Report of the Sub-Group on CPD December 2006 1 Contents 1. Executive summary……………………………………………………..…3 2. Key recommendations…………………………………………………… 3 3. Background………………………………………………………………....5 4. Methodology………………………………………………………………...5 5. Survey of employers and employees –top training needs identified……………………………………………………………...……...8 6. Commentary on survey findings………………………..……………….9 7. Conclusions………………………………………………………………..19 8. Appendix 1. Literature review……………………. ……………………22 9. Appendix 2. Glossary…………...……………………………………………….23 10. Appendix 3. Role of CPD Co-ordinator…………………………….…24 Membership of Sub-Group: Pauline Corrigan [ANLTC] Mary Antonesa [CONUL Committee on Information Skills] Miriam Corcoran [ANLTC] Ursula Gavin [ANLTC] Trevor Lyttle [ANLTC] Niall McSweeney [CONUL Committee on Information Skills] 2 1. Executive summary Introduction Following the CONUL colloquium February 2005, ANLTC was requested, together with representatives of the Committee on Information Skills to “work on elements of a CPD programme with accreditation an integral part of this….” ANLTC set up a sub group to undertake this work, with a particular focus on CPD provision for professionally-qualified librarians. The sub group gathered opinion from the School of Information and Library Studies, UCD [SILS], An Chomairle Leabharlanna [CL], the Library Association of Ireland [LAI] and conducted an on-line survey of staff and Directors of academic libraries in Ireland. The key recommendations are noted below and the supporting evidence is presented in the relevant parts of the report. Key recommendations 1. National Centre for CPD for professionally-qualifiedly librarians A National Centre would be jointly funded by the employers in the sector and would provide the national framework for CPD. This Centre would ensure international standards were adhered to, that accreditation was internationally recognised and would be the national point of contact. 2. Employment of a CPD Co-ordinator The Centre would appoint a CPD Co-ordinator and provide administrative support in the organisation and running of CPD courses. The CPD 3 co-ordinator would establish accreditation pathways and liaise with course providers to ensure standards were applied and that courses were relevant and tailored to the sector. A further outline of the role of CPD Coordinator is attached in Appendix 3. 3. Adoption of accreditation methods (UCD SILS or LAI or other relevant provider) Accreditation is essential and such accreditation should be internationally recognised to enable librarians to transfer within the EU, in the first instance. 4. Financial support for CPD Staff participating in accredited courses or in recognised short courses should have full funding from their employers. In addition, it is proposed that employers and other stakeholders should jointly fund the employment of a Training Officer across all library sectors 5. Sabbatical leave for accredited courses At the minimum staff should have release to attend classes, for study leave and exam leave. As a reward/recognition for participation, employers should consider additional leave for successful completion of recognised courses. 6. Sector wide approach It is important that CPD issues are addressed across all sectors of librarianship. There are benefits from economy of scale as well as a broader CPD perspective if the needs of Academic, National, Public, Health, Government, Corporate and Special Libraries are considered as a whole. 4 7. Local CPD framework Within ANLTC institutions, CPD should be structured, consistent and linked to the local institution’s CPD strategy. It should be accessible, well documented and promoted within individual libraries. 2. Background This group commenced its work in May 2005, with four representatives from ANLTC and two from the CONUL Committee on Information Skills. The group held its first meeting in May 2005 and agreed terms of reference, objectives, a timescale, action plan and desired outcomes. The desired outcomes were identified as: Define the necessary skill sets required for the sector Propose accreditation and standards to be applied Identify financial support Recommend a strategy for the organisation of the CPD activity on a national basis. 3. Methodology The group undertook to embark on a broad consultation process, to carry out a literature review of best practice internationally [appendix 1] and to conduct a survey of employers and employees in the academic library sector [http://www.anltc.ie]. Consultation Process SILS, CL /LAI, employers and employees] SILS: The group met with Dr Mary Burke, SILS on 27th October 2005 and the discussion followed closely along the lines of the presentation 5 made by Dr Burke at the ANLTC CPD Colloquium in November 2004 and included observations arising from SILS QA review of April 2005. While interest was expressed by Dr. Burke on the inclusion of CPD in the School’s curricula, whereby practitioners could undertake individual modules of the emerging modular postgraduate programme, there was little evidence of their ability to employ a CPD Training Officer, which the group felt was essential in ensuring continuity and coordination of a business enterprise within the academic environment. Dr Burke also had some misgivings about mixing experienced practitioners with students. The group understood this concern but felt there was also advantage for students to gain from the experience of practitioners if they were part of the class. An additional factor, which may preclude the inclusion of CPD short courses for practitioners, is the UCD strategy to increase research output within the next few years. While CPD would be financially attractive, it does not sit within this research intensive strategy. Since most professionally-qualified librarians in academic libraries already possess a postgraduate degree or diploma, the group felt this was not necessarily fulfilling the need for refresher education/training or updating skills of existing practitioners, particularly when there is no evidence of additional financial recognition available for those upgrading from Diploma to Masters, within the sector. Currently, CONUL is in communication with SILS regarding curriculum requirements, and is invited to propose courses for inclusion in the SILS curricula. The issue of accreditation was not addressed other than participation in existing postgraduate examination, and degree award. 6 An Chomairle Leabharlanna(CL)/ Library Association of Ireland (LAI): The group met with Brendan Teeling in June 2006, to discuss CPD from the perspective of public libraries, and his work on the Education Board of the LAI. It was noted that the LAI was focussed on the relaunch of the ALAI and FLAI as a priority within their education strategy. However, the LAI does not have a framework for CPD and in his view would not have the resources to accredit courses, being a voluntary organisation. There is a longstanding relationship between LAI and CILIP, but it was felt that CILIP run courses would not have sufficient local input. In the public library sector, most funding for training is controlled by the Local Authorities and training tends to be generic for all workers and not targeted at the library sector, for example. It was agreed that there is a cross sectoral void and a proposal emerged to seek support from CONUL, CL and LAI for an initiative to locate CPD for all library sectors under the auspices of COLICO , the only organisation which has representatives from all sectors, north and south. Employers and employees Consultation with employers and employees was carried out through a web based survey, using Web Surveyor, which was conducted in summer 2006. 7 4. Survey of employers and employees 145 staff responded to the survey, from 12 libraries – which represents 48% of the total 302.5 professionally-qualified librarians working in the sector Top training needs identified by respondents. This question was broken down into distinct categories of training: management; IT related skills, communication/interpersonal skills, teaching skills and other skills. Management skills 1 2 3 4 5 Directors Advocacy Strategic planning Negotiating skills Building design Marketing Senior Managers Project management Leadership Strategic Planning HR management Negotiating skills Assistant Librarians Project management Marketing Team building Knowledge management Strategic planning IT related skills 1 2 3 4 5 Directors Emerging technologies Hardware/software developments Advanced IT skills Senior Managers Emerging technologies Hardware/software developments Network services LMS management Systems selection Assistant Librarians Emerging technologies Hardware/software developments LMS management Systems selection Network management Communication/Interpersonal skills 1 2 3 4 5 Directors Presentation skills Chairing meetings Report writing Senior Managers Presentation skills Report writing Users with special needs Diversity awareness Chairing meetings Assistant Librarians Presentation skills Report writing Customer care Chairing meetings Users with special needs Teaching skills Directors Senior Managers Assistant Librarians Content design through VLEs E-learning Problem/project based learning Information literacy design and delivery E-learning (perceived as a need for career Content design through VLEs advancement) 4 Information literacy design and delivery Problem/project based learning perceived as a need for career advancement) 5 Theory of learning and teaching Theory of learning and teaching Note: It is clear from these responses that Assistant Librarians are at the heart of these activities and Senior Managers are at a remove from the activity although they are aware of the need to update their skills for career advancement 1 2 3 8 Commentary on the survey findings The questionnaire was divided into 5 sections, the fifth section was reserved for Directors of Libraries who responded on issues relating to employment policies, CPD activities and reward mechanisms, ending with a vision of the skill sets required of the academic librarian of the future. Sections: Section 1 (questions 1 – 6) “About You” Section 2 (questions 7 – 15) “About your library” Section 3 (questions 16 – 20) “About your CPD Activities” Section 4 (questions 21-28) “About Your CPD Needs” Section 5 (questions 29-38) For Directors of Library Services about CPD activity in their libraries Section 1 (questions 1 – 6) “About You” Age Profile 47% of respondents were in the 30-44 age group and 20% were over 55. 63% of directors and 26% of senior managers who responded were over 55, which points to a major shift into senior management in the next 5 – 10 years, as the over 55s retire from the sector. This highlights the need for succession planning, and an increase in “up-skilling” for senior managers whose formal management skills training may have been delivered some time ago. By taking into account the skills identified by directors for future librarians, (Q.38) we can try to put programmes into place to rectify this perceived gap. Gender profile 75% of respondents were female, as were 77% senior managers, however only 50% of directors who responded were female. 9 Grade profile of respondents 61% Assistant Librarian; of these - 29% were subject librarians 19% - Sub librarian 5.5% - Directors 5.5% - Assistant Keepers 4.8% - Deputy Librarians 4.2% had other titles Length of time since formal postgraduate qualification 32% of respondents qualified with a postgraduate diploma in LIS over 20 years ago. 50% of respondents were at least 10 years qualified. Of those respondents who obtained a postgraduate qualification over 20 years ago, the majority completed postgraduate diplomas in LIS, with only 4% having Masters qualifications, however of those qualifying in the last ten years, the profile has changed and the majority of those responding had a Masters qualification. Section 2 (questions 7 – 15) “About your library” Staff development activity in academic libraries There is a lack of consistency from the responses to the survey about who is responsible for the preparation of staff development policies in the library, in instances where there is no staff development committee. Furthermore, library staff development committees should be linked to the overall institutional committee where one exists. In any case, there should be formal links between organisational and library staff development. The issue of PMDS was equally confused, perhaps the terminology is not in universal usage – performance related reviews, annual reviews, appraisal are all terms for the same activity. In some institutions it is quite formalised, in others it 10 seems to happen on a fairly casual basis. In some libraries it has not yet been adopted. The responses to the question “which of the following training and development activities are available to you” (q14) show an apparent lack of awareness of what is actually on offer. In fact, all of the activities mentioned are available to staff. However responses varied from 1% to a maximum of 93%. It is also evident that staff are not fully aware of the support for training and development activities (q.13) and libraries need to address this. Section 3 (questions 16 – 20) “About your CPD Activities” Less than half of the respondents (44%) were members of the LAI and 20% held CILIP Chartership. It may be that LAI and CILIP need to reflect on this, but if membership of LAI gives a measure of interest in CPD then it must be a matter of concern that less than half hold membership. This may have implications for librarians as the currently recognized accreditation for CPD is channeled through the LAI via their ALAI and FLAI awards. While the survey revealed a wide range of activity in the last two years, some activities were rare. Few had published a paper (7%) and 14% had contributed to published literature. This probably reflects a widely held perception that publication takes a poor second place to getting the job done and action should be taken to encourage this form of professional activity. Only 3% were involved in a mentoring programme, probably because programmes are not available in most Libraries. However, mentoring programmes are seen as very valuable and it is recommended that Libraries consider how they might be introduced. The number who had visited another Library in the last two years was small (43%). This is considered to be a valuable way of learning from the experience of others and it is recommended that Library visits should be promoted in their own right and that they should become a standard part of conferences. 11 The main reasons for being unable to participate in CPD were Cost (15%), Limit on attendance (12%), Relevance and Distance (both 10%). Cost is a little surprising as most Libraries appeared to offer full funding and time off for short courses. It may be that respondents were thinking of longer courses leading to a higher qualification where 50% remission of fees was normal. It was not clear whether the limits on attendance were set by the course organizers or the employing Library. Both are likely to arise at various times. Many courses are offered on a regular basis so that staff may be released in turn to attend. Travel time is an important consideration. While Ireland is a relatively small island, unless courses are held in central Dublin, many people appear reluctant to attend simply because of the time required to get to the venue. Course organisers try to avoid holding all their courses in Dublin and are to be commended for this, but there can be no doubt that numbers are reduced if the venue is difficult to reach. The importance of attendance needs to be highlighted and encouraged by library managers, as the purpose of joint training events is not only to increase skill levels, but to encourage staff to meet with their counterparts from other libraries, to exchange views and to develop a network of contacts within their specific fields or areas of interest. Section 4 (questions 21-28) “About Your CPD Needs” Management Skills (Q.21) Overall results - this broad category asked for responses in relation to 17 specific management skills. Greatest need for current post Least need for current post Greatest need for career advancement Least need for career advancement 12 Project Management (44.1%) Records Management (9.7%) Strategic planning (29%) Quality control (7.6%) Top 3 needs identified for current post were: 1. Project Management (44.1%) 2. Marketing and Promotion (35.2%) 3. Strategic Planning (33.8%) Top 3 needs identified for career advancement were: 1. Strategic Planning 2. Strategic IT planning and management and Leadership (22.1%) 3. HR Management and Interview skills (21.4%) Directors - when the survey was analysed just for responses from directors, Strategic Planning was again the number 1 need but jointly so with Advocacy at a high 75%. Assistant Librarians -when the survey was analysed for responses from Assistant Librarians again Strategic Planning was identified as the greatest training need for career advancement at 31.5%. The need least identified for career advancement was Quality Control along with Building and Spatial Design and Use with both coming in at 9%. Interestingly Leadership did not make the top 3 list of training needs identified for career advancement by Assistant Librarians but it was the second most identified need by Directors and by other Senior Managers. In summary, the results analysed by Assistant Librarian were as follows Greatest need for current post Project Management (40.4%) Least need for current post Greatest need for career advancement Building/spatial design and use (5.6%) Strategic planning (31.5%) Least need for career advancement Quality control (9%) and Building spatial design and use (9%) 13 Top 3 needs identified for current post: 1. Project Management (40.4%) 2. Marketing and Promotion (39.3%) 3. Team building (34.8%) Top 3 needs identified for career advancement: 1. Strategic Planning (31.5%) 2. Interview skills (27%) 3. HR management (25.8%) Financial Management Skills (Q. 22) Only (28.3%) people identified Financial Management as a training need in their current post and only (22.1%) identified it as a training need for career advancement. A low (26.9%) identified Making Applications for Funding as a training need for both current post and career advancement. Respondents identified Budget Planning as a training need for current post (29%) and for career advancement (29.7%) Directors - 50% of Directors identified Making Applications for Funding as a current post training need.37.5% identified Budget Planning as training need in their current post and only one identified Financial Management as a training need. Assistant Librarian - analysed by Assistant Librarian, Making Applications for Funding and Budget Planning were identified as needs more for career advancement (32.6% each compared with 18% and 24.7% for current post. Senior Managers - results analysed by Senior Managers were similar to Assistant Librarian with 36.4% identifying Making Applications for Funding as a training need for career advancement. 14 Systems (Q.23) Responses in this category were generally low, (less than 10% of respondents); given the specialist nature of systems work this is not surprising. However there were 81 responses to the Emerging Technologies section with 41% identifying this area as a training need for current post and 15% identifying it for career advancement. When analysed by Assistant Librarian, 21.3% felt Hardware and Software Developments was an area of need for their current post. The results are interesting when this category is analysed by those identifying themselves as Systems Librarians. A high 57.1% selected LMS administration and management as a training need within their current post and 42.9% also identifying Network Services, Network Management and Hardware and Software Developments as a current post training need. The question needs to be asked how these training needs are to be met. Technical Skills (Q.24) Similar to the Systems skills responses, the number of responses to this category was relatively low with a maximum of 44 people responding to the questions on Cataloguing, Classification, Marc, Subject Headings, Metadata Development, Federated Searching and Link Resolving. This perhaps reflects the specialist nature of these activities. The number of responses increases in the area of Electronic Resource Management with 66 responding and Advanced IT Skills with 71 responding, reflecting in turn the more generalist nature of these activities. 34.5% identified Electronic Resource Management as a current post training need and 33.1% identified Advanced IT Skills as a current post training need. 15 Again these results are interesting when analysed just by those identifying themselves as cataloguers. As with Systems Librarians, there appears to be a clear need for training in these specialist areas: 1. 66.7% identify Metadata Development as a current post training need 2. 58.3% identify Marc as a current post training need 3. 50% identify Cataloguing and Subject Headings as current post training needs Communication/Interpersonal (Q.25) 33.8% of respondents identified Presentation Skills as a current post training need while 31.7% identified Report Writing as a current post training need. 24.1% identified Customer Care as a current post training need and 22.8% selected Chairing Meetings. Only 18.6% identified Diversity Awareness as a current post training need which seems low given that this is a new area in terms of course design and delivery. Teaching Skills (Q.26) Analysis of the overall results shows that the greatest need is identified in relation to current post need rather than for career advancement. The top three needs identified were: 1. 32.4% E-learning 2. 27.6% Information Literacy Design and Delivery 3. 26.9% Content design through VLEs When these results are analysed by Subject Librarian, i.e. by those most likely to be involved in teaching and information literacy the top three are as follows: 1. 57.1% Information Literacy Design and Delivery 2. 54.8% E-learning 3. 50% 16 Content design through VLEs Web (Q.27) There were just two questions in this category. 26.9% identified Writing for the Web as a current post training need and 31% identified Designing Web Pages as a current post need. Overall the information gathered in this section of the survey has been very useful and has already been used to inform ANLTC’s programme planning for 2007. Section 5: Analysis of Directors responses to Q 29-38 Budget spend on staff development and training – all responded less than 10% Professionally-qualified librarians recruited to non-professional posts In responding to appointment of professionally qualified staff to non-professional posts – 5 directors do and 3 do not – this is more than likely reflecting institutional employment policies. Recruiting staff with undergraduate qualification to professional posts Appointment of staff with an undergraduate qualification in library studies – only 2 directors responded positively, 6 do not appoint staff with an undergraduate qualification in library studies. Reward mechanisms On the issue of reward mechanisms – 5 directors felt that sabbatical leave is an appropriate reward in recognition of CPD, however, it was unclear from the question whether the sabbatical leave was intended so that staff could participate, or whether it was additional as a reward for engaging in CPD; 5 directors also felt that full reimbursement of fees was appropriate. Mentoring None of the institutions have a mentoring programme in place. 17 Skills gaps On the subject of skills gaps in their libraries, the following were highlighted: Marketing, Advanced IT skills Teaching skills Managing new and emerging technologies Digital preservation Environmental monitoring Strategic management skills Systems development Knowledge management However, there were additional comments that some staff may have some of the skills listed above, but they need to be spread more widely, so that we have more multi-skilled staff. Future skills needs The librarian of the future will need: Good IT skills, information management skills Management skills, Advanced management training Leadership, Visioning, Strategic planning, Future-proofing, Innovative Teaching and research skills People skills Change management skills Flexibility, adaptability, multitasking Political awareness 18 Comments on survey findings There appear to be great similarities in the perceived training needs of all groups, with the emphasis moving slightly as the respondent moves through to more senior positions. Of concern perhaps is the lack of engagement in mentoring, publishing and contributing to publications, symptomatic no doubt of the frenetic pace of change and the constraints of resources in all academic libraries. Future needs of the academic librarian are perceived as people and management skills, with acknowledgement of the continuing need to keep up to date with emerging technologies. 5. Conclusions It is clear that there is a significant educational gap between professional qualification and progress to the role of director, which has been filled in the past by individuals moving on to further study, or in most cases relying on ad hoc CPD activities with little structure or formal input. The demographic changes through the 1970s to the present (the expansion of posts into the sector in the 1970s, followed by a freeze as the economic recession of the 1980s hit) mean that there are a large number of librarians now over the age of 55, who will retire in the next 10 years. Because of the low intake of staff in the following decade, there is a potential management gap looming. This has already been identified in the UK, and efforts to deliver leadership training and succession planning are well documented there. The responses of senior managers to a need for advanced IT and teaching skills training for career advancement, highlights the fact that technological changes are happening so fast that it is difficult to keep up with the pace. The need for refresher courses or briefings is evident in the sector. 19 The advent of Performance Management Development Systems will provide a structure through which staff and their employers can identify training needs which can be channelled into a CPD framework. Reward mechanisms have still to be identified in greater detail; agreement on accreditation policies may meet this need at a future date. Given the age profile of the respondents there may be scope for many of those who are over 40 converting their postgraduate LIS qualification into a Masters, by adding credits and contributing to the research field, through a thesis. However, there is still an important distinction between the pursuit of academic qualifications and research and the ongoing needs of the practitioner to update their skills throughout their working lives. As can be seen by the training needs identified, many of these could be considered generic management training activities, which may not appear on a LIS curriculum, they may be acquired from some other organisation and preferably they should be tailored to the library environment. It is further evident from our consultations, that these issues are not restricted to the academic sector, but reflect the professionally-qualified profile in Ireland in general, therefore the recommendations should take into account the need for a national solution rather than a sectoral solution. At the time of publication of this report, discussions are ongoing with CONUL, ANLTC and the LAI to agree a framework for CPD for, which could provide a national centre for CPD, including a training officer and an agreed accreditation path for those committing time and effort to their career development. Until there is greater clarity about the possible outcome of these discussions, it is difficult to speculate as to what accreditation would be suitable. For example, if an arrangement is made within the university sector to finance an academic 20 school to undertake CPD for the professionally-qualified librarians, there is a pathway for academic awards, from certification, through Diploma to Masters or PhD. If the activity is linked to the Library Association of Ireland, there are recognised awards of ALAI and FLAI, however as mentioned earlier in this report, there is a serious lack of engagement by librarians with this professional body. Many of the management skills identified are generic skills which could merit a Business type certification or diploma, and this is could be explored either within the university or the private sector. Whichever accreditation pathway is identified, it is essential that it is internationally recognised and will enable Irish librarians transfer to work in other countries. 21 Appendix 1. Literature review 1. 2. 3. 4. 5. 6. 7. 8. 9. "Skills foresight in the information services sector 2003-2009". isNTO, March 2003 "CILIP Framework of Qualifications". Cilip, 2004 "Implementing the OECD report" – address by Mary Hanafin T.D. Minister for Education and Science on the occasion of the launch of the European University Association, April, 2005 "Working to our advantage", NCPP, June 2005 "Ahead of the game, developing academic library staff for the 21st century", Alasdair Paterson. Librarian Career Development, Vol. 7,no.12,1999. "CPD for academic library staff', Pauline Corrigan, paper presented at CONUL Colloquium, February 2005. "Continuing professional development and workplace learning – 14. Communicating in times of change" Ian Smith. Library Management, Vo. 27,no. 1/2, 2006 "Different approaches: common conclusions. The skills debate of the twenty-first century". Biddy Fisher, Gillian Hallam and Helen Partridge. New Review of Academic Librarianship, vol.11,no. 1,2005 "Planning a future workforce: an Australian perspective". Jenny McCarthy. New Review of Academic Librarianship, vol. 11,no.1,2005 The original questionnaire and full survey results are available on http://www.antlc.ie 22 Appendix 2. Glossary ALAI ANLTC CILIP CL COLICO CONUL CPD FLAI LIS PMDS VLE 23 Associate of the Library Association of Ireland Academic and National Library Training Cooperative Chartered Institute of Library and Information Professionals An Chomairle Leabharlanna Committee on Library Cooperation Committee of National and University Libraries Continuing Professional Development Fellow of the Library Association of Ireland Library and Information Studies Performance Management and Development System Virtual Learning Environment Appendix 3. Role of the CPD co-ordinator The CPD co-ordinator will act as a champion for CPD across all sectors of librarianship throughout Ireland. The post will involve the following main activities: 1. Providing advice to employers on best practice in the area of CPD. 2. Liaising with LAI, An Chomairle Leabharlanna, CONUL, Public Library and other employers groups to establish workforce needs and standards. 3. Liaising with course and training providers to ensure a good match between courses offered and needs identified for training, CPD and workforce planning. 4. Providing advice to individual librarians on CPD and personal development plans. 5. Assisting LAI to develop course accreditation and accreditation of individual portfolios. (If LAI wishes such assistance.) 6. Conducting research to inform employers, professional groups and individual librarians on the European (and possibly world-wide) accreditation requirements for librarians. From the list of activities it can be seen that this post needs to be at a senior level and the person appointed will need to have significant experience and a proven track record in the area of CPD. Excellent negotiation skills and an ability to work across all sectors of librarianship would also be required. It is not envisaged that the person appointed would be involved in delivering training or courses but may have a role in commissioning training to be delivered by others. It is not clear where such a post should be based or the reporting mechanism. The LAI, An Chomairle Leabharlanna or SILS are all possibilities but each has advantages and disadvantages. This can be discussed further with CONUL. 24