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Personnel Administrators & Staff Development Officers Discussion Group (ACRL - Association of College & Research Libraries) Community

In: ACRL Discussion and Interest Groups (Association of College & Research Libraries), Academic Libraries, Human Resources, Staffing
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Online Doc PASDO Disc. Group, Session I, minutes 2010 Annual

by Eileen Theodore-Shusta (non-member) on Wed, Nov 17, 2010 at 08:12 am

ACRL Personnel Administrators & Staff Development Officers Discussion Group

2010 Annual Meeting Agenda

Saturday, June 26, 2010

 

1.                  Welcome and Introductions

2.                  Announcements: 

*  Llama Emerging Trends Discussion Group will be held on Saturday, 1:30 – 3:30.

*  Organization Development Discussion Group will be held Sunday at 4 pm.

*  Llama Women Administrator’s Discussion Group will be held Sunday from 10:30 – 12.

ACRL Personnel Administrators & Staff Development Officers Discussion Group

2010 Annual Meeting Agenda

Saturday, June 26, 2010

 

1.                  Welcome and Introductions

2.                  Announcements: 

*  Llama Emerging Trends Discussion Group will be held on Saturday, 1:30 – 3:30.

*  Organization Development Discussion Group will be held Sunday at 4 pm.

*  Llama Women Administrator’s Discussion Group will be held Sunday from 10:30 – 12.

*  ACRL Personnel Administrators & Staff Development Officers Discussion Group will hold its second meeting on Monday at 10:30 – 12.

 

3.                  Updates:  Impact of the Economy

Only 2 or 3 people submitted a report on the status via the Web form Jerome Offord created, however, there continues to be interest in this topic, so we will do a round robin discussion.

 

*  Ohio University:  Three years ago, posted 10-12 positions/year.  This year, only posted 2 jobs.  Eliminated 8 hourly positions the year before.  Staffing now at 90 positions (was at 113 staff).  They are holding on to professional positions, moving people around, mostly professional staff.  Training has increased.

*  U of Iowa:  They are “choking” with support staff.  Have 80 professional staff; 100-110 support staff, with average age of 50.  Only filled 1 vacant support staff position in last 10 years.  Losing professional positions that are vacant.  Are not permitted to layoff staff.  Closed 4 branch libraries, but kept assistants and will reassign them.  University offered some early retirement packages, but only ½ opted for it at the libraries.

*  Purdue:  Faculty, exempt professionals and 103 non-exempt staff [IS THIS TOTAL #?]  As part of a 2% reversion, have given back some positions and holding some positions vacant.  No increased to budget.  After Admin approves filling a position, they take the vacancies to planning and operations council to determine priorities.  Two Visiting Professional positions in Special Collections (with outside funding) were converted to administrative professional positions.  Clerical staff taking on new roles with training.  They are facing the position where need someone, train then, then if they fail, what do you do?  Promise from Deans – no one loses their job. Training and Development became a real focus.  Redefining roles and job descriptions.  Created a new personnel position.

*  U. Pittsburgh:  120 staff, 66 faculty/librarians.  Held, merged positions, had to do layoffs.  Senior staff met with department heads to look at functions.  Managers were very forthcoming.  Laid off 7 staff members last year, 2 took retirement.  Combined two departmental libraries and closed 1.

*  Emory:  State system and schoolteachers have had furloughs.  Emory, a private institution, has had no furloughs, a mandate from the President.  They are identifying areas of excellence University-wide and preserving them.  Have to cut back because of the drop in endowments.  Can get good money for collections and positions, but it is hard to sell increases for operational cost inflation.  They have used up to $1 million in collections and salaries to cover operations.  Had to give back $400K plus 2%. Went through a project like the U. of Pitt.  There was a lay off -- 27 positions (3 librarians and 24 staff) -- and are not filling. Covered their health insurance for 6 months.  Also received salary for a year and staff received severance packages based on the length of their experience. This layoff was accomplished in a two-hour period! Knew another cut was coming, sot hey cut back more than they needed to.  Are now hiring 5 new staff.  There is much anger from the staff.  It has fractured the fabric of Emory.  Just starting to build excitement again there.

*  U Kansas:  Two years ago, had 2 layoffs in one of the units.  Staff felt it was a violation of an implied trust.

*  U. Minnesota:  Laid off two support staff in IT.  Received a retirement incentive.  Every vacant position submitted with an analysis submitted to the Provost for approval before posting.  Now, the Director of the Library handles the approvals. They are not posting their residency positions.  Going through reorganization – and starting to hire again.  There was a three-day furlough University wide.  Some exceptions in critical service areas.   Furlough amounted to a 1.15% salary reduction.  There were no days off for salaried staff – expected to work through the furlough period or take annual leave.

*  U Kentucky:  No raises for two years.  Budget from state.  Staff who make less than $70K received $1000 one time payment; $70-75K and up received $500 one time payment.  Eliminated one grant position.  Already gave up vacant positions.  Currently have 2.5 staff vacancies.

*  Temple:  Hard freeze on hiring in Fall 2008.  For 1-1/2 years, exceptions went to President.  At time of freeze, library had just launched 5 national searches, which were pulled back.  Were able to do 2 searches.  Starting to emerge.  Decision level is with Provost now (still a freeze).  Received approval to run another search this week.  They are looking at capacity of organization to run multiple searches.

*  U South Florida:  Conducted three concurrent searches – very difficult. Looking at budget every quarter to see influence of oil spill.

*  U California (system):  $305 million cuts.  Voluntary separation program.  START program: furloughs based on salaries.  Average is 16-18 day furloughs in one year.  Four bargaining units in library.  Temporary layoffs (clerical staff) – average is 13 days, and must take them all at the same time. There is also an RIT – reduction in time program for AFSME members, who received a cut of 5% in their salaries.  Another program, UPTI is a 15-day furlough that protects benefits; RIT reduces benefits.  Faculty on furloughs too, being creative with how their furloughs are applied.  Furlough programs are ending.

*  Texas State:  Held back 5% from state appropriations; raises given (or what that gone?)  Next biennium, preparing for 10% cut over two years in state appropriations.  Library has student fee.  There is a hiring freeze on faculty and non-funded positions.  Conservative approach to travel and operating costs.  Positions approval delegated to the President.  Thinking is that the oil-spill will continue to influence conservative spending.

 

4.                  Other Discussion

*  Majority of participants in this Discussion Group (90%) have MLS degrees.  In the past, it fluctuated from 1/3 – 2/3.

 

5.                  Coordinators for 2010-2011

Melissa Laning nominated and accepted.  Will seek a co-chair.

 

6.                  Topics for discussion at Midwinter meeting

Discuss at second meeting on Monday, June 28.

 

 

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Online Doc PASDO Discussion Group II Agenda / 2010 Annual

by Eileen Theodore-Shusta (non-member) on Wed, Jun 23, 2010 at 10:02 am

ACRL Personnel Administrators & Staff Development Officers Discussion Group

2010 Annual Meeting Agenda
Monday, June 28, 2010

10:30 a.m. – 12 Noon

MADISON – Montpelier 1

 

ACRL Personnel Administrators & Staff Development Officers Discussion Group

2010 Annual Meeting Agenda
Monday, June 28, 2010

10:30 a.m. – 12 Noon

MADISON – Montpelier 1

 

  • Welcome and Introductions

  • Announcements from the Group

  • “A Year in Conversation:  Performance Management Process at Gelman Library”    Jean McCullough, Manager, Human Resources and Diversity Programs, Gelman Library, George Washington University

  • Organizational Assessment via ClimateQual   (Sue Baughman, ARL)

  • Other Discussion

  • Coordinators for 2010-2011

  • Topics for discussion at Midwinter Meeting

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Online Doc PASDO Discussion Group I Agenda / 2010 Annual

by Eileen Theodore-Shusta (non-member) on Wed, Jun 23, 2010 at 10:00 am

ACRL Personnel Administrators & Staff Development Officers Discussion Group

2010 Annual Meeting Agenda
Saturday, June 26, 2010

10:30 a.m. – 12 Noon

MADISON – Montpelier 1

 

ACRL Personnel Administrators & Staff Development Officers Discussion Group

2010 Annual Meeting Agenda
Saturday, June 26, 2010

10:30 a.m. – 12 Noon

MADISON – Montpelier 1

 

  1. Welcome and Introductions

  2. Announcements from the Group

  3. Updates:  Impact of the Economy

  4.  Other Discussion

  5.  Coordinators for 2010-2011

  6. Topics for discussion at Midwinter Meeting

 

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Online Doc PASDO Disc. Group, Session I, minutes 2010 midwinter

by Eileen Theodore-Shusta (non-member) on Sat, Mar 6, 2010 at 07:34 pm

2010 Midwinter Meeting Agenda
Saturday, January 16, 2010

10:30 a.m. – 12 Noon

Westin Copley Place – Great Republic

 

 

Notes taken by Julie Brewer and Andrea Stewart

 

  1. Welcome and Introductions  (5)

 

  1. Announcements from the Group (10)

 

2010 Midwinter Meeting Agenda
Saturday, January 16, 2010

10:30 a.m. – 12 Noon

Westin Copley Place – Great Republic

 

 

Notes taken by Julie Brewer and Andrea Stewart

 

  1. Welcome and Introductions  (5)

 

  1. Announcements from the Group (10)

 

            Andrea Stewart reported that she is a co-editor with Carlette Washington- Hoagland and Carol Zsulya of the forthcoming 4th edition of the ALA Staff       Development Handbook which is expected to be completed by fall 2010.  The       editors hope it will be published as both a print and digital publication as well.

 

  1. 3.                  Impact of the Economy on Institutions

 

            Four institutions, including University of Maryland, University of Minnesota, Ohio University and University of California Los Angeles, provided written summaries prior to the meeting about the impact of the economic down. 

 

            The University of Maryland provided additional information on some of the        strategies that have been implemented for coping with the budget reductions, such as encouraging retirement, tuition increase, and a campus library fee that may become a broader campus technology fee.  There is still potential for layoffs, but some retirements have helped.  Another round of furloughs is expected.  The managers’ group is addressing staff morale by having dialogs on what the role of managers should be during the down turn.  The purpose of the dialogs is to raise awareness about how the impacts are affecting managers themselves, as well as their staff.  No formal training has been provided yet, but workshops on change and stress management are possible.  A positive outcome of the reductions is that staff are working harder and stepping up.   They are much more focused on showing value to the organization. 

 

            Library administration is committed to not cutting the acquisitions budget.  This    priority is a result of a recent report from a campus blue ribbon committee, as well as the assessment of an external committee of library deans.  Both reports noted that the library’s acquisitions budget was particularly low.  The reviews came about when the library had an interim dean. The library has benefitted from the provost’s increase attention during this period. The provost provided additional money for acquisitions and did not cut the library operating budget as much as other campus departments.

 

            UC Irvine was one of the few institutions to report that collections were being      cut, as well as staff.  Irvine is cutting collections by 20%.  UC San Diego is also cutting collections.

 

            The University of Kentucky reported that federal stimulus money has helped        minimize the negative economic impact.  Staff has not had raises for two years, but the University does not plan to raise the cost of health benefits.  Employees pay $26/month. 

 

            The University of Minnesota reported on the retirement incentive initiative.          The University of Iowa also has a retirement incentive, but was surprised that           library staff participated in the program at a lower rate than other employee groups on campus.  The University of Maryland clarified that they do not have a formal retirement incentive and that one must take great care in how retirement is “encouraged.”

 

            The University of Florida has worked with vendors to negotiate more cost            savings.  They have also worked through the legal system to change wording on        endowment funds to expand the scope of materials that may be purchased from           previously more limited funds. 

 

            The George Washington University reported that employees received a merit      increase last year.  This year merit increases will be implemented using ranges for 5 merit levels.  GW has not been as hard hit by the down turn because funding is argely tuition driven with less dependence on endowment payouts. GW aims to raise $60 million over 5 years to supplement endowment payouts. GW’s  president has created an Innovation Task Force with two committees looking to create efficiency, effectiveness and innovations as a way to save money.  Money from these efforts will go into a different fund for new academic initiatives. The Library hopes to receive some of those new funds. The Gelman Library fund raising goal is $3 million for next year.

 

            The University of Minnesota anticipates a 2% merit increase.  However, they are also looking at furloughs.  Adding a 27th pay period to the bi-weekly pay cycle will also have the effect of a minor pay reduction.  This happens once every 10 years.

 

            The economy in Indiana has fared better than other states during the down turn.    Purdue University is required to cut 10% out of the remainder of this year and will cut 20% next year.  There is a “soft freeze” on hiring, although they are ecruiting an HR administrator.  The Library has reverted salary lines to the University and is considering closing on weekends.  The travel budget has been cut, but back filled with money from other sources.  No raises are expected for 2011.  Indiana University announced furloughs, but Purdue has not.

 

            The University of Houston reported that the impact of the down turn has been     delayed in Texas, as well.  They are now facing reductions in state funds, although the Library receives less than 50% state funds.  The Library is currently recruiting and the pools are the best they have been in years.  It’s the silver lining to very dark cloud.

 

            OCLC is affected by the down turn in library budgets.  20 FTE positions are         frozen.  No merit increases. 

 

      The University of Illinois Chicago has furloughs.  Staff with higher salaries          required to take more days off.  There is a hiring freeze and reduction in force for support staff.

 

  1. Discussion Topic:  E- Learning Resources (Julie Brewer, U Delaware) (15)

 

            We addressed a set of questions regarding knowledge learning, not e-conference   and meetings.

                        How are people tracking e-learning?

                        How is staff reporting it?

                        How is this being integrated into learning plans?  Strategies?

 

            U Alabama:  contracted with Skillport to offer skillsoft classes; library       purchased enough seats for everyone on staff last year.  Paid $16,000 for 140 seats.  Enthusiastic, but as practicality set in, few people could incorporate time into their workday to take advantage.  Now commit up to $5K.  Don’t want to abandon offering Skillport, but have purchased fewer seats.

 

            NCSU:  Libraries’ IT dept. is tailoring software where staff would register            through this portal; HR could monitor what training staff are enrolled in. Staff submit requests for travel and time used to learn while at work.  Just beginning to integrate into staff dev. program.  Working with dept. heads to find appropriate training for supervisors.  Have lists of training for different supervisors and competency needs within dept.

 

            OCLC:  Uses Mindleaders which provide a list of workshops that are ready to      enroll in.  Staff register, track progress, who participated and produces certificates when graduate.  Tie in other sessions.  Rosetta stone – purchased courses.      Parameters are tight – must finish course in 12 weeks.  Jerome Offord manages this e-training. Staffing is down from 9 FTE to 4.

             U Minn:  not specifically in response to recession, but did a study several years     ago for a total training system – 18,000 employees.  Implemented position management number and types of training they might need.  Registration system - staff sign up for a session, system records it and goes into personal training record. System displays who signs up and classes that were not attended, but signed up for. Other training offered – HIPPA training at U level. 

 

            UC (system wide level):  Class in Sexual Harassment required.  Have a robust       system which tracks what staff is taking.  Ethics briefing introduced in past two          years.  UCLA campus: learning management systems – haven’t seen it yet.  San Diego:  same system-wide reminder. Robust training system that tracks training; library feeds in to create a tracking system.  Mandatory classes on safety and security that get tracked. UCLA:  Surprise retirement.  There is still a demand for in-person classes.

 

            GW:  Employees can take Skillport classes (no charge to the Library).  In 2010,     Library is developing a new Performance Management System.  HR Manager is beginning “A Year in Conversation”, starting in January; allows employees to set aside time to work on performance goals related to the strategic plan.

 

            KU:  effect on campus wide training unit?  Cutting staff? 

 

Assessment of external training --How build into learning plans?

 

            U Arizona:  Changed two teams. Instructional Support Services – can’t do face to face training, push for online training.  Required a lot of training for that team. Training budget this year is being used for specific purposes for work staff need  to do this year.  Invested $15K to have a lot of courses on instructional support –built into performance plan for the year.  Watching this to see how it works. 

 

            NCSU:  Train on campus, turnover in staff doing training; changing content,         sometimes better, sometimes not.  Rely on people to report if the training is good or not.  Continuing struggle to find a time to report back on training.

 

            UCLA:  Getting to the deeper levels – how show on the job training made a          difference? 

 

            U Delaware:  Pat Wagner sent an e-mail before conference that learning from online training source doesn’t stick.

 

            OCLC:  Every employee fills out a development plan for year.  Trying to find out how you know when staff have taken the knowledge and made it work – how to assess this and made the process better.

 

            U. Minn:   Part of it is timing of training and time to implement it.  If have project in mind and it requires software you are learning – positive impact.  Applying it right away is very important, e.g., Access software.

 

  1. 5.                  Other Discussion (10)

 

            Judy Sacket, University of Kentucky, asked whether other campuses are using       Digital Measures, a higher education data management tool that compiles information such as performance appraisals, faculty vitas and outreach report into one system.  The University of Iowa is exploring a new talent management system.  The University of Maryland reported having a home grown system more like what Kentucky is using. 

 

            Jerome Offord, OCLC, asked what are libraries are doing related to diversity training during economic downturn.  OCLC has started a diversity dialog series with a book entitled What If: Short Stories to Spark Diversity Dialogue, by the author Steve Robbins.  The University of Arizona is using another book for training related to unconscious biases.

 

 Topics for discussion at Annual Meeting (5-10)

 

  1. Jean McCullough, Manager of Human Resources and Diversity Programs at The George Washington University, will be invited to report on a “Year in Conversation”, a new performance management process being introduced at the Gelman Library.
  2. Jerome Offord, OCLC, will report on his research project related to succession planning in ARL libraries
  3. Further updates on impact of economy.  Jerome developing a web form to collect data.
  4. Follow-up on e-learning conversation

 

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Online Doc PASDO Disc. Group, Session II, minutes 2010 midwinter

by Eileen Theodore-Shusta (non-member) on Sat, Mar 6, 2010 at 07:33 pm

ACRL Personnel Administrators and Staff Development Officers Discussion Group

2010 Midwinter Meeting Agenda
Sunday, January 17, 2010

10:30 a.m. – 12 Noon

Westin Copley Place – Great Republic

ACRL Personnel Administrators and Staff Development Officers Discussion Group

2010 Midwinter Meeting Agenda
Sunday, January 17, 2010

10:30 a.m. – 12 Noon

Westin Copley Place – Great Republic

  1. Welcome and Introductions
  2. Announcements from the Group

                  Possible change to Monday 10:30 am at ALA annual in DC due to a                                   conflict.

3.Update: ARL Recruitment Efficiency and Outcome Study (Brian Keith)

                  http://www.uflib.ufl.edu/pers/ARLRecruitmentEfficiencyandOutcomeStudy.htm

Starting with a recap of discussion at midwinter, Keith gave a summary of the background of the survey, including lack of literature on the topic, and that it had been presented at annual for input from the ACRLPASDODG.  Several people volunteered to help with the process.

Update: After incorporating the suggestions, the survey was beta tested, appears to work. Subsequent work will include efforts to make the survey easier.  Keith has gotten a grant to hire a programmer/consultant to create web portal for access and reporting.  U/Florida will warehouse data.  Keith is presenting at the National Diversity in Libraries Conference this summer.

Questions from group:

  • How will you add new places to advertise?
    • Adjustments will be made periodically
  • What about Canadian Libraries?
    • Open to add Canadian libraries concerns
  • Start with ARL institutions 
    • (Martha has contacts for salary survey); seems like 113 a good start
  • Librarian only?
    • Could be administrators, IT, whatever people want to add, be sure and categorize exempt/non-exempt.  Using ARL’s definition of positions
  • Not an ARL study?working with ARL to make the connection?
    • Keith will make sure to call this the Academic Research Libraries Survey

 

  1. Employee Onboarding in Libraries                        (Jerome Offord)

                  Following up on the discussion at annual about onboarding practices, a cohort group from the SLIS program at Simmons surveyed the ACRLPASDODG group to determine ‘best-practices’ for onboarding new employees. 

Offord began with a summary of the background of the SLIS program at Simmons, and how the group approached this project.  The definition of ‘onboarding’ was discussed, to include new staff orientation.  Handouts were distributed to the group, and will be made available to ACRLPASDODG members after the conference.  Seventeen institutions responded for the request for documents. 

                  Members of the cohort group discussed best practices identified in the study, including length of program, support systems, communication modes used, etc.  They ended by offering suggestions which could be incorporated by libraries to promote retention of staff.

 

  1. Discussion:  Monster.com Survey Report on Diversity Recruitment compiled by Tim Harmon Senior Staffing Specialist, College Relations and Diversity, Ashland                                                                    (Jerome Offord)

http://hiring.monster.com/hr/hr-best-practices/hr-events/past-hr-events/monsterdiversity-webinar.aspx

Link to view and listen to the full 1 hour presentation by Monster.com's , Steve Pemberton.  The survey shows that candidates are looking more at Monster, larger boards.  Offord suggests we use Face book, social networking tools to recruit a more diverse pool.  Ex.:  Virtual open house for OCLC internship, 104 participants.  In the open house, Offord used PowerPoint slides to introduce OCLC, internships, benefits, and how to apply.  During the event, participants could send chat messages to Jerome to post to the page.  At the same time, a virtual career fair was happening; students registered online

 

  1. 6.                  Other Discussion
  • Offord: New/unique for diversity training: What if? by Steve L Robbins 

Chapter 3: equal is not always fair; included four dialog sessions for managers.  Make it specific to organization

  • E-learning: Mind leaders resource
  • L. Thompson/Dartmouth (100 million dollar cut)
  • Will be recruiting, org. fluid.
  • Looking for similar institutions; similar: Brown
  • Staff Development handbook—4th edition: some chapters may be pulled; goal is for summer/fall publication; 
  • National Conference African American Librarians (NCAAL) – Birmingham, AL, Aug 5-8, 2010.
  • Jerome Offord is developing a survey re. economic impact for the group
  • OD discussion this afternoon

 

 

  1. Topics for discussion at Annual Meeting

                  GW’s HR person- Performance Management Process – Jean McCullough

                  Succession planning in ARL libraries – Jerome Offord / OCLC

                  E-learning-Julie Brewer / U-Delaware

                  Economic impact –Jerome Offord

                  Staffing assessment?  Maybe Maureen Sullivan or Judy Sackett

                  Build morale-now what?  Probably ongoing cuts --Kathleen Delong 

                U-Alberta

                  Virtual meeting-- OCLC will host w/ WebEx

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