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Library Managers

University of Waterloo
Library Managers, October 25, 2017

Present: Betty Graf, Jennifer Haas, Melanie Hannaford (Recorder), Alison Hitchens, Sharon Lamont, Alex McCulloch, Beth Namachchivaya (Chair), Nick Richbell, Ian Robson

Regrets: Kathy MacDonald, Adam Savage

Guests: Nancy Collins, Sarah Martin

1. Business Arising
As we prepare for the Multi-year Annual Planning & Priorities Process (MAP3) retreat this coming Monday and Tuesday, Beth acknowledged the hard work that the proposal writers, MAP3 Team and participants have put into this.

This morning, Beth had the opportunity to introduce David Porter from eCampus Ontario, the keynote speaker at Open Access Day. The Government of Ontario has been supporting programs that assist faculty, students and libraries to make resources more accessible and discoverable. We are looking at ways to make this more visible to faculty next year.

2. Skype for Business phones
In Adam’s absence, Melanie relayed follow up information from IST on Skype for Business phones.

There are four policies/access categories (internal/local/long distance/international) for each phone line. Managers will audit what staff currently have and assign appropriate categories for staff who will be receiving a new phone. Managers will work together to articulate the criteria of assigning the access categories.

Action: Adam to work with Managers on determining/tracking staff’s access categories, and making a feature (pro/con) list for staff to decide if they want a headset vs. handset.

3. Renovation update on timelines and staff furniture
WalterFedy has provided a firmer timeline on the renovations, and we’re looking at having Davis up and running January 4. Furniture should be delivered for the 5th floor of Dana Porter on January 4, with staff moved in by mid-January. The renovation of the room on the 7th floor of Dana Porter should be complete by the end of January, and we’re looking at mid-April for the 3rd floor. There will be a blog post sent out to staff in the next few days.

The workstation mock up has been delivered for staff viewing in the Dana Porter staff lounge, and initial comments have been positive. After finalizing the pricing of the different options, we may be able to provide small customization options, depending on work function.

4. Mental Health Strategy
In their work with the Library Health, Safety and Wellness Committee, Nancy Collins and Sarah Martin are working with Sharon to develop a mental health strategy for the Library, and spoke to Managers about their initial plans.

They will be working with Linda Brogden (Occupational Health) and Katrina Di Gravio (Organizational & Human Development) to administer an organizational climate survey focusing on 13 psychological factors that impact employees’ psychological responses to work and work conditions. This will help focus on our top concerns, gaps, and provide a baseline for follow up surveys.

In the future, they plan to work on a research project where they reach out to other libraries across Canada to determine what they are doing in terms of mental health strategies.

5. Update on Temporary Hiring Process
Melanie attended a training session in Human Resources on the new temporary hiring process effective November 1, and reviewed the information covered. This new process will align more with the hiring of regularized staff, providing a more consistent process with clearer information on benefit eligibility and severance obligations, and preparing a written offer of employment to candidates prior to hire.

Contracts of 3 months or more will be automated through iCIMS, eliminating the need for paper-based approvals. HR will also be providing more support to hiring managers by doing due-diligence checks, assisting with job descriptions and validating salary grades for contracts of 3 months – 1 year.

Action: Sharon and Melanie to clarify with HR if student employment/co-op’s are within this process.

6. Around the Table
Library Day 2017 was a hit! The Fall Fair theme proved popular and students, staff, and faculty participated in the games. According to the Student Engagement Committee everyone really enjoyed themselves. Some got pretty loud and enthusiastic, it was great seeing everyone so engaged! Thanks to the Student Engagement Committee for all their hard work and to the Library staff members who volunteered to help make the event a huge success.

After speaking with Managers, it was determined that we will do some training on the Incident & Investigation Report which was rolled out approximately a year ago.

Next meeting: November 8, 2017

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November 14, 2017