Forming a Friends of the Library Group: The Miller F. Whittaker Library Experience South Carolina State University Orangeburg, South Carolina HBCU Library.

Forming a Friends of the Library Group: The Miller F.

Whittaker Library Experience

South Carolina State UniversityOrangeburg, South Carolina

HBCU Library Alliance Institute IIAtlanta, GeorgiaApril 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

• 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…

• 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 GroupRationaleSteering Committee compositionFee structureHBCU 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

• Reading List– 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

• Membership Benefits• Steering Committee• Membership• Programming Ideas

Project Review Continued…

Library Employee Participation

Staffing20 library staff/faculty members

6 library-faculty responded2 library staff/paraprofessionals responded40% response rate

Library-faculty100% response rate

6 out of 6 library-faculty responded

Library staff/paraprofessionals14% Library response rate

2 out of 14 library staff/paraprofessionals responded

Project Review Continued…

Stakeholders

• Students

• Faculty

• Staff

• Library Employees

• Alumni

• Library Retirees

• Local Community Members

Project Review Continued…

The Steering Committee

• 1 SC State Student

• 1 SC State Faculty Member

• 1 SC State Staff Member

• 1 Current Whittaker Library Librarian

• 2 SC State Alumni

• 1 Whittaker Library Retiree

• 2 Local Community Members

• 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

Alumni, business owners and estate plannersGreenville, South Carolina

Photo not available

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 MemberAlumna and Dean of Library and Information Services

Project Review Continued…

Mentor Librarian’s Visit

Dr. Sapp

February 27, 2006

• Reviewed progress to date

• Identified additional planning strategies

• Identified activities

• Established timelines and action plans

Key Change Issues

• Getting university approval

• Getting representative participation from the library staff

• Questioning by one stakeholder of the FOL in an academic library (resistance to change)

• Developing an FOL that will be highly respected and supported by the university and community

• Developing a strong, proactive, and functional FOL

• Developing an FOL that will generate additional library funding and improved awareness

• Being recognized by the local Chamber of Commerce

Application of Learnings from Institute I

Frameworks Used

PlanningHuman Relations - - to promote participationSymbolic - - ritual to signal responsibility

ReorganizingHuman relations - - maintain a balance between human needs and formal rolesSymbolic - - maintain an image of accountability and responsiveness

Conflict ResolutionHuman Relations - - develop relationshipsSymbolic - -develop shared values

Decision MakingHuman relations- - open process to produce commitmentSymbolic - - 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

• Used to promote 21st Century leadership

• Outcome is to see interrelationships develop (diversity of the Steering Committee)

• Outcome is to see the entire whole picture in the process of change; not bits and pieces

Resistance to Change

• 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

• Accept an opportunity that will prepare and lead change with an FOL

• Design a plan that everyone “buys into”

• Mobilize a strong proactive Steering Committee and Board of Directors

• Implement a plan that provides challenging and intellectual benefits for users

• Provide for improved funding and greater awareness of the library at the university and in the community

Current Roles of Library in the Community

• Provides services for a 4,500 student population, approximately 275 faculty, and approximately 500 staff

• Provides storytelling services upon requests (university/day care centers, etc.)

• Participates in area career day activities (primary and secondary levels)

• Provides check-out privileges – University users– Community users (Community Borrowing Card)– Alumni– Retirees– Users of the Statewide Library Borrowing Card

• Provides folders, pencils, and bookmarks to groups

• Provides access to print and electronic resources, computer lab, and meeting space– University users– Alumni– Retirees– Community users

Breakthroughs and Innovations

• Provides storytelling services upon request

• Developed a partnership with the media specialist at Felton Laboratory School to support resources and services

• Provides internship opportunities for students majoring in history

Academic Friends of the Library Groups

• Friends of the Dacus Library, Winthrop University, Rock Hill, SC

• Friends of the Daniel Library, The Citadel, Charleston, SC

• Friends of the Medford Library, University of South Carolina Lancaster, Lancaster, SC

• Friends of Furman University Libraries, Florence, SC

• Friends of Florida Agricultural and Mechanical University Libraries, Tallahassee, FL

• Friends of Strozier Library, Florida State University, Tallahassee, FL

Literature Review

• Friends of Libraries U.S.A. Fact Sheet #4 Starting a Academic Friends Group

• “Libraries Need Friends: A Toolkit to Create Friends Groups or to Revitalize the One You Have.”

• “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 ofestablishing a Friends of the Miller F. Whittaker Library group. The initiative resulted from participationin 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 vicepresident of the Office of Institutional Advancement at the university. The SCSU librarians prepared adocument outlining the following: 1) rationale for an FOL group; 2) benefits of an FOL for the libraryand university; 3) suggested composition of stakeholders for the Steering Committee; 4) suggestedmembership levels and dues structure; and 5) the HBCU connection. Surprisingly the vice presidentgave immediate approval and asked that one of the staff members in the office serve in an ex-officiocapacity. 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 assent to the vice president for Institutional Advancement. In addition, each library staff member wasasked to suggest names for the stakeholders who would later become the Steering Committee. Thee-mail generated many names for each category. There was a 40 percent response rate to therequest. 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 forthe 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 theFOLUSA Fact Sheet. All nine candidates selected agreed to serve on the Steering Committee exceptthe one in the retiree category.

A profile of selected candidates include a former freshman class president; a history professor withmore than thirty years at the university; an alumna and the director of university relations andmarketing; a husband-wife team who are alumni, business owners, and estate planners; an alumnusand former SCSU president; a businessman and father of one of the Whittaker librarians; and analumna who is a former public school teacher, administrator, and a staunch financial supporter of theuniversity. The ex-officio members include the assistant vice president for alumni relations and thedean 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 meetingincluded the mission of the FOL for the Whittaker Library, a draft of the by-laws, membershipdues and structure, 501c3 status, election of officers, the membership drive, and examples ofprogramming activities. Another meeting is scheduled in April to review and finalize documentsdisseminated.