Annual Report 1996/97

6. Organizational Development

The library worked its way through a 7% reduction in Operating Budget, all of it from salaries.
Library managers reviewed the effect of the loss of twenty staff positions, including five supervisors, a department head, two executives, and a senior support person. The emerging organisation is flatter with fewer executives, managers, and supervisors. Some weaknesses have been identified and solutions are being pursued.
Training continues to be a significant issue. Computer systems, software programs, and new electronic resources are the most frequent areas receiving attention.
Library staff members are participating or taking a leadership role in many major projects, committees, and task forces in the Library, with the University of Waterloo and the Tri University Group of Libraries. The Library has membership on Senate, Senate Graduate Council, Senate Undergraduate Council, all six faculty councils, Electronic Data Service Task Group, Campus Authentication Committee, The Electronic Theses Project, Newsgroup Management, Software Licensing Associate Task Group, UW Village One Redevelopment Project, Faculty Development Days, and the Roundtable on Teaching and Learning Technology. Senior Library staff membership on the University Committee for Information Systems and Technology continued. This has proved to be an excellent means of working with the Faculties and administrative areas on information systems and technology issues.

7. Physical Plant

During 1996/97, the Library initiated or continued several projects pertaining to the renovation and reconfiguration of space and the management of library facilities.
The Porter Library First and Second Floor (Porter) Reconfiguration Working Group filed a report on the continuing need to protect a growing collection of fragile materials from further deterioration. The plan continues a multi-year project to provide appropriate space for Special Collections and Archives and enhanced service for library users. During the period under review, a subfloor and rails for mobile compact shelving were added in Special Collections. Work is in process to take further action on some of the report's recommendations, as resources permit.
In response to several years of student and staff concern, a Task Force reviewed the Davis Centre Library entrance and exit, the quiet study area, micro-materials access, and the photocopy facilities. The Task Force has made recommendations to improve access to the micro materials area and the Accessibility Centre, and increase the number of quiet study carrels. The Group has submitted recommendations for reconfiguring the micro area in two phases. The first is completed and recommendations regarding possible changes to the entrance/exit are pending.
A 3M Electronic Security System was installed in the University Map and Design Library during the winter term to protect books, periodicals, maps, and airphotos. This is the first phase of the proposed three-phase installation; completion of phases two and three will proceed as resources permit.
A major undertaking was the removal of materials from the Library Phillip Street storage facility to the Tri University Group of Libraries Annex during the fall term.
Library staff reorganised the space in the UMD Library to provide more seating at tables for patrons and to locate the photocopy machine in a less congested area.
The Library Community Needs Assessment Process Group conducted a survey to learn more about student use of seating in the Library. Data from the 1993/94 User Survey Study shows that for 73% of undergraduate students, availability of study space is very important. The study shows that the Davis Library's occupancy rate (57.2%) is higher than the occupancy rate in the Dana Porter Library (24.5%). There are variable rates of occupancy, depending on location, type of furniture and seating. To understand better the study space needs of our students, the study is being supplemented by focus group interviews with students.
The library materials and mail delivery systems, and library van operations were reviewed at length, and redesigned in line with the rest of the University.

8. Tri University Group of Libraries

University of Waterloo
University of Guelph
Wilfrid Laurier University

Systems

In May 1996, following extensive review of three short-listed library systems, one was selected. After extensive negotiation, an integrated library systems contract was signed with Endeavor for the Voyager software.
System development was initiated under the Voyager Project Organisation structure.

Annex

The move to the Tri University Group of Libraries Annex was completed successfully.
- Operations began with the fall 1996 academic term. This required the close co-ordination of several departments from all three institutions, and their affiliated and associated libraries. New procedures have been developed. Work continues on the development of collection policies, site visit and ILL/DD services.
- In the last 18 months, 25,000 volumes of periodicals were transferred from the Davis Centre.

Other explorations were launched into such areas as collection rationalisation, joint information services, and electronic information systems, specifically, joint WebPages development and the collaborative delivery of electronic data.

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Secretary to the University Librarian
Last Updated: February 22, 2007