SSHEL Implementation Team April 30, 2012 Present: Kathleen Kern, Lil Morales, Nancy O’Brien, Lisa Romero, Lynne Rudasill, Sue Searing, Tom Teper, Mary Beth Allen Mary Beth Allen volunteered to take minutes. Tiered Service Model – Lynne Rudasill The group reviewed the draft document on the G:/ drive, “Reference Services and Training for SSHEL.” Discussion began with an examination of questions at levels 1 and 2 on the READ Scale. We focused on the jobs that student assistants can do. It was agreed that student assistants can contribute significantly with proper training, and giving them this responsibility is an appropriate component of the tiered service model. Questions at levels 3 and 4 on the READ Scale will typically be handled by GA’s and librarians. GA’s will be encouraged to refer to librarians those questions that require more than 15 minutes of serious activity. Librarians will continue to handle questions that require expert assistance. Whether or not the virtual reference desk operation is based in SSHEL could impact the delineation of service activity. The degree of VR staff’s potential availability in the unit is difficult to predict, and likely will vary at different times during the year. A possible staffing model is outlined in the document. SSHEL will need to monitor usage carefully. The location of the VR operation, if it is located in SSHEL, could affect staffing patterns. The outline is a baseline plan at this point, not set in stone. VR can be busy, especially after 8:30pm during the semester peak. VR staff may, or may not, be able to help with in-person issues in the unit. If VR is not in SSHEL, then two student assistants may be needed on the collection-intensive side (SSHEL-South). Total minimum/ evening staffing is expected to include 1 GA or librarian or staff, plus 3 students. One student is needed for shelving/room count/floating back and forth; 1 student is needed at each service desk (2 total); and one GA/librarian/staff is also needed. Staff work areas will be located behind the service desks, so they are always available to assist. Two people are required to close each space at night due to the need to monitor the entrance and exit points. The description of this staffing model can now be added to the final report. User Survey – Sue Searing Sue revised the survey based on discussion at our April 25 meeting and email exchange. LAWG GA, Wendi Shen, also reviewed the survey instrument. It was agreed that the survey matches what we want to know from users as we move forward. It was agreed that the survey would be sent to all constituents asap on April 30; links to the survey would also be added to unit webpages. The survey will be left open until May 6 at midnight. Sue will contact Wendi Shen for assistance with analysis of the results. Sue added all team members with rights to access the results. Collections and Space – Nancy O’Brien and Tom Teper Holdings information for the revised weeding dates has still not been provided. These numbers are needed by Jeff Schrader so he can begin working on floor plans. Jeff will provide more than one floor plan option so we can compare different scenarios. Lynne suggested that we view the new model for layout of librarian offices in the Scholarly Commons. It is preferred that librarian offices not be lined up all in a row, but instead, be distributed in different corners or distributed throughout the SSHEL North and South spaces. This will result in increased privacy in the offices and will also reduce the potential noise generated by activity in the offices. Tom noted that user survey results are posted on the Chemistry Library website; these indicate user space preferences. Preferences appear to fall evenly among 3 space/seating arrangements: individual, tables with 6 chairs, group study rooms. Tom further described the overall arrangement in the Chemistry Library and indicated that individual study spaces along one wall are very popular, as are comfortable seating options. In general, it appears that users appreciate having a variety of options available. Staffing – Nancy O’Brien The group reviewed the recommendation of staffing numbers; it appears that 5 is appropriate. The office manager position needs to be filled. The summer transition period is critical to ensuring that SSHEL opens on time, so staffing must be in place, even if it is a temporary arrangement. Avery Brundage Collection Mary Beth and Nancy will be meeting with Bill Maher this week to finalize a plan for disposition of the Brundage collection.