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Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto
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Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Mar 26, 2015

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Page 1: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Planning Collaborative Spaces in Libraries

Planning Components

Barbara I. Dewey, University of TennesseeACRL/CNI WorkshopJune 20, 2003, Toronto

Page 2: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Goals of Session

General Issues/Challenges

Planning Checklist Discussion

Agreements, Policies

Page 3: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

General Issues Flexibility for changing needs,

technologies Possibility of “phased” approach Recognition of different partner cultures Sustainability for people, equipment Startup and long-term funding sources Campus buy-in, incentive programs Legal issues

Page 4: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Preliminary Planning

Need/rationale Project scope Key champions – project sponsorship Key administrators Partners for implementation Partners for operation

Page 5: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Project Kickoff

Method (team, committee, departments)

Required team skills Resources, commitments for planning Assign roles Team formed

Page 6: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Project Definition

Project tracking, outcomes Accountability and reporting Refine mission, goals Confirm service philosophy with

partners Preliminary timeline Preliminary budget Basic ground rules

Page 7: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Space Identify requirements

programmaticphysicaltechnicalstrategic

New construction or remodeling? Identify potential sites Assess sites based on requirements, cost,

etc. Recommend site to champions

Page 8: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Research/Assessment

Conduct focus groups, interviews Refine mission/goals Consider ongoing

evaluation/assessment plan

Page 9: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Personnel Determine personnel needed

Identify available personnel from partnersIdentify need for new personnel, HR requirements

Acknowledge/plan for cultural differences between partners

Training needs for current, new personnelAddress expertise needsAddress cultural needs

Page 10: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Budget – Building/Infrastructure

Seek “players” for building budget Develop building, remodeling budget 

Page 11: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Budget -- Operations

One-time costs (hardware, software, training, launch)

Recurring costs (minimum 3 year period)

PersonnelTechnology, software, equipment refreshMarketing costs

Page 12: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Collaboration/Partnership Agreements

Identify need for agreements Develop agreements – Memo of

understanding (MOU) Get sign-off from appropriate

partners, administrators

Page 13: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Service Considerations

Hours of operation Staffing requirements Integration strategies with adjacent

units, partners (i.e referral system, plan)

Page 14: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Marketing Marketing plan Outline methods of communicating service

(web, email, brochures) Integrate information about facility, service

with partners, campus outlets Develop launch plan (soft opening, opening

event, etc.) Determine key participants for opening

Consider dissemination of experience (presentations, publications)

Page 15: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Pre-Launch Analysis

Basic components in place It works Training completed Staff from collaborating departments

aware of new service User support in place Initial assessment plan

Page 16: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Launch

Invite staff first Role of early adopters, key faculty Demonstrations, examples of service Timing of opening

Page 17: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Post Launch

Successes Outstanding issues, problems Strategies to resolve issues Implementation of post launch

strategies

Page 18: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Communications

Ongoing communication plan (reports, meetings)

Ongoing assessment of operation, goals, mission

Page 19: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Memo of Understanding Who What Length of agreement Service Audience for service Governance Stakeholders Location Compatibility issues

(signage, furnishings) posted and regular hours)

Service philosophy Referral guidelines Timeline Assessment Signatures Copies to appropriate

campus administrators/files

Page 20: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Facility/Classroom Policies Description Definition of use Rules Governance Priorities for

scheduling Hours & times

Staff responsibilities

Instructor responsibilities

User responsibilities

Forms for scheduling and process

Page 21: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Other Understandings

User privacy policies Acceptable use policies (AUPs) Intellectual property policies Adherence/interpretation of copyright

laws Instructor/student ethics Use by general public

Page 22: Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto.

Sources of Funding

“Regular” budget sources (long-term) Combination External sources (start-up)

Grants from foundations Federal grants