Optimization of
ILL Student
Employees
and Resources
through
Departmental
Consolidation
Presented by Joyce Melvin
and Micha...
Or
Getting
Together to do
More with Less
Presented by Joyce Melvin
and Michael Straatmann
Joyce Melvin
Interlibrary Loan Manager
User Services, University of Nebraska Lincoln
Michael Straatmann
Circulation Manage...
BACKGROUND
University of Nebraska – Lincoln
• ARL Library, Center for Institutional Cooperation
• Largest library in Nebraska – 3.4 m...
Trends at UNL Libraries
• Circulation trends continue in seeing a decrease in
number of items physically circulated.
• Int...
Steps forward?
In 2012, it was encouraged that these
two departments at UNL should
undertake a feasibility study for these...
But, I thought this
was about students…
WHERE WE STARTED
“Old” Circulation Space
Facilities
Staffing
Circulation – 8.0 FTE
•Desk Supervisor
•Evening Supervisor
•Stacks Management
•Reserves
•Fines/Billing
•Delivery
...
Student Staffing
ILL Tasks – 1.5 FTE
• Scanning
• Copying
• Retrieval
• Shipping
• Delivery
Circulation Tasks – 5.5 FTE
• ...
Student Supervision
• Circulation Students
– Desk Supervisor
– Stacks Supervisor
• ILL Students
– Student Supervisor
– All...
Staff Interviews
• Workflows
• Position Descriptions
• General feelings and thoughts about potential futures
Internal Working Groups
• Aimed for balance of “innovators”, “traditionalists” and
“slow-adopters”
• 3 groups of staff, 1 ...
Services and Resources
Each group was allowed to present to everyone and
were queried on:
• What resources would be needed...
WHERE WE AIMED FOR
Ground Rules
• Maintaining a sense of continuity for staff by
proceeding with the basic premises of the
community-designed...
Collation of Plans
• Managerial/Mentor group was tasked with collating
each of the plans, while observing the ground rules...
Costs?
• Physical
– Remodeling of space
– New furnishings and equipment
• Personnel
– Student turn-over
– Additional train...
Facilities
Staffing
Borrowing & Customer Service
 Reserves
 ILL Borrowing
Desk Services
• Evening Supervisor
• Fines/Billing
• Rece...
Student Staffing
• Sorting
• Shelving
• Shelf-reading
• Inventory
• Barcoding
• Retrieval
• Scanning
• Copying
• Shipping
...
Student Supervision
• One Student Supervisor
– Responsible for all training and supervision
– Rely on other staff to provi...
WHAT WE GOT!
Unforeseen Changes
Shifting Organizational Priorities
How to Respond?
Staffing
Borrowing and Reserves
7.0 FTE
– Reserves
– ILL Borrowing
– Fines/Billing
– Reception
Circulation and Materials
8...
Student Staffing
• Sorting
• Shelving
• Shelf-reading
• Inventory
• Barcoding
• Retrieval
• Scanning
• Copying
• Shipping
...
DOES IT WORK?
Quantitative
ILL Turnaround Times
•Copies – Searching & Scanning
Lending Reduced 43%
Doc Delivery Reduced 13%
•Loans – Sea...
Anecdotal
Improved Communications
More Resources for Tasks & Training
Improved Shipping
More Interests in New Tasks
More D...
WHAT’S NEXT ?
Bibliography
• Alarid, T. & Sullivan, C. (2009). Welcome to the neighborhood: Merger
of interlibrary loan with access serv...
©2007 The Board of Regents of the University of Nebraska. All rights reserved.
Joyce Melvin
ILL Manager
&
Michael Straatma...
Optimization of ILL Student Employees and Resources through Departmental Consolidation at the University of Nebraska-Lincoln
Optimization of ILL Student Employees and Resources through Departmental Consolidation at the University of Nebraska-Lincoln
Optimization of ILL Student Employees and Resources through Departmental Consolidation at the University of Nebraska-Lincoln
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Optimization of ILL Student Employees and Resources through Departmental Consolidation at the University of Nebraska-Lincoln

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Having merged their Circulation and Interlibrary Loan units, presenters will discuss how and why they combined their student work forces into a single group. The results will be discussed in regards to the number of personnel, materials processed, and the financial considerations. Additional discussion will review how these have impacted services, cost savings, and their influence on future performance goals. Presentation by Joyce Melvin & Michael Straatmann

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Optimization of ILL Student Employees and Resources through Departmental Consolidation at the University of Nebraska-Lincoln

  1. 1. Optimization of ILL Student Employees and Resources through Departmental Consolidation Presented by Joyce Melvin and Michael Straatmann
  2. 2. Or Getting Together to do More with Less Presented by Joyce Melvin and Michael Straatmann
  3. 3. Joyce Melvin Interlibrary Loan Manager User Services, University of Nebraska Lincoln Michael Straatmann Circulation Manager User Services, University of Nebraska Lincoln
  4. 4. BACKGROUND
  5. 5. University of Nebraska – Lincoln • ARL Library, Center for Institutional Cooperation • Largest library in Nebraska – 3.4 million volumes 2011-12 • 145,000 circulated items • 807,000 walk-in users • 103,000+ ILL loans with 77% fill rate 65% Lending & Document Delivery
  6. 6. Trends at UNL Libraries • Circulation trends continue in seeing a decrease in number of items physically circulated. • Interlibrary loan trends continue in seeing an increase in number of items both lent and borrowed. • Off-site/High-Density storage removes a significant percentage of collection out of direct patron access.
  7. 7. Steps forward? In 2012, it was encouraged that these two departments at UNL should undertake a feasibility study for these two units to merge, both physically and organizationally. • Literature Review (see Bibliography) • Consultants (Rayna Bowlby, Lars Leon, and Barbara Preece)
  8. 8. But, I thought this was about students…
  9. 9. WHERE WE STARTED
  10. 10. “Old” Circulation Space
  11. 11. Facilities
  12. 12. Staffing Circulation – 8.0 FTE •Desk Supervisor •Evening Supervisor •Stacks Management •Reserves •Fines/Billing •Delivery Interlibrary Loan – 6.5 FTE •Borrowing •Lending •Document Delivery •Reception
  13. 13. Student Staffing ILL Tasks – 1.5 FTE • Scanning • Copying • Retrieval • Shipping • Delivery Circulation Tasks – 5.5 FTE • Sorting • Shelving • Shelf-reading • Inventory • Barcoding • Staffing Service Points
  14. 14. Student Supervision • Circulation Students – Desk Supervisor – Stacks Supervisor • ILL Students – Student Supervisor – All staff – functional supervisors/trainers
  15. 15. Staff Interviews • Workflows • Position Descriptions • General feelings and thoughts about potential futures
  16. 16. Internal Working Groups • Aimed for balance of “innovators”, “traditionalists” and “slow-adopters” • 3 groups of staff, 1 group of managers • Additionally, each manager was assigned as a mentor to each group • Each group was tasked with creating a model of integration. – How would the new department function? – How would reporting work? – How would students be best utilized? – Etc.
  17. 17. Services and Resources Each group was allowed to present to everyone and were queried on: • What resources would be needed for the plan? • What services would be impacted? Improved? • Why was their plan the best?
  18. 18. WHERE WE AIMED FOR
  19. 19. Ground Rules • Maintaining a sense of continuity for staff by proceeding with the basic premises of the community-designed integration plan. • Emphasizing the integration of our unit into one cohesive whole, negating any plan which might revert “us” back into Circulation and ILL. • Utilize already existing management and supervisory knowledges and strengths. • Must improve services and efficiencies!
  20. 20. Collation of Plans • Managerial/Mentor group was tasked with collating each of the plans, while observing the ground rules. • Plan was then presented back to staff. • In order to succeed, it was strongly felt that staff buy- in was essential.
  21. 21. Costs? • Physical – Remodeling of space – New furnishings and equipment • Personnel – Student turn-over – Additional training (cross-unit) • Services – Some slow down during adjustment phase
  22. 22. Facilities
  23. 23. Staffing Borrowing & Customer Service  Reserves  ILL Borrowing Desk Services • Evening Supervisor • Fines/Billing • Reception • Desk Supervisor Materials & Student Employees • Student Supervisor • ILL Lending Staff • Delivery • Stacks Management
  24. 24. Student Staffing • Sorting • Shelving • Shelf-reading • Inventory • Barcoding • Retrieval • Scanning • Copying • Shipping • Staffing Service Points Combined Student Staff – 5.5 FTE
  25. 25. Student Supervision • One Student Supervisor – Responsible for all training and supervision – Rely on other staff to provide needs and supplement training • Exception – Desk student scheduling
  26. 26. WHAT WE GOT!
  27. 27. Unforeseen Changes Shifting Organizational Priorities How to Respond?
  28. 28. Staffing Borrowing and Reserves 7.0 FTE – Reserves – ILL Borrowing – Fines/Billing – Reception Circulation and Materials 8.5 FTE – Desk Supervisor – Student Supervisor – ILL Lending Staff – Delivery – Stacks Management – Evening Supervisor
  29. 29. Student Staffing • Sorting • Shelving • Shelf-reading • Inventory • Barcoding • Retrieval • Scanning • Copying • Shipping Combined Student Staff – 3.0 FTE Staffing Service Points – 1.5 FTE - MIA
  30. 30. DOES IT WORK?
  31. 31. Quantitative ILL Turnaround Times •Copies – Searching & Scanning Lending Reduced 43% Doc Delivery Reduced 13% •Loans – Searching Lending Reduced 11% Doc Delivery Reduced 7% Student Employees – Wage Budget Reduced 5% – Hours Reduced 30%
  32. 32. Anecdotal Improved Communications More Resources for Tasks & Training Improved Shipping More Interests in New Tasks More Dynamic Environment Better Morale – for everybody!
  33. 33. WHAT’S NEXT ?
  34. 34. Bibliography • Alarid, T. & Sullivan, C. (2009). Welcome to the neighborhood: Merger of interlibrary loan with access services. Journal of Interlibrary Loan, Document Delivery & Electronic Reserve, 19, 219-225. • Austin, B. (2010). Moving beyond the amalgam. Journal of Access Services, 7(3), 145-58. • Cheung, Ophelia; Patrick, Susan; Cameron, Brian D.; Bishop, Elizabeth; and Fraser, Lucina, "Restructuring the Academic Library:Teams-based Management and the Merger of Interlibrary Loans with Circulation and Reserve" (2003). Librarian and Staff Publications. Paper 2. http://digitalcommons.ryerson.ca/library_pubs/2 • Fritts, J. (1993). Sharing the load: a model for interlibrary loan/circulation cooperation. Journal of Interlibrary Loan, Document Delivery & Information Supply, 4(1), 55-66. • Tribble, J. (1991). Merging library operations. Library Administration and Management, 5(3), 151-54.
  35. 35. ©2007 The Board of Regents of the University of Nebraska. All rights reserved. Joyce Melvin ILL Manager & Michael Straatmann Circulation Manager University of Nebraska Lincoln - Libraries
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