Cathrine Harboe-Ree
Marie Pernat
University Librarian
Senior Policy and Planning Librarian
March 2004
Fitness for purpose
Monash University Library’s Quality
Review Program
www.lib.monash.edu.au
What is quality?
www.lib.monash.edu.au
Quality - as fitness for purpose
Quality – multi-dimensional and contested nature:
As excellence. As zero errors. As standards.
“Fitness for purpose … means that the university must
create its own quality agenda for its own unique situation
… and agree purpose at all levels”.
What are we trying to do? Why are we trying to do it?
How are we trying to do it? Why are we doing it this
way? How do we know it is working? How do we
improve it?
Centre for Higher Education Quality Quality at Monash: Values and principles
http://www.adm.monash.edu.au/cheq/
www.lib.monash.edu.au
Today’s session
• Monash University’s quality program
• The library’s ‘year of review’: 2003
– Self review and report
– Panel visit and report
• Follow-up actions and evaluation
• Participation in reviews of other areas
• What we have learnt
www.lib.monash.edu.au
Monash University’s approach
• Whole of university quality review
• Centre for Higher Education Quality
• Service Level Agreements with faculties, KPIs,
reports, surveys
• Core values and principles
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Creating the agenda (fitness for purpose)
Quality as a professional responsibility
Developing as a learning organisation
Valuing diversity
An open and informed approach
A planned and systematic approach
Valuing self-reflection and external reference
www.lib.monash.edu.au
Quality Cycle – the core of the process
• A planned and systematic approach
• Ensures continuing and evolving thought and
activity
Plan
Improve
Act
Evaluate – monitor and review
www.lib.monash.edu.au
Library: planning and participation
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Project Sponsor and Project Manager
Quality Management Group – from November 2002
Gaining support – importance to all staff, clear goals
2003 time line
February
May
July
September
November
self review by library staff
self review report provided to panel
external panel visit
external panel report completed
report and action plan to DVC
• Generic PPT, meetings, groups, template, emails
• Web page – www.lib.monash.edu.au/quality/
• Effort and input – consistent and comprehensive
www.lib.monash.edu.au
Self review report
• Terms of reference
Organisational structure, management, leadership, QA and
improvement;
Human resources;
Core services – resources, services, physical infrastructure, IT;
Professional and community activities
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Honest and open appraisal of activities
Opportunities for improvement
Strengths and weaknesses
11,800 words (on the web) plus 10 appendices
www.lib.monash.edu.au
External panel
• Membership
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Chair – Dean
Professor – teaching and learning
Professor – research, Academic Board
Director, IT Services –
– Monash
– Go8 Librarians x 2
• 2+ days visit
• Minimal site visits and presentations
• Interviewed 23 people
www.lib.monash.edu.au
External panel: report
• Commendations – 6
• Largely confirmed library directions
• Recommendations for action - 18
– Also suggested actions
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8,000 words, 3 appendices
Benchmarking and evidence a focus
Drafted initially by panel secretary with Chair
Available within two months of visit
Led to changes in priorities for future plans
www.lib.monash.edu.au
… and then
• Senior staff planning session
• Strategic plan initiatives
• Divisional plans and personal performance
plans
• Budget planning
• Action plan – review activities in 6 months
• Quality coordinator to monitor actions
• Report progress to university after 6 months
• Library membership on university committees
• Ongoing and longer term
www.lib.monash.edu.au
Some vital ‘statistics’
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Up to 300 staff involved across 6 campuses
18 units gave input to self review on templates
163 recommendations received from staff
Numerous emails to panel, staff, interviewees
by University Librarian and Project Manager
• 10 QMG meetings & briefings with CHEQ
• 23 people interviewed during panel visit
• 5 pages of Project Manager’s actions
www.lib.monash.edu.au
Benefitting from self review
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Areas for improvement confirmed
Commitment to ongoing improvement
Increased awareness of ‘quality’ – staff survey
Analysis of services undertaken
Planned and systematic approach
Greater staff involvement and ownership
External verification of current directions
Recognition of library good practice by
university
• Ready for AUQA
www.lib.monash.edu.au
Key learnings for a successful review
• Purpose and methodology defined at outset
• Commitment at senior level
• Communication paramount throughout the
program
• Ditto project planning and management
• A serious effort is needed
• Open, objective process applied
• Need to prove claims
Continuous
• Incorporate panel findings in planning
cycle
• Promote - Plan, Act, Evaluate, Improve
www.lib.monash.edu.au
And the “don’ts”
• Expect to resolve serious malfunctions
(personal or systemic)
• Or, conversely, think that the review will be a
piece of cake
• Expose a panel secretary to internecine
struggles
• Or, let him or her loose without clear ground
rules
• Allow a self review to be created by staff
• Involve external panel members in poorly
planned or supported processes
• Forget to involve senior university personnel
www.lib.monash.edu.au