Across the Library Organizational Model

"Across the Library" Organizational Model
Integrated by function

This model reflects a functional approach to organizing the work of the Library. What this means is that staff performing the same functions in different departments will now work together as members of the same group -- regardless of location or department. For example, Access Services staff performing the functions of lending and borrowing materials, maintaining the stacks, managing their facilities, providing information, securing copyright, and providing ILL and document delivery will all work together as members of the same work group, whether they are located in the Clapp, Science, Art or Music Library.
Some of the significant benefits of the model:
To the patron:

The patron benefits from a staff who can be responsive, make decisions, and provide back-up for each other (all staff have the necessary skills and knowledge)

The patron benefits from consistent policies and procedures that will result from a single functional group setting those same policies and procedures for the Library.

The patron benefits from members of the staff across the library planning how to deliver services in the context of the whole organization. Everyone is on the same page.

The patron benefits from working groups who can anticipate and respond to patron needs.

The patron benefits as a result of the improved communication: all staff are able to state and interpret policy based on a shared understanding of the patrons' needs.

The patron benefits from a staff empowered to customize services to meet individual needs.

The patron benefits from improved services delivered by staff released from administrative duties.

To the staff:

The staff benefit from working directly with and reporting to the people who perform the same functions as they.

The staff benefit from the increased decision-making authority they will carry.

The staff in the branch libraries benefit by being more integrated into the activity of the larger organization.

The staff benefit from a greater degree of collaboration and at the same time benefit from a model which promotes individual empowerment and accountibility.

The staff benefit from reduced fragmentation in areas of responsibility.

The Vice President for Information Services and College Librarian benefits from having fewer direct reports and a Library Management Group in place. This allows the VP to focus on IS-wide and College-wide planning and program development.

To the organization:

The Library benefits from a more integrated organization and from the establishment of a Library Management Group serving in an advisory capacity to the VP.

The Library benefits from having a management group who represent all Library interests in planning and decision-making.

The Library benefits from having a management group with clear responsibilities for communication within the groups and across the organization.

The Information Services organization benefits since the Library's reorganization along functional lines helps to clarify where collaborative efforts across IS can take place most efficiently. And patrons benefit when these collaborative efforts permit IS to respond to their needs in an integrated way.

Components of the
"Across the Library" Organizational Model

The Library Management Group:
The Library Management Group is a key component for the "new" organizational structure. The LMG is composed of individuals who have the responsibilities of group manager as a member of his/her individual work area, and also as a member of the Library Management Group.

The Library Management Group memebers have two primary, equal responsibilities:

As a working manager within his/her group, facilitating and performing the work done in that group.

As a representative from that group to the The Library Management Group in providing overall management and leadership for the Library.

The Group manager: As managers of their work areas, they have overall responsibility for the work done by their group. They are responsible for creating an environment that encourages collaboration among the staff in their groups to perform high quality work to the best of their abilities. They work with them to establish policies and priorities, and are responsible for securing the resources needed by the work group to perform their jobs effectively. They serve as the primary conduit of information between the work group and the Library Management Group. In this role, they serve as advocator, facilitator, collaborator and co-worker.

Some of the responsibilities of the Group Manager:

has overall responsibility for the work performed by the group
facilitates and performs the work of the group
monitors the work of their group to ensure that adequate staffing levels are provided to accomplish the work
with group members, identifies training needs and develops strategies for meeting them
supports the development needs of the members of the group
ensures that the space, resources and equipment needed by the group to perform the work are provided
promotes excellent communication within the working group and between the group and the other parts of Library/IS bears responsibility for communicating the issues, priorities and policies of the Library Management Group to the members of their work group
ensures that the group knows of the "best practice" in the groups' area of work
monitors current trends and developments in the field

The group manager is also a member of the Library Management Group, which provides overall management and leadership for the Library, serves as an advisory group for the VP for IS, and participates in IS-wide planning. The Library Management Group meets with and reports to the VP for IS. This group is responsible for planning, establishing priorities, and allocating resources for the Library. A significant responsibility of the management group is to develop, implement, and sustain excellent communication within the Library organization, and to ensure communication to the entire IS organization. In this role, they serve as decision-makers, planners, advocators, advisors, representatives, and communicators.

Some of the responsibilities of the Library Management Group

manages the day-to-day operations of the Library
serves in an advisory capacity to the Vice President for Information Services and College Librarian
implements the new Library organizational model and evaluates the effectiveness of the new structure
established Library priorities
recommends Library policies
plans for the most effective delivery of Library services
plans for the growth and maintenance of the Library collections
develops "big picture" awareness of issues, developments, and trends in information production and management, higher education, teaching and learning, which it conveys to staff working in all areas
develops and monitors the Library budget
monitors staffing to maintain appropriate levels in all areas in order to do the Library's work
identifies staff development and training needs and communicates these
encourages a collaborative working environment
develops and sustains avenues of communication across all parts of the Library and the College
approves the formation of activity groups and monitors their progress
plans for Library-wide projects, ensuring that the resources needed to complete the project are identified and supplied, and that projects are completed
compiles and reports statistics to the staff, the administration and outside agencies
publicizes Library resources and services, internally and externally
serves as an advocate for Library issues and needs within IS
contributes to IS-wide planning efforts
maintains consortial relationships and allocates staff resources to do consortial work
implements and coordinates the Library staff performance evaluation process
develops patron feedback mechanisms for the evaluation of Library services
allocates space/space assignments for work groups

The work groups now in the Wellesley College Library are:

Access Services Group:
Staff in this group often serve at the point of most frequent contact between the Library and its users. Staffing needs may require a commitment of working a variety of day, evening and weekend hours as well as assuming a "flexible" personal work schedule.

Some responsibilities of Access Services:
*   Check in and check out materials
*   Place holds and recalls on circulating materials
*   Process overdue/book replacement and other financial operations
*   Search for materials to ensure that they are available for patron use
*   Create and update patron records
*   Maintain patron database, loan rules and hours of operation
*   Maintain the stacks by shelving, shelf reading - often shifting areas to make room for
     the collection
*   Manage the facility: report building problems and needs and maintain room
     schedules especially during evenings and weekends when no other staff is on
     duty in the Library
*   Respond to first line patron needs by either providing information or referring to
     other sources
*   Manage interlibrary borrowing and lending and document delivery
*   Provide and maintain course support services in Science, Music and Art Libraries

Acquisitions and Cataloging Group:
Staff in this group are responsible for ordering, organizing and processing information in all formats in a timely manner. Ordering and receiving ensure that cost-effective sources are selected, that the correct materials are received and paid for. Cataloging, authority control and database maintenance maintain accuracy of database information to provide optimum retrieval of information using the online catalog. Managing the binding and shelf preparation of library materials makes them ready for the use by patrons.

Some responsibilities of Acquisitions and Cataloging:
* Monitor budgets
* Monitor markets for all materials in all formats
* Establish and maintain good relations with materials vendors and binderies
* Order materials (search and supply)
* Receive materials (receipt and check-in)
* Process claims and cancellations for orders and subscriptions
* Maintain financial operations and fund accounting (invoicing)
* Maintain Current Periodicals area
* Perform copy cataloging
* Maintain BLC union list of serials
* Maintain distribution and discard of serials
* Perform original cataloging
* Provide database maintenance
* Provide authority control
* Compile and report statistics
* Prepare materials for use by patrons (plating, labeling, security strips, etc.)
* Coordinate binding (commercial binding shipments)
* Order supplies and equipment

College Archives Group:
Staff in this group are responsible for collecting, processing, organizing, and preserving the records of Wellesley College. They instruct the Wellesley College community and external researchers in the efficient use of these resources, either individually or in a group setting.

Some responsibilities of the College Archives:
* Establish policies for the deposit, maintenance, and use of the official records
of the college
* Preserve the official records of the College
* Collect and process archival material
* Provide reference assistance for researchers using Archives materials
* Provide instruction on using collections
* Prepare displays
* Conduct outreach activities to promote the Archives collection
* Monitors current trends and developments in the archives field

Digital Technologies Group:
Staff in this group provide overall development, management and support for the Campus-Wide Information System. Areas of their responsibility include design, user training, accountability, problem-solving, account management, server management, and web page content creation. They also provide support for the computing infrastructure of the Library.

Some responsibilities of Digital Technologies:
* Establish standards for Wellesley College Web pages
* Monitor use of the CWIS and plan its organizational structure for future development
* Manage Web server and server accounts
* Plan for Web server software enhancements
* Train College staff how to create and maintain their Web pages
* Provide content for Web pages
* Monitors current trends and developments in the field
* Provide support for the integrated Library system
* Provide support for OCLC access and software (all subsystems)
* Provide 2nd tier support for Library desk-top applications
* Provide 1st tier support for Library public computer
* Provide technical support for the selection and delivery of electronic information
resources
* Coordinates the Library’s Web pages

Library Collections Management Group:
Staff in this group are responsible for the selection, development and maintenance of the Library’s collections and information resources (in all disciplines and formats). To do this, they build and sustain relationships with the faculty. They also work closely with the Research & Instruction Group to ensure that these services are provided in an integrated way and with the disciplinary needs of the students and faculty as their focus. They ensure the long-term viability of collection resources by providing for their physical management and preservation. They support these activities through analysis of patron needs and use of collections, the development and management of the materials budget, relationships with donors, and by pursuing cooperative collections activities with other libraries and consortia.

Some responsibilities of Library Collections Management:
* Evaluate and select materials for the collections
* Develop and manage materials budget
* Develop and manage approval and gathering plans
* Gather collections data and maintain databases of results
* Analyze collections and use data and issue reports
* Liaise with academic departments
* Plan for the physical management of the collections, including storage
* Provide leadership and expertise in preserving the collections
* Provide for the physical care of collections materials
* Negotiate license agreements with producers/providers of electronic resources
* Maintain relationships with Resources and with donors
* Manage the receipt of gifts (in-kind and monetary)
* Maintain an awareness of trends in publishing and of the production of new genres of
information
* Maintain awareness of "best practices" in collection development, preservation and
archiving, budget management and licensing

Knapp Media and Technology Center Group:
Staff in this group deliver a wide variety of instructional and media services, both within the facility and elsewhere on campus. The work daily with state-of-the-art equipment and technology, which calls for rapid adaptation and constant troubleshooting. Staffing needs in this area may require evening and weekend hours.

Some responsibilities of the Knapp Media and Technology Center:
* Instruct faculty, students and staff in the use of media and technology
* Maintain and provide technical support for the facility and the equipment
* Train and support users of instructional technology
* Provide consulting services for development of instructional media
* Process and lend reserve materials
* Schedule and deliver classroom media
* Install, repair and maintain media equipment, both in the facility and in classrooms
* Lend media and computing equipment
* Conduct workshops, demonstrations and tours
* Test software and prepare documentation
* Assist users of the microforms collection and equipment
* Schedule project rooms and use of the equipment
* Develop and deliver foreign language instructional support
* Downlink and deliver satellite TV programming
* Participate in Help Desk coverage
* Maintain awareness of current trends and best practice in instructional technology,
media and AV services, reserve services, pedagogy and learning

Office of the Vice President for Information Services Group:
This office includes the Vice President for Information Services, who bears overall responsibility for the leadership, planning, and management of the Information Services organization. The VP for IS develops policies relating to the College's use of information resources and technologies. The VP for IS develops the staff and financial resources necessary to support the mission of IS and advocates the effective integration of information resources and technology within the curriculum and the administrative components of the College. The VP for IS also plays importants roles on Senior staff and in external relations as the College Librarian and chief information officer.

Staff in the Vice President's Office provide general and specialized support for all of these activities, including staff training and development, publicity, project management, needs assessment and resource development. The Office provides administrative support for the Library Management Group by coordinating the work of the group, and providing a liaison between the LMG and the VP.

Some responsibilities of the Office of the Vice President for Information Services:
* IS-wide planning
* develops policies related to the community's use of information resources and technology
* is responsible for publicity and public relations regarding IS, especially in external publications
* develops and coordinates a staff development and training program, with an emphasis on external offerings
* represents Wellesley College on the BLC's staff development and training committee
* initiates IS projects; assigns staff resources to IS projects
* coordinates the IS budget submission; monitors budget expenditures
* develops statistical measures to inform decision-making and allocation of resources
* provides analysis of quantitative and qualitative data regarding IS services and resources
* plans for the use of IS facilities; is responsible for building project management
* coordinates HR functions, including maintenance of position descriptions
* is responsible for communication throughout the entire IS organization
* provides administrative support for Library Management Group
* prepares materials associated with fund stewardship, donor briefings, grant proposals
* promotes staff as a resource for the College in its planning for the integration of all types of information with pedagogy
* serves as contact for the Friends of the Library; provides administrative support for the FOL
* provides general administrative support for the office (e.g. maintaining the VP's calendar, meeting arrangements, fielding visitors, phone contacts, etc.

Research and Instruction Group:
Staff in this group are responsible for the planning and delivery of research support and instructional services across the Library. To do this, they evaluate and select reference, government documents and Special Collections materials, and become knowledgeable about these resources and tools. They instruct the Wellesley College community and external researchers in the efficient use of these resources, either individually or in a group setting. They work closely with the Library Collections Management Group to ensure that the collections, research, and instructional services are provided in an integrated way. Staff working in this area may be required to work evenings and weekends.

Some responsibilities of Research and Instruction:
* Help with a user’s walk-in and telephone information need
* Provide 1 on 1 and group research support by appointment
* Provide course-related instruction
* Teach for-credit classes
* Conduct workshops/tours/demos for faculty, staff, students & outside groups
* Provide staff training in new information sources
* Evaluate and select materials for reference, government documents and Special Collections
    collections
* Provide initial processing of government documents and Special Collections materials
* Develop and maintain CWIS pages for reference, government documents and
    Special Collections
* Develop and maintain point of use guides
* Prepare displays
* Provide initial troubleshooting of reference workstations
* Stay current in publishing trends, new genres of communication, and pedagogical skills &
    theory
* Monitor user’s needs and use patterns for maintaining best delivery of services

Activity Groups:
Activity groups will be formed to address cross-functional work as the need arises. Certain common cross-functional activities may benefit from the formation of an activity group composed of individuals involved in performance of that work. Activity groups may last for specific periods of time or may be "permanent" depending on the need. Ideas for the formation of an activity group can emerge from any staff member from any group. The Library Management group will approve the formation of new activity groups.

MacKenzie Stewart - mstewart@wellesley.edu
Date created: October 26, 1999
Last modified: October 26, 1999
Expires: May 15, 2000