January Library Office Notes






ANNOUNCEMENTS: University Librarian Note
The holidays are approaching and I write to thank everyone for the great work that’s taken place in the last year. On Christmas, I’ll celebrate my 60th birthday with family in Chambana, the place we happily call home. I plan to indulge a little (I have some very nice Italian wines salted away for just this occasion!), and hope you will indulge, too.

We have a great library, and our campus has a great appreciation for the work that we do. I’d like to thank each of you for all you’ve done in the last year to make our library great and for everything you do to advance our mission. There were many challenges this year, and yet we continue to make great strides. Read more…
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ANNOUNCEMENTS: Gap Planning Group Update
We’re writing with good news—in November Dean Wilkin approved recommendations of the Gap Planning Group for a quick turnaround renovation of Room 220 Library in early 2017!

In November the Gap Planning Group (Harriett Green, Karen Hogenboom, JoAnn Jacoby, Beth Namachchivaya, and Jeff Schrader, with input from Megean Osuchowski) prepared a revised recommendation and budget request to address the need to re-purpose Room 220 in the Main Library for public user study and collaboration. The Gap plan and budget target a quick-turnaround transformation of the 220 space so that it can be ready for public use by the middle of Spring semester 2017. Changes proposed include minimal facilities renovation using furniture and equipment from other Library locations, and limited investment in technology to support the two offices that will be used as group study/interaction rooms.

When it’s ready, the space will be available to the public during an interim period while the Humanities and Interdisciplinary Scholars’ Collaboratory Strategy and Planning Group completes its work and makes recommendations. This group is developing a proposal for enhancing the 220 space with digital scholarship services, and integrating that space into the programs and services of neighboring humanities and social science library units.

Beth Namachchivaya (on behalf of the Gap Planning Group—JoAnn Jacoby, Jeff Schrader, Karen Hogenboom, and Harriett Green)
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ANNOUNCEMENTS: TEM Reimbursements Update
Duane Elmore from University Procurement Services announced on December 6th that the approvals queue for TEM reimbursements is down to 9,700 transactions. This is the first time since May 2016 that it has been below 10,000. Additionally, OBFS has been green lighted to hire two more full-time processors for University Payables; this should help relieve the continual back log.

If you are ever interested in what date is currently being processed at University Payables, that information is available at https://www.obfs.uillinois.edu/payments/payables-processing-status/. BHRSC respectfully requests that all inquiries regarding an outstanding payable item be addressed first with the staff in BHRSC. OBFS prefers to have one to two points of contact within a unit to maintain a cohesive flow of communication.
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ANNOUNCEMENTS: Downs Intellectual Freedom Award Reception
Please join the iSchool at Illinois to honor Wendy Campbell, Director, Darby (MT) Community Public Library, recipient of the 2016 Robert B. Downs Intellectual Freedom Award.

Presentation/Reception at ALA Midwinter Meeting, Atlanta, Georgia
Saturday, January 21, 2017, 5:30-7:30p.m.
Marriott Marquis Hotel, Room A-703
265 Peachtree Center Avenue

Sponsored jointly by the iSchool at Illinois and Libraries Unlimited. Registration at the conference is NOT required to attend the reception. All supporters of Intellectual Freedom and Friends of the iSchool at Illinois are welcome. If you have questions, e-mail Terry Weech at weech@illinois.edu.
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ANNOUNCEMENTS: Call for Applications for Supervisory Training Workshop Attendees
Supervisor Training Institute
February 23-April 24, 2017

The Staff Development and Training Committee is again offering intensive supervisory training to faculty, academic professionals, and staff supervisors with management training focused on supervisory and change management skills.

Time commitment:
Write a short paragraph statement of why you think this would be a valuable experience for you and send to training@library.illinois.edu by 3pm Friday, January 13, 2017. You should hear your acceptance that afternoon or early the following week. If accepted, you will receive an email notification and calendar invites to all the sessions via Outlook.

Respond to a self-assessment survey of the skills you believe you already have and the skills that you would like to develop by 3pm Friday, January 27, 2017.

  • Thursday, February 2, 2017
    9am to 11:30 am in 106 Library. Introduction and discussion. We will discuss the Supervisory Self-assessment completed.
  • Tuesday, February 7, 2017
    9am to noon 314 Library: DiSC administered by Zoe Revell
  • Thursday, February 16, 2017 9am to 4:30pm in 106 Library
    You Have Leadership Impact! Making the Most of Your Style with Shirley Stelbrink LUNCH will be provided
  • 4 – 3 hour training sessions
    Tuesday, February 28, 1:00-4:00pm. 106 Library
    The Place In Between: Coping with Workplace Change
    Thursday, March 9 9:00am to noon. 106 Library
    My Kind of Office! Creating a Positive Work Environment
    Tuesday, April 4 9:00am to noon. 106 Library
    Getting the Best from Others: Providing Effective Feedback
    Tuesday, April 18 9am to noon. 106 Library
    Topic to be determined by needs assessment of participants
  • Discussion with John Wilkin
    An opportunity to talk about common experiences and to hear from John about his views on changes and supervising
    Monday, April 24 3:30 to 4:30pm in 106 Library

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ANNOUNCEMENTS: Call for Applications for Undergraduate Student Worker Award Nominations
Call for nominations for Outstanding Undergraduate Student Worker:
DUE Friday, January 13, 2017

The Library Awards and Recognitions Committee is pleased to announce the call for nominations for Outstanding Undergraduate Student Workers who demonstrate initiative and professionalism and make positive contributions to the University Library.

So that students can also be eligible for the campus awards program, we will use the following campus criteria:

  • Reliability
  • Quality of Work
  • Initiative
  • Professionalism
  • Uniqueness of Contribution

In order to qualify, undergraduate hourly students must be CURRENTLY employed by a library for a minimum of 6 months between July 1, 2016 and June 30, 2017 (anticipated). Please visit the OSFA website for the Student Employee of the Year Eligibility and Nomination Guidelines.

Nominations should be made by the student’s supervisor and are due by Friday, January 13, 2017. The two award winners will receive $500 (after taxes) and a commemorative framed certificate. In addition, the Committee will work with the award winners on their nominations for the campus award—generally due in mid-February.

A nomination consists of a completed online form including 1) the names of the nominee and nominator, 2) a short description of the nominee’s job, and 3) a letter from the nominator addressing the five criteria. The nomination form is located at https://illinois.edu/fb/sec/1009565.

Make the Nomination Letter as comprehensive as possible to give your nominee the best chance to win this award. For examples, go to the following site to see letters submitted for past “National Student Employee of the Year” winners: http://www.nsea.info/docs/about/awards/seotyaward.html

Should you have any questions, please connect with Beth Woodard, bswoodar@illinois.edu, (217) 244-1882.
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ANNOUNCEMENTS: Strategic Framework Initiative Award Clinics
At the library retreat, a funding opportunity will be announced and we will hold a series of clinics to help people prepare proposals for this award. Please attend the retreat for more information.

Clinics will be held:

  • Wednesday, January 18, 3-4pm in 106 Library | Library Discussion of Ideas for Proposals
  • Friday, January 27, 3-4pm in 106 Library | Jen-chien Yu will be available to talk about how to work assessment into your proposal
  • Monday, January 30, 11am to 12pm in 106 Library | Discussion of Ideas for Proposals
  • Thursday, February 9, 9am to 10am in 106 Library | Opportunity to ask questions

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As part of the follow-up to the 2017 retreat, Staff Development and Training is working with units, particularly those that have had recent moves, to hold Open Houses for library employees to see their new spaces. Watch for announcements of these open houses in the latter part of January.
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ANNOUNCEMENTS: Collection Development Committee Notes
The most recent meetings minutes of the Collection Development Committee are posted at http://www.library.illinois.edu/administration/collections/groups/cdc.html.
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Detailed meeting minutes and work group reports can be found here: http://www.library.illinois.edu/committee/capt/New_Capt_/minutes_agendas/2016-2017.html
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ANNOUNCEMENTS: Recognizing Excellence

Please forward journal editorships or editorial board membership, elected and invited external service appointments, honors, and awards information to Dan Tracy.
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HR NEWS: Faculty and AP Searches
Below is a summary of current academic searches as of January 5, 2017 (click on graphic below to enlarge). A more comprehensive listing is sent via LibNews each month.

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HR NEWS: Lateral Transfers

  • Kristine “Bill” Arvola from Funk ACES Library to the Law Library 
    (Bill was listed as a separation in the December 2016 LON.)

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IT NEWS: Library IT Personnel Changes
Library IT bids farewell to two staff members in December.

  • Jason Harvey joined us in February of 2014 as an Academic Hourly technician. He transitioned into a GA position in the Grainger Engineering Library in the fall of the same year and continued to work for Library IT as his schedule allowed. Since his graduation in May of 2016, he continued to work part-time as an Academic Hourly technician, spending most of his time in Grainger. Jason has accepted an exciting new job as a subject Librarian with the University of Rochester. He left us on December 23rd to relocate his family to Rochester, NY.
  • Jackson Deremiah came to us as an undergraduate student, fresh out of high school in May of 2011. He began working with us at a time when our desktop support staff had been severely depleted. Being one of only three technicians providing desktop support that summer, Jackson’s initiation was a real trial by fire. He quickly learned the job and became a reliable part of our team. Jackson has learned a lot in the time he’s spent with us. He stayed with Library IT as an Academic Hourly technician after his graduation in August of 2015 and has recently accepted an Academic Professional position with ATLAS, supporting desktop equipment in the Foreign Language Building and the English Building. Jackson’s first day in his new job was December 16th.

Congratulations and best regards to both Jason and Jackson.
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IT NEWS: Update on Library Migration to WordPress
The first phase of the Library’s web content migration from OpenCMS to WordPress is on track to reach its goal of launching the four pilot libraries before the start of Spring Semester (January 17). Progress for the four units as of December 21st is:

In addition, several new features have been added to the WordPress configuration options, based on feedback from the pilot units during the migration. For more details, please consult the project change log.
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FACILITIES: Facility Project Updates
Please visit the Office of Library Facilities web page (http://www.library.illinois.edu/administration/facilities/) for project information
(under Facilities–>Project Information).
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EVENTS AND TRAINING: Staff Events Calendar
To see the most up-to-date staff events calendar, please visit http://www.library.illinois.edu/calendar/staff/.
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EVENTS AND TRAINING: Supervisory Discussions
This semester we will be holding monthly discussions on topics of interest to all supervisors on the last Thursday of the month from 10am to 11am in 428 Library.

The first session will be Thursday, January 26, 10 to 11am in 428 Library with Zoe Revell offering individuals the chance to take the DiSC workstyles inventory. The February session on Thursday, February 23 will be a chance to talk about how to use your knowledge of DiSC to improve communication in the workplace.
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EVENTS AND TRAINING: Graduate Assistant Training
Training and Orientation for new graduate assistants will be held Monday, January 10 through Wednesday, January 11, 2017. Other new employees are welcome to attend, but it would be appreciated if you would register your attendance no later than noon on Friday, January 6, to make sure we have enough materials copied for everyone who attends. Please register on the training calendar at http://www.library.illinois.edu/calendar/staff/.
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We hope you will join us by registering for the retreat on Friday, January 13, 2017, at http://www.library.illinois.edu/calendar/staff/.

The 2017 Retreat is on Friday, January 13th at the Alice Campbell Alumni Center. The retreat will open at 8:00 for coffee and a light breakfast and the program begins at 8:30am. This year our guest of honor is Provost Feser. Lunch will be served and the retreat will end at 12:30pm. Coming soon we will have program details on a retreat website. Contact Beth Woodard (bswoodar@illinois.edu) or Susan Schnuer (schnuer@illinois.edu) with any comments, ideas, suggestions for the retreat.

All Library units will be closed until 1pm so that faculty and staff may attend the retreat as their work for that morning. Faculty and staff who are not either attending the retreat or working must charge the time to appropriate benefits. [Please note that the Main Library building exterior doors will not be open until 12:30pm. Employees who need to access the building prior to 12:30pm should work with their supervisors to gain access.] Participation of hourly employees and graduate assistants in the retreat is at the discretion of their unit head. Lunch will be provided at the end of the retreat so you may take your lunch break in the company of your Library colleagues. Please coordinate with your unit head if you need to make any adjustments to your schedule to attend the retreat. Other questions about attendance, benefit usage or breaks? Email Greg Knott (gknott63@illinois.edu).

Refer to the following Word Document for copies of the email messages that recapped progress from the 2016 Retreat:
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EVENTS AND TRAINING: How to Respond to a Security Incident in Your Library
Thursday, January 19, 2017, 1:30 to 3:30pm in 106 Library
Jeff Schrader is hosting this event: How to Respond to a Security Incident in Your Library

As important as it is to try to prevent library security incidents, it’s not always possible to avoid them, and the way you respond when they happen is crucial. Dr. Steve Albrecht, a security expert and former police officer, will show you how to respond effectively.

This session will take the top 10 security, behavior, crime, or emergency-related incidents that occur in libraries and describe the issues, the concerns, and the responses surrounding them. Many of the scenarios will involve challenging or problem-inducing patrons, and others will discuss responses to events that staff might not always know how to deal with properly.
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EVENTS AND TRAINING: Eating the Elephant One Bite at a Time: Successfully Managing and Completing Multi-Year Projects
January 25, 9:00-11:00am

Drawing on advice from books such as Getting Things Done and How to Write a Lot, as well as our own experiences gained through trial-and-error, Beth Woodard and Lisa Hinchliffe will facilitate a hands-on, interactive workshop for analyzing a multi-year project in order to identify components, deadlines, and tasks with the goal of turning an amorphous goal into a series of checklists and milestones. Example projects could include writing a book, getting tenure, developing the workplan for a large grant, completing a complex assessment project, etc.
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If you would like to submit content for the February issue of Library Office Notes, please submit it to John Wilkin, JoAnn JacobyBeth Sandore, or Tom Teper by Friday, January 20, 2017.