providing individual
assistance if needed.
Yes, we have reached faculty/staff, and various kinds of students; part-time,
adult learners, commuters, etc.
3. Support the teaching mission of:
Yes, we are doing it, but need to do more, especially in Distance Learning.
VII. COLLECTIONS AND INFORMATION ACCESS
GOALS:
1. Provide timely access to new acquisitions.
Objectives:
A. Evaluate current electronic ordering procedures for quality control.
Yes, this has been implemented and works smoothly.
B. Continue to identify and improve
problem areas in technical processing.
Yes, this has been done. Internal clientele have been experiencing a high level
of satisfaction. Any problems are dealt with in a very timely manner.
2. Provide a collection in appropriate
formats to meet the needs of the curriculum and the liberal arts and sciences
core.
Yes, we have expended an increasing amount of money in multi-media materials.
3. Take initiative in collecting and preserving
materials of historical value to ECSU and local communities.
Some efforts have been in the library but mostly this is done in Connecticut
Studies.
4. Provide seamless access to appropriate formats of information, including the J. Eugene Smith Library's holdings and electronic resources (both on and off-campus) through an interactive network.
Objective:
A. Publicize collections and services through appropriate modalities.
Yes, we have done this.
5. Make library services, collections,
and electronic resources accessible to users regardless of their financial resources,
physical challenges, or geographical locations.
Yes, we are doing this.
6. Use state-of-the-art technologies for
timely delivery of data, text, and multi-media resources.
Yes, CONSULS has added a Web access product. Full-text and digitizers are forthcoming
with document delivery software. The CD-ROM client server has been implemented
for library access.
7. Become a full partner in the world-wide information network.
Objective:
A. Upgrade OCLC and CULS serials holdings of the Smith Library.
We are doing this, but we need to make a commitment to continue. The present
Serials staff need to be committed to do this, even it is only one or two a
day.
GOALS
1. Continue policy of open access to community
users.
Yes, we are.
2. Provide technologies to maximize opportunities
for remote access.
Yes, we are.
3. Encourage and assist users to upgrade
their library skills over time and help them develop independent learning skills.
Yes, we are, but more needs to be done.
GOALS:
1. Provide access to library resources
to schools and other community groups.
Yes, we are doing it, but not proactively.
2. Participate in library cooperatives
such as ECL and other public networks.
Yes, we continue to be a member of ECL and the new library building will provide
space for their headquarters.
3. Support the efforts of the University
in sharing its expertise with the community.
Yes, our staff does contribute to community service.
4. Support library personnel's participation
in campus, community, and outreach activities within the employment guidelines
of the University.
Yes, we are. For example, we helped a distance learning project at CCSU with
our media expertise of a staff member.
5. Support the University's efforts to
secure gifts and other means of university advancements (e.g., grants, endowments,
etc.).
Yes, we are working very closely with the Institutional Advancement office for
various grants, endowments, and fund-raising ideas. We are also successful in
securing several significant gift collections.
The group took a break at about 10:30 a.m. and a lunch break at 12:15 p.m. Discussions of 1997/98 goals/objectives and new action objectives continued until the afternoon break, after which the Focus Groups began their reports and group discussions. On the second day of the retreat (1/9/98), new goals/objectives for 1998/99 were added.
The group felt strongly that 1998/99 is a benchmark year for the library since we are scheduled to move into a new building and the organization is going to be much larger and more complex due to the additional staff. Workload for staff will be such that we all have to make a deep commitment to make the move successful. It is also felt strongly that it is important to have a mid-year (Summer of 1998) one-day retreat to review progress. The work of the eight Focus Groups should be completed at that time to ensure a smooth transition. Concentration on library work is essential for every staff member so that users will experience a smooth and well-planned transition. The following is the Goals/Objectives the group set for 1998/99:
1998/99 will be a very important year for Eastern and the library. The new building will be a challenge for all library staff, who should make a firm commitment in planning and implementing a smooth transition. Additional new positions will not only add to workload in 1998 because of recruitment efforts: these positions will result in a much larger and more complex library organization. It is vital that we all concentrate on library work in the forthcoming year and conclude our work with the eight Focus Groups so that policies/procedures, moving preparations, equipment specifications, organizational configurations, and publications are all in place before the opening of the library in January, 1999. The following goals and objectives are set by the staff with these challenges in mind:
GOALS:
1. Plan and implement a successful move to the new building.
objectives:
A. Make a commitment and take action to ease transitions for users.
(For example, publications and programming, etc.)
B. Assure a smooth transition for library staff.
(For example, moving consultant and open discussions how individuals fit in
the new library organization, etc.)
2. Maintain clean, safe, aesthetically pleasing physical space for study and work.
Objectives:
A. Remove in-house clutter from public areas, receiving area, stairwells,
etc.
B. Conclude computer and furniture equipment moves of Serials, Cataloging, and
Library Systems.
C. Recommend a higher standard of maintenance to the Facilities Management unit
and work with them to maintain a clean library.
D. Consider and investigate whether it is possible to get the collection cleaned
as part of the moving contract.
GOALS:
1. Support activities, programs and exhibits that enhance the cultural life of the university community, including those with attention to pluralistic values.
Objectives:
A. Expand electronic coverage of cultural activities on campus via the library
Web-Page, including electronic publishing of exhibits-timely, promptly, and
with staff assistance.
B. Re-evaluate the way the library's Web pages are set up.
C. Purchase appropriate multi-media equipment to aid input to the Web.
D. Continue with physical displays.
2. Ensure an atmosphere supportive of academic freedom and expression, including the provision of a collection representative of diverse perspectives.
3. Plan recruitment of additional positions to add staff that will enhance the campus cultural and intellectual environment.
Objective:
A. We will actively support candidates that come from a diverse background
and subject specialties.
GOALS:
1. Survey the needs of users and analyze the results to improve service.
Objectives:
A. Gauge user needs through the continuation of trial databases and better
monitoring of usage of our Web as well as databases via CONSULS, the CD-ROM
client/server metering software, First Search, and all full-text databases.
B. Work with CSU to retrieve CONSULS circulation statistics and analyze it for
appropriate use.
C. After the move to the new library, conduct a user survey.
2. Embrace flexibility and responsiveness to technological, curricular, and societal changes.
Objective:
A. Library faculty will draft wording for a bylaws change to include a library
representative in the campus Curriculum Committee.
3. Deliver cordial and efficient service, with adequate library hours, to all users.
Objectives:
A. Increase reference training.
B. Increase library hours and staffing during the finals and closing time.
C. Ensure adequate staffing, especially in the Government Documents, to provide
cordial and adequate service.
D. Reduce equipment downtime, e.g., printers, computers, copiers, etc.
E. Increase and upgrade a-v equipment for users in the new building.
GOALS
1. Identify research and scholarship needs of the University and build and expand the library's collection and access accordingly.
Objectives:
A. Ensure appropriate access to electronic resources after testing and trial.
B. Expand electronic reserves.
2. Expand and improve interlibrary loan services, including new document delivery technologies and improvements provided by III new releases and upgrades.
Objectives:
A. Test, implement and promote full-text document delivery methods.
B. Purchase and implement the III interlibrary loan module.
C. Implement equipment and software for electronic transfer, including staff
training.
D. Set up Web request forms.
3. Improve communication among the CONSULS libraries.
Objectives:
A. Support users groups and group decision-making.
B. Take leadership roles in organizing various groups.
C. Facilitate and promote communications among the various CONSULS as well as
between the groups and the directors.
4. Provide reference services regardless of users' physical locations.
Objective:
A. Market and promote electronic reference service, internally and externally,
using segment or target group marketing strategies.
5. Explore and establish relationships with other academic libraries in Connecticut.
Objective:
A. Participate in CCALD (Council of Conn. Academic Library Directors) and
expand links with the CCTC's (Conn. Community and Technical Colleges).
6. Strengthen academic partnerships with departments/programs and other support units on campus through the liaison program and other cooperative activities.
GOALS
1. Improve communications within the library through the creation of inter-departmental pathways.
Objectives:
A. E-mail all procedural changes to all staff or send through listserv.
B. Plan more training sessions for staff in using various electronic utilities.
2. Empower staff input and participation via committees, staff meetings, etc.
Objectives:
A. Provide organizational chart with discussions in staff meetings at various
levels.
B. Open up communications and discussions with staff regarding their jobs in
the larger organization with additional positions in the new building.
3. Engender staff input and participation via committees, staff meetings, etc.
Objectives:
A. Continue to support vehicles to encourage staff input.
B. Conduct the Fourth Library Retreat in 1999, half a year after we move in.
C. Conduct an Interim Library Retreat in 1998 in the summer, even if only for
one day, to discuss final reports from the eight Focus Groups and any remaining
issues in preparation for the move.
4. Support and adhere to the ACRL standards of staff growth.
Objectives: A. Do a training needs
analysis of staff and take action accordingly.
B. Emphasize staff development with support in time, financial resources, and
scheduling.
GOALS:
1. Enhance user development through Bibliographic Instruction and reinforcement of learning skills.
2. Actively participate in faculty development activities in offering instruction on new information technologies.
Objective:
A. Continue to offer faculty/staff workshops as well as providing individual
assistance if needed.
3. Support the teaching mission of:
Objective:
A. Pull together a set of guidelines for distance learners.
GOALS:
1. Provide timely access to new acquisitions.
Objectives:
A. Continue to assess current electronic ordering procedures for quality
control.
B. Continue to identify and improve problem areas in technical processing.
2. Provide a collection in appropriate formats to meet the needs of the curriculum and the liberal arts and sciences core.
Objective:
A. Work with Fiscal Affairs to improve the coding system for non-print format
ordering.
3. Take initiative in collecting and preserving materials of historical value to ECSU and local communities.
4. Provide seamless access to appropriate formats of information, including the J. Eugene Smith Library's holdings and electronic resources (both on and off-campus) through an interactive network.
Objectives:
A. Publicize collections and services through appropriate modalities.
B. Widen access of CD-ROM's to the entire campus via available technologies.
C. Successfully implement full-text of serials and OVID, and to incorporate
online and training sessions for staff and users.
5. Make library services, collections, and electronic resources accessible to users regardless of their financial resources, physical challenges, or geographical locations.
6. Use state-of-the-art technologies for timely delivery of data, text, and multi-media resources.
7. Become a full partner in the world-wide information network.
Objective:
A. Upgrade OCLC and CULS serials holdings of the Smith Library.
GOALS:
1. Continue policy of open access to community
users.
2. Provide technologies to maximize opportunities for remote access.
3. Encourage and assist users to upgrade their library skills over time and
help them develop independent learning skills.
GOALS:
1. Provide access to library resources to schools and other community groups.
Objective:
A. Work with the Education Department, schools, and other organizations to
develop new methods of outreach.
2. Participate in library cooperatives such as ECL and other public networks.
Objective:
A. Work closely with ECL to facilitate the move of their headquarters to
the new library building.
3. Support the efforts of the University in sharing its expertise with the community.
4. Support library personnel's participation in campus, community, and outreach activities within the employment guidelines of the University.
5. Support the University's efforts to secure gifts and other means of university advancements (e.g., grants, endowments, etc.).
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