Assessment and Transformation Annual Update Program Review

Assessment and Transformation
Annual Update Program Review
College of the Redwoods District Libraries
Jason Leppaluoto, Review Coordinator
Review Team Members
Ruth Moon
2007- 2008
A. Outcomes Assessment Plan Report................................................................................ 3
B. Department Goals Report ............................................................................................... 4
C. Improvements or Rationale for Action: ......................................................................... 6
I. Major accomplishments and achievements during the past year ............................... 6
II. Comments on other action plan items ..................................................................... 10
III. Adequacy of support and future needs................................................................... 11
IV. Future directions .................................................................................................... 16
A. Outcomes Assessment Plan Report
and student
Students will
utilize web
and online
y to be
used, or
was used,
such as
focus group
or exit
to library
Usage data
and web site
Students will
of how to
print from
computer via
to what
students are
To Whom and
by whom?
(Indicate when
the data will be
available for
analysis or the
result of the
analysis. In the
next year,
indicate the
results of a
assessment cycle
Librarian and
library staff with
analysis by
Research Office
Ongoing (new data
available monthly).
LRC Director;
and Library
Technician with
further analysis
by Institutional
Librarian and
library staff with
analysis by
Research Office
Circulation Staff
day and evening
shifts with input
from reference
printing questions
are frequently
asked of library
Spring 2009
academic year
Baseline data on
database use has
been established.
Use of Results
Indicate the way
the data is, or will
be, used to make
changes to
student services.
An important
purpose of
assessment is to
increase dialogue
about learning.
(Indicate what
implemented as a
result of
Determine level of
usage and adjust
techniques as
needed to
accomplish results.
Modify/add to
available library
web page tutorials.
Contributed to the
decision to offer
some library
sessions in two
parts – about 4
faculty members
currently have the
faculty librarian
teach their library
instruction course
component in two
are an
part of the
of teaching.
These will
continue to
be offered.
To determine need
for Associate
Librarian to teach
To aid in selection,
renewal, and
purchase of library
Low usage
contributed to the
decision to
subscription to
Gale Literary
Analysis of results
could lead to
changes in
handouts, or the
web site.
Usage data
continue to
explaining how to
print from library
computers – about
40 out of 50 have
been taken.
version of
brochure to
put on web
B. Department Goals Report
SD #1: Be
in Realizing the
Vision of
We will
with students
and our college
colleagues to
develop new
models and
approaches for
the delivery of
programs and
SD #1: Be
in Realizing the
Vision of
We will
with students
and our college
colleagues to
develop new
models and
approaches for
the delivery of
programs and
Division Goal
Department Goal
Action Plan
Provide research
based learnercentered services
that support access
and student
engagement from
matriculation to
goal attainment
Provide prompt,
unbiased, and
responses to
requests for
information and
Collect and analyze
reference inquires.
In Progress
Increase hours of
librarian staffing of the
reference desk on the
Eureka Campus.
In Progress
Provide research
based learnercentered services
that support access
and student
engagement from
matriculation to
goal attainment
Provide organized
and accessible
collections of print,
media, and
electronic and other
resources that
support curriculum.
Status of each
action item
Needed /
Staff Time
New Money
Reallocated $
Collect student
reaction to reference
services via the semiannual Library Student
In Progress
Work to achieve and
maintain a one month
backlog of materials
from receipt to shelf
In Progress
Maintain a 48 hour
turnaround for placing
items on Reserve from
time of receipt.
In Progress
IR Office
Staff Time
New Money
Reallocated $
Establish automatic
remote authentication
to online resources for
students using
Ensure renovated LRC
facilities at branch
campuses meet
accessibility standards.
In Progress
In Progress
Facilities and
SD #1: Be
in Realizing the
Vision of
We will
with students
and our college
colleagues to
develop new
models and
approaches for
the delivery of
programs and
SD #1: Be
in Realizing the
Vision of
We will
with students
and our college
colleagues to
develop new
models and
approaches for
the delivery of
programs and
Provide research
based learnercentered services
that support access
and student
engagement from
matriculation to
goal attainment
Seek to increase
services and
resources as
necessary to meet
students’ needs.
Make available
customized library
research toolbar
(Search AXIS) on
LRC workstations and
as optional download.
Install Microsoft Word
7, Internet Explorer 7,
and other programs
(RealPlayer, iTunes)
necessary for students
accessing course
material on LRC
Implement patron
authentication to the
Voyager system,
allowing library users
to easily see what they
have charged and to
renew online.
Provide research
based learnercentered services
that support access
and student
engagement from
matriculation to
goal attainment
Provide a
depository for
college and some
local archival
In Progress
Staff Time
New Money
Reallocated $
In Progress
In Progress
Install wireless
Internet access in LRC
In Progress
Decide on a plan of
how to organize the
College Archives.
In Progress
Reorganize work
routines if necessary to
begin a systematic
organizing and
cataloging of archival
Staff Time
New Money
In Progress
Reallocated $
Investigate digitizing
archival photos and
making them
accessible online.
In Progress
Temporary staff
might be
required for full
of archival
Some amount of
hard drive space
also required.
SD #1: Be
in Realizing the
Vision of
We will
with students
and our college
colleagues to
develop new
models and
approaches for
the delivery of
programs and
Provide research
based learnercentered services
that support access
and student
engagement from
matriculation to
goal attainment
Recruit and retain a
highly qualified,
effective, and
sufficient staff.
Prepare and submit
documentation to the
Administration in
support of establishing
a part time temporary
position for an
Associate Librarian.
Recruit and hire a
permanent full time
Library Systems
Assist with recruitment
and hiring of
permanent full time
Technician at the Del
Norte campus.
Reallocate some
discretionary funding
to allow the creation of
a staff development
In Progress
Staff Time
New Money
Reallocated $
In Progress
In Progress
Del Norte VP
and other staff
In Progress
C. Improvements or Rationale for Action: (Provide a brief summary of the
major accomplishments and achievements of your department during the past year.
Comment on whether your facilities, budget, equipment, and staffing are adequate
based on the services provided and the number of students served. Discuss what
your operations, staffing and facilities needs may be in the next three years.)
I. Major accomplishments and achievements during the past year
o Transition to a new director
Due to the August 2007 retirement of the director, Learning Resource Center,
considerable discussion during late Spring and early Summer 2007 between
the incumbent and the VP for SSLS produced a recommendation to senior
staff that the position of library technical services manager be upgraded to
director, Learning Resource Center along with a recommendation to recruit
for the position of systems technician at a classified level. These
recommendations were accepted and the library technical services manager
became the director, Learning Resource Center effective August 8, 2007.
o Staff recruitment
The district libraries find themselves in excellent standing with regards to the
department goal to recruit and retain a highly qualified, effective, and
numerically sufficient staff. Since August 2007, the library has:
(1) Hired a new library technician at the Del Norte campus to replace the
outgoing one (started December 12, 2007).
(2) Hired a new library systems technician to fill the vacancy brought on
by the incumbent’s promotion to director (started January 16, 2008).
(3) Hired an associate faculty librarian (started January 28, 2008).
o Branch campus renovations
The learning resource centers at the Mendocino and Del Norte campuses
underwent renovation and expansion during the summer and fall of 2007.
These were completed in December 2007, though a few issues remain (see
Facilities needs under Section III).
o Instructional block grants
The district libraries were awarded a total of four instructional block grants in
February and March 2008. Three of these are earmarked for library resources
(books and DVDs), the fourth for new computers at the Del Norte LRC.
These grants provide a much-needed supplement to the library’s normal
o Del Norte library furniture
Even after the renovation of the facility, the furnishings at the Del Norte LRC
were not in compliance with accessibility standards. Happily, this situation
will soon be remedied as funds were allocated for this purpose at the end of
February 2008. Final furniture selection by the Del Norte library technician is
underway as of this writing.
o Inventory
The library clerk completed inventories of oversize and fiction books, DVDs,
and reserves (all at the Eureka campus). Among other things, this identifies
items missing from those areas and helps to ensure the accuracy of the library
o Automated serials control procedures
Previously, a paper system was used to track serial receipt. This was
adequate, but did not permit easy identification of issues that had not been
received. This system was replaced with an automated procedure using the
library’s Voyager system in August 2007. In conjunction with this, the library
clerk implemented online claiming of missing serial issues in January 2008.
o Statistics collection
In response to the college-wide emphasis on data-informed decision-making,
the range of data routinely gathered was expanded. Many new categories are
now routinely tracked, including online resource use, LRC room use, and inhouse browses by item type. This data is entered into a spreadsheet each
month and made available to all library staff.
Use of the online catalog is also now routinely tracked through Google
Analytics (set up in December 2007). This provides details on topics being
searched and types of searches (e.g. keyword vs. subject).
o Blackboard site
In an effort to improve communication among library employees throughout
the district, a Blackboard “course” for district library staff was set up in
October 2007. Admittedly, this has had mixed results – its use is intermittent
– but it has provided a forum for employees who otherwise have difficulty
being part of the conversation, particularly the branch technicians and student
workers. It has proven most valuable for possible policy or service changes
that warrant longer discussion.
In addition to its use as a forum, its training potential is being explored, most
notably in the creation of an online assessment tool for the automated serials
control procedures (implemented December 2007).
o Library web toolbar
In September 2007, in collaboration with ITS and the college webmaster, the
faculty librarian made available for download a library resources toolbar that
can be integrated into a user’s web browser. Among other things, the toolbar
allows patrons to search the library’s online resources as well as select web
resources from a single location, guiding users toward reliable sources and
increasing library visibility.
As of February 15, 2008, this toolbar is installed on the web browsers of all
public computers in the library proper (at the Eureka campus).
o Kite display
In an effort to promote the CR/HSU book of the year, the faculty librarian
developed a plan to display kites in the Eureka campus library. Volunteers
loaned an array of kites, and, with the assistance of maintenance and yeoman
work by the administrative specialist, the kites were hung in the LRC in
November 2007.
o Newspapers relocated to publicly accessible area
In November 2007, newspapers at the Eureka campus library were moved
from the reserves (where library users had to request them) to the serial
shelving area where they may be easily browsed. This is mentioned here not
because it is a particularly stunning achievement, but because the move
reveals the library’s commitment to data-informed decision-making. The
expanded statistics showed that newspapers were rarely used when shelved in
reserves (averaging about 2 checkouts per month from July - October 2007).
The move to a public area has greatly increased usage as measured by inhouse browses: newspapers averaged almost 60 browses a month from
November 2007 - January 2008.
o OPAC revision and enhancement
In an effort to make the library online public access catalog (OPAC) more
functional and appealing, the library technician led a project to revise the
OPAC display in November 2007, including changing the color scheme to
match the scheme on the new CR web site. In addition, MyLibrary was
implemented through Voyager, a feature that allows users to check their
library records and renew items online.
o New student handout and brochure
Finding that existing library handouts tended to overemphasize rules and
restrictions, a more welcoming handout and brochure focusing on resources
and services was developed for the Eureka campus. This project was led by
the library technician and completed in January 2008. These will be included
in the packets distributed to new students, and will also be available at the
circulation desk. The Del Norte library technician developed a similar library
brochure for that campus in February 2008.
o Calculus textbook term reserves
In December 2007, the mathematics department brought to the library their
plan to purchase textbooks for students taking CR calculus courses. They
wanted to provide textbooks to students for the duration of the semester and
then have them returned to be used again by students in subsequent semesters.
The library agreed to assist with circulation and tracking of these books. Led
by the library clerk and with the assistance of the library technician,
procedures were developed to handle term reserves. As of February 14, 2008,
25 out of 40 calculus textbooks were charged out to students.
o Online resource links for inclusion on course Blackboard sites
The plan was to set up a web page of links to library online resources that
would (a) allow automatic authentication to those resources, and (b) be
accessible to anyone using the CR Blackboard site. Unfortunately, this plan
did not come to fruition – we were informed by ITS that this could not be
done (at least not with what CR currently has available). The library is still
seeking a single point of access solution, but, in the interim, starting January
2008, a web page of online resource links was offered to faculty for inclusion
on their individual course Blackboard sites. Some, but unfortunately not all,
of the online resources allow automatic authentication through this page.
Sixteen faculty members have so far requested and received this document for
inclusion on their course sites.
II. Comments on other action plan items
Wireless Internet access
While there is no wireless Internet access in any of the district libraries at the time of
this writing (excluding spill-over from the residence halls accessible from certain
areas of the Eureka library), we were informed in February 2008 that ITS may soon
be implementing this in the near future (starting with the Eureka LRC). While the
plan we have heard is workable, it is not wholly ideal in requiring full-time library
staff to authenticate users prior to their first use of the wireless network. This will put
an extra burden on staff, especially at the beginning of each semester when we are
already heavily taxed.
College archives and digitization
In fall 2007, the library assistant investigated how best to organize and enable access
to CR library archival collections. She recommended using the archivists’ toolkit, an
open source archival data management system. The library assistant also pursued the
viability of digitizing archived photos. Both projects were put on hold for the time
being given more pressing needs and the vacancy (at the time) of the library systems
technician position. We will revisit the college archives and its role in the library’s
mission at a later date.
III. Adequacy of support and future needs
Facilities (including maintenance issues)
The Eureka LRC remains a lovely home for the most part, with a few exceptions:
(1) The roof leaks in at least two places during heavy rainstorms, one of these being
directly above the circulation desk. This is embarrassing and inconvenient,
forcing us to cover a monitor (temporarily removing that computer from service)
and put a bucket on the desk. Facilities always responds promptly, but we are still
awaiting a permanent solution. This is the most significant outstanding need.
(2) Some requests take a long time to be filled. For instance, we requested the
removal of our broken microfilm readers at the beginning of the Fall term. They
are still here. The requests at issue are minor ones, however. Facilities and
Maintenance no doubt have more urgent demands.
(3) We are strongly opposed to the disruption of service and collections that would
result in the event of mezzanine construction within the LRC. Thankfully, this
proposal seems to have been shelved, so no more needs to be said on this.
It would also help a great deal to have a better way of tracking work requests.
Del Norte
The Del Norte LRC renovation and expansion is complete. The LRC’s noncompliant furniture was a concern, but this has been resolved as described above.
Remaining issues include:
(1) Power outlets are not as easily accessible as one would hope. For example, an
extension cord is required to bring power to equipment at the circulation desk.
(2) A heating part is missing for the three new study rooms.
(3) One study room needs blinds for its outside window.
(4) Some problems with leaks. This has apparently been resolved.
Maintenance has been notified and is looking into solving these problems, at least as
much as possible. Problem (1) is not easily tractable.
The Mendocino LRC renovation and expansion is complete.
Remaining issues include:
(1) Window treatments are needed to minimize glare and heat.
(2) End panels are needed for the shelving units.
Mendocino also requires network cabling work (described below under Equipment).
Anticipated Future Needs
When wireless access is implemented, power availability in the LRCs may require
attention. Students using laptop computers often want to plug them in. This may
result in more power-related work requests (outlets will receive increased use) and
may prove to be an issue at the branches where power outlets are not as widely
The district libraries received an allocation of $30,560 from the college in FY2008.
Of this, $18,608 was earmarked for collection development. With the addition of
block grants and money set aside for furniture purchases at Del Norte, the district
libraries received approximately $78,586 from the college in FY2008. Of this,
$48,531 has been earmarked for collection development. This is still well below the
budget received by many of our community college library peers, but it is more than
adequate given the number of students we serve and the overall funding situation.
The concern here, then, is that a reasonable level of funding continue. Libraries are
not well-served by occasional influxes of cash, and this is especially so given the
trend of information resources going online and requiring subscription access as
opposed to outright purchase. The block grant funds, while greatly appreciated,
should not become the default funding source for library materials. A stable materials
budget allows for better long-term collection planning.
Anticipated Future Needs
The Del Norte campus will be purchasing new computers with block grant money
received this year. The computers in the Eureka campus LRC are due for
replacement. If these are not replaced by the district (under the auspices of the
proposed PC replacement plan), we will have to pursue ways to purchase
replacements ourselves within the next three years, most likely through block grants.
A PC replacement plan at the district level for both staff and public computers is
Given rapid changes in technology and library practice, money for staff development
would also be helpful. The faculty librarian and library director ought to be able to
attend conferences and workshops to stay abreast of library trends, and the rest of the
staff should have an opportunity to develop their skills. Even if travel expenses are
prohibitively expensive, there are many valuable online workshops that are relatively
inexpensive and would greatly benefit staff. The library sets aside some money for
these purposes, but a commitment from the college would be welcome.
Equipment (including technology support)
The Eureka library computers, both public and staff, are another year older. It is my
understanding that these computers were purchased with the move to the new LRC,
making them now six years old. They still function adequately for the most part, but
are becoming noticeably slower as they are forced to run newer versions of software.
It is questionable whether these computers could effectively run Microsoft Vista or
the newest version of Microsoft Office. Age-related malfunctions are also starting to
appear: we have seen both hard drive and monitor failures. We should consider
replacing all our computers and monitors within the next three years. In addition, the
Voyager server is getting older as well. This too should be updated within the next
three years.
Wireless access to the Internet is still very much in demand. This is easily the most
common request the library receives from students. There is apparently an action
plan in the works to put wireless in the LRC; it is hoped that this will meet our need
in this area.
As information resources increasingly go online and as the number of remote users
increases, the library will need a method to authenticate remote users so they can
access online library resources. Currently, remote access is achieved through pattern
matching on the CR library barcode. This is a solution on its way out, as it is not
terribly secure. Many database vendors do not even offer this as an option, requiring
instead secure authentication before permitting remote access. This is the case with
Project MUSE, a full-text journal database that we are not yet able to offer remotely.
The inability to provide remote access to library online resources reduces the value
per dollar spent on these products, and, of course, reduces usage overall. Proxy
server software is the most common remote access solution for libraries. The
software itself is not terribly expensive, though we may need to purchase a server on
which to run it depending on what the college has available. We will also need ITS
expertise to configure and maintain it.
While ITS staff does a good job when available, the library simply needs more
technical support than ITS can currently give. The current re-imaging situation, for
example, is inadequate to meet student needs. The library computers were re-imaged
on February 15, 2008; it had been a year and a half since the previous re-imaging.
Given the pace of technological change, this is too long. Even worse, when
something needs to be modified on public computers, there is nothing we can do short
of pleading with ITS (and begrudgingly waiting until the next re-image). As an
example, a student recently complained that he was unable to use a web site needed
for a CR course because the Flash software was not upgraded on Firefox (apparently
overlooked during the re-imaging). True, ITS cannot be expected to keep every
possible software product updated. The fact that the Flash plug-in for Firefox was
overlooked is understandable. What is not acceptable, however, is the fact that we
are now helpless to solve this student’s problem. It is embarrassing to have to tell a
student that CR library computers are not able to run the application needed for a CR
course. These sorts of problems come up again and again, and will likely become
even more prevalent in the future as instructors incorporate the web more and more.
Yes, faculty should do a better job of notifying ITS and the library of their specific
technological requirements, but saying this does the student no good. We need a way
to change the PC configuration in response to user need (limited by security
constraints, of course) within a reasonable timeframe (optimally, no more than a few
days). This may mean having a technology support person dedicated to the library’s
technological infrastructure with some authority over those PC images.
As with facilities and maintenance, it would help a great deal if there were a better
way of tracking work requests. We often find ourselves unsure as to which work
requests have actually been fulfilled. This can lead to wasted effort on the part of
both the library and ITS. An online request database with status reports would be a
great help.
Del Norte
Having just received a grant to purchase new public computers, the Del Norte LRC is
in a better position than the Eureka campus. Staff computers should soon be updated,
As with the Eureka campus, wireless Internet access would optimally be deployed at
the Del Norte LRC in the near future.
With the hiring of a technology support person for the Del Norte campus, technology
support there is adequate.
The Mendocino LRC is also in reasonably good shape when it comes to computers,
since the ASC there has brand new computers. Other computers should soon be
As with the Eureka campus, wireless Internet access would optimally be deployed at
the Mendocino LRC in the near future.
The Mendocino LRC is also waiting on network cabling for a copy machine and a
catalog search station. In addition, its height-adjustable table functions poorly at best.
The district should consider purchase of a new one.
Anticipated Future Needs
Most anticipated needs have been covered above. The Eureka library will need to
replace all its computers; the branch campus libraries will need to replace at least the
staff computers. The Voyager server will need to be replaced in the near future as
All the district LRCs need wireless Internet access to satisfy student demand.
The need for technology support among the district libraries is only increasing,
especially at the Eureka campus.
With the hiring of three new district library staff members, staffing is currently
adequate, though the urgent need for faculty coverage and technical support make an
increase in staffing warranted.
The hiring of an associate faculty at the Eureka campus has been a great help to the
full-time faculty librarian. Having an associate faculty has allowed the library to
provide students access to professional library assistance even while the faculty
librarian is otherwise engaged in other professional duties and union obligations. A
librarian’s professional responsibilities include many tasks that require time away
from direct contact with students (class preparation, collection development, keeping
up with library trends, etc.). Having additional faculty allows these tasks to be
shared, and ensures that students can readily access professional help even when one
librarian is occupied. Add to this the fact that the full-time faculty librarian is
planning to continue to play a significant role in the faculty union while at the same
time taking on a project to assess student learning outcomes related to information
literacy, and it becomes evident that the need for associate faculty will be even
greater in the coming year. At least one, and optimally two, associate faculty
librarians, are needed in the coming year.
As the 2006-2007 comprehensive program review pointed out, having a single person
at the Del Norte campus to oversee both the library and the ASC is less than optimal.
This limits the number of hours the facility can be open, and means the library
technician there cannot completely devote her energies to the library. Hiring an
instructional support specialist to oversee the Del Norte ASC (as is the case at the
Mendocino campus) is recommended.
As discussed above under Equipment, technology support at the Eureka LRC already
does not meet our needs, and this need is expected to grow. The introduction of
wireless Internet access will further exacerbate the issue. Under one version of the
wireless plan we have seen, full-time library staff will be required to authenticate
students the first time they use the wireless network. Additionally, when the wireless
network experiences problems, library staff will be on the front lines of dealing with
this. It is safe to say, then, that the wireless network will bring with it increased
demands on library staff. We recommend the hiring of an individual dedicated to
maintaining and troubleshooting the Eureka LRC computer infrastructure. This
person might also be expected to assist users with technical questions (how to access
the network, etc.).
IV. Future directions
In the coming year, the library tentatively plans to:
Develop and deploy a revised library web site based on best practices.
Further develop and measure its student learning outcomes. The faculty librarian has
recently begun this process by developing an action plan to measure information
literacy on campus.
Continue to gather data (and expand collection as necessary) for the purpose of
assessing library services. Some library initiatives are not yet being assessed. For
instance, it would be nice to know how much usage the library toolbar receives. We
also need to do a better job of analyzing the data we do have to improve services.
Work with faculty and IR in developing a process whereby library needs on the part
of instructional programs can be incorporated into collection development decisions.
This will likely involve developing procedures to assess collection development
efforts generally.
Work to integrate the library’s program review with other campus plans, particularly
the overall strategic plan; work to integrate college and library goals and objectives
with library employee objectives identified during annual performance evaluations.
Vice President’s Recommendation
Comments: The College has lent its support to fully staff the Library and provided
additional financial support in the form of instruction block grant funding.
Keith Snow-Flamer
Vice President’s Signature
Program Review Committee Comments
Co-Chair of the PRC
Institutional Effectiveness Committee’s Comments
Chair, Institutional Effectiveness Committee