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Community Needs Assessment Committee • Minutes

Thursday, November 7, 2002
10:00 - 11:30am
Porter Meeting Room 224A

Present: Jane Britton, Anne Fullerton, Wish Leonard, Shabiran Rahman, Alexandra Stathopoulos (Recorder)
Regrets: Jamie Russell, Heather Schaaf

1. Approval of Minutes of October 21, 2002

The minutes from the last meeting were approved with changes.

The committee agreed that the format for the annotated agenda for the Nov 7 meeting would be appropriate for all future agendas. The committee also decided that they would like to send out the annotated agenda to all library staff before each CNAC meeting in order to invite comments. Shabiran has agreed to send the annotated agenda to the group first, then Alexandra will send it to library staff with whatever suggestions CNAC members have made. Shabiran will send the agenda out before the Monday of the meeting week.

2. Business Arising

a) Review of message sent to Library Staff regarding past assessment projects:
The group reviewed and made some changes to the draft message that Shabiran had prepared. She will re-vamp the message and bring it back for approval.

b) CNAC Suggested Readings List
Shabiran brought a selection of sample surveys and literature on how to prepare assessments. Alexandra will compile a CNAC bibliography/suggested readings list and post it on the website. The items will be sent back to the shelves after the list is prepared.

3. Work Distribution on CNAC

Work distribution on the CNAC is not an issue. All web maintenance projects are sent to
Alexandra.

4. AskLib Questions

It was suggested that CNAC monitor the AskLib questions as well as the responses provided by Librarian Assistants for a period of one month. Suggested dates for the study were November 11 – End of Term. Shabiran will contact the Librarian Assistants. It was thought that from any information gathered, CNAC would be able to assess the categories of questions and answers and monitor the quality of referrals.

5. Recommended Needs Assessment Skills

Not addressed this meeting. The CNAC suggested readings/bibliography may suffice.

6. Template for Assessment Project Proposals

Anne brought a sample template that was used as a project proposal for the Study Space assessment project in the Porter and Davis libraries. The group decided that an online form (based at the CNAC website) resembling the template should be attached to the message to be sent to library staff. The message will also suggest that any library group contemplating as assessment project in the future should use this form to submit their proposal to CNAC. Completion of the form will produce an email message containing the submitted information, which will be routed to CNAC. The committee has decided to have two forms: 1) a smaller form for the submission of initial project proposals and 2) a larger form to be completed at the end of each study that would include space for the project charter.

7. Maintaining an Central Repository

The group has concerns regarding the archiving of received data. Anne will look into what WLU and UG are doing with their data and report back to the group. Suggestions that CNAC either ask the LBPC to create a repository for received data or possibly use some of the TDR space for the TRI-Universities were made.

8. Agenda for next meeting

- Anne to report back on Central Repository
- Update on web form (by Alexandra)
- Reference listserv

Next meeting: Thursday, Novemeber 14, 2002 at Porter Meeting Room 224A

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July 26, 2005