Table of Contents
Introduction: ........................................................................................................................................... 2
Library Structure: .................................................................................................................................... 2
Staff: ........................................................................................................................................................ 3
Policies, Procedures and Privacy/Freedom of Information: ................................................................... 3
Information Dissemination: .................................................................................................................... 4
Collection Development: ........................................................................................................................ 4
Promotions and Programs: ..................................................................................................................... 5
Diary: ....................................................................................................................................................... 5
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Introduction:
For my second industry placement, I have worked in Monash Public Library – Oakleigh branch for 15
days. I had the chance to do a variety of different library tasks and familiarise myself with the
everyday duties librarians and library officers need to get done.
Monash Public Library Service is a focus for community engagement, providing opportunities for
lifelong learning, social interaction, cultural aspiration and meaningful partnerships.
The library service is part of the Council’s Department of Community Information and Arts. AnneMaree Pfabe is the manager of this Department.
Library Structure:
The Co-Ordinator, Library Operations is responsible for all library staffing matters and the
operational aspects of the library service.
The Co-Ordinator, Library Resources and Systems is responsible for all library collections and their
maintenance together with the library’s computer network.
The Clayton, Oakleigh, Mount Waverly, Glen Waverly and Wheelers Hill libraries have Team Leaders.
Team Leaders oversee the day-to-day operations of each branch Each Team Leader also has
additional areas of responsibility.
The Library Service operates on a team-based approach. There are a total of nine teams in the library
service.
Library Management Team (LMT) consists of the Manager, Community Information and Arts, the
two Library Co-Ordinators and Team Leaders. LMT develops policy and has a strategic approach to
the future directions of the library service.
The Home Library Service Team is responsible for the development of services to those in the
community who are housebound. The Display Team is responsible for ensuring consistency in display
standards, branding and de-cluttering of public spaces. The Marketing Officer chairs this group and is
responsible for promotional material on library programs and events. The other team within the
library service is the Administration Team. The Administration Team are responsible for various
administrative tasks within the branches – each branch and Technical Services has one
Administration Team member. The Administration Officers work directly with their Team Leaders.
All teams work in consultation with the Co-ordinator, Library Operations and/or Co-ordinator,
Resources and Systems. Any major policy matters or concerns are handled by the Manager,
Community Information and Arts.
Team members must consult with another team on decisions that can affect the other teams’
working procedures/collections.
The following diagram illustrates the structure of the library:
Manager, Community Information and Arts
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Co-ordinator, Library Operations
Co-ordinator, Library Resources & Systems
Team Leaders
Librarians (Permanent and Casual)
Administration Officers – one for each branch
Library Officers (Permanent and Casual)
A spokesperson is nominated for 3 months to be the main contact and liaison person for the team.
Another team member is nominated as note taker for the minutes. These roles rotate amongst the
team.
Staff:
All staff are required to adhere to the City of Monash Code of Conduct. It provides a framework for
ethical and professional behaviours that must be observed in the range of interactions between
council employees and with the public. It covers various areas of professional conduct and details
the minimum standards of behaviour expected of employees.
The Code is included in the Council Induction manual, which all new staff are provided with on
commencement of employment. Copies of the Code are also held at each branch. Staff are required
to present themselves in a neat and tidy fashion at all times. An identification badge is supplied to
each staff member and is to be worn by staff at all times when working with the public.
Policies, Procedures and Privacy/Freedom of Information:
The Strategy Plan 2009 – 2012: Six themes have been developed that encapsulate the priority issues
identified in consultation sessions and key Council strategic plans: community engagement, access,
staff, technology, space and buildings and marketing.
The library Service Marketing Plan 2010 – 2012 provides a profile of the City and an action plan to
maximise the Library Service ability to meet its marketing goals and objectives. Copies of this plan
are also available at each of the branches.
The Library Service Collection Development Policy provides details on the different types of
collections held and the criteria used to maintain and develop them. As well as information on
standing orders. Copies of this plan are also available at each of the branches.
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Each library holds several Procedure Manuals. These are held at the circulation desk, information
desk and workroom.
Staff must not provide information regarding the whereabouts (i.e different branch,) the addresses
or telephone numbers of staff or borrowers in accordance with the privacy laws.
Information Dissemination:
Email/ Memo
Email is the preferred method of disseminating information. A memo is used for official and/or
important staffing or operational information. Memos are distributed to each staff member via the
email system and to MEMO boards at each branch.
Staff are also to be mindful that emails sent in good faith may be responsibility of the Team Leader
or Library Co-ordinators.
GroupWise Email
Monash Public Library uses GroupWise email. It can be accessed from the desktop at work or at
home via a standard browser.
Collection Development:
Collection Development Policy: professional staff are responsible for the overseeing the
development of the collection and the weeding of items according to criteria outlined in the
collection development policy. No items should be deleted unless checked by a relevant
bibliographic team librarian.
Library officers cannot make a decision on any items to be deleted from the library’s collection.
Donations: only items, which are less than five years old and are in pristine condition, can be
accepted as donations. In uncertain about the suitability of items, a staff member should refer to the
librarian on duty.
Professional Journals: these provide current information on trends in the library and information
sector and are in some instances used as a selection tool. A staff member should initial and date the
appropriate space on the cover sheet when routing. That way it is clear who hasn’t yet seen the
journal. All journals are to be routed promptly (within one week of receiving the item).
Periodicals: a list of the magazines held at each branch is available on the system. The Current Copy
status for new periodicals is set at TS. When the next issue arrives at the branch it is swapped over
with the copy in the folder, and the Current Copy status removed from the old issue so that it may
now then be borrowed.
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Promotions and Programs:
Programs: each of the teams run regular programs that range from Pre-school story times to
Internet and OPAC classes. Programs are scheduled only with the approval of the Marketing and
Programs Librarian.
Publicity: all Monash Public Library publicity material displayed on the main floor must display the
City of Monash logo. The Co-ordinator Library Operations, the Programs Librarian or Manager,
Community Information and Arts must approve all publicity.
Display Case Bookings: each branch has a large display case available for community use. Each
organisation must complete the form when booking to use the Display Case. The forms are Booking
Calender are held at the Circulation Desk .
Community Noticeboard: each of the branches has a Community Noticeboard space for the display
of community notices. All notices are displayed at the discretion of the Library staff. There usually is
designated Library Officer at each branch to monitor the Noticeboard. All items should be dated and
initialled. However, all staff have the responsibility to check that notices on this board are not outof-date and to remove them if that is the case.
Presentation Checklist: the Marketing Team has designed a daily, monthly and six-monthly checklist
for staff to use to maintain a high standard in presentation of the library both internally and
externally.
Diary:
Below is a copy of my diary and the activities I performed everyday in the library:
Day 1:
-
Got introduced to the library staff and the library layout
Did some shelving
Observed staff members how they get their job done
Observed one of the librarians doing the baby-time (singing and story telling)
Day2:
-
Did a lot of shelving
Did a lot of returns
Did some issuing
Did some perfect ordering
Day3:
-
Did a lot of shelving
Did a lot of returns
Did some issuing
Did some perfect ordering
Filing the reserved books that were to be picked up from Oakleigh library
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-
Observed staff members on how they deal with issues like overdues, damage, placing
reserves etc...
Day4:
-
Shelving
Returning items
Observed one of the librarians doing Greek story telling time for babies and toddlers
Filing the reserved books that were to be picked up from Oakleigh library
Attended a staff meeting discussing different library issues and Book Chat activity in the
library
Day5:
-
Shelving
Helped a librarian finding some websites
Returning items
Helped checking the availability of items
Observed a librarian running a story-time for children between 3-5 years old
Filing the reserved books that were to be picked up from Oakleigh library
Day6:
-
Observed story telling to toddlers
Shelving
Perfect Ordering
Finding the items that were put on Missing status
Attended a staff meeting discussing the current issues of the branch and outline the
outstanding issues and questions of staff
Day7:
-
Spent in clayton library
Shelving
Observed and helped with story time for toddlers
Observed how the librarians respond to requests that were sent to the library from outside
institutions (Inter Library Loans, ILL)
Day8:
-
Shelving
Returning
Issuing
Labelling the paperbacks with the author’s initial
Day9:
-
Returning
Issuing
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-
Filing the reserved books that were to be picked up from Oakleigh library
Barcoding and labelling each new item with Monash Library labels
Organising the labels according to the alphabet sequence
Day10:
-
Returning
Issuing
Helped a librarian with home library service (choosing books for older readers, labelling each
group of books with the patron’s name)
Collection returning
Day11:
-
Returning
Issuing
Shelving
Creating a powerpoint slides for staff training purposes
Day12:
-
Went to visit Oakleigh federation center
Designed a sheet for books for sale
Returning
Issuing
Shelving
Day13:
-
Helped librarians setting up the library in the morning
Returning
Emptying the drop off box
Issuing
Shelving
Day14:
-
Worked on a list of books that needed to be found on the system (multiple list)
Returning
Shelving
Observed a librarian sighing up a customer as a library member
Day15:
-
Worked on a list of books that needed to be found on the system (multiple list)
Returning
Shelving
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