Peabody Library Annual Report
Introduction.
Many changes in the library resulted this year due to the arrival of the new Library Director, Sharon Gray Weiner, on July 29. The emphasis this year was on changing the image and establishing a positive identity for the library. We worked on instituting a philosophy of excellent service, active outreach, innovative programs, and a welcoming physical space. Public relations, outreach, collaboration, assessment of user needs, better utilization of human and fiscal resources, and creation of a shared vision were the means used to accomplish this transformation.
Statistics:
83,763 est. patrons entered library
16,512 items charged out
6,771 questions asked
116 funding announcements sent to faculty (Dec.-June)
38 library seminars taught for 451 attendees
4,106 pages scanned for reserves for 29 fall courses
37 courses placed materials on reserve
Organizational Changes.
In response to issues raised by the staff, the Director implemented a new organizational structure in August. Previously, the Library had been a hierarchical organization with two departments, an Associate Director and Director, but only 8 staff. There was a need for clarity in expectations and in division of responsibilities because staff did not have job descriptions. The new organizational structure eliminated the two departments and all staff began to report to the Director. Leaders of three newly-formed teams were: Lee Ann Lannom (Public Services Team); Leslie Boyd (Instruction Team); and Jean Reese (Public Services Team). Stacy Owens became Leader of the Public Services Team when Jean left the library in March. Chris Benda continued to serve as Technology Coordinator and Cheryl McClure continued as Administrative Assistant. Librarians took on the responsibility of being liaisons to the Peabody College departments: Lee Ann Lannom (Teaching and Learning and Special Education); Leslie Boyd (Psychology and Human Development); and Sharon Weiner (Human and Organization Development and Leadership, Policy, and Organization Studies). Jean Reese was liaison to Special Education until her departure. This organizational model improved internal communication, stimulated thinking about ways to streamline procedures and improve services, and created an environment in which each staff member was valued for their individual expertise.
Much staff training occurred. Staff learned about their new duties as well as how to function effectively as members and leaders of teams. Each team received a charge and made great progress. Morale increased, services improved greatly, and the dissatisfaction with the Library that was widespread among its primary clientele changed into delight with the responsiveness and service-oriented attitude of the staff.
Library Advisory Committee.
Members of the Library Advisory Committee were: Ann Neely (Chair), Ann Kaiser (Special Education), Gina Frieden (HOD), Laura Novick (Psychology and Human Development), Leona Schauble (Teaching and Learning), Mark Bandas (Housing and Residential Education, and Steve Heyneman (LPO). Student representatives were Gregory Glasheen and Joan Walker.
The Committee met three times during the year. Members determined that the role of the Committee would be:
- To be a bridge between the library and the departments
- To disseminate information about the library to the Peabody departments
- To be a sounding board for the Library Director
- To discuss and advise on problems
- To provide support
- To explain changes in the library in fundraising situations
The Committee discussed progress with the library's new emphasis on patron service; the need for seminars for students on information resources, plagiarism, and EndNote; the need to set standards for library services; the need for improvement to the Curriculum Lab collection; the need for the library to purchase videos for HOD; and the need to have statistical software available on the library computers.
Planning.
The Director met individually with sixty-seven Peabody faculty and administrators throughout the year and compiled a report summarizing those discussions and the resulting actions taken by the Library (Interim Report of Peabody Library Director's Meetings with Faculty, July 2, 2003).
She appointed a Curriculum Lab Task Force to gather information about budget, staffing, and resources in Curriculum Labs of peer institutions; to determine accreditation requirements relating to Curriculum Labs; and to identify needs and expectations of the faculty in Teaching and Learning and Special Education in relation to Curriculum Labs. Members of the Task Force were: Jean Reese and Lee Ann Lannom (Co-Managers of the Curriculum Lab), Sally Barton-Arwood (Special Education), Tisha Bennett, and Camille Holt (Teaching and Learning). The Task Force recommended that Peabody College continue to support a state-of-the-art Curriculum Lab and that it should be located in Peabody Library. Further, the Task Force recommended that the Library:
- Increase funding for curriculum materials
- Provide funding for containers to store and preserve the curriculum materials
- Renovate the facility to create a welcoming and pleasant location
Assessment.
The Heard Library Management Council discussed the results of the Spring 2002 LibQual survey during its annual retreat. The Council decided to focus on improving customer service because this was identified as a weakness by the survey. Sharon Weiner and Dennis Clark, Director of the Music Library at the Blair School of Music, developed a half-day workshop, "Service Quality 101," and presented it to 38 staff members of Heard Library. Stacy Owens served as a member of the new Heard Library Service Quality Improvement Team, whose charge was to address service quality issues.
Kay Pothisiri (Library and Information Technology Services) created a program for collecting data about usage of the Library's web pages. She also designed Web forms for recording the number and types of questions that staff received.
A group of Leadership, Policy and Organization Studies graduate students studied the library as a project for an organizational learning course. The students assessed the extent to which Peabody Library exemplified a "Learning Organization." They determined that Peabody Library was a learning organization. Sharon Weiner and Leslie Boyd attended their class presentation and Sharon spoke to the class about the library. The students completed a survey about library usage and preferences.
We began a strategic planning process under the direction of Professor Woody Caine (Leadership, Policy, and Organization Studies) who worked with the staff to develop mission and vision statements. Students in Dr. Caine's "Strategic Planning" course (HOD 2755) developed implementation plans for the following projects:
- Planning for a library café
- Planning for a book drive and library for the Susan Gray School
- Determining the library and information needs of Peabody students
- Exploration of the feasibility of applying the "Information Commons" concept at Peabody Library
- Recruitment, training, and retention of library student assistants
- Feasibility of a library computer lab
Gifts.
We established procedures for processing the collection of books that had been donated by Jane Roller Sights. They had been owned by her father, Bert Roller, who was a professor of English literature at Peabody College. Once processed, the books will be located in exhibit cases in the library.
We are grateful to James and Deborah Enright and their family for their generous donation that will be used to purchase a new unabridged dictionary.
Linda Barron and Charles Kinzer from the Department of Teaching and Learning donated their journal collections to the library. Some of the journals duplicate our microfiche holdings and will replace the microfiche. Duplicate copies of the library print holdings will be sent to a journal backorder service.
The Tennessee Textbook Adoption Committee donated the biology, chemistry, and physics, consumer science and early childhood textbooks they reviewed to Peabody Library.
The Vanderbilt Psychiatry Department dismantled their departmental library and Peabody Library accepted 50 books and audiotapes for the Peabody collection.
Funding.
The University imposed a 6% salary reduction on each of the Heard Libraries this year. This followed a 30% reduction in Peabody Library's operating budget in 2000/01, when several staff were laid off and many journal subscriptions were cancelled. One staff position had to be eliminated to absorb the current cut. At the same time, the number of faculty, students, and programs increased. Library revenue decreases each year and is derived primarily from fines. There are few sources of external funding.
The cost of printing continued to escalate. However, a university committee determined that a system-wide solution to charging library patrons for printing would not be implemented due to lack of consensus by university administrators about imposing a charge.
We took several steps to generate additional revenue for the library:
- Selling used books. The proceeds are used to purchase new books for the collection
- Selling library notecards
- Cancelled 29 journal titles, freeing $6,000 for subscriptions to journals that were requested by the faculty
- Halved our binding costs by reducing the number of materials sent to the bindery
- After reviewing the usage data for Education Abstracts Fulltext, Mental Measurements Yearbook, and Exceptional Child Education Abstracts, reduced the number of licensed simultaneous users, saving $1,542
- Canceled our subscription to the Kraus Curriculum Development Library at the recommendation of the Curriculum Lab Task Force
- Discarded old furniture that was stored at the University's warehouse, saving the rental fee of $650 per month
- Weeded materials that were stored at the Annex, for which there is a charge per linear foot. This offset the cost of transferring bound journals there.
Services.
Many new services or improvements in existing services were instituted. In 2001/02, the Library had taken the first step toward a new service desk model by combining the Information Services and Circulation Desk into one physical unit. However, reference and circulation functions remained separate. Both service points were staffed primarily by student assistants, which caused dissatisfaction among patrons with the quality of service. There is now a single service desk. By combining staff and student assistants from both departments at one service location, patrons receive better service. The staff have more opportunities for direct contact with library users. There is a better understanding of the patron perspective and a stronger sense of teamwork among the staff.
All staff became members of the Public Services Team, which provides high quality and personalized information assistance. Staff were cross-trained to be able to respond to a greater range of patron questions. Librarian liaisons provide specialized assistance with complex or in-depth information needs.
The Library worked with the newly-established Peabody Office of Research Enhancement to develop a database of Peabody faculty research interests. Library liaisons now identify and distribute announcements of new funding opportunities to faculty.
We extended the loan period for laptops. We changed our policy on use of i-books which was inconsistent with the policy for the Dell pc's. Now both can be used outside of the library.
Bound periodical volumes now circulate to faculty, faculty-Law, and surrogates for 24 hours and there are no overdue fines.
We implemented delivery of books to the offices of Peabody faculty. Our rapid turnaround time of one working day for books owned by the Peabody Library and two working days for books owned by another library in the Heard system was much appreciated by the faculty.
The customized guides to resources on the Library web page needed to be organized, weeded, and updated. We developed several new guides to resources, "International Human Resource Development," "Grant Funding," and "Videos on Organization Studies and Leadership." Chris Benda and Anne Martin (Library and Information Technology Services) developed a means to automatically search librarian-selected subject headings in ACORN and compile current lists of relevant materials. This feature was incorporated into the "School Violence Resource Guide."
Instruction.
There was no formal library instruction program previously at the library. Leslie Boyd led the team that was charged to develop one. The team created a mission statement, policy, goals, objectives, and a list of information competencies recommended for Peabody students. Leslie and Dale Poulter (Library and Information Technology Services) developed a workshop evaluation form on the Web. The library liaisons planned an integrated program of course-related instruction and other instructional activities. Since many of the faculty expect their graduate assistants to do literature searches for their grant proposals and publications, the team planned advanced training for these students in mining the resources. We organized informal "walk-in" instruction sessions. Stacy Owens contacted area merchants to obtain incentives for attendance.
Sharon Weiner developed a brochure for the library and gave presentations during orientations for new students and faculty in the fall. Leslie Boyd and Lee Ann Lannom staffed the Heard Library booth at the Summer Academic Orientation Fair for incoming freshman.
Outreach.
It was apparent that the Library needed to increase its visibility within Peabody College, regionally, and nationally. Some ways that we began to achieve this were:
- The Library Director is a member of the Peabody Executive Committee, the group of Peabody Department Chairs and administrators who meet monthly with the Dean.
- Lee Ann Lannom is a member of the Peabody Curriculum Committee.
- The librarians gave presentations at faculty department meetings to provide progress reports on the library.
- The Library distributes a newsletter four times each year that was selected as one of 475 entries in the American Library Association "Swap-and-Shop Best of Show Competition" for library public relations and marketing tools.
- Each librarian serves on at least one national professional committee.
- Most of the staff serve on Heard Library committees.
- A large poster was designed for the exterior signboard and new books display case to help to "re-brand" the library. Its purpose was to reinforce the name change from "Education Library" to "Peabody Library," to emphasize the role of the Library as a part of the College by depiction of the iris (the symbol of Peabody College), and to imply technological currency by prominent display of the Library URL.
- We ordered pencils that were imprinted with the Library name and URL to give out at the Service Desk.
- The Library hosted events in the elegant reference room: the fall and spring Peabody faculty meetings and a reception for the new women's basketball coach, Melanie Balcomb (in collaboration with the Kennedy Center).
The principal of the Susan Gray School, Dr. Ruth Wolery, suggested that the children would benefit greatly from having volunteers read during story hour at the school. Our staff organized this activity. Library staff assisted the readers in choosing age-appropriate books. Those who have read to the children found that it was fun and also promoted literacy and collaboration with initiatives of Peabody College. The following Heard Library staff participated as readers: Roberta Winjum, Sue Erickson, Leslie Boyd, Stacy Owens, Denise Chavez, Susan Timmons, Debra Stephens, Kitty Porter, Lee Ann Lannom, and Yvonne Boyer.
The Director prepared a list of library projects that would benefit from external funding for Associate Dean Tres Mullis (Peabody College). She sent an introductory letter and response card to more than 2,300 alumni of the Peabody Library Science Program, which had closed in 1988. An impressive ten per cent of the alumni responded. Many are interested in programs for alumni and are willing to give presentations.
Consolidating and Streamlining.
The Ready Reference collection was merged with the general Reference collection due to the physical changes on the main floor and changes in usage of the collection. New CD's, videos, and DVD's are now integrated with the book collection. Eventually, the older video collection will be weeded and the remaining videos will be cataloged and integrated with the book collection, too.
To improve turnaround time for course reserve processing, all available staff helped to scan articles while Bill Dwyer managed the files and quality control. We decided not to keep print copies of reserve articles in the library or to enter records for them into the ACORN database. All articles (except those that did not receive copyright clearance) were either scanned or linked, minimizing the number of reserves kept in the library and improving accessibility to the students.
Staff worked to simplify procedures at the Service Desk. They revised the cash receipt forms and procedures for collecting revenue. We changed the policy on billing for lost books to a flat rate instead of a variable rate based on the individual price of each book. This streamlined the process and resulted in less confusion for patrons. We eliminated in-house interlibrary loan procedures to reduce turnaround time.
The Collections Team identified all of the collection projects that were pending. We then set priorities. We determined that we needed a collection development policy. We also needed to develop policies and procedures for preservation and repair.
Lee Ann Lannom worked with our book vendor, YBP, to modify the approval plan so that we are receiving books in the many new subject areas that reflect Peabody programs and faculty research.
The "Peabody Upper Vault" project was completed by Charlotte Lew, Stacy Owens, and Kathy Smith. This was a collaborative effort of staff from Peabody Library, Special Collections and Archives, and Preservation. More than three thousand books were rescued, restored, and relocated, including the historic University of Nashville Collection.
Chris Benda continued work on the government documents, weeding outdated documents from the collection and consolidating ACORN records.
Dennis Clark, Director of the Music Library, Sharon Weiner, and Lee Ann Lannom agreed to coordinate the purchase of materials to support the new joint Blair School/Peabody College Teacher Education Program. The Music Library will purchase books and Peabody Library will purchase Curriculum Lab materials.
Chris Benda continued to catalog old Peabody master's theses. He completed 43 of the 4,000 theses. Many of the theses are unique copies, not accessible through any online catalog, and are significant for their insights into desegration and post-Civil War reconstruction of educational institutions.
There was a critical space problem in the stacks. Weeding of duplicate copies of pre-1990 books and the transfer of older and less-used bound journals to the Annex provided temporary relief. Hundreds of books were withdrawn from the collection. Some books that had been listed as missing in ACORN were found during the weeding process. The older part of the Youth Collection was also weeded.
Facility.
The Dean approved a plan to refurbish the lower level of the library, which will add a significant amount of study space, more workstations, connections for laptops, and exhibit cases. New furniture, paint, and carpeting will create a comfortable, inviting space for students to work and to meet. A café that will open onto a brick terrace will provide a meeting place for students and faculty.
Room 303 was outfitted with new classroom furniture, a plasma screen and computer, and a lectern to provide a suitable environment for library instruction programs, meetings, and tutoring sessions.
Room 302 is now open all hours the library is open as a lab with two computers. Software intended for the visually impaired was installed and a new TV/VCR/DVD was purchased.
With great determination to make our confusing stacks easier for patrons to navigate, Sarah Wilson-Longwell and student assistant Jessica Bearden created colorful and effective maps. Sarah also selected attractive staff office name plates and room name signage.
Bill Dwyer, the Library's Disaster Coordinator, scanned the Emergency Response Manual written by Norman Nash (Libraries Budget Officer) and placed it on our shared network drive.
University ergonomist Brad Awalt conducted six worksite evaluations for staff and made recommendations to prevent repetitive motion and other workplace injuries.
We moved our in-library reserves to the AV room.
We replaced the two public printers due to their age and heavy usage.
We moved a scanner to a common work area so that all staff can help to scan e-reserves.
Grounds workers trimmed tree branches around the library building. We purchased weather radios for each floor of library. A sump pump was installed in the basement due to recurrent flooding during heavy rains.
Professional development.
Staff toured Heard Library Interlibrary Loan and Library Information Technology Services; all Vanderbilt Libraries; Middle Tennessee State University Library; Nashville Public Library; and Trevecca University Library. We viewed videos on organizational training during staff meetings. Student assistants saw a video on the care of book collections and Sue Davis and Charlotte Lew trained them to clean fragile books. Staff attended training on Mulberry email to prepare for the migration from Pegasus.
Lee Ann Lannom attended the midwinter meeting of the American Library Association; Leslie Boyd attended the annual LOEX (Library Orientation Exchange) conference; and Jean Reese presented a paper at the Internet Librarian conference.
Staff.
Chris Benda was recognized for five years' service to the Vanderbilt Libraries. He became a member of the Heard Library Circulation Advisory Group.
Leslie Boyd became a Virtual Member of the America Library Association's Teaching, Learning & Technology Committee of the Library Instruction Roundtable. She served as President of the Nashville Library Club and Editor of Peabody Library's Newsletter.
Cheryl McClure began a leave of absence in May.
Sharon Gray Weiner authored "Resistance to Change in Libraries: An Application of Communication Theories" which was published in Portal: Libraries and the Academy 2003, 3(1):69-78. She was Co-Director of the " Buffalo Medical Journal Indexing Project, " which was chosen as one of four projects in the Middle Atlantic Region highlighted by the National Library of Medicine in celebration of National Medical Librarians Month. She was the guest speaker at the spring meeting of the Nashville Library Club. She is a member of the two Association of College and Research Library Committees: Education and Behavioral Sciences Section Access to Government-Sponsored Education Research and Reference Sources and Services.
Sarah Wilson-Longwell began her employment at the Library in November and left in June to pursue graduate studies. Bryan Campbell began working here in June. Jean Reese and Barbara Hennessey both left the Library this year.
Prepared by Sharon Weiner, M.L.S., AHIP