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Library Managers

University of Waterloo
Library Managers, April 21, 2010
9:30 a.m., DC 1568

Present: Annie Bélanger, Eric Boyd, Betty Graf, Jennifer Haas, Mark Haslett (Chair), Michele Laing, Sharon Lamont, Susan Mavor, Alex McCulloch, Bill Oldfield, Richard Pinnell, Susan Routliffe, Mary Stanley, Annette Dandyk (Recorder)

Regrets: Allan Bell, Debbie Tytko

1. Chair’s Remarks
• Updates
LibExec has reviewed the requests for staff development and training and a message has been sent to staff.

The Secretariat is making arrangements for the 10th annual IT law web conference. It will be broadcast in Needles Hall May 27-28. Managers were asked to let Mark know if they were interested in attending.

The proposed budget for fiscal 2010-2011 was approved at Senate. The budget is based on some assumptions, including a salary freeze mandated by the Ontario government. Negotiations with FAUW and Staff Association are still ongoing. The budget will not be presented at Board of Governors until the June meeting.

The Mission Critical process continues. The Provost recently approved posting and filling a Systems Head position.

2. Business Arising from March 17
#3 Flextime Review
Sharon outlined the tentative timeline.

o The ad hoc group will finalize its work in May
o A special meeting of managers and supervisors will be scheduled in May/early June. Managers will give final approval after that meeting
o Staff sessions should be scheduled in June
o A web page with three components will be created: guidelines, FAQ, and relevant policies and practices.
o Plan to begin using the new guidelines effective July 1 (beginning of the new vacation year)

#5 AODA Customer Service
Sharon has been asked to join a campus accessibility standards committee, co-chaired by Bud Walker and Janet Passmore. Managers were reminded about the training sessions scheduled for April 28 and 29. The modules need to be completed before the training session. Annie will be the Chair of the working group in the Library for policy development; Sharon will be the Administrative sponsor. She is still contacting potential members of the working group.

#6 Printing in the Adaptive Technology Centre
Annie has been in contact with Rose Padacz (Office for Persons with Disabilities) to ensure there are no human rights issues. Carl Nagel, Jane Forgay and Janet Wason have discussed the different proposals and agreed to go with the accessible printing station for the pilot. There will be no budget impact and it will be set up soon.

3. Working from Home Agreements
Five trials were approved last year. Four are in place and staff are working from home on a regular basis. The review consists of feedback from three sources: Library Managers; the staff on a working from home agreement; and other staff members.

There was consensus that the working from home arrangements during the trial period have been successful. The program can continue with the following understandings:

o Guidelines should be developed (currently they are ad hoc) and posted on the staff web
o Agreements would be reviewed before renewal: renewal periods are for a maximum of six months and will be recorded in the agreement
o For the next couple of years, there will be an annual review process at the Managers group
o Managers will continue to send copies of work from home agreements for Sharon’s signature. Annette will retain a copy in the Library Office

Action: Sharon will draft guidelines; Managers will fine tune and renew the agreements for staff currently on working from home agreements

4. Update on Circulation Services Planning
Circulation Services began a department planning process last fall, and a Client Service Statement has been developed. They reviewed current processes to identify which need improvement in order to achieve the Client Service Statement. The department will focus on four critical themes:

o Training within the department
o Information and communication management
o Relationships with other departments (within the Library and campus)
o Communication methods with Clients

5. Talent Acquisition Management and Candidate Gateway
HR has been looking into a new recruiting tool that will streamline the recruitment process. It is scheduled for implementation this summer.

6. Micro Scanner Purchase
Last fall Circ Services began researching replacements for the old micro reader/printers and selected the ST ViewScan for purchase. After testing one scanner to ensure that it works with our network printing environment, we will receive four more. Alex gave highlights of this new technology.

7. Changes to Policy 18
On April 9 the Staff Relations Committee sent a message campus wide about proposed changes to Policy 18 (Staff Employment). Most revisions were formatting and for clarification; however, it also introduces a new section on the performance appraisal process, and states that new supervisors/managers must receive training on the performance appraisal process within three months of starting the position or before the next appraisal process, whichever is first. It also includes some new protocols on organizational change.

8. Around the Table Updates
Deferred.

Next meeting: May 5 [Note: meeting cancelled. Next meeting is scheduled for May 19]


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 

 


 


 


 


 


 




 




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May 19, 2010