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Library Managers

University of Waterloo
Library Managers, May 18, 2011
9:30 a.m., DC 1568

Present: Annie Bélanger, Betty Graf, Sharon Lamont (Chair), Susan Mavor, Alex McCulloch, Carl Nagel, Richard Pinnell, Annette Dandyk (Recorder)

Guests: Kathy McDonald, Janet Wason

Regrets: Eric Boyd, Jennifer Haas, Mark Haslett, Michele Laing, Susan Routliffe Mary Stanley, Debbie Tytko

1. Chair’s Remarks
• Recognition and Commendation
May anniversary:
May 31 - Wolf Dandyk, Systems, 35 years

Reminder: the staff appreciation luncheon is scheduled for Thursday, June 2, 12 noon in the Festival room.

A Library Town Hall meeting is planned for June 23. Mark will send an announcement to staff soon, and ask people to submit their questions to Mary in advance. The deadline will be June 10.
Action: Mark

2. Business Arising from April 20
There was no business arising.

3. AODA Library Working Group – recommendations and next steps
AODA = Accessibility for Ontarians with Disabilities Act. The Library Working Group has been meeting since January 2011. Membership: Annie Bélanger (Chair), Eric Boyd, Jennifer Haas, Wish Leonard, Kathy MacDonald, Alex McCulloch, Esther Millar, Carl Nagel, and Janet Wason. Admin support provided by Carolyn Vincent.

Annie reported on the working group’s Customer Service Standard progress and work to date. Managers reviewed the requirements and the recommendations of the group. The AODA Customer Services Standard requires ongoing training for staff and volunteers. The Library’s training recommendations and practices are in line with the University’s initiatives for compliance. In the Library it is believed that additional training/refresher will be needed very two years.

Library training materials can be found on the staff web under Tools > AODA Customer Service Standard http://www.lib.uwaterloo.ca/staff/aoda/index.html

Next steps: Create staff toolkit (procedures and instructions); create a document for the public; deliver training.

Janet Wason will facilitate the work of the group while Annie is on leave.

4. Staff Training and Development
Managers were asked to ensure that they understand how the process of handling additional requests for staff development and training works.
• If additional funding is not required:
o Managers are free to grant staff time off to attend a conference/workshop, and they do not need to vet it with a member of LibExec. Staff should still complete a Request for Funding for Professional Development form, and Mangers should indicate that they support the time off when they forward it to their Manager for Annette’s records.
• If additional funding is required:
o Managers, in consultation with their Managers, may approve day travel (i.e. mileage, bus or train, and meals or per diem as appropriate).
o Requests for funding beyond day travel need to go to LibExec, and will only be considered if there is a compelling case (such as fleeting opportunities, or events that are not held annually). Staff should complete the request form and submit it to their Managers, who would forward it to LibExec for review.

There may be a lack of understanding among some staff about the annual request for funding process, and ways to address this were suggested. Suggestions included: an open meeting for any interested staff, an agenda item at a town hall meeting, written guidelines, or Mark could discuss it at his annual meeting with LAUW Executive. In summary:
• Staff should consider any training/staff development opportunities they are interested in for the upcoming fiscal year before their annual performance review, and discuss it with their Managers during the review.
• In March, Mark asks staff to submit funding requests to their Managers, who forward them to LibExec.
• LibExec reviews and approves the requests as a group. This helps LibExec with budgeting and planning for the upcoming fiscal year.

After that, staff can still submit requests for fleeting opportunities or special workshops or training as they arise, after discussion with their Managers.

There is also occasional confusion about when to use the request for professional development form, and when to use the request to enrol in a course form. Annette will review both and see if there is a way to make things easier.
Action: Annette

5. Library Supplementary signage project
The Ad Hoc group that had been working on the Porter way finding project started looking at the supplementary signage that we put up in Porter. They did a review of signage with d3 Impact, and out of that it became clear that we should develop a cohesive set of standards and templates for the different kinds of signage, as well as a protocol for getting new signs created.

The Ad Hoc group recommended that a committee be struck and that Davis should be included. Alex will contact Michele to determine how Musagetes should be included. The approach will be two phased: one to get the standards and templates into place, and another to handle ongoing signage needs.

Membership will include: Alex, Nancy Collins, Deb Loney, Esther Millar, Ann Naese, and Janet Wason. A Davis representative is yet to be identified. The group will begin regular meetings soon, and will develop an infrastructure and some standards.
Action: Alex

6. Around the Table Updates
Betty
Christina Zoricic has been hired on a one year contract to do authority work.

Cataloguing welcomed four staff from the Acquisitions department effective
May 1.

Alex
Circulation Services has received mission critical approval to fill two positions: Vera Starz’s old position in Reserves, which has been rewritten to include work in the Resource Sharing area; and Joe Szalai’s vacancy in Binding.

Alex has been chairing the Group Study Room Planning Team. Part one of their mandate was to develop features of a well-equipped study room. They have drafted a report and are working on obtaining space and cost estimates. Jane Forgay will share the draft with Porter ISR for information. Any managers interested in seeing it should contact Alex. Once the preliminary costs are available, Alex will bring the report to a Managers meeting.

Annie
This fall, the Porter ISR desk will do an alternate scheduling pilot. There will be three schedules: during the first schedule the desk will be covered primarily by Cataloguing staff; the middle period will have fewer hours covered by Cataloguing staff, and the last period will be covered mostly by ISR staff. The pilot was proposed as a way to accommodate schedules in ISR during the beginning of term.

Carl
60% of new staff workstations have been deployed. All of the former Bookit users now have new workstations. Carl will contact IST to schedule two training sessions.
Action: Carl

Next meeting: June 1


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 

 


 


 


 


 


 




 




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September 17, 2011