Assessment and Transformation Annual Update Program Review College of the Redwoods District Libraries Jason Leppaluoto, Review Coordinator Review Team Members Ruth Moon 2007- 2008 Contents 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 Expected Outcome (program and student learning) SLO: Students will utilize web resources and online database resources Assessment Method (Indicate the assessment methodolog y to be used, or was used, such as focus group or exit interview.) 2-Minute Evaluations distributed to library instruction sessions Biennial student survey Usage data collected through CCL, database vendors, and web site statistics. SLO: Students will display knowledge of how to print from computer via GoPrint Biennial Student Survey Ongoing staff discussion addressing to what degree students are requesting printing assistance. Administrated When? Administrated To Whom and by whom? Fall/Spring semesters 2007/2008 Faculty Librarian Assessment Status/Findings (Indicate when the data will be available for analysis or the result of the analysis. In the next year, indicate the results of a second assessment cycle Ongoing 2008/2009 Librarian and library staff with analysis by Institutional Research Office Ongoing (new data available monthly). 2007/2008 LRC Director; and Library Systems Technician with further analysis by Institutional Research Librarian and library staff with analysis by Institutional Research Office TBD Circulation Staff day and evening shifts with input from reference librarian Anecdotally, printing questions are frequently asked of library staff. Spring 2009 2007/2008 academic year TBD 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. Transformations (Indicate what transformations were implemented as a result of assessments.) Intended Follow-Up Determine level of usage and adjust teaching techniques as needed to accomplish results. Modify/add to available library web page tutorials. Contributed to the decision to offer some library instruction sessions in two parts – about 4 faculty members currently have the faculty librarian teach their library instruction course component in two parts. 2-minute evaluations are an ongoing part of the faculty librarian’s assessment of teaching. These will continue to be offered. To determine need for Associate Librarian to teach instruction sessions. To aid in selection, renewal, and purchase of library resources Low usage contributed to the decision to discontinue subscription to Gale Literary Databases. Analysis of results could lead to changes in signage, instruction, handouts, or the web site. Usage data will continue to be regularly collected. Consider tracking brochure distribution Developed brochure explaining how to print from library computers – about 40 out of 50 have been taken. Consider making digital version of brochure to put on web site. B. Department Goals Report Division Strategic Direction SD #1: Be Collaborative in Realizing the Vision of Student Services We will collaborate with students and our college colleagues to develop new models and approaches for the delivery of programs and services. SD #1: Be Collaborative in Realizing the Vision of Student Services We will collaborate with students and our college colleagues to develop new models and approaches for the delivery of programs and services. Division Goal Department Goal FY2007-08 Action Plan Provide research based learnercentered services that support access and student engagement from matriculation to goal attainment Provide prompt, unbiased, and knowledgeable responses to requests for information and assistance. Collect and analyze reference inquires. Completed In Progress Increase hours of librarian staffing of the reference desk on the Eureka Campus. Completed 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 Collaboration Partners Resources Needed / Reallocated Staff Staff Time New Money Reallocated $ Space Collect student reaction to reference services via the semiannual Library Student Survey. Completed In Progress Work to achieve and maintain a one month backlog of materials from receipt to shelf ready. Completed In Progress Maintain a 48 hour turnaround for placing items on Reserve from time of receipt. Completed In Progress IR Office Equipment Other: Staff Staff Time New Money Reallocated $ Space Equipment Other: Establish automatic remote authentication to online resources for students using BlackBoard. Ensure renovated LRC facilities at branch campuses meet accessibility standards. Completed In Progress ITS Completed In Progress DSPS, Facilities and Maintenance SD #1: Be Collaborative in Realizing the Vision of Student Services We will collaborate with students and our college colleagues to develop new models and approaches for the delivery of programs and services. SD #1: Be Collaborative in Realizing the Vision of Student Services We will collaborate with students and our college colleagues to develop new models and approaches for the delivery of programs and services. 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 workstations. 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 materials Completed In Progress ITS Staff Staff Time New Money Reallocated $ Space Completed In Progress ITS Other: Completed In Progress ITS Install wireless Internet access in LRC Completed In Progress ITS Decide on a plan of how to organize the College Archives. Completed In Progress Reorganize work routines if necessary to begin a systematic organizing and cataloging of archival collections. Equipment Staff Staff Time New Money Completed In Progress Reallocated $ Space Equipment Other: Investigate digitizing archival photos and making them accessible online. Completed In Progress Printing Services Temporary staff might be required for full implementation of archival organization. Some amount of hard drive space also required. SD #1: Be Collaborative in Realizing the Vision of Student Services We will collaborate with students and our college colleagues to develop new models and approaches for the delivery of programs and services. Provide research based learnercentered services that support access and student engagement from matriculation to goal attainment Recruit and retain a highly qualified, effective, and numerically 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 Technician. 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 fund. Completed In Progress Staff Staff Time New Money Reallocated $ Space Equipment Completed In Progress Completed In Progress Other: Del Norte VP and other staff Completed 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 Staffing 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). Facilities 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). Funding 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 budget. 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. Administration 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 catalog. 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). Services 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) Eureka 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. Mendocino 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 available. Budget 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 preferred. 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) Eureka 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, however. 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. Mendocino 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 updated. 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 well. 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. Staffing 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 3/10/08 Date Program Review Committee Comments Comments: __________________________________________________ Co-Chair of the PRC _____/_____/_____ Date Institutional Effectiveness Committee’s Comments Comments: ___________________________________________________ Chair, Institutional Effectiveness Committee _____/_____/_____ Date