Presentation info: Adapt or die. It's a mantra we hear, but libraries have always been about change. The key now is to be in the driver's seat. Librarians from Carroll University will discuss four ways they have embraced change: 1) a workflows assessment to analyze staff duties, 2) a ʺkindness auditʺ to examine barriers to library services, 3) an enhanced patron count to determine how to best utilize library space, and 4) a survey to report how students use the library. Combined, these initiatives position the library as a change maker. Learn about these practices and take the wheel to share your experiences with change, too!
No More Cruise Control: Driving Change with Students, Staff, and Space
1. No More
Cruise Control
Driving Change with
Students, Staff, and Space Photos courtesy of Pixabay - Creative
Commons, no attribution required,
unless otherwise noted.
Joe Hardenbrook
Carroll University
jhardenb@carrollu.edu
@mrlibrarydude
7. Library Staffing
● Director duties: BRITTANY
● Liaison duties (Research assistance, Info Lit, Collection Development:
○ Art: SUSAN
○ Graphic Communication: NANCY
○ Music: JOE
○ Theatre: BRITTANY
○ Photography: SUE
● Archives: SUE
● ContentDM sys admin: JOE
● Website: JOE
● Digital signage/web graphics: JOE
● WebOPAC sys admin: NANCY
● Security Cameras: BRITTANY
● Patron Count Records: CAROLE
● Reserves: CAROLE
Impact of the loss
of one position
43. Student Survey
What did we
find out?
What do you feel is the purpose of
the library in your life?
● A place to study
● A place to focus
● A place to complete academic
work
● A place to be productive
● A place to meet up with people
● A place to research
44. Student Survey
Anything in the Library that
prevents you from completing
your academic work effectively?
Noise
Space
Weekend
hours
Infrastructure
Furniture
Bear with me: Since our theme is “Driving Change” and we are here in Elkhart Lake, I decided to go with a car theme for my slides today.
I’ve been a librarian since 2003 and that one thing I’ve felt that has been constant is CHANGE.
There’s new resources, new ideas to try, things to do differently.
To me, libraries have always been about change and adaptation.
But are we RE-ACTING to change? Or are we trying to ANTICIPATING it.
When university administration comes knocking and asks what have we been doing do we have the EVIDENCE to back up the changes we’ve been making? That’s an important question to answer.
Our roadmap on driving change:
Workflows Assessment to analyze staff duties
Kindness Audit to examine barriers that our patrons face in receiving library services
Enhanced Patron Count: determine how to utilize library space
Survey: figuring out what our students need
How we have implemented some changes based off of our evidence collected and what we would like to do next
Carroll University
First, a little bit about Carroll University:
We’re in Waukesha (aka the “the ‘sha”)
3,503 students
Top Majors: Exercise Science, Nursing, Psychology, Biology, Business Administration
Over 50% of our students major in the health sciences or sciences
Last year, the university made a concerted effort to look at “change”
Brought in guest speakers and consultants to meet with faculty and staff
The demographics of Wisconsin are changing. Fewer high school graduates
What does this mean for an institution that draws 70% of its students from in-state?
Was assigned a book that all employees should read:
The library realized that a healthy university is a healthy library and we needed to anticipate change much better
The university is thinking about change, so what have we been doing?
We began by looking at our staffing
Library Staffing
2011 - a staff of 9
Library Staffing
2015 - a staff of 7.5
Down 1.5 people
Infolit classes taught continue to rise. Research questions rise because we possibly keep better statistics now, but definitely we are trending to the more “in-depth” research consultations.
After our library director left, who also doubled as our Digital Projects Librarian and Archivist, we had to divvy up all of her job responsibilities amongst the staff
Our university, I’m guessing like most now, don’t operate under an automatic replacement when someone leaves or retires. That position goes back into the big pot and a case needs to be made.
So that leads me to the first activity we did
Workflows Assessment
Workflows Assessment
What is it?
It’s a listing of job duties and activities
Daily, Weekly, Monthly, Semi-Annual, etc...
Asks staff to focus on what they do
What they would like to spend more time on
And anything they think they should invest less time on
Why did we do a Workflows Assessment?
To ensure a workload balance among staff. Some people looked overworked.
We wanted to make sure everyone was ok.
To answer the question: Are we really doing what we need to be doing?
The Workflows Assessment gave us tangible evidence to give to administrators that YES -- we are doing what we need to be doing
Workflows Assessment
Before you begin a Workflows Assessment:
Staff buy-in is key
Need to emphasize that this is an ASSESSMENT, not an EVALUATION -- It’s not something to be thought of a punitive
It’s a chance to think CREATIVELY and be open to potential OPPORTUNITIES
Especially in the time of working at budget-conscious higher ed institutions, this is important.
We did ours a year AFTER budget cuts. Probably would not have been perceived well DURING budget cuts
Workflows AssessmentSo what does it look like?
Workflows Assessment (continued)
Workflows Assessment
What did we learn?
In several cases we discovered we had no real back-ups
For example, if the databases were down and our Electronic Resources Librarian was away, no one else knew what to do.
For me, no one else knew how to edit the website if I was away
I’m one of 2 of librarians who are the primary “front line” librarians for our popular instant message chat service - around 1 in 5 research questions come through our chat box
We are logged onto the system during their entire work day.
But we also felt like we were shouldering an undue burden of the workload
So now the other librarians log into the chat system as well
Delegating
Something that I need to be better at!
We have part-time Evening and Weekend Supervisors who can be trained for extra projects. Llet’s utilize their positions more effectively.
What to let go of:
For me: Library Displays. A student worker can do this tasks.
We need more tutorials and learning objects, we need to be better integrated into the course management system, but the Workflows Assessment tells us we just don’t have the staff for it.
This evidence is also how when our Health Sciences Librarian announced her retirement for this summer, that the university administration did realize that in this case, an automatic replacement was appropriate.
Over 50% of our students major in the health sciences--so the Health Sciences Librarian is absolutely vital to student success.
Kindness Audit
With the Workflows Assessment concerned with the staff side of things, it was now time to focus on the end-user
Let’s begin with the Kindness Audit
Kindness Audit
What is it?
It’s about taking a concerted effort to look at your library with fresh eyes and experience it as a new user
It’s taking a look at things such as wayfinding, signage, library spaces, and furniture
It’s asking things like:
Are the service desks welcoming?
What obstacles do our users encounter?
First introduced to kindness audits back in 2013 when I completed a MOOC on the “Hyperlinked Library” from San Jose State University
It’s something that I have been able to replicate in my workplace and has made positive changes in our environment
Kindness Audit
How is it conducted?
Can be conducted by employees or students.
I recommend both because both groups of users are going to see different things.
As an employee, it can sometimes be hard to visualize the library with as a fresh pair of eyes.
Students will give you that fresh perspective that you need.
The process:
Whether it’s an employee or a student, have them use the camera on their smartphone, or give them a camera, or have them use a tablet.
Walk through the library and take pictures of things that fall into the categories of:
Things I like
Things I don’t like
Things that surprise me
Things that confuse me
Things I have questions about or want to know more about
When I did a kindness audit, I used brand new student workers - most of whom were first-year students and new to campus.
Kindness Audit
Instructions I gave to students.
I didn’t want to give to many directives, like “start in the lobby” and work your way to the “reading room” etc…
Instead, I gave suggestions on what they might want to focus on (e.g., furniture, signs, technology).
Kindness Audit
“Things I don’t like”
Can’t have food/drink in parts of the library
Kindness Audit
“Things I don’t like”
Not enough outlets
Kindness Audit
“Things I don’t like”
“Why do we have gendered single-stall restrooms?”
Kindness Audit
“Things I don’t like”
Confusing signage
Random (and not very comfortable) beanbags
Call Numbers (“I know this is how you find books, but I don’t know how it works.”)
Printing (no instructions for printing) - we have a print release station where you swipe your ID but no instructions, not just first-year students who don’t know
“Uncomfortable” looking furniture
Kindness Audit
“Things that confuse me”
Contradictory noise level stickers
Copier/scanner. “I didn’t know you could use it to scan for free.” No instructions.
Kindness Audit
“Things that surprise me”
“That you don’t have to reshelve anything.”
“That the library classroom furniture is all movable.”
Kindness Audit
“Things I have questions about”
Microfilm Reader: “What does this machine do?”
Curriculum Materials Collection: “What items are available for checkout?”
Kindness Audit
“Things I like”
I was surprised: Noise Levels - “I like that there’s a place to go depending on what I need to do.”
Kindness Audit
“Things I like”
Study cubbies - most popular place for solo studying
“That you can get research help” - for some first-year students, it’s a new concept
Kindness Audit
“Things I like”
Reading Room - “like that there is still a place for silent study.”
“Friendly workers”
Kindness Audit
“Things I like”
“All the weird art in the library.” I prefer the term whimsical.
Rotating library announcements on our plasma screen in the library lobby
“Places to meet groups and use the technology.”
Kindness Audit
Changes
Converted the gendered single-occupancy restrooms to gender neutral
Upgraded to a user-friendly “vacant/in-use” lock--like what you see on aircraft lavatories
Kindness Audit
Changes
Library Classroom is a popular group study space when not in use for library sessions
Default set-up was not conducive to group study
Changed the default set-up
Can now use all of the technology - such as the smartboards - that are in the Library Classroom
Kindness Audit
Changes
Library Classroom had suffered from lack of use
We now keep the door open
Student worker who was situated at the front of Library Classroom to do equipment checkouts was moved to the door to provide a welcoming experience
Now a popular study space
Kindness Audit
Changes
More outlets
Also added some USB ports. Those are popular.
Added outlets to the tables in the Reading Room (shown here)
Kindness Audit
Changes
Group Study Rooms - popular, but had not-so-friendly furniture
Odd trapezoid shaped tables which were hard to maneuver around were replaced with round tables from another department that was switching out tables
Kindness Audit
My office
I have a fishbowl office with interior windows on two sides.
“Why don’t people come ask me questions?” - I had my blinds down.
Had to give up privacy, keep my blinds up--and now I get many research questions.
The great thing about the kindness audit is that it was mostly low-cost or even no-cost options
Enhanced Patron Count and Student Survey
These two items were done in tandem
I’ll explain each one and then provide an overview of what we learned and changes that were made
Enhanced Patron Count
Why did we do this?
The university had administered a survey to students. Unbeknownst to us there was a question about the library.
Students, on the survey, were rather vague. The feedback was they they wanted “more” or “different” spaces in the library.
So without much concrete info to go one, we decided to investigate further
We do regular, hourly patrons counts in the library
It’s just simply counting x number of people in a specific space (e.g., like the Information Commons, Reading Room, or Group Study Rooms)
The Enhanced Patron Count took it a step further
Enhanced Patron Count
The enhanced patron count:
Built upon our traditional patron count which records the number of people in a specific space in the library, by also including:
The activities that people are doing
And whether they are solo or in groups
Goal: To figure out how people are studying or socializing in the library
How did we do it?
Student workers and staff took turns going through each area of the library and counting patrons and detailing activity
We used iPads that were bookmarked with a Qualtrics survey form that we used to enter data
Conducted in Spring 2016 - running from late March through early May
Conducted hourly
Enhanced Patron Count
Library was divided into 9 areas:
Record each solo person or group (2 or more)
And what they were doing
More than one category could be applicable
If three students were on laptops, talking, and eating they were considered:
Computer-group
Socializing
Eating/drinking
Data entered into the Qualtrics form on our iPads
Basic findings: Our student population is split about equally into thirds:
One-third use a quiet study space like the Reading Room
One-third use a place where you can have academic conversations and get help like the Information Commons
One-third use a noisy place like the coffee shop
So we feel good that we have spaces to match student needs
The traditional Reading Room - something that university administrators have questioned - is actually quite popular midday and then again in the evening. It’s the only silent study space in the library.
Our Information Commons, while not the largest computing area on campus, is the busiest
Our collaborative workstations we have set up for groups are rarely used for groups - They prefer to bring their own devices
Enhanced Patron Count
Additional staff observations
In addition to the hourly enhanced patron count, library staff were assigned specific areas of the library to do a more in-depth analysis
Sort of an ethnographic, anthropologic study.
As an example: I was assigned the Curriculum Materials Collection - which is one of my coordination areas in the library - and it also happens to be a space with a lot of study tables.
Questions focused on:
Library Materials
Are library materials being used?
Furniture
What kinds of workspaces exist?
What type of seating is in the area?
Could the furniture be arranged more efficiently?
Would you recommend different types of furniture?
Technology (computers, laptops, tablets, mobile phones, printers)
Is technology being used in your space? What types?
What types of actions are students performing with the technology?
Are students actively charging their own devices?
Infrastructure
How is the lighting?
Outlet availability?
Condition of the floors and walls?
Temperature? - a constant concern for us.
Noise Level
What is the noise level supposed to be in your area?
What noise level are students using in your area?
Does noise bleed from other areas?
Students
How many students are in the area?
What are they doing?
Are they working in groups or individually?
Observations from me in the Curriculum Materials Collection:
One student had found an old (and apparently working) network cable and was using it in her laptop. I happened to know the student so I approached her and explained what I was doing. That’s when she told me the wifi was poor in this portion of the building.
Another student had taken three hardback chairs, because that’s the only style in that area, and had fashioned an uncomfortable looking couch out of them
Lots of solo studiers liked using the big study tables and spreading out all of their materials. So I made a note of that too.
Student Survey
Goes hand in hand with the Enhanced Patron Count
Another effort to gather student feedback to make changes.
Administered in Spring 2016.
Worked with the university’s Institutional Research office to randomly select 800 students (first-year students thru grad students).
Responses from 94 students = response rate of approx. 12%
Student Survey
Qualtrics survey that was sent to students
Our collaborative process lead to 70 questions - which is probably too much, might pare that down for future
Questions fell into 7 areas:
General Building
Library Physical Materials
Library Electronic Materials
Library Technology/Equipment
Furniture
Learning in the Library
Noise Level
Student Survey
What did we find out?
When we asked students what they felt was the purpose of the library--an open-ended question, they told us:
A place to study
A place to focus
A place to complete academic work
A place to be productive
A place to meet up with people
A place to research
This helps us guide our thinking in the changes we implement
Student Survey
Is there anything in the Library that prevents you from completing your academic work effectively?
Not enough space
A class in the Library Classroom
Group study rooms are not sound proofed
Not enough quiet areas, not enough sound enforcement in quiet areas
Squeaky chairs
Weak wi-fi (in Curriculum Materials Collection)
Opens too late on Saturday & Sunday mornings
Not enough whiteboards
Changes
Changes made based on the Enhanced Patron Count and Student Survey
Changes
Comment: “Whiteboards everywhere!”
Whiteboard table has proved to be really popular
Changes
Comfy, lounge furniture: These bean bags are from Ultimate Sack.
Changes
We had very little soft seating. A lot of traditional, hardback chairs.
Bought padded, rolling chairs--some with arms, some without
Also invested in some more couch-style seating
Added many more power outlets to the Reading Room
Changes
Water filtration station.
Waukesha has naturally occurring radium in its city water. Authorities say it’s safe, but a lot of people avoid it.
We installed a water filtration station.
Changes
Had a request for microwave & refrigerator
Still discussing microwave, but refrigerator we were able to get
Added one additional group study room.
To address noise issue: Soundproofed all group study rooms.
How did we all do this? This is not in the library’s budget.
The university holds a lot of funds until towards the end of the fiscal year and then they dole them out to departments on campus like it’s Christmas.
Doing things like the Enhanced Patron Count and the Student Survey, we have a ready-made “wishlist”--and the evidence to back it up--when money comes our way.
Changes
Continue to refresh furniture.
With the exception of our traditional Reading Room, most other furniture will trend to a movable/mobile style.
Our 3D printing services has proven popular. Based off of the survey we had request for workshops, so I that’s something I will need to implement.
Color Printing - despite being a centrally located - and busy - campus building, we do not have one. We now have statistics and evidence from students to demonstrate the need.
Assessment - we have collected a lot of data now on space and facilities. We are ready to move on to student learning. Yes, we want our student to learn and to be information fluent, but it also helps prove the value of the library.
And that’s more data that we can take to our administrators.
Happy to take your questions
Also, would love for you to share ideas you have