Creative Staffing, Creative Planning, and
Cross-Training: Managing a Small
Academic Library
Jon Jones, Director of Library Services
Baptist Bible College, Springfield, MO
Budget Cuts in Large Libraries
• Yale University-10%
• University of Florida Libraries-$2.6 million
• Cornell University-$944,000
• MIT-6%
• University of Tennesee-$1.3 million (8%)
Budget Cuts in Small Libraries
• Trinidad State Junior College-25%
• Michigan public libraries-5%-40%
• Ohio small public libraries-up to 40% since 2007
• Coconino Community College, Flagstaff, AZ
• Closed library completely
• Contracted services to Northern Arizona Univ.
Budget Challenges at BBC
• The campus-wide budget has been reduced
approximately 2 million dollars over the past 3
years.
• The library staff has been reduced since
FY 2006-07 from 15 staff (FTE of 8.48) to a
current staff of 9 people (FTE of 4.76).
• The library budget has been reduced by 27%
since FY 2006-07.
Recent Staffing Changes
Recent Staffing Changes
• Library Secretary took over Serials Management.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Public Services staff shelve periodicals to allow
Secretary/Serials to concentrate on more
difficult tasks.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Public Services staff shelve periodicals to allow
Secretary/Serials to concentrate on more
difficult tasks.
• One Public Services Clerk is assigned as the
Serials Assistant.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Public Services staff shelve periodicals to allow
Secretary/Serials to concentrate on more
difficult tasks.
• One Public Services Clerk is assigned as the
Serials Assistant.
• Pulls items for bindery.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Public Services staff shelve periodicals to allow
Secretary/Serials to concentrate on more
difficult tasks.
• One Public Services Clerk is assigned as the
Serials Assistant.
• Pulls items for bindery.
• Makes labels for unbound periodical boxes.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Public Services staff shelve periodicals to allow
Secretary/Serials to concentrate on more
difficult tasks.
• One Public Services Clerk is assigned as the
Serials Assistant.
• Pulls items for bindery.
• Makes labels for unbound periodical boxes.
• Assists in all special serials projects.
Recent Staffing Changes
• Library Secretary took over Serials Management.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Cataloging and Library Instruction combined.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Cataloging and Library Instruction combined.
• Processing combined with Public Services Clerk.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Cataloging and Library Instruction combined.
• Processing combined with Public Services Clerk.
• Acquisitions work performed by director with
assistance from the secretary, cataloger, and
various student workers.
Recent Staffing Changes
• Library Secretary took over Serials Management.
• Cataloging and Library Instruction combined.
• Processing combined with Public Services Clerk.
• Acquisitions work performed by director with
assistance from the secretary, cataloger, and
various student workers.
• Public Services Staff hours reduced by 10 hours
per week.
Collection Rearrangement
Collection Rearrangement
• Moved all circulating items that were on the top
floor to the main floor, consolidating most
circulating material.
Collection Rearrangement
• Moved all circulating items that were on the top
floor to the main floor, consolidating most
circulating material.
• Improved access for patrons and staff.
Collection Rearrangement
• Moved all circulating items that were on the top
floor to the main floor, consolidating most
circulating material.
• Improved access for patrons and staff.
• Increased productivity for our staff.
Collection Rearrangement
• Moved all circulating items that were on the top
floor to the main floor, consolidating most
circulating material.
• Improved access for patrons and staff.
• Increased productivity for our staff.
• Re-shelving
Collection Rearrangement
• Moved all circulating items that were on the top
floor to the main floor, consolidating most
circulating material.
• Improved access for patrons and staff.
• Increased productivity for our staff.
• Re-shelving
• Shelf Reading
Collection Rearrangement
• Moved all circulating items that were on the top
floor to the main floor, consolidating most
circulating material.
• Improved access for patrons and staff.
• Increased productivity for our staff.
• Re-shelving
• Shelf Reading
• Helping patrons find items
Collection Rearrangement
• Moved all circulating items that were on the top
floor to the main floor, consolidating most
circulating material.
• Improved access for patrons and staff.
• Increased productivity for our staff.
• Incurred virtually no change in the number
of seats on the main floor.
Collection Rearrangement
• Moved all circulating items that were on the top
floor to the main floor, consolidating most
circulating material.
• Improved access for patrons and staff.
• Increased productivity for our staff.
• Incurred virtually no change in the number
of seats on the main floor.
• Created oversize collections at the end of
appropriate collections.
Acquisitions Changes
Acquisitions Changes
• Acquisitions work distributed to multiple staff
members.
Acquisitions Changes
• Acquisitions work distributed to multiple staff
members.
• Partnered with campus bookstore to order books.
Acquisitions Changes
• Acquisitions work distributed to multiple staff
members.
• Partnered with campus bookstore to order books.
• Bulk ordering increased savings for the library
and the bookstore.
Acquisitions Changes
• Acquisitions work distributed to multiple staff
members.
• Partnered with campus bookstore to order books.
• Bulk ordering increased savings for the library
and the bookstore.
• Bookstore handles much of the ordering
process.
Acquisitions Changes
• Acquisitions work distributed to multiple staff
members.
• Partnered with campus bookstore to order books.
• Bulk ordering increased savings for the library
and the bookstore.
• Bookstore handles much of the ordering
process.
• Improved efficiency by placing only a few large
orders per year instead of frequent small
orders.
Product / Technology Changes
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• $1500.00 less expensive per year for the first
year and $1000.00 less expensive per year
after that.
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• $1500.00 less expensive per year for the first
year and $1000.00 less expensive per year
after that.
• Includes a link resolver at no additional cost,
improving usability for patrons.
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• $1500.00 less expensive per year for the first
year and $1000.00 less expensive per year
after that.
• Includes a link resolver at no additional cost,
improving usability for patrons.
• Includes ERM at no additional cost.
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• $1500.00 less expensive per year for the first
year and $1000.00 less expensive per year
after that.
• Includes a link resolver at no additional cost,
improving usability for patrons.
• Includes ERM at no additional cost.
• The administrative interface is easier to use
and more intuitive, which saves valuable time.
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• New Website Design
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• New Website Design
• Can quickly change e-resource lists.
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• New Website Design
• Can quickly change e-resource lists.
• Improved usability for patrons.
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• New Website Design
• Can quickly change e-resource lists.
• Improved usability for patrons.
• Access to most resources is available from
the main page.
Product / Technology Changes
• Began using W.T. Cox Journal Finder as the
A-Z journal service in January of 2011.
• New Website Design
• Can quickly change e-resource lists.
• Improved usability for patrons.
• Access to most resources is available from
the main page.
• Using the new website is more intuitive.
Policies and Procedures
Policies and Procedures
• Policies need to be continually evaluated.
Policies and Procedures
• Policies need to be continually evaluated.
• Outdated policies take up valuable time and
cause confusion.
Policies and Procedures
• Policies need to be continually evaluated.
• Outdated policies take up valuable time and
cause confusion.
• Poorly written policies lead to mistakes by
library staff.
Policies and Procedures
• Policies need to be continually evaluated.
• Outdated policies take up valuable time and
cause confusion.
• Poorly written policies lead to mistakes by
library staff.
• If your policy is not a “working document” it
becomes rarely used and useless to your
library mission.
Policies and Procedures
• Policies need to be continually evaluated.
• Complete written procedures are essential.
Policies and Procedures
• Policies need to be continually evaluated.
• Complete written procedures are essential.
• Save time in training new employees.
Policies and Procedures
• Policies need to be continually evaluated.
• Complete written procedures are essential.
• Save time in training new employees.
• Improve learning curve for new employees.
Policies and Procedures
• Policies need to be continually evaluated.
• Complete written procedures are essential.
• Save time in training new employees.
• Improve learning curve for new employees.
• Enhance productivity and efficiency.
Policies and Procedures
• Policies need to be continually evaluated.
• Complete written procedures are essential.
• Save time in training new employees.
• Improve learning curve for new employees.
• Enhance productivity and efficiency.
• Eliminate mistakes caused by unwritten rules.
Policies and Procedures
• Policies need to be continually evaluated.
• Complete written procedures are essential.
• Save time in training new employees.
• Improve learning curve for new employees.
• Enhance productivity and efficiency.
• Eliminate mistakes caused by unwritten rules.
• Detailed step-by-step instructions can allow
novices to do a job correctly with little or no
instruction or supervision from a supervisor.
Policies and Procedures
• Policies need to be continually evaluated.
• Complete written procedures are essential.
• Save time in training new employees.
• Improve learning curve for new employees.
• Enhance productivity and efficiency.
• Eliminate mistakes caused by unwritten rules.
• Detailed step-by-step instructions can allow
novices to do a job correctly with little or no
instruction or supervision from a supervisor.
• Writing/rewriting procedures should be done
whenever needed.
Use Public Service Staff for Major Projects
Use Public Service Staff for Major Projects
Examples at BBC:
Use Public Service Staff for Major Projects
Examples at BBC:
• Periodicals project
Use Public Service Staff for Major Projects
Examples at BBC:
• Periodicals project
• Inventory
Use Public Service Staff for Major Projects
Examples at BBC:
• Periodicals project
• Inventory
• Missing items lists
Use Public Service Staff for Major Projects
Examples at BBC:
• Periodicals project
• Inventory
• Missing items lists
• Lost and paid items lists
Use Public Service Staff for Major Projects
Examples at BBC:
• Periodicals project
• Inventory
• Missing items lists
• Lost and paid items lists
Note: Try to keep a list of projects available so
Public Services staff are never sitting around
with nothing to do.
Current Training of Student Staff
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
http://libraries.idaho.gov/page/able
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
• Two most recently hired Public Service clerks
have gone through this training.
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
• Two most recently hired Public Service clerks
have gone through this training.
• Currently, new hires will go through this
training or something comparable to it.
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
• Reading current trends and practices.
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
• Reading current trends and practices.
• Chapters from Library Science books.
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
• Reading current trends and practices.
• Chapters from Library Science books.
• Articles from Library Science publications.
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
• Reading current trends and practices.
• Scenario Training
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
• Reading current trends and practices.
• Scenario Training
• Students are given scenarios that might occur
at the Public Services Desk.
Current Training of Student Staff
• Alternative Basic Library Education (ABLE) from
the Idaho Commission for Libraries has online
Reference and Public Service training modules
for free.
• Reading current trends and practices.
• Scenario Training
• Students are given scenarios that might occur
at the Public Services Desk.
• They report back to their supervisor on the
best solution/answer to the scenario.
Future Training of Student Staff
Future Training of Student Staff
• Include student staff in vendor training sessions
when possible.
Future Training of Student Staff
• Include student staff in vendor training sessions
when possible.
• Include student staff in various email and online
discussion lists.
Future Training of Student Staff
• Include student staff in vendor training sessions
when possible.
• Include student staff in various email and online
discussion lists.
• Include student staff in Millennium training offered
by MOBIUS.
Other Ideas
Other Ideas
• Library Instruction:
Other Ideas
• Library Instruction:
• Faculty have been reluctant to give up
class time for library instruction.
Other Ideas
• Library Instruction:
• Faculty have been reluctant to give up
class time for library instruction.
• Some faculty prefer to do their own training.
In the future, we want to train more faculty
members to do the same.
Other Ideas
• Library Instruction:
• Faculty have been reluctant to give up
class time for library instruction.
• Some faculty prefer to do their own training.
In the future, we want to train more faculty
members to do the same.
• Possibly load library instruction videos on the
library website.
Other Ideas
• Library Instruction:
• Faculty have been reluctant to give up
class time for library instruction.
• Some faculty prefer to do their own training.
In the future, we want to train more faculty
members to do the same.
• Possibly load library instruction videos on the
library website.
• Upgrade all non-student staff and non-librarian
staff to a para-professional level.
Questions and Comments
jjones@gobbc.edu
http://library.gobbc.edu/