Strategic

Plan 2011

Change We Can Believe In

Gwen Wilson, Megan Hertel, Daniel Eells Emporia State University

Table of Contents

Executive Summary ..................................................................................................................................... 2 Organizational Profile Overview ............................................................................................................................................ 3 The Organization ............................................................................................................................ 3 Guiding Values ................................................................................................................................. 3 Mission ................................................................................................................................................ 4 ESU University Libraries and Archives Service Philosophy ....................................... 4 Preparation/Planning Library Management Team ........................................................................................................ 5 Planning Factors ............................................................................................................................. 5 Current Reality Environmental Scan ...................................................................................................................... 6 SWOT Analysis ................................................................................................................................ 7 Organizational Performance ..................................................................................................... 7 Gap Analysis ..................................................................................................................................... 9 New Priorities Strategic Profile ............................................................................................................................. 10 Future Vision .................................................................................................................................... 10 Initiatives ........................................................................................................................................... 10 Action Plan Goal 1 ................................................................................................................................................... 12 Goal 2 ................................................................................................................................................... 14 Performance Management ......................................................................................................... 17 Contingencies ................................................................................................................................................. 18 Concluding Remarks .................................................................................................................................... 18 References ........................................................................................................................................................ 19 Appendix: Summary Report of Team Project Activities Teams Narrative ............................................................................................................................ 21 Team Meeting Minutes ............................................................................................................... 23

 William Allen White (WAW) Library is the main library on the Emporia State University (ESU) campus. The current library building has been in operation since 1952. WAW Library has undergone several renovations since the buildings completion in 1952. Currently, the library serves approximately 6,500 students and over 700 faculty and staff members at Emporia State University. Many of the academic departments on the ESU campus are starting to rely more on technology and the librarys services. In order to best serve the campus community, the library will have to make modifications to its current services. The strategic planning committee has created a strategic plan to make these adjustments; the changes made in this plan will be implemented over the next three years. Over the next three years, the strategic planning committee at WAW Library is focused on increasing student use of the library. At this time, students use the library as study space, a place to meet for group assignments, for computer use, and information retrieval. The library is currently one of the main student meeting hubs on campus. However, the committee feels we can greatly increase usage by implementing this strategic plan. We have two main goals to implement in this strategic plan. Goal #1 The introduction of new technology in William Allen White Library. o Initiative #1 The implementation of new technology o Initiative #2 Utilizing new technology to assist WAW Library to grow as an information resource Goal #2 Turn the library into a social community center on the ESU campus. o Initiative #1 The creation of a non-traditional student collaborative and social room o Initiative #2 Implement community events in the library o Initiative #3 Implement community events for international students These goals are quite ambitious, but we are confident we will be able to accomplish them over the next three years. We plan to implement goal #1 over an extended period of time. Elements of goal #2 will be implemented almost immediately. In order to ensure the best results of the plan, the strategic planning committee will meet every four months to make assessments. During these meetings we will make necessary adjustments and adaptations to ensure the best interests of Emporia State University students are kept as our main focus.

Executive Summary

Organizational Profile
Overview
Over the last five years William Allen White (WAW) Library has made many renovations. Some examples of these renovations are: adding a compact shelving unit to the first floor (allowing room for more tables and chairs), redesigning the deans office and technical services, and reorganizing the circulation department. Although these changes have greatly updated the librarys physical environment, there are still areas of service that need to be improved. This strategic plan will cover the next three years. It is a guide to introducing new technology and building a strong student community base within the library.

The Organization

Emporia State University was founded March 7, 1863, as Kansas State Normal School in Emporia. The first library was located in the assembly room of the building of 1867. Kellogg Library was the first library building on campus. It was completed in 1903 and stood on the southwest corner of campus. Kellogg Library was two stories tall and constructed of brick, with terra cotta trimmings. By 1930, the shelves were overflowing. The book collection had grown so large the shelves had to be built to the ceiling. In 1931, the weight inside the building caused a corner room of the first floor to be condemned. Part of the library's collection was moved across campus to the old cafeteria building, which created the Library Annex in 1934. A new library was desperately needed (William Allen White Library). The ground breaking for the William Allen White Library took place in February of 1950. The new library was named in honor of the native Emporian who was a distinguished journalist and purchased the Emporia Gazette. The cornerstone of the new library building was laid on October 30, 1950. The building was formally dedicated in April of 1952. The red brick structure stood four stories tall and had space for over 300,000 volumes. An addition was built in February of 1971, doubling the book capacity of the library. During this time, the old building was extensively remodeled. The library was also divided into subject areas. Minor remodeling projects have been completed since 1971, but the basic structure remains the same. WAW Library is also a partial depository for both state and federal documents. It houses several special collections, such as the May Massee Collection. The William Allen White Children's Book Award is located at WAW Library making it more than just a college library (William Allen White Library).

Guiding Values

The values that will guide the strategic planning process are: To provide our library patrons with the information they need, using current technology. To uphold our librarys mission and service philosophy through the strategic plan. 3

 These values will not put any constraint on the strategic plan. They will, however, work to guide us through the strategic planning process. The stakeholders are the Emporia State University President and the Kansas Board of Regents. These stakeholders work to ensure that we are providing current and relevant information, as well as teaching our patrons how to find the information they seek.

Mission

The William Allen White Library supports the academic, research, and service programs of Emporia State University. To meet the individual and lifelong learning needs of university, community, and Kansas citizens, the library provides access to resources in print, multi-media, and electronic formats. (William Allen White Library)

ESU University Libraries and Archives Service Philosophy

The Vision of the University Libraries and Archives states that The needs of library users - pedagogical, intellectual, and recreational - are fully supported and encouraged by a staff focused on providing the highest quality service possible. To support this vision, personnel of the library have created and subscribed to the following service philosophy. In striving to provide the highest quality service possible and to meet the needs of library users to their fullest extent, all library personnel will exert every effort to: Think of the customer first making prompt service a priority. Take personal responsibility for providing service that is convenient to the customer, efficient and is tailored to meet the needs of the customer. Listen to customers, and anticipate, meet and at times exceed customer needs to build long-term customer relationships. Bring energy to everything we do- remember that we choose our attitude every day Work with colleagues in a professional manner, utilizing individual strengths to create the best possible library atmosphere and using teamwork to accomplish goals. Live up to commitments by keeping promises and admitting mistakes. Remember that we are all human and that each individual that comes into the library is important and unique. Follow through with tasks and requests to ensure that customer needs are met. Our intent is to earn and maintain the respect of the entire campus community.

The University Libraries and Archives would like to promote trust in our department and establish open lines of communication and collaborative working relationships with the campus community. It is our desire to foster and intellectual atmosphere that assists in creating a satisfactory experience for the students, faculty, and staff of Emporia State University. Customer satisfaction is our goal! (William Allen White Library)

Preparation/Planning

Library Management Team

The strategic planning process will consist of individuals from different areas of the library staff and representatives of the campus community. WAW Library strives to not only provide information, but excellent customer service. The Head of Systems and Technical Services Department will be part of the strategic planning process by providing knowledge of new technology in academic libraries and how these devices can be used in our library. The Head of Information and Instructional Services, the Head of Access Services and Distance Education, and the Outreach Coordinator will provide experience and knowledge of how the strategic plan would affect their individual departments. The last members of the strategic planning process are undergraduate and graduate students. These students will provide insight to how students will respond to these changes in the library.

Planning Factors

The library is concerned about budget any time technology is involved. They are also concerned how the new technology will be accepted. Budget will set limits on what technology the library is able to purchase, as well as how many devices. This would then determine if the library would risk loaning the technology to students outside of the library, where there is a greater chance it could be stolen or broken. The risk of non-use by the students and faculty is something else the strategic planning committee will have to consider. Another factor that needs to be considered is how the increase in community will increase the chance of damage to the library and its equipment.

Current Reality
Environmental Scan
William Allen White (WAW) Library is the main library at Emporia State University (ESU). ESU is located in Emporia, Kansas. WAW Library offers services to ESU students, faculty, and staff as well members of the Emporia community.

Emporia State University

Approximately 6,500 students (4,000 undergraduates and 2,500 graduates) Over 40 undergraduate majors Over 25 graduate degree programs Average undergraduate class size is 23 750+ employees

Fort Hays State University

4,415 on campus students 7,468 online students 28 academic departments

Washburn University
200 academic programs 7,230 students Average undergraduate class size is 16

Emporia City Profile: 26,000+ population in Emporia city limits 110 miles southwest of Kansas City, Kansas 85 miles northeast of Wichita, Kansas 50 miles southwest of Topeka, Kansas 79.7% of population are high school graduates 23.8% of population have a Bachelors degree Major employers include manufacturing, university, school district, and government Median household income $30,809 Introducing new technology to William Allen White Library will improve the librarys ability to serve the faculty, staff, and students of Emporia State University, as well as the Emporia community. 6

SWOT Analysis

Strengths Multiple Systems and Technical Systems librarians on staff Technology & Computing Services helpdesk located in library Library Electronic Classroom New laptop computers available to students Extensive library hours Several librarians at WAW for 10+ years ESU ranked in US News and World Report in 2012 edition of Best Colleges Opportunities Introduction to library courses Prospective student tours Partnership with Emporia Public Library Nook Color pilot study Off-campus library locations

Weaknesses Library space is limited Limited budget Limited storage Dated library aesthetics Access to online services confusing to many students Accessibility of library for patrons with mobility issues

Threats Cost of adding new technologies Other universities in the area with newer/better technology Storage facility issues (leaky ceilings, etc.)

Organizational Performance

Services/Activities Offered o Nook Color o Laptop computer checkout o Netbook checkout o Printing o DVD/VHS/CD checkout o Microfiche viewing/printing o Scanner o Credit/debit card machine at Circle View Caf o Photocopying o Headphone checkout o Mouse checkout Service Usage o Most Desktop computers are busy from 10:00 am until the library closes 1. Students use scanning computer when other computers are not available. o Laptop computers are in high demand from 5:00 pm until the library closes 7

o Printing service are busy throughout the day Performance Targets/Results o Administrative 1. Planning/Assessment: each member of the strategic planning committee will keep detailed notes throughout the planning process. The plan will be evaluated and reassessed every four months. Changes will be made as the committee sees fit. 2. Fundraising: the strategic planning committee will organize a series fundraising activities to help support the new WAW Library initiatives. The fundraising goal for the first year is $25,000. 3. Public Relations: a) Expect increased student technological performance satisfaction in the library within the first six months. b) Expect a measured increase in student involvement in WAW Library within the first year. o Student Services 1. Reference a) Roving reference librarian 2. Circulation 3. Non-traditional student outreach o Technical Services 1. Improve printing capabilities 2. Increase e-content usage 3. Promote mobile access to the librarys website 4. Increase attendance at technology classes o Staff involvement Library Instruction First year Information Literacy classes Nook Color Pilot Program a) Easy to transport to class b) Not limited to LEC or other computer lab c) Introduces new technology to students d) Students have an hands-on experience to learn the library website Committee obligations In an effort to involve faculty members all over campus, the strategic planning committee will volunteer to join: a) Academic Affairs Committee b) Committee on Camus Governance c) Faculty Affairs Committee d) Other on-campus committees 8

Gap Analysis
Successes o At the beginning of the new school year, the library purchased XX additional laptop computers. Most laptop computers are checked out every evening after 5:00 pm. o Recently, a credit/debit card machine was added to the Circle View Caf. This has increased the usage of the caf, since students, faculty, and staff no longer have to use cash to frequent the caf. Areas for Improvement o Currently, students rely on staff to print items in the library. During busy times of day, students wait in line up to five minutes to retrieve printed documents. o Demand for computers is high in WAW Library. During certain points in the evening, all desktop computers and laptop computers are in use. Many students must wait to complete assignments because of the lack of available computers. o Students see the library as a building, not a space. The library, in its current state, is not an overly inviting location. Improvements can be made to make the library a more inviting space for students. According to Li (2006) Spaces must invite and encourage casual and planned gatherings to play, explore, test, share, collaborate, and learn, both formally and informally (as cited in Jankowska & Marcum, 2010, p. 166). These enhancements will help increase student usage of the library, as well as student involvement on campus.

New Priorities

Strategic Profile
This strategic plan will not only align with the Librarys current mission and goal, but also with its future goals. This plan focuses on increasing the efficiency of technology use in the library, using new technology to gain access to information, and creating an advanced library through the use of emerging technologies. This strategic plan also focuses on reinventing the library as a community center by creating spaces for non-traditional students, increasing community activities, and the creation of events for the international student population. WAW library is in a unique situation as it has continued to grow during the current economic recession. This has made it possible for the library to afford the advancements suggested in this strategic plan. Technology is constantly changing how libraries operate. With the creation of tablet computers and mobile Internet, the library and library user can be connected to information resources 24 hours a day/7 days a week, from virtually anywhere in the world. The new challenge of libraries is to stay relevant in this ever-changing society. The library now becomes more than just an information center, but a community center with rapid and reliable access to information. The goals mapped out in this plan will allow the library to continue to be significant in the community and continue to be on the cutting edge of technology.

Future Vision

William Allen White Library strives to be the place students, faculty, and staff go for information. As one of the main student community buildings, the library will help students grow and ask questions throughout their academic experience. The library will also grow by implementing and utilizing new technology services. This future vision summarizes the outcomes William Allen White Library wants to achieve by following this strategic plan and others to come. The mission statement of the library will stay the same with this addition: The library will strive to utilize new technology to support the university community and be the place students go to for information in all areas of life.

Initiatives
As WAW Library starts a new three year strategic plan, the committee has identified 2 aspects of the library that need change. 1. Increase the use of technology in WAW Library 2. Turn the library into a community center 10

The Goals explained below have been created specifically to improve these two aspects of the library. These goals are strategic in that they give WAW Library a simple plan to follow over the next 3 years. This plan also allows WAW Library to expand on these goals for the future. Goal #1: Introduction of new technology into WAW Library Objective: Implement and utilize technology in the WAW Library Initiative #1: Implementation of new technology Initiative #2: Utilizing new technology to assist WAW Library to grow as an Information Resource Goal #2: Turning the Library into a social community Objective: Creating a collaborative, social, and study space for students Initiative #1: The creation of a non- traditional student collaborative and social room Initiative #2: Community events in the library Initiative #3: Community events for international students

11

Action Plan Goal #1: Introduction of New Technology into the William Allen White Library.
Initiative #1: Implementation of new technology in WAW Library: Initial Steps: Evaluate the effectiveness of E-Content usage at WAW Library Evaluate the cost difference between E-Content vs. Print Use Focus Groups to determine if facility and students use E-Content Survey faculty and students about technology they would like to see in the library Action Steps: Use technology as a tool to entice students to enter the library Technology check out update: Ipads/Android tablets E-reader checkout Evaluation Steps: Semester survey on how the library could use technology better Semester survey on what technology students would like to see more of Commentary box at circulation desk Outcomes: Student library use increases Technology use in the library increases Circulation increases Tablet/E-Reader Number of Amount Total Cost Ipad 10 ~$499 ~$4,990 Android Tablet 10 ~$250-300 ~$2,500-3,000 Kindle Fire 10 ~$200 ~$2,000 Kindle E-Reader 25 ~$79 ~$1,975 Total Cost: ~$11,465-11,965 Initiative #2: Utilizing new technology to assist WAW library to grow as an information resource Initial Steps: Evaluate how technology is used in the library Evaluate technology instruction in the library 12

Objective: Implement and utilize technology in the WAW Library.

Action Steps: Establish roving reference librarians with use of Ipads or Android tablets Free technology classes in the library Library promotion of technology Development of a mobile library website Mobile access to library databases and journals Evaluation Steps Survey at the end of each semester on how technology is used in library Faculty meeting based on technology use in the library Formation of a library technology committee to evaluate library technology usage Outcomes: Increase in student awareness of how to use technology Increase in reference services Increase in Faculty usage of library services Roving Reference Library Promotion/Classes/Evaluation Mobile Website Cost 3xIpad = ~$1,499 ~$2,000 ~$3,00 Total ~$3,799

13

Goal #2: Turning the library into a social community

Objective: Creating a collaborative, social, and study space for students
Initiative #1: The creation of a non-traditional student collaborative and social room. Initial Steps: Survey non-traditional students on what they would like in a community room Locate a room in the library that is easy to access and could be used as a community space Cost analysis for designing a community room for non-traditional students Action Steps: Advertise community space to non-traditional students Host special events in the community space targeted at non-traditional Host weekly sessions with career services, writing center, and financial aid Evaluation Steps: Survey non-traditional students about likes/dislikes in the community room Observation of attendance during community activities Outcomes: Increase in library use of non-traditional students Makes the library a community center Place for non-traditional students to go for guidance Place to hold events for distance education Cost Total Creation of ~$1,000-5,000 Community Space Advertisement ~$200 Events ~$500-1,000 Weekly sessions FREE Evaluation ~$200 Total ~$1,900-6,400 Initiative #2: Community events in the library Initial Steps: Focus Group with community on what kinds of events they would like to see in the library Survey students on events they would like to see the library Creation of an library activities board that has both librarians and students on it Action Steps: 14

Host author speaks Weekly themed movie night Live music Enhance Game night Host Poetry Slam during Poetry Week Collaborate with the campus theater program to host theater events in the library Enhance Finals Week snacks

Evaluation Steps: Hand out survey after each event to determine what students thought Observation of events Events Commentary Box Outcomes: Gets students more comfortable in the library Brings students to the library Cost Total Author Speak ~$100-10,000 Movie Night ~$100-300 Live Music ~$100 Enhance Game ~$100 Night/Snack Poetry Slam ~$100-200 Theater Event N/A Enhance Finals Snacks ~$100 ~$600-18,000 Initiative #3: Community events for international students Initial Steps: Survey international student population about events they would like to have on campus Research space in library to host events Research sponsoring events Action Steps: Host a welcoming event in the library Host guest speakers to discuss topics concerning international students Bring in special live music artiest from specific nationalities Host a mingle on campus that includes everyone Evaluation Steps: Survey population after each event 15

Observation of participation after each event

Outcomes: Makes international population feel welcome in the library Lets international students become comfortable in the library Welcome to Library event Guest Speakers Live Music Mingle/Snacks Total Cost of Strategic Plan Goal #1 Initiative #1 Initiative #2 Total of Goal #1 Goal #2 Initiative #1 Initiative #2 Initiative #3 Total of Goal #2 Total Strategic Plan Cost ~$300-500 ~$1,000-3,000 ~$100 ~$300 Total ~$1,700-3,900

Total ~$11,465-11,965 ~$3,799 ~$15,764-15,764 ~$1,900-6,400 ~$600-18,000 ~$1,700-3,900 ~$4,200-28,300 ~$19,964-44,064

16

Performance Management

Goal # 2 of the strategic plan will be implemented quickly. It will be of greater focus at the beginning of the project. Goal # 1 is very important to the plan, but it will be implemented slower and over a longer period of time. Synergies New events and activities will be hosted in the library to increase the number of students involved in campus activities. The activities will also introduce students to the library in a new way. Students will be introduced to the librarys new technologies during these new events and activities. Resource Conflicts The librarys budget is of greatest concern for this strategic plan. If there is a greater need elsewhere in the library, the budget may be shifted away from the strategic plan to this area. The strategic planning committee will need to carefully balance resources to accomplish the strategic plan goals without taking monies away from other areas in the library. Staff time management is also of concern. The strategic planning committees first priority will remain their daily job function. If the staff does not carefully manage their time, valuable time may be taken away from their time commitments to the strategic plan. Monitoring of Progress The strategic planning committee will count the number of attendees of each activity and event that the library sponsors. The strategic planning committee will monitor usage of each new technology added to the library. Usage tracking software will be added to computers with new software. The circulation department will keep track of the number of checkouts and length of checkout for each new hardware implementation. Correction and Revision Every four months the committee will meet to evaluate and reassess the implementation of the strategic plan. If the committee feels changes should be made, the changes will be carried out at this time. If there are major issues with the strategic plan during the four month periods, the committee will make temporary adjustments as they see fit. 17

 The strategic plan for WAW Library has several factors that could threaten the success of the plan. First and foremost, cuts to the librarys budget would have the most negative impact on the success of the strategic plan. Funding for the library improvements are already at a low level. If the library budget is hit by further decreases, the improvements in technology and creating a social community space will be severely impaired. Resistance from faculty. Each faculty member on the ESU campus will react differently to the changes in the library. Some faculty members may welcome the improvements; however some may resist the change. Faculty members from different departments have a great deal of influence over campus politics. Without the full support of the ESU faculty, the strategic plan may not receive additional funding from on campus resources. This would have a negative effect on the strategic plan. Indifference from students. The main objective of WAW Librarys strategic plan is to create a library environment that is welcoming to students. If students do not utilize the librarys new resources after the implementation of the strategic plan, the plan, in essence, is a failure. The major changes in the library are intended to improve students experience on the ESU campus. If students do not see the library as useful in their university experience, the strategic plan would be unsuccessful. This strategic plan is critical to the current and future vision of the library in many ways. It outlines the specific areas for improvement along with the steps to accomplish the goals in those areas. The individuals on the strategic planning committee have vast amounts of knowledge and experience in the library, as well as the student body, who are the main users of the library. Although not perfect, the strategic plan will advance WAW Library in keeping up with new technology and establishing the library as a community based location. One way the strategic plan will keep up with technology is by introducing and increasing the use of new technology to access information. Building the library as a social community is the second goal in the strategic plan. Libraries need patrons. This goal will draw people to the library. Both of the strategic plan goals are essential in keeping WAW Library up-to-date with the changing world of technology. At the same time, establishing it as a community center for the people it serves. 18

Contingencies

Concluding Remarks

References Census.gov. (n.d.). Retrieved September 13, 2011, from Census Quick Facts: http://quickfacts.census.gov/qfd/states/20/2021275.html Emporia-kansas.gov. (n.d.). Retrieved September 13, 2011, from City of Emporia: http://www.emporia-kansas.gov/ Emporiakschamber.org. (n.d.). Retrieved September 13, 2011, from Emporia Chamber of Commerce: http://www.emporiakschamber.org/index.asp Fhsu.edu. (n.d.). Retrieved September 27, 2011, from Fort Hays State University: http://www.fhsu.edu/about/university-overview/ Jankowska, M. A. & Marcum, J. W. (2010). Sustainability challenge for academic libraries: planning for the future. College and Research Libraries, 160- 170. Usnews.com. (n.d.). Retrieved September 13, 2011, from US News and World Report: http://colleges.usnews.rankingsandreviews.com/best-colleges/emporia-state- university-1927 Washburn.edu. (n.d.). Retrieved September 27, 2011, from Wasburn University: http://www.washburn.edu/main/about-wu/index.html William Allen White Library. Librarys History. Retrieved Sept. 12, 2011 from Emporia State University, William Allen White website: http://www.emporia.edu/libsv/services/history.html William Allen White Library. (2001). Librarys Mission. Retrieved Sept. 12, 2011 from Emporia State University, William Allen White website: http://www.emporia.edu/libsv/services/mission.html William Allen White Library. ESU University Libraries and Archives Service Philosophy. Retrieved Sept. 12, 2011 from Emporia State University, William Allen White website: http://www.emporia.edu/libsv/services/aboutthelib.html

19

Appendix: Summary Report of Team Project Activities Daniel Eells Megan Hertel Gwen Wilson October 26, 2011 LI 805XA Leadership and Administration of Information Organizations

20

 Forming: The formation of our group began prior to our first class weekend of LI 805. With the chance to form our own groups, the group formation was relatively quick. Megan Hertel and Daniel Eells had decided to start their own group, as they have both successfully worked together in the past. They emailed fellow student Gwen Wilson, who they have successfully worked with in the past. After Gwen contacted Megan and Daniel saying she would join the group, we decided to join team 5. No other communication took place between group members until our first class meeting. Storming: The storming process was conducting during the first weekend class time. It took approximately one hour to conduct this meeting. During this meeting, the team first chose who would be the group leader and secretary. It was quickly agreed upon, with little discussion, that Gwen would be the group leader and Megan would be the group secretary. Our next stage in our storming process was to discuss what type of library we would base our strategic plan around; after some debate the group had come to the conclusion that we would use our local academic library as the starting point for our plan. We then continued our discussion on what goals we would like to accomplish for the library, as well as the mission statement and values for our project. We concluded our first meeting establishing our next meeting time. Norming: The Norming stage began during our first group meeting and continued into our second group meeting, two weeks after our first class session. In the beginning of our group meeting we discussed again when and how often our group should meet. We came to the conclusion of meeting every 2 weeks until October, and then meeting every week until our second class weekend. We concluded we would use the group wiki to share our works, post minutes, and share thoughts on the project. Before each meeting the team was supposed to post what they had worked on over the prior two weeks for the team to view. At this point the project was broken up into sections divided between the group members. Each person was given at least one specific task to accomplish for our next meeting. Preforming: As each section started to be complete, they were compiled into one document. This document included all information stored on the wiki. In the second to last meeting, the group worked on final edits to the paper, before we placed it into a strategic plan portfolio designed by the group. During this meeting we also started to design the PowerPoint presentation for our second class weekend. The PowerPoint was divided between the group members based on the sections they each completed. 21

Teams Narrative

 During the PowerPoint presentation, each group member spoke about the areas of the project they worked on. The last thing the group did before the end of the second class weekend was to reflect with each other about what we had accomplished and what we would have done differently to make accomplishing each stage of the project more effective.

22

Meeting 1: August 20th, 1:00 pm William Allen White Library patio Goals/Agenda: 1. Team Goals 2. Team Name 3. Team Member Roles 4. Team Norms 5. Schedule next meeting Accomplishments/Assignments Agenda item 1 Team Goals 1. To get an A on the project.

Team Meeting Minutes

2. To create a thoughtful, creative, and effective strategic plan. 3. To collaborate and communicate effectively as a team. Agenda item 2 Team Name Team TBD (To Be Determined) Agenda item 3 Team member roles Gwen (leader) o Coordinate meetings o Provide meeting agendas o Make sure everyone is completing their tasks (the enforcer) Megan (secretary) o Keep meeting minutes o Send e-mail reminders about meetings and tasks Dan (observer) o Reminder of all things to Megan o check to make sure tasks are split equally between team members Agenda item 4 Team Norms Decisions - Everyone in the team must agree before going forward with a decision.

23

 Meeting Time - Start by biweekly meeting but will adjust as needed. At this time Tuesdays and Wednesdays after 5:00 pm works for all members but is subject to change. Location: Face to face at William Allen White Library. Meeting length: a hour to a hour and a half Attendance - Reasons to miss a meeting are work, health, or family. Without an exceptable reason member are expected to attend. If a member has to miss a meeting they need to contact the other group members before the meeting and after to find out what they missed. Participation - Everyone has to participate equally. Communication - Have open communication within the group and respond to e- mails within 24 hours. Agenda and Minutes o Gwen will make the agendas and send them out 24 hours before the meeting. o Megan will take meeting minutes and post them to the Wiki with 48 hours after the meeting. Enforcement - Dan will check to be sure all the team norms are fulfilled by each team member. Agenda item 5 Schedule next meeting August 30th at 7:00 pm, location: William Allen White Library Lobby Meeting 2: August 30th, 7:00 pm William Allen White Library Lobby Goals/ Agenda; 1. Clarify project goals 2. Assign group member tasks 3. Assign task completion dates 4. Schedule next meeting Accomplishments/Assignments: Agenda item 1Clarify project goals Goal 1: Introduce new technology in the library o Objective 1a: Implement new technology in WAW Library o Objective 1b: Utilize new technology in WAW Library Discuss specifics of technology will use that during goals section Look at WSU/FHSU/Washburn Univ. as competitors Look at larger universities for technology ideas Compare focus of WAWL to WSU/FHSU/WU Goal 2: Students?? 24

o Think of ideas for next meeting o User appealing location Agenda item 2 Assign tasks Dan : o research new academic library technologies o Work on rephrasing Goal 1 and Objectives 1a/b Megan: o Write rough draft of SWOT analysis o Write rough draft of environmental scan Gwen: o Write organizational profile o Write mission o Write guiding values Everyone: o Think of ideas for Goal 2 and objectives o Bring rough drafts of assignments (hard copies) to next meeting. Make edits on paper to share with other team members. Agenda item 3 Completion dates All task assigned this meeting should be completed by the next team meeting. Meeting minutes should be posted within 48 hours after meeting adjourns Meeting minutes will be posted to the team wiki Agenda item 5 Next meeting Next meeting will take place Tuesday, September 13th at 7:00 pm in WAW Library Lobby. Meeting 3: September 13, 2011; 7:00 pm William Allen White Library Lobby Goals/Agenda: 1. Go over and discuss assigned tasks from last meeting 2. Assign group members new tasks 3. Assign task completion dates 4. Schedule next meeting (The agenda is open to changes) Accomplishments/Assignments: Agenda item 1 Go over and discuss assigned tasks from last meeting Discuss Gwens section 25

o Gwen will email instructor about citation concerns. Discuss Megans section o Information for other universities or libraries of the same size Student population or volume size Agree to look at universities with similar student population size Information that we cannot locate; comparison of services?? o Compare undergrad/grad student population o 2 or 3 other libraries: Washburn, FHSU, WSU Discuss Dans section o Rephrasing of goal 1 and objectives 1a/1b o Abbreviate library, where in paper? o E-content vs print o Focus groups? o Technology to attract students o This is different than a technology plan, state somewhere in paper o Add bullet point to mention technology training for employees Goal 2 Ideas o Student Community Building Objective 2a: Non-traditional student learning commons Specific things to offer adult learners Writing lab, financial aid, other concerns Objective 2b: will think about for next time o Strategic plan will Work simultaneously with technology plan Agenda item 2 Assign new tasks to team members Dan o Overview Strategic Initiative drafted out o Brainstorm for objective 2b Something to do with entire student body o Define non-traditional students o Gap Analysis (work with Megan) o Strategic Profile Gwen o Write overview o Preparation/Planning Rough draft Library Management Team Team pictures Planning Factors o Future Vision 26

 Megan o Organizational Performance Rough draft o Gap Analysis (work with Dan) Agenda item 3 Assign task completion dates Rough drafts due next meeting time Edits from current meeting posted by next meeting time o Everyone must agree to final products for submission Agenda item 4 Schedule next meeting Tuesday, September 27; 7:00 pm William Allen White Library
Team Meeting 4:

September 27, 2011, 7:00 pm William Allen White Library Lobby Goals/Agenda 1. Go over and discuss assigned tasks from last meeting 2. Discuss remaining section of the strategic plan 3. Assign team members new tasks 4. Assign task completion dates 5. Schedule next meeting Accomplishments/Assignments Agenda Item #1 Go over and discuss assigned tasks from last meeting Gwen o Overview of library o Strategic plannext 3 years??? What is the timeline? Optional? We will do 3 years o Make sure no quotes from WAWL website, will check for quotes Keep track of resources o Mission statement and Service Philosophy from website Clarify to keep in as direct quote? Yes, it is okay with Dan and Megan o Add (WAW) to substitute for William Allen White Library from Overview and continue using abbreviation for the rest of the plan. o Add Outreach library staff to Library Management team o Add increase in community activities to Planning Factors (two separate paragraphs)budget. o Organizational Culture??? Traditional librarians vs. new librarians o Future Vision, sounds good Megan 27

o Make a table to compare other universities for environmental scan Gwen will make an example to see how it looks o Organizational performance Staff involvement, add instruction, committees. Performance targets Nook Color (25 total) o New way to teach instruction courses Easier to take to class Easier to engage class o Hands on experience Can print from old microfiche readers o 3 old, 1 digital (new) Scanner available at reference Most laptops are checked out in the afternoon and evening hours o Ask Terri Summey about check out statistics regarding laptops Will think of more successes as we go Areas for improvement o Students just see the library as an information location Dan o G1S1basically what we talked about last time, broke things down more for each strategy o Cannot do costs until later o G2S1 Evaluation steps have reference librarian observe use/attendance o Outcomes Non-traditional and distance education o Strategy is objective1 and 2 just using different terminology o Add strategy 3, international students to focus group as well?? Events directed towards international students o Will be able to start narrowing down costs o Enhance??? Game night? o Add increased usage of the library will help increase the visibility/familiarity of library staff to students Agenda Item #2/3 Discuss remaining section of the strategic plan /Assign new tasks Dan o Strategic Initiatives (under action plan??) Will clarify with instructor o Strategic Profile 28

 Gwen o Concluding remarksrough draft; will late until later to tackle Megan o Contingencies Performance Management and Appendix o Will have to wait until the end to work on these sections. Post and mark final drafts in the Wiki o Gwen will compile all documents into one Agenda Item #4 Assign task completion dates Next meeting Agenda Item #5 Schedule next meeting Next week, Wednesday, October 5th. 7:00 pm WAW Library Will start meeting weekly until project is due. Team Meeting 5: October 5, 2011, 7:00 pm William Allen White Library Lobby Goals/Agenda 1. Go over and discuss assigned tasks from last meeting 2. Discuss remaining section of the plan 3. Assign group members new tasks 4. Assign task completion dates 5. Schedule next meeting Accomplishments/Assignments Agenda item #1 Go over and discuss assigned tasks from the last meeting Gwen o Made changes to organizational profile that we discussed last time o Need to go back and make sure to change William Allen White Library to WAW o Start to edit rough draft next week o Table comparison Scrap Wichita State University Use the table o Times New Roman font will be changed to Cambria o Concluding remarks wait until closer until the end to write these, it will be easier. Megan 29

o o o o o o Dan o o o o o

Scrap WSU from Environmental scan, add table Overview changes to Organizational profile Expand on administrative section to performance targets/results Staff involvement add more to committee obligations Reword/workgap analysis in areas for improvement Contingenciesmake a few wording changes, otherwise looks good Strategic Initiatives is overview/explanation of the action plan Everything stayed the same except strategy was changed to initiative Research sponsoring events outside of campus for international students Welcoming events Another outcomeintroduces students to the library and other students Non-educational environment

Agenda item #2 Discuss remaining sections of the strategic plan Make edits for next time Repost changes o Organizational profile o Future vision Megan will send Gwen the Current Reality Gwen will add the table to environmental scan Appendix o Title page o Narrative of overall process of working together Forming, storming, norming o Minutes Dan will take pictures of the library soon Dan will finalize the design of the paper Performance Management o Tackle next time as a group for at least an outline Budget o Dan will come up with estimates for start-up initiatives, for Gwen and Megan to approve Agenda item #3 Assign group members new tasks Finalize all current assignments and assign new starting next week Danfinish initiatives, budget, finalize design, take pictures Meganmake changes, email Gwen Gwenadd table to current reality, send back to Megan.email all documents to Gwen to compile in one document 30

 Everyone edit final document Send picture to Dan to put in final document Agenda item #4 Assign task completion dates Have everything done by next week Agenda item #5 Schedule next meeting Tuesday, October 11th at 7pm, WAW Library Lobby Team Meeting 6: Tuesday, October 11, 2011; 7:00 pm William Allen White Library Goals/Agenda: 1. Go over and discuss assigned tasks from last meeting 2. Go over performance management section and appendix 3. Assign task completion dates 4. Schedule next team meeting Accomplishments/Assignments: Agenda item #1 Go over and discuss assigned tasks from last meeting Gwen o Positive there are no quotes where there shouldnt be any o Overview is completed, 2 pages Pictures? No pictures for title page and each goal o Indent large WAW Library quote o Mission statement has to be indented as well o Preparation and planning Nothing has been changed since last time o Placed current reality to a separate page, may have to watch spacing issues, maybe insert a picture o Implemented table o Concluding remarks Made one change from last time Holding off on more details until later Megan o Performance targets Added fundraising information Public relations additions o Staff involvement 31

 Added committee obligations o Reworded Gap analysis Added space quotation o Rewording in contingencies Dan o Strategic Profile Few minor wording changes have been made o Nothing has changed on initiatives Added tables Make a table of Goal 1, initiative 1; total, etc Agenda item #2 Go over performance management section Performance Management First goal spread out over 3 years, wont necessarily overlap with each other o Goal 2 upfront, goal 1 in the background Goal 1 implemented slower than goal 2 o Synergy Implement new tech Implement events to get people into the library and see the new technology Dont want an exodus o Resource conflicts Budgetgreater need in another area of the library that is more urgent Staff time management Balance resource to accomplish goals without taking monies away from other areas o Monitor progress Counting numbers in events Technology monitor of usage Restate from public relations, performance targets (Megans section) o Correction/Revise Evaluated and reassessed every four months Changes will be made as the committee sees fit Agenda item #3 Assign tasks Megan o Add internet citiations for Current Reality o Performance Management o Executive Summary 32

 Gwen o Concluding remarks o Title page of appendix o Table of contents Dan o Narrative for appendix Sent email to ask for clarification of Forming, storming, etc Once done with add single document to final document o Gwen will add to compiled document Everyone edit rough draft of compiled document Agenda item #4 Schedule next team meeting Next meeting o Tuesday, October 18th at 7:00 pm in WAW Library Team Meeting 7: October 18, 2011, 7:00 pm William Allen White Library Lobby Goals/Agenda 1. Go over and discuss assigned tasks from last meeting 2. Discuss presentation creation 3. Assign task completion dates 4. Schedule next meeting

Accomplishments/Assignments: Agenda item #1 Go over and discuss assigned tasks from last meeting Megan o Exec summaryquick summary of plan, mention of goals and initiatives o Do not tab over for new paragraphs start new paragraphs left aligned o Current reality: have not changed anything since last meeting o Performance management rewrote what we discussed during the last meeting Take out bullet point for first point o Contingencies stayed the same Dan o Upload changes to the action plan and Gwen will update it in the document o Added commas and table to Action Plan o Add page break in Action plan between Goal 1 and Goal 2 o Dan misspelled Megans last name Gwen 33

o Gwen will put everything together o Making changes to formatting of document o Made tabs for quotations in Mission and Service philosophy o Concluding remarks, added a paragraph o Change date in appendix to the 26th Editing the document o Gwen track changes, then send saved changes to Megan o Megan will track her own changes, then send all changes to Dan o Dan will make his own changes, then send all changes back to Gwen o Gwen will accept changes, then post document to the Wiki Agenda item #2 Discuss presentation creation Each person will speak about the sections they wrote in the strategic plan o Each person will write their own PowerPoint slides Someone will compile after next meeting, in order of table of contents o Discuss the order of the slides at next meeting Agenda item #3 Assign task completion dates Meet Tuesday o Go over finalization of paper o Cover a bit of the PowerPoint Meet Thursday o Go over PowerPoint o Meet in SLIM to run through presentation Agenda item #4 Schedule next meeting Tuesday, October 25th at WAW Lobby Thursday, October 27th at SLIM Lounge Team Meeting 8: October 18, 2011, 7:00 pm William Allen White Library Lobby Goals/Agenda 1. Finalize Strategic Plan Accomplishments/Assignments Agenda item #1: Finalize Strategic Plan Paper formatting o Dan has been working on formatting the paper and copying it to Publisher Having trouble with margin spacing Having trouble with bullet points 34

o Megan suggests keeping the paper in Word and adding a theme o Gwen and Dan agree to scrap the Publisher document and keep the document in Word o Dan came up with a format and everyone agrees they like it o Should we add pictures? Yes to a few of the big gaps in the pages Dan will add pictures when he gets to the office

35