LIS Goals 2008-09

Revision as of 10:40, 17 October 2008 by Jean Simmons (talk | contribs)

This is a page for storing goals for LIS for 2008-09.


Create divisional faculty advisory groups We are working with academic departments and programs to establish divisional advisory groups to improve communication, coordination of effort, and planning. These will begin meeting in the Fall of 2008.

Lead the re-architecting and re-design of the major Middlebury websites We will work with students, faculty, and staff from across the College to re-do the College's web presence. This will include a new information architecture, a new software platform, and an increased attention to the inclusion of rich media, and of community-building tools. We will begin this work in the Fall of 2008, with a deadline of having a plan in place for the next academic year. Include MIIS community in this effort; note that MIIS site will likely need re-design in place for Fall 2009 to reflect their changing environment.

Revise the organizational structure of LIS During the fall of 2008, we will be undertaking a series of activities to examine the organization of LIS, with the intent of re-aligning the major areas of this division to ensure that the organization is structured effectively to support the work that we do. This will include planning for the creation of cross-functional teams.

Create a project directory to improve communication about projects within the organization, and to our constituents Develop a directory that will contain all present, planned, and possible LIS projects as a means of understanding what our commitments are, resource and budget planning, and communicating with our partners on projects. We'll launch this in the Fall of 2008 with a goal of having it populated by January 2009.

Create a student advisory group Work with various offices on campus to identify students interested in participating in on-going dialogues about LIS services as a means both of receiving feedback, and for planning for new or revised services. We'll begin recruitment in the Fall of 2008, with the goal of beginning meetings by mid-October.

Space Planning In the past we've discussed the possibility of a comprehensive review of how space is utilized in the Main Library. This includes staff office spaces, but moves beyond that in terms of considering how each floor and area of the library is utilized and how much space should be collections, study space, etc., and where.

Collection Management


Create genre index in MIDCAT, particularly for A/V (in-process) and literary (not started) materials

Determine which metadata activities should be incorporated into CM and develop guidelines/workflows for cataloging of digital collections (w/Special Collections) (in process)

Creating linkable maps from MIDCAT records (w/Systems)

Improve the location labels in MIDCAT to better indicate the actual location of an item within the library (w/Systems)

Review failed search data from Millennium (i.e., searches retrieving zero hits) periodically to enhance national (where possible) and local level "see" references in MIDCAT.

Review/create policy for NACO authority record creation

Review/create policy for PromptCat procedures

Provide access to processed manuscript collections in MIDCAT (w/Special Collections) (in process)

Catalog recent Japanese gift (in process)

Revise keyword indexing choices in MIDCAT (w/Systems)

Undertake a cost/benefit analysis of 3rd party processing (e.g. authority control) of bulk-loaded MARC records

Review cataloging guidelines for student publications (w/Special Collections)


Annual workshops/refreshers for liaisons on acquisitions procedures

Continue shifting existing journal subscriptions to online only, proceeding in publisher groups (in process)

Determine what license information for electronic resources should be promulgated to users; develop coding, controlled vocabulary, and access rights for making this available through ERM. Collect necessary information for above from licenses on hand and/or from vendors.

Revise online forms for acquisitions requests; investigate adding online form for recommending internet sites to catalog and add to MIDCAT (in process)

Review acquisition guidelines for student publications (w/Special Collections)

Implement electronic invoicing with Harrassowitz & MLSC

Develop formal process for reviewing new e-resources, including guidelines for trials (w/Collection Development)

Investigate implementation of a formal ILL/acquisitions connection (w/Collection Development)

Preservation & Processing

Examine current practices regarding media preservation and develop consistent best practices and procedures (w/Media Coordinator) (in process)

Begin a preservation survey for periodicals to withdraw embrittled paper items and find unique items that might be worthy of scanning or otherwise sharing more broadly

Review/create policy for withdrawl procedures (especially for periodicals) (w/Collection Development)

Review/create policy for proper care and handling of library materials

Remove JSTOR and Project Muse holdings held in print as appropriate (w/Collection Development) (in process)

Media Resources Development

Examine current practices regarding media preservation and develop consistent best practices and procedures (w/P&P) (in process)

Investigate preservation reformatting of laserdiscs unavailable on DVD.

Collection Development & ILL

Review/create policy for withdrawl procedures (especially for periodicals) (w/P&P)

Complete formal assessment of our foreign language information resources and make recommendations for the future

Remove JSTOR and Project Muse holdings held in print as appropriate (w/P&P) (in process)

Undertake serials review (in process)

Undertake e-resources review (in process)

Review gifts policy in conjunction with Advancement (in process)

Host NExpress conference at Middlebury in Spring 09

Review approval plan profiles and adjust if needed

Develop formal process for reviewing new e-resources, including guidelines for trials (w/Acquisitions)

Investigate implementation of a formal ILL/acquisitions connection (w/Acquisitions)

Join Oberlin group Rapid ILL pod (completed?)

Usability study for NExpress/ILL


Creating linkable maps from MIDCAT records (w/Cataloging)

Improve the location labels in MIDCAT to better indicate the actual location of an item within the library (w/Cataloging)

Revise keyword indexing choices in MIDCAT (w/Cataloging)

Special Collections

Determine which metadata activities should be incorporated into CM and develop guidelines/workflows for cataloging of digital collections (w/Cataloging) (in process)

Provide access to processed manuscript collections in MIDCAT (w/Catalogin) (in process)

Review cataloging and acquisition guidelines for student publications (w/Cataloging & Acquisitions)


Complete a self-study to identify CM activities that may increase or decrease over the next two years, identify training needs and opportunities, and survey CM staff satisfaction (complete).

Research & Instruction

Subject Guides

  • finish converting guides to SubjectsPlus (or Segue as appropirate)
  • Redirect links from CMS subject guides landing page
  • Delete old guides from CMS (by spring break)
  • Test, implement upgrades and tweeks based on user feedback
  • SubjectsPlus plugin for Segue

Information Literacy for Students

  • Try to get a librarian on the curriculum committee
  • Propose a 4th hour for First Year Seminars (which would allow more ample time for teaching basic IL skills, as well as, CTLR time-use workshops, etc)
  • Map out the departments (areas of strength, change, etc.) and the learning objectives LIS could teach/support
  • Who are the students we miss?
  • Review re-accreditation standards & make sure LIS meets these standards

Space Issues

  • Re-establish a "go-to" reference presence
  • With shrinking of ref collection, how best to use the space
  • What about the Reference desk?  Move? Consolidate w/ Info Desk?

Service Points--best service & best information

  • Ongoing training
  • When to refer question to someone else--& to whom?

Improving the Reference Collection

  • Shrink the physical collection
  • Move print materials to electronic format, when possible
  • Identify key free resources
  • Identify areas where there are gaps & redundancies--and find ways to address them
  • Review for weeding or  transfer  to stacks
  • Review of standing orders

Making Online Resources Visible

  • Web pages
  • One-stop-shopping = unified search platform

Thinking About Reference

  • Identify the subject areas that need librarian intervention, and train more librarians to support these areas--finding data sets & statistics, working with GIS, etc.
  • Virtual reference services--Q&A page,

Special Projects / Policy


Move draft intellectual property & patent policies to "approval" stage and post online

Work with others across LIS and campus in developing information security policies & procedures

Promote security awareness across campus (work with User Services, Human Resources et al.)

Synthesize practices and promote copyright awareness in response to new federal legislation regarding filesharing

Utilize LIS administrative support to track DMCA notices and notify users of allegations

Develop campus Copyright web site that provides links to campus policies, external resources, etc.

Review Gramm-Leach-Bliley procedures with Data Integrity Group, Controllers Office et al.update current policy/practices; review what office/individuals should be responsible for this in future

Work with Controllers' office and others in implementing credit-card transaction/handling survey and distributing "best practices" guidelines

Review/get approval/post new Web site privacy/usage policy

Develop data/records retention policy; seek formal approval; work with HR/Controller/others in defining record retention periods.

Copyright Clearance Center annual license - re-assess cost-benefits in light of likely cost doubling; examine use of license in workflow of EReserve operation & web course pages --> with Circ Services (and MIIS), consider alternative workflows (e.g., Cornell model of all course readings go to course pages, or Grinnell model of postings only on EReserve).  Develop cost-benefit model of course packs/reprographics printing of articles cf. PDFs in light of license costs, print management, etc.

Special Projects

Campus web makeover - assist with information gathering/sharing/coordination

Coordinate/draft LIS annual report and other reports, guidelines, information guides (e.g. Yellow Pages) as requested

College Handbook updates

Assist with Emergency Response web pages (as requested by Public Safety)

Digital Repository Work Group [team]

Faculty support for Open Access/Author Agreements. Draft statement (outline advantages/any disadvantages) of College supporting concept of Open Access and encouraging faculty authors to negotiate rights to works they submit for publication. Present to MDR for forwarding to provost.(September/October 2008). Senior Work Requirement. Assess ramifications of new senior work requirement: types of projects, assess value/impact of extending current Senior Thesis Archive to include such work (may be in multiple formats); will faculty and students want this work archived?; should there be 'review' mechanisms for such work?; what is best way/system to host this work (Fall 2008) Archiving Institutional Records. Amend/extend current policy for archiving paper records of the College that includes digital documents, email, etc. Get institutional sign-off, so LIS/Archives can send revised policy/procedures can be distributed to campus. Use LIS e-docs as a model for others on campus. (Winter 2009) Student Publications. Focus new effort on getting online archives of recent student literary/arts magazines and other publications. Assess scanning options for publications not online; format of InDesign/PDF docs for usability. (Winter-Spring 2009) Enhance processing of Senior Thesis documents. Develop drop-box functionality for students; review metadata standards & workflow for collection management staff. (Fall 08-Winter 09)

Systems Integration / Effectiveness

Complete Phoenix Project Phase 2 (requirements, Business Impact Analysis, recommendations)

Create Phoenix Project Phase 3 project charter – create and implement MCP plans

Assist in the implementation of Xtender and other digitization needs

Create a plan to migrate legacy data from the AS400 platform

Assess long-term role of centralized LIS data entry

Complete work on the Middlebury Information Security Profile

Systems & Infrastructure

Telephone Services

Manage on-going database maintenance and training for the AlertFind emergency notification system and oversee periodic testing of the system to ensure that the College will be ready when a true emergency occurs.

E911 server replacement and upgrade to enhance services for Public Safety office and achieve cost-savings by using newer technology.

Replace campus voice mail system that is at the end of its support life. This is an opportunity to re-visit the practice of provisioning students with basic voice mail service.

Work with LIS management to craft a multi-year campus voice strategy which may be folded into a strategic technology convergence plan. Consideration will be made of student, faculty and staff voice preferences, unified communications, IP telephony, wireless voice, reliable 911 provisioning, and more efficient management of central switchboard telephone queries by investigating options such as a speech-driven campus directory.

As fiber connecting facilities are built in the coming year, research, recommend, purchase and install integrated voice services for the Snow Bowl.

Work with telephone system vendor and Facilities Services staff to further decrease telephone system vulnerability during long-term power outages by reconfiguring the fiber ring so that satellite nodes with generators are not adversely affected by those without generators. Continue with the practice of more frequent battery testing to maintain two to four hour uptime of the entire system in the event of a power outage.

Continue to work with the Controller’s office on cell phone policy changes that address personal use tax issues in addition to adding more oversight on department-paid for cellular usage.

Negotiate annual voice service contracts – PBX maintenance, long distance and local services.

Central Servers and Labs

Install new 911 System (completed)

Add 28 TB of storage to the Library and Voter SANs

Extend Fiber channel network to Carr Hall.

Move EMC CX600 from Voter to Carr.

Work with Facilities Services to upgrade UPS systems in Voter Hall.

Roll out Thin Client Pilot Project to selected areas.

Move Banner development server from Voter to the Library.

Procure and install monitored UPS’s for building wiring closets.

Implement DNS and DHCP redundant/clustered solution.

Upgrade Netware servers to OES2 Linux kernel.

Administrative Systems

Complete lockdown audit project to lockdown delivered schema accounts to increase security of Banner databases.

Complete Banner 8 upgrades and all required upgrades to Oracle databases and infrastructure needed to support Banner 8, including database character set conversion and AIX server upgrades.

Complete implementation of Banner Document Management System.

Complete Hyperion System 9 migration and Hyperion Basic Training curriculum.

Continue to provide implementation, integration, and support services to Middlebury and Monterey staff for implementation of Banner Student and Financial Aid modules.

Complete project to load Monterey student data (basic data only initially) to enable programmatic email account generation.

Support Monterey retirement plan review and redesign; implement system and program changes when identified.

Provide assistance to Human Resources in the development of electronic Employee Personnel Forms (EPAFS) to provide efficient and accurate data entry of employee and job data in Banner.

Develop method of validating building names in Banner campus address records to ensure data accuracy in all systems, including AlertFind and web directories.

Support campus wide paperless initiatives by providing Banner enhancements when identified.

Continue development of data standards to ensure data integrity in all systems, including the development of a method to enable stewardship of address type codes and to prevent addresses for students and employees from being improperly changed or deleted.

Complete cross training to provide primary backup for Banner patches and upgrades, management of Banner and Oracle security requests, promoting changes to Production database, and maintaining Banner environment.

DAS Goals & Objectives

Replace Microsoft Content Management Server

Global Visual Web Redesign for www.Middlebury.edu

Global Visual Web Redesign for www.MIIS.edu

Banner v8 Upgrade

Hyperion v9 Upgrade

Banner Student Implementation for Monterey

Middlebury Online Community www.MiddleburyAlumni.org (Harris)

Secure Off-Site Web Hosting Account & Replicate Mission Critical Services

Re-negotiate Hyperion Professional Services Contract with Velaris

Ongoing Development of Banner/List Manager Web Interface

Refinement of Online Room Draw Process

User Services

Circulation Services

1. Goal: Develop reliable and accurate measurements at circulation service points to document activity and quality of services.
Outcome: Able to measure goals/achievements, improvements and effectiveness of services; able to assess services and staffing patterns based on activity; utilize reports and statistics that accurately measure quality and quantity of services; able to provide stats that accurately reflect activity and staffing levels/schedules at all circ service points.
Possible actions: review and revise current processes; workshops; policies that promote consistent, accurate gathering and recording of numbers and observations.
Date: June 09

2. Goal: Develop regular schedule and content for student training; increase staff supervision skills; increase ability of student workers to work independently utilizing good judgment; formalize and improve consistency of documentation, supervision and training by Circ supervisors; consistent expectations and knowledge base of student workers and supervisors across all branches.
Outcome: Reduced rate of staff intervention and monitoring of routine desk activity; increased staff self-confidence by developing supervisory tools and skills; increased customer confidence; as measured by staff assessment.
Possible actions: student training meetings; SEO workshop for supervisors; collaborate with SEO on development of student policies; student policies, procedures and expectations on wiki; shared development and access to procedures for supervision; web based toolbox for supporting small group and 1:1 training; review student levels; review student log-in permissions; cross-training and staff rotation program; staff survey.
Date: June 09

3. Goal: Reduce error rate at check-in/check-out and re-shelving.
Outcome: Reduced incidents of claims returned, mis-shelved, and missing materials; eliminate lost/missing parts to equipment kits; increase customer confidence Establish baseline for measuring improvement.
Possible actions: training programs; set standards/expectations/policies for supervisors and student workers; develop workflows that reduce potential for errors.
Date: Feb 09

4. Goal: Develop workflow policies/processes and standards for removing personal data from loaner equipment.
Outcome: Data removed from equipment before next loan.
Date: Feb 09

5. Goal: Develop Media Materials Workflow.
Outcome: Media collection that is available and in good condition to support screening and classroom, reserve viewing needs. Possible actions: re-label/improve shelving for LD collection; proposal for media replacement/acquisition; system for regular shelf-reading; training; shelf-shifting and labeling; review system for browsing media as collection grows; review repair workflow.
Date: Feb 09

6. Goal: Design and develop borrower services and staff efficiencies in concert with other LIS work areas to support the college strategic directions
Outcome: Circulation services that meet the changing needs of our users; borrower services that utilize new technologies and information trends and respond to user requests/feedback; services that utilize systems efficiencies and web based access
Possible actions: notices via mobile devices; self-services; site visits; reading/discussion groups; distribution of equipment pool across branches; improve user documentation on web pages; develop custom hold slips and explore use of receipt printers to reduce paper use; enhance web reserve requests; revise recall policy; explore alternatives to Docutek for electronic reserves; develop/evaluate skills necessary to accommodate shift to digital collections
Date: June 09

7. Goal: Develop a proposal for staffing plan; LIS services, circulation workflows for Davison Library during BLSE and BLWC Summer 08
Outcome: Comprehensive LIS services provided to Bread Loaf School of English and Writers' Conference community
Possible actions: outreach to BLSE/WC offices; add Davison pick-up location for NExpress; develop policies that facilitate efficient workflows and accurate records and effective stewardship of collections
Date: April 09

8. Goal: Increase opportunity for collaboration and communication with Public Safety
Outcome: Foster good working relationship with PS Officers
Possible actions: meet with Head of PS; plan a joint workshop with HR; Circ open house
Date: March 09

9. Goal: Increase use of self-check machine at Main for routine check-out of books
Outcome: self-check use increased by 25%
Possible actions: signage; location; staff promotion/encouragement
Date: June 09

10. Goal: Complete major collections shift on upper level at Main
Outcome: Space for growth; even distribution of current collection; space for peak return periods
Date: June 09

11. Goal: Collaborate of space improvements at all locations
Outcome: User spaces that respond to feedback and changing needs
Possible actions: Expanded seating and carrel space at Armstrong; improvements at Music; participate in discussions regarding service points at Main; site visits; research other library space solutions; training/workshops on customer services and providing library resources
Date: June 09

12. Goal: Create effective schedule of Circ meetings and paths of communication within workgroup
Outcome: Effective meetings; well attended; active participation; all members of the team utilize blogs for communication and wiki for documentation; opportunity for staying informed
Possible Actions: Read GTD; HR workshop on communication; blog and wiki workshops
Date: March 09


1. Goal:STANDARDIZATION of policies and approaches to various Help Desk functions and tasks:
i. Communications
ii. Change Management
iii. Process: Call-Center, Walk-in Center, Service Center
iv. Role of Student Consultants - including expectations & privileges
v. Code of Conduct

Note: A suggested approach toward achieving this goal is to inventory existing processes, recognize redundancies that do not make sense, seek consolidation of similar tasks, and establish a way to measure our success toward achieving this encompassing goal.

2. Goal: SERVICE LEVEL AGREEMENTS (SLAs) should be established between Help Desk Services group and all appropriate LIS counterpart groups. This goal includes the creation and maintenance of a primary contact matrix of key stakeholders within those areas; and posted in a centrally accessible location where the SLAs will reside.

3. Goal: CENTRAL REPOSITORY of Help Desk Services administrative and procedural documentation. This central repository should be accessible by entire Middlebury community.

4. Goal: EXAMINATION of existing HEAT Case Management System. Determine viability and feasibility of continuing with HEAT versus replacing HEAT with another suitable Case Management System in calendar year 2009. Is this a value-add system based on Help Desk Services requirements?

5. Goal: EXAMINATION of existing asset tracking & Inventory system (aka HAT) and determine the risks of a “sunset” product which cannot efficiently work with our Apple equipment. Perform value-add/loss analysis and investigate possible replacement products for calendar year 2009.

6. Goal: Create a distribution process to deploy Microsoft Office 2007 (PC) and Microsoft Office 2008 (Mac). Process must take into consideration the following: Help Desk Services Training, End-User Training (internal LIS & external Faculty and Staff), End-User Documentation, and Deployment schedule.

Media Services and Distribution

1. Goal: Centrally manage and support 50% of smart classrooms.
 Outcome: Utilize Crestron RoomView to manage all Crestron controlled classrooms, add new classrooms to management system as classrooms are upgraded.
 Date: June 09

2. Goal: Standardize 100% of smart classroom control systems.
Outcome:All Crestron/AMX rooms will have the same terminology, a similar layout, and respond similarly to button pushes. Update all classroom documentation.
Date: June 09

3. Goal: Develop and implement 5 year (budget dependent) classroom upgrade cycle.
Date: January 09

4. Goal: Increase video conferencing locations by 50%.
Date: February 09

5. Goal: Offer Classroom Training classes as part of LIS Workshop series.
Outcome: Three classes offered. Classroom projection emergencies reduced by 25%
Date: January 09

6. Goal: 90% inventory accuracy of all media equipment distributed by LIS.
Date: June 09

7. Goal: Develop and implement single image for all commonly used manufacturers and types of computers distributed by LIS.
a. 1 image can be used on all Dell desktops
b. 1 image can be used on all Dell laptops
c. 1 image can be used on all Apple desktops
d. 1 image can be used on all Apple laptops
Date: March 09

8. Goal: Reduce current configuration and setup of distributed computers from 1 hour to 30 minutes.
Date: June 09

9. Goal: Remotely manage 100% of desktop and laptop computers that are connected to the network.
Date: June 09

10. Goal: 90% inventory accuracy of all computer and media equipment distributed by LIS.
Date: January 09

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