Forming a Friends of the Library Group:
The Miller F. Whittaker Library Experience
South Carolina State University
Orangeburg, South Carolina
HBCU Library Alliance Institute II
Atlanta, Georgia
April 3-5, 2006
Mentor
Dr. Lauren B. Sapp, Director of Libraries, Florida Agricultural and Mechanical University
Lead Librarian
Mary L. Smalls, Dean of Library and Information Services
Mentee
Lakeshia T. Darby, Reference and Information Specialist
Outline
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Abstract Summary
Goals of the Project
Project Review
Timeline
Information Packet
Conference Call
Library Employee Participation
Stakeholders
The Steering Committee
Mentor Librarian’s Visit
Key Change Issues
Outline Continued…
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Application of Learnings from Institute I
– Frameworks Used
– Systems Thinking
– Resistance to Change
Opportunities and Challenges
Current Roles of the Library in the Community
Library Breakthroughs and Innovations
Academic Friends of the Library Groups
Literature Review
Summary
Abstract Summary
The lead and mentee librarians at South Carolina State University undertook the task of
establishing a Friends of the Miller F. Whittaker Library group. This initiative resulted
from participation in the HBCU Library Alliance Institute I. This presentation includes a
timeline that identifies the step-by-step process used to develop a Friends of the Library
Group to the first meeting of the Steering Committee in March 2006. Additional
information includes goals of the project, key change issues, leadership strategies
incorporated from Institute I, participation by the mentor librarian through communication
(conference call, mail, and e-mail) and an onsite visit, opportunities and challenges,
current roles of the library in the community, breakthroughs and innovations of the library,
and the literature review.
Goals of the Project
1.
Develop a Friends of the Library group which will generate funding for library
programming, activities, and projects. (only FOL)
2.
Acquire university approval to form a Friends of the Library group. (A)
3.
Identify a Steering Committee for the Friends of the Library group. (A)
4.
Plan monthly meetings with the Steering Committee beginning March 2006.
(1 held)
1.
Initiate a membership campaign and program schedule by the Board of Directors.
2.
Develop a program for a fundraising campaign by the Board of Directors.
A=Achieved
Project Review
Timeline
November 2005
2nd Identified stakeholders and membership dues structure for the Steering Committee
7th Received a discussion document from Dr. Lauren B. Sapp, Mentor Librarian
11th Reviewed the literature
16th Received information packet from Dr. Sapp
17th Communicated with Dr. Sapp via telephone
29th Requested library staff to identify individuals for the Steering Committee
Held a conference call with Dr. Sapp and Ms. Brenda Wright, mentee, FAMU
30th Received library staff feedback on suggested stakeholders
Shared the email sent to library staff with Dr. Sapp
Project Review Continued …
December 2005
2nd Requested approval from the Office of Institutional Advancement (OIA) to form a Friends Group
Rationale
Steering Committee composition
Fee structure
HBCU connection
4th Received approval from OIA
Request made by OIA for staff member to serve as ex-officio
January 2006
5th Reviewed library staff suggestions
12th Reviewed library staff suggestions
18th Selected individuals for the Steering Committee
Reviewed the literature
Project Review Continued…
19th Requested name ex-officio member from the OIA to the Steering Committee
23rd Sent out invitational letters to the candidates for the Steering Committee
February 2006
8th Reviewed the literature
9th Examined South Carolina academic Friends Groups
27th Dr. Sapp’s site visit
28th Sent packets to Steering Committee members and scheduled first meeting
March 2006
8th Emailed library staff-ideas for Steering Committee meeting, encouraged them to become members
9th Held first meeting of the Steering Committee
Project Review Continued…
Information Packet
Dr. Sapp
November 16, 2005
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Reading List
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FOLUSA Fact Sheet 4:”How to Organize an Academic Friends Group.”
“Libraries Need Friends…” FOLUSA
“Friends on Campus” (various issues from 1998-2004)
“Strategic Planning for Friends” News Update, February 2005
Friends of the Library Banquet Booklet, FAMU 2004
Project Review Continued…
Conference Call
Dr. Sapp and Ms. Wright
November 29, 2005
Discussion Highlights
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Membership Benefits
Steering Committee
Membership
Programming Ideas
Project Review Continued…
Library Employee Participation
Staffing
20 library staff/faculty members
6 library-faculty responded
2 library staff/paraprofessionals responded
40% response rate
Library-faculty
100% response rate
6 out of 6 library-faculty responded
Library staff/paraprofessionals
14% Library response rate
2 out of 14 library staff/paraprofessionals responded
Project Review Continued…
Stakeholders
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Students
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Faculty
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Staff
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Library Employees
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Alumni
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Library Retirees
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Local Community Members
Project Review Continued…
The Steering Committee
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1 SC State Student
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1 SC State Faculty Member
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1 SC State Staff Member
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1 Current Whittaker Library Librarian
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2 SC State Alumni
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1 Whittaker Library Retiree
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2 Local Community Members
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2 Ex-Officio Members
Mr. Demar L. Roberts
SC State sophomore, Vice President of Pre-Alumni Council and former Freshman Class
President
Dr. William C. Hine
Professor of History, avid library supporter, who has more than 30 years of
employment at the University
Ms. Erica S. Prioleau
Alumna, staff, and Director of University Relations and Marketing
Ms. Lakeshia T. Darby
Alumna and current Miller F. Whittaker Library Librarian
Mr. and Mrs. Brad C. (Mary G.) Lucas
Photo not available
Alumni, business owners and estate planners
Greenville, South Carolina
Dr. Leroy Davis Sr.
Alumnus, former SC State President and library supporter
Mr. Charles I. Clanton
Community member, businessman, and father of one of the reference and information
specialist at the Miller F. Whittaker Library
Mrs. Josephine R. Evans
Alumna , community member, former public school teacher, and administrator
Ms. Lillian M. Adderson
Ex-Officio Member
Alumna, staff , and Assistant Vice President for Alumni Relations
Ms. Mary L. Smalls
Ex-Officio Member
Alumna and Dean of Library and Information Services
Project Review Continued…
Mentor Librarian’s Visit
Dr. Sapp
February 27, 2006
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Reviewed progress to date
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Identified additional planning strategies
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Identified activities
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Established timelines and action plans
Key Change Issues
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Getting university approval
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Getting representative participation from the library staff
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Questioning by one stakeholder of the FOL in an academic library (resistance to
change)
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Developing an FOL that will be highly respected and supported by the university and
community
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Developing a strong, proactive, and functional FOL
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Developing an FOL that will generate additional library funding and improved
awareness
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Being recognized by the local Chamber of Commerce
Application of Learnings from Institute I
Frameworks Used
Planning
Human Relations - - to promote participation
Symbolic - - ritual to signal responsibility
Reorganizing
Human relations - - maintain a balance between human needs and formal roles
Symbolic - - maintain an image of accountability and responsiveness
Conflict Resolution
Human Relations - - develop relationships
Symbolic - -develop shared values
Decision Making
Human relations- - open process to produce commitment
Symbolic - - ritual to provide comfort and support until decisions are made
Application of Learnings from Institute I
Continued…
Evaluating
Human relations - - process for helping people grow and improve
Symbolic - - occasion to play roles in shared rituals
Goal Setting
Human relations - - keep people involved and communications open
Symbolic - - develop symbols and shared values
Trader-Leigh, Karyn. Transforming Organizations and Leading Change, pp. 123-129. June 2005.
Application of Learnings from Institute I
Continued…
Systems Thinking
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Used to promote 21st Century leadership
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Outcome is to see interrelationships develop (diversity of the Steering Committee)
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Outcome is to see the entire whole picture in the process of change; not bits and
pieces
Resistance to Change
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Retiree selected for membership to the Steering Committee declined
Trader-Leigh, Karyn. Transforming Organizations and Leading Change, pp. 131, 144, June 2005.
Opportunities and Challenges
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Accept an opportunity that will prepare and lead change with an FOL
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Design a plan that everyone “buys into”
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Mobilize a strong proactive Steering Committee and Board of Directors
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Implement a plan that provides challenging and intellectual benefits for users
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Provide for improved funding and greater awareness of the library at the university
and in the community
Current Roles of Library in the Community
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Provides services for a 4,500 student population, approximately 275 faculty, and approximately
500 staff
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Provides storytelling services upon requests (university/day care centers, etc.)
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Participates in area career day activities (primary and secondary levels)
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Provides check-out privileges
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University users
Community users (Community Borrowing Card)
Alumni
Retirees
Users of the Statewide Library Borrowing Card
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Provides folders, pencils, and bookmarks to groups
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Provides access to print and electronic resources, computer lab, and meeting space
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University users
Alumni
Retirees
Community users
Breakthroughs and Innovations
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Provides storytelling services upon request
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Developed a partnership with the media specialist at Felton Laboratory School to
support resources and services
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Provides internship opportunities for students majoring in history
Academic Friends of the Library
Groups
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Friends of the Dacus Library, Winthrop University, Rock Hill, SC
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Friends of the Daniel Library, The Citadel, Charleston, SC
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Friends of the Medford Library, University of South Carolina Lancaster, Lancaster, SC
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Friends of Furman University Libraries, Florence, SC
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Friends of Florida Agricultural and Mechanical University Libraries, Tallahassee, FL
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Friends of Strozier Library, Florida State University, Tallahassee, FL
Literature Review
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Friends of Libraries U.S.A. Fact Sheet #4 Starting a Academic Friends Group
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“Libraries Need Friends: A Toolkit to Create Friends Groups or to Revitalize the One
You Have.”
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“Its Hard to Make New Friends: What to Think About in Creating a Friends of the
Library Group.”
Summary
The lead and mentee librarians at South Carolina State University (SCSU) undertook the task of
establishing a Friends of the Miller F. Whittaker Library group. The initiative resulted from participation
in the HBCU Library Alliance Institute I.
The mentor librarian supported the librarians by mailing packets of information on readings in the
literature, e.g., Friends of the Library USA (FOLUSA) and projects reported in the literature. She
followed with a conference call with her mentee and the librarians to discuss progress, the Friends of
the Library (FOL) experience in her library, ideas for activities and programming, the composition of
the Steering Committee, the membership make-up, a dues structure, and an implementation plan.
The mentor librarian visited later to discuss progress, strategies, issues, programming activities, and
timelines.
The first task was to review the literature to gain a background and understanding of the process,
structure, and issues in developing an FOL. The second crucial task was to get approval from the vice
president of the Office of Institutional Advancement at the university. The SCSU librarians prepared a
document outlining the following: 1) rationale for an FOL group; 2) benefits of an FOL for the library
and university; 3) suggested composition of stakeholders for the Steering Committee; 4) suggested
membership levels and dues structure; and 5) the HBCU connection. Surprisingly the vice president
gave immediate approval and asked that one of the staff members in the office serve in an ex-officio
capacity. Copies of the e-mail were sent to the mentor librarian.
Summary Continued…
The mentee e-mailed each library staff member for assistance. Information provided was the same as
sent to the vice president for Institutional Advancement. In addition, each library staff member was
asked to suggest names for the stakeholders who would later become the Steering Committee. The
e-mail generated many names for each category. There was a 40 percent response rate to the
request. This information was also e-mailed to the mentor librarian.
The lead and mentee librarians held meetings to discuss and select the best possible candidates for
the Steering Committee. A letter of invitation was mailed to each explaining the rationale for an FOL,
the membership make-up of the Steering Committee, areas of responsibility, and a copy of the
FOLUSA Fact Sheet. All nine candidates selected agreed to serve on the Steering Committee except
the one in the retiree category.
A profile of selected candidates include a former freshman class president; a history professor with
more than thirty years at the university; an alumna and the director of university relations and
marketing; a husband-wife team who are alumni, business owners, and estate planners; an alumnus
and former SCSU president; a businessman and father of one of the Whittaker librarians; and an
alumna who is a former public school teacher, administrator, and a staunch financial supporter of the
university. The ex-officio members include the assistant vice president for alumni relations and the
dean of the Whittaker Library; both alumnae of the university.
Summary Continued…
A meeting of the Steering Committee followed on March 9, 2006. Agenda items for this meeting
included the mission of the FOL for the Whittaker Library, a draft of the by-laws, membership
dues and structure, 501c3 status, election of officers, the membership drive, and examples of
programming activities. Another meeting is scheduled in April to review and finalize documents
disseminated.