Conversation with Central Public Services Division (12/17/14)

Susan Avery, Central Public Services (CPS) Division Coordinator, invited me to make some general remarks at the division meeting about strategic planning and the retreat. We had a good discussion about inclusiveness, process, and communication.

CPS will also take responsibility for ensuring that there is at least one person staffing the Information Desk when the Library is closed on January 9 since the Main Library building will be unlocked.Thanks CPS!

In addition, CPS members made a number of useful suggestions for how we might engage campus stakeholders as well as library employees in the process. I have already requested to meet with the University Librarian’s Student Advisory Committee and the Senate Committee on the Library early in the spring semester. If there are other groups that we might engage, I would welcome hearing from you.

All the best,
Lisa Hinchliffe
Coordinator, Strategic Planning

Web Portal for Strategic Planning (LIBNEWS 12/15/14)

Sent: Monday, December 15, 2014 10:43 AM
Subject: SP: Web Portal for Strategic Planning

Hello everyone,

Thanks to everyone who has been in touch with ideas for the Library Retreat, suggestions for our Strategic Planning process overall, and invitations to meet with different Library committees and units. The discussions have been inspiring!

I wanted to share that there is now a web portal for the Strategic Planning process –

We will continue to add content to it over the coming year. If anyone has documents from prior strategic planning processes that you do not see on the website, please send them to me so we can add them to our resource listings.

Best, Lisa

Lisa Janicke Hinchliffe
Professor/Coordinator for Strategic Planning/Coordinator for Information Literacy Services and Instruction
University Library, University of Illinois, 1408 West Gregory Drive, Urbana, Illinois 61801, 217-333-1323 (v), 217-244-4358 (f)

Meeting with LSSC (12/11/14)

The Library Staff Steering Committee invited me to meet with them to discuss the strategic planning process and upcoming retreat. Below is an excerpt from their minutes summarizing our discussion. I enjoyed the conversation and appreciated their advice. Please be in touch with me if your Library group or unit would like me to come to a meeting.

All the best,
Lisa Hinchliffe
Coordinator, Strategic Planning

From the LSSC 12/11/14 Minutes:

Visit from Lisa Hinchliffe: As Coordinator for Strategic Planning, Lisa Hinchliffe visited our meeting to discuss the All-Library retreat, which will be held on Jan. 9th at the Alice Campbell Alumni Center.  All University Library locations will be closed that morning to allow faculty and staff to attend the retreat.  Everyone who works at the Library is strongly encouraged to participate!  Both breakfast and lunch will be served.  The purpose of the retreat is to discuss the Library Strategic Plan for the next three to five years.  This session will give all employees the opportunity to discuss the principles behind the Strategic Plan, to generate ideas for the plan, and to give suggestions for criteria for how to decide which ideas to implement.  University Librarian John Wilkin has requested for this process to be as inclusive as possible, and the goal is to consider all ideas based on their feasibility and on how well they fit into the Library’s mission.  The Strategic Planning Steering Team is looking into technology to help analyze and prioritize the criteria and ideas that are generated, such as the possibility of using as a means for managing the data collected at the retreat.  Lisa plans to update Library employees while the process of analyzing this data is underway, so that there is clear communication about how ideas from the retreat are being prioritized even before the final results are reported.  Please feel free to contact Lisa Hinchliffe (, Library 434) and/or your LSSC liaison/s with any questions or concerns you may have about the retreat and the Strategic Planning process.

Planning Retreat Update (Including Registration) (LIBNEWS 12/4/14)

Sent: Thursday, December 04, 2014 3:43 PM
Subject: planning retreat update (including registration)

Greetings all!

I write to invite everyone to the Library Retreat on Friday, January 9, 8:30 am-12:30 pm (registration information below). Lisa Hinchliffe and the Strategic Planning Steering Team are hard at work planning an interesting and engaging time for us all. I’m looking forward to a lively discussion of our Library’s accomplishments and future directions.

To facilitate participation, the University Library will be closed until 1 pm that day. I want to encourage all library employees to attend the Retreat so that we have as broad and inclusive a strategic planning process as possible. A continental breakfast will be provided in the morning and we will conclude with a lunch as well. As such, I need to ask that each person register so we have accurate counts for catering and retreat materials. Please do so using this online form ( by December 23.

If you have any questions about the Retreat or the strategic planning process, please do not hesitate to get in touch with Lisa Hinchliffe, coordinator for this process. I am pleased to hear that some groups have already invited Lisa to meetings to discuss the process and how they can contribute.

I look forward to seeing you all on January 9!


John P. Wilkin
Juanita J. and Robert E. Simpson Dean of Libraries and University Librarian
University of Illinois at Urbana-Champaign
230 Library, MC-522
1408 W. Gregory Drive
Urbana, IL 61801
217-333-0790 (voice)
217-244-4358 (fax)

Strategic Planning Team Appointed (LIBNEWS 12/1/14)

Sent: Monday, December 01, 2014 1:55 PM
Subject: Strategic Planning team appointed

I’d like to thank everyone who volunteered to participate on the Strategic Planning Steering Team. The response was strong and demonstrates the broad commitment in the Library to this process. I’m sorry we couldn’t accommodate everyone (or even a significant portion of the volunteers), but I hope you’ll agree that we have a broad spectrum of the Library represented. The team members are:

  • Peg Burnett
  • Jim Dohle
  • Lisa Hinchliffe (Coordinator)
  • Valerie Hotchkiss
  • Lisa Renee Kemplin
  • Bill Mischo
  • Lisa Romero
  • David Ward
  • Lynn Wiley

The team will have its first meeting on December 17th. There will be many ways to contribute to the process in the coming year.

Don’t forget that the retreat is scheduled for January 9th, 2015. Please mark your calendars if you have not already done so.


John P. Wilkin
Juanita J. and Robert E. Simpson Dean of Libraries and University Librarian
University of Illinois at Urbana-Champaign
230 Library, MC-522
1408 W. Gregory Drive
Urbana, IL 61801
217-333-0790 (voice)
217-244-4358 (fax)

Coordinator Appointed and Call for Steering Team Members (LIBNEWS 11/6/14)

Sent: Thursday, November 06, 2014 2:16 PM
Subject: Library strategic planning


In 2011, the Library undertook an effort to articulate a short-term plan for Strategic Initiatives, in recognition of impending leadership transitions. That plan (, intended to carry us through FY14, was a helpful bridge and carried us through my first year in the Library. Also in my first year I initiated the un-retreat as a way to give attention to more pressing areas of need. This, too, helped us continue to move forward aggressively on areas of importance to the campus and the Library.

It’s time we undertook work to update our strategic planning, both to guide our activities in the coming years and to provide a framework for conversation with the campus. Indeed, some elements of our budget and our data collection (e.g., for DMI) are driven by strategic planning.

My goal is that in this new process we create a framework for long-term planning that recognizes the grand elements of our mission, and can then guide us in assembling shorter-term action plans.

There are several elements of recent national efforts that I would like to adopt in our process. I was very pleased by the iterative and inclusive process undertaken by the Association of Research Libraries in its recent “Strategic Thinking + Design” process: I would like to engage as many of you as practical over a longer time horizon than a single planning retreat, and I would like to reach out to some areas of the campus. I believe that the ACRL Plan for Excellence provides a superb balance of vision and direction (e.g., eschewing detail):

With this in mind, and in conversation with the Executive Committee and members of Cabinet, I have asked Lisa Hinchliffe to coordinate this activity and will be appointing a team to assist in organizing and conducting the work. I’d like to hear from you if you are interested in serving on this team or volunteering in some other capacity in this process. Please let me know if you are interested by the end of the day on Tuesday, November 11.

The January 9, 2015 retreat is nearly here and there’s much to be done, particularly if we are to use some early results from this process to influence the FY16 budget request. We’ll start right away, and I’ve asked Lisa to share an initial communication about process and timeline. Expect that in the coming week.

I’m looking forward to the work ahead and to contributions from across the Library.


John P. Wilkin
Juanita J. and Robert E. Simpson Dean of Libraries and University Librarian
University of Illinois at Urbana-Champaign
230 Library, MC-522
1408 W. Gregory Drive
Urbana, IL 61801
217-333-0790 (voice)
217-244-4358 (fax)

Meeting with Executive Committee (11/3/14)

On November 3, I met with the Executive Committee to discuss the strategic planning process and gather advice on how to frame and shape the process. Below is an excerpt from the minutes and the draft document that I distributed for discussion.

All the best,
Lisa Hinchliffe
Coordinator, Strategic Planning


Excerpt from Executive Committee Minutes 11/3/14:

John invited Lisa to share with EC the process she has worked with Dean Wilkin and the Cabinet to outline for strategic planning. Lisa would like to see the next Library retreat help inform the process. The focus will be on generating a strategic framework for action, with the intention to create something more flexible than the traditional strategic plan.

EC would like Lisa’s group to take information from the unretreat and several of the surveys that have been done to help inform the process. Other documents Lisa feels they will use are the current strategic plan, annual budget document and other documents.

John feels we can glean from the other reports to determine what some of the larger frameworks are. The new SP will guide us through 2016 and then for some time to come. The SP will guide our goals and objectives on an annual basis. This is an opportunity for us to formulate what is important to us and what is important to the University. It will help us to know if we are accomplishing what we want to.


DRAFT for Executive Committee Discussion

Deliverable: Framework for Strategic Action


  • Mission, Vision and Values
  • Strategic Priorities and Pathways
  • Possibly: DMI Metrics


  • Leadership: University Librarian and Cabinet
  • Advisory: Executive Committee, Administrative Council, Library Staff Steering Committee
  • Coordinator: Lisa Hinchliffe
  • Process Work Group: To Be Named (Soliciting Input)
  • Participation: Library and Campus Stakeholders


  • Mission Focused
  • Action Oriented
  • Aligned with Institutional Priorities and Goals
  • Data-Driven/Evidence-Based
  • Broadly Inclusive Process – Library, Campus and Community Stakeholders
  • Administrative Leadership and Faculty Shared Governance


  • Participation (Time and Attention)
  • Expenses for Meetings, etc.
  • Tentative: Expenses for Transcription and Text Analysis
  • Coordinator

Process and Timeline – Aspects of Mission, Alignment, and Real-Time Planning Models:

  • October-November 2014 – Process Development, Planning, and Approval
  • December 2014 – Preparations for Retreat including Broad Input
  • January 9, 2015 – Library Retreat
  • January-March 2015 – Retreat Ideas Incorporated into Library Budget Request
  • February-April 2015 – Focused Discussions and Explorations
  • May-June 2015 – Develop Framework
  • July-August 2015 – Solicit Feedback and Discussion on Framework
  • September 2015 – Revise Framework and Develop Metrics
  • October 2015 – Solicit Feedback and Discussion on Revised Framework and Metrics
  • November 2015 – Finalize Framework and Metrics
  • December 2015 – Publish Framework

Some Considerations:

  • What time horizon in planning discussions?
  • New campus leader for strategic planning?
  • Anticipating campus requirements but maintaining flexibility?
  • Platform for input and prioritization (Ideascale, Loomio)?

University Library Strategic Planning Communications Blog

Welcome to the Library Strategic Planning Communications blog! This site will provide regular updates about the strategic planning process, opportunities to participate, and other related information. If you have recommendations for information that you would find useful to have posted on the blog or the Strategic Planning website, please get in touch with Lisa Hinchliffe (217-333-1323,, Library 434), Coordinator for Strategic Planning.