Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto
Mar 26, 2015
Planning Collaborative Spaces in Libraries
Planning Components
Barbara I. Dewey, University of TennesseeACRL/CNI WorkshopJune 20, 2003, Toronto
Goals of Session
General Issues/Challenges
Planning Checklist Discussion
Agreements, Policies
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
Preliminary Planning
Need/rationale Project scope Key champions – project sponsorship Key administrators Partners for implementation Partners for operation
Project Kickoff
Method (team, committee, departments)
Required team skills Resources, commitments for planning Assign roles Team formed
Project Definition
Project tracking, outcomes Accountability and reporting Refine mission, goals Confirm service philosophy with
partners Preliminary timeline Preliminary budget Basic ground rules
Space Identify requirements
programmaticphysicaltechnicalstrategic
New construction or remodeling? Identify potential sites Assess sites based on requirements, cost,
etc. Recommend site to champions
Research/Assessment
Conduct focus groups, interviews Refine mission/goals Consider ongoing
evaluation/assessment plan
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
Budget – Building/Infrastructure
Seek “players” for building budget Develop building, remodeling budget
Budget -- Operations
One-time costs (hardware, software, training, launch)
Recurring costs (minimum 3 year period)
PersonnelTechnology, software, equipment refreshMarketing costs
Collaboration/Partnership Agreements
Identify need for agreements Develop agreements – Memo of
understanding (MOU) Get sign-off from appropriate
partners, administrators
Service Considerations
Hours of operation Staffing requirements Integration strategies with adjacent
units, partners (i.e referral system, plan)
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)
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
Launch
Invite staff first Role of early adopters, key faculty Demonstrations, examples of service Timing of opening
Post Launch
Successes Outstanding issues, problems Strategies to resolve issues Implementation of post launch
strategies
Communications
Ongoing communication plan (reports, meetings)
Ongoing assessment of operation, goals, mission
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
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
Other Understandings
User privacy policies Acceptable use policies (AUPs) Intellectual property policies Adherence/interpretation of copyright
laws Instructor/student ethics Use by general public
Sources of Funding
“Regular” budget sources (long-term) Combination External sources (start-up)
Grants from foundations Federal grants