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The Colorado State University Libraries Collections and Contracts Division reorganized in July 2012 and was renamed Acquisitions and Metadata Services. This reorganization was necessary to address the gradual attrition due to retirements and the subsequent elimination of many of these positions. In the past, expertise within a given area often resided with one individual, but after the reorganization, it became essential for staff to be cross-trained. With the rapid development of electronic collections, it also became apparent that one or two people could not handle the entire workload. Training staff requires different approaches based on their experience and skills. There are new staff who have some related experience, but new duties are often unfamiliar. At the same time, there are staff who are transitioning from managing print serials, to assisting with electronic resources. These staff also need guidelines to attain competency with the newly required duties. Even though NASIG's Core Competencies for Electronic Resource Librarians targets professional librarians, they also provide a valuable framework for not only training new staff, but developing competencies in more experienced staff. The Core Competencies also assist electronic resource managers to take stock of their staff's current competencies, evaluate what is needed, and coach staff to acquire new skills, and therefore, continue to develop. This presentation explores how the Core Competencies were used to develop a training program for new staff as well as expanding roles of more seasoned staff. Presenter: Rachel Erb Electronic Resources Management Librarian, Colorado State University
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The Impact of Reorganization on Staff:
Using the Core Competencies as a Framework for Staff Training and Development
Rachel A. ErbERM Librarian, Colorado State University
+About Colorado State University Libraries
+CSU Libraries: Mini-Profile
ARL
Serve student FTE: 22,885
Holdings include more than 2 million books, bound journals, and government documents.
46,000 electronic journals and 530,000 e-books
107 support staff
+Staff at Colorado State University Libraries: Brief Overview of Staff Non-MLS staff in the Libraries are either categorized as:
State classified
OR Administrative Professional (AP)
State classified staff have most positions in the Libraries LT1-LT3 General Professionals (GP)
+
Pre-Reorganization
+Pre-Reorganization Environment
Technical Services Functions—2 departments Collections and Contracts Metadata and Preservation Services
+Pre-Reorganization Organization Chart: Collections and Contracts
+Pre-Reorganization Organization Chart: Metadata and Preservation
+Why Reorganize?
IT Task Force report outcome, 2010
Staff attrition
+Reorganization Committee Members
Co-Chairs, Assistant Dean for Scholarly Communications and Assistant Dean for Digital Library and e-Publishing Services
Coordinator for Collections and Contracts
Coordinator for Metadata and Preservation Services
Metadata Librarian
ERM Librarian
+Reorganization Objectives
Operations must reflect our current expenditures which are mostly electronic
Determine optimal utilization of staff
Identify functions or tasks that can be discontinued, combined, or automated.
+Reorganization Review: July 2011-October 2011
Position descriptions reviewed
Analysis of current operations
Invited guests from each division to attend discussion meetings
Two organization charts proposed
+
Reorganization Immediate changes
+Immediate Organizational Changes
Collections Coordinator position was divided into two coordinators Collections Coordinator Coordinator for Acquisitions and Metadata Services (AMS)
Departmental merger
Other factors beyond official changes
+Reorganization Organization Chart: Departmental Merger
+Combating the Corrosive Effect of Reorganization
Staff involvement in reorganization discussions prior to reorganization
Post-reorganization individual meetings conducted by Assistant Dean Digital Library and E-Publishing Services
No layoffs
+Reorganization and the Influence of NASIG’s Core Competencies on Restructuring Staff Positions
+E-Resources/Serials LT3: Position Analysis and Impetus for Change
Invoicing Obtaining price
quotes Processing
subscription agent renewals
Main liaison for subscription agents
Monitors serials/e-resources budget
Assist with print claiming
Supervision
+E-Resources/Serials LT3 Position Upgraded to ERM Administrative Professional
Why?
NASIG’s Core Competencies made us realize the following: Former position was too print-focused Narrow scope of duties Classified system too rigid Technology awareness required
+ERM Operations: Refined Org. Chart
+NASIG’s Core Competencies: Brief Refresher
1) Lifecycle
2) Technology
3) Research and Assessment
4) Effective Communication
5) Supervising and Management
6) Trends and Professional Development
7) Personal Qualities
+Application of NASIG’s Core Competencies: AP Position
Position description LT3 work + tech skills/awareness + analytical skills + soft
skills
Lifecycle (LT3) Serials and ER Acquisitions Records management (limited to updating order records)
Lifecycle (AP) Order records Assist with budget management ERMS
+Application of NASIG’s Core Competencies: AP Position
Technology (AP) ILS Open URL Proxy Server Electronic Data Interchange (EDI)
Research and Assessment (AP) Excel and Access Resolving billing problems System analysis for troubleshooting
+Application of NASIG’s Core Competencies: AP Position
Effective Communication
Supervision
Trends and Professional Development
Personal Qualities
+ERM AP Training
Training Plan*
Flowcharts of processes*
Process maps*
Instruction (formal and informal)
Meetings/Coaching Sessions
Learn by doing
+Training Plan Sample: ERM AP
Objective Job Duties Trainer/Consultant Resources
Obtain a general understanding of the Electronic Resources Lifecycle
Assist with overseeing the day to day aspects of the ER lifecycle
ERM Librarian 1) Techniques for Electronic Resource Management http://library.hud.ac.uk/wikiterms/Main_Page2) AMS Flowcharts a) Ordering print serials b) Ordering electronic serials c) Ordering databases
Attain mastery of the fiscal cycle
Actively participate in Materials Budget Group Meetings; Closely monitor fiscal calendar to ensure department is on track
ERM Librarian/AMS Coordinator
1) Fiscal Calendar T Drive:MaterialsBudgetGroup->fiscalyearcalendar.docx
Understand the purpose and function of an ERMS and how it relates to workflows
Utilize ERM to obtain relevant ER information
ERM Librarian ERMS: the need and realization http://www.exlibrisgroup.com/files/Publications/ERMSystems.pdfIII Manual—for functionality issuesField Guides: http://lib.colostate.edu/staffwiki/index.php/Serials:ERM_Field_Guides
Understand the complex nature of license agreements and serve as backup for license status questions
Maintain awareness of licenses tracked via project management software (TeamLab)
ERM Librarian Licensing FAQ: http://ucblibraries.colorado.edu/services/electronic.htm CSU’s ER Portal: https://eresrouces.teamlab.com/
+ Training Flowchart: Sample
+Process Map: Obtaining Invoices
+Rethinking the ERM AP Position: “Everything-but-the Kitchen-Sink Job?”
http://www.forbes.com/2010/03/03/looking-for-work-job-search-openings-forbes-woman-leadership-careers.html
Review position description
+SFX LT2: Position Analysis Results
Narrowly focused position prior to reorganization—KB management (SFX)
Position not fully utilized
+SFX LT2 Role Compared With NASIG’s Core Competencies
Technology (SFX) Lifecycle Technology Research and
Assessment Effective
communication
Current Skills Skill Gaps
+SFX LT2: Immediate Changes
MARCIt! loading moved from (Metadata and Preservation Services) Metadata LT3 (Metadata and Preservation Services) to SFX LT2
Proxy services (WAM) migrated from LTS to ERM Librarian and SFX LT2
Troubleshooting Ticketing Service
+SFX LT2 Training: Lifecycle
Acquisitions Millennium Acquisitions module
Access MARCIt! loading
Future training: 2014-2015 Processing serials invoices in MilAcq Tracking unit costs Assist with serials subscription service renewals
+SFX LT2 Training (NAISG’s CC):Technology EZproxy
Troubleshooting ticketing system
Future training: 2014-2015 Database of Databases (MetaLib) Discovery services Electronic data interchange (EDI)
+SFX LT2 Training (NASIG’s CC): Research and Assessment
Training in managing ticketing system (co-managed with ERM Librarian)
Variety of troubleshooting experience
Future training 2014-2015 Troubleshooting FAQ’s Ticketing system administration
+Serials LT 2, Lead Check-in Training: Lifecycle
Acquisitions Invoicing
Cataloging Print monographs and serials
Future training: 2014-2015 Copy cataloging of electronic resources
+Outcomes and Future Directions
+Outcomes
Department’s role is more focused Acquisitions
Better balance between print and electronic resource management
Building capacity
Several staff received upgrades
Cross-training in digital unit
Copy cataloging for archives
Successes Discontinued.. For Now
+Further Refinement: FY15
ERM Administrative Professional Electronic Resources Acquisitions Administrative Professional
Reorganization within department is still in process
Other upgrades?
+Questions?
Rachel A. Erb
ERM Librarian
Colorado State University
rachel.erb@colostate.edu
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