LIBR 580 Collections Management
COLLECTION CONSULTATION REPORT ASSIGNMENT
- This assignment is intended to be completed in groups of 3 students, but any student may chose to work in a pair or to complete the work solo.
- Since program graduates will be expected to take leadership roles upon graduation, students are expected to show initiative and form their own groups.
- Up until the first third of the course has been completed, students may chose to expel a member of their group for reasonable cause.
IN DEVELOPMENT -- Last updated 7:45p.m. 9 July 2018
By the end of this course, students will have created a portfolio of the following materials to be compiled into one complete report.
This report, to be referred to as a Collections Consultation Report, will be showcased on the final day of classes. In the showcase, students are also to display their materials using a tri-fold poster board, which are typically used at trade shows and other public events where libraries and archives go to do outreach with their communities.
Simple Marking Scheme
- To be used for the following assignments:
1) Plan for Staff Retreat = 10% final mark
2) DRAFT Proposal = 10% final mark
3) DRAFT Budget and Outline (to be split) = 15% final mark - 10/10 = Outstanding
9/10 = Excellent
8/10 = Very Good
7/10 = Good
6/10 = Adequate
5/10 = Insufficient
0/10 = Not submitted
Planning
Plan for Innovative Thinking Staff Retreat
- Worth 10% of final grade in the course
- To be marked using Simple Marking Scheme (see above)
- No more than 2 pages in length
- Includes 4 components:
1) Design elements standard for meeting agendas, minute-taking, and record-keeping
2) Standard meeting and event details provided to retreat attendees
3) Schedule for the day (day = 7 hours)
4) Lesson plan-like details on a specific one-hour activity that would generate innovative thinking from staff - Written from the perspective of a information professional and peer to most of the participants, not as the leadership of the organization.
- Designed for 30 participants, which includes top leadership, peer positions, technicians, clerks, and shelvers.
Community Consultation -- Reflection report on the strategy
- Worth 10% of final grade in the course
- Rubric in development (will be similar in style to this one)
- No more than 3 pages in length
- Written after role-playing a community consultation event during class time (exercise lasting 20 minutes) in a group of 4 students.
This event follows ALA's Community Conversations and Theming materials
http://bit.ly/2MPOrbE - To enrich the learning experience, the authors of the report need to have been members of different groups role-playing a community consultation event
- Uses the SWOT Analysis framework to reflect on the process of conducting community consultations (i.e. it is not a report on how the role-playing went)
- Includes 3 components:
1) Executive summary = No more than half a page
2) SWOT Analysis of Conducting Community Consultations = In 2X2 matrix with bulleted points
3) Top 3 Advantages and Disadvantages of Strategy = In table format with bulleted points
Needs Assessment Plan
- Worth 10% of final grade in the course
- Rubric for Needs Assessment Plan (PDF)
- Preferably 4 pages in length, not including appendices or cover page
- Written in a business style, not in the academic style.
For example, consult: James, N. (2007). Writing at Work: How to Write Clearly, Effectively, and Professionally. Crows Nest, Australia: Allen & Unwin. - Written in the style of a report given to a supervisor to approve a special work project
- Consists of 5 components:
1) Introduction and description of why the Committee has decided it is necessary to conduct Needs Assessment (aka external scan, research project, etc.) to develop a New Collection (~1/2 page)
2) Schedule (the timeline and specific date for deliverables) for the work to be done (1 page)
3) Description justifying the chosen 3 collection data strategies (1 page)
4) Contingency Plan identifying 2 potential mishaps that would prevent meeting deliverable due dates (1/2 page)
5) Appendices need to include the following: 1) Retreat Agenda (revised); and 2) Reflection on Community Consultation (revised); 3) References list - Recommended 3 Data Collection Data Strategies:
1) Ideation from staff retreat
2) Community Consultation
3) Online survey - Students are encouraged to research and include any materials they identify as would be relevant for a supervisor to approve this as a work project.
- At this stage in the semester, it is still not required that the student groups identify the type of library or archives they are creating a collection for; however, I recognize that some may already be at that point.
Thus, students are encouraged to tailor their learning experience to their personal and professional goals.
If students are concerned about how tailoring may impact their marks, they are encouraged to include an appendix explaining and justifying their decisions. This is what would also be expected in the workplace when working in innovative ways!
Organizing
DRAFT Proposal for Collection Consultation Report
- Worth 10% of final grade in the course
- Rubric in development
- Minimum 4 pages in length
- The page count may include tables, and bulleted lists.
But, the page count does not include cover page, images, or supplementary material: flowchart, image, figure, graph, gantt chart, reference list, or appendices.
It is assumed that the financial reporting components will be part of an appendix. - Follows the style of typical business report.
See recommended resources from UBC's Small Business Accelerator Program http://bit.ly/2KGIDUd - Details about the Information Organization envisioned or chosen
- Details about the possible financing sources for an initial, one-time amount of $10,000
- Details about the typical formats included in a typical information organization (print, electronic, monographs, periodicals, etc.)
- Groups may chose to include as an appendix any other components that are works-in-progress for the final report, but feedback will only be given for an additional 2 pages. Please indicate to me which areas you are seeking feedback on!
Special Formats Report
- Worth 10% of final grade in the course
- Handout of potential presentation topics (PDF)
- Rubric in development
- Submitted in the form of a verbal report no more than 5 minutes in length given as part of Unit 6 (July 19th), and to be accompanied by a slide deck (MS PowerPoint) to be uploaded later to the LMS
- All group members must speak equally and all must be dressed in business attire
- The presentation may include any media, but the marking will be based on the MS PowerPoint file uploaded to the LMS.
- Rubric (PDF)
DRAFT Budget and Outline for Collection Consultation Report
- Worth 15% of final grade in the course
- Marks to be split:
DRAFT budget = 10% final mark
DRAFT Outline = 5% final mark - To be marked using Simple Marking Scheme (see above)
- Budget = minimum 1 page
- Outline = minimum 1 page
- Groups may chose to include as an appendix any other components that are works-in-progress for the final report, but feedback will only be given for an additional 2 pages. Please indicate to me which areas you are seeking feedback on!
Leading & Controlling
FINAL VERSION Collection Consultation Report & In-Class Community Fair Presentation
- Worth 25% of final grade in the course
- 75% of the marks will be assigned by me using a Rubric currently in development (will be similar in style to this one)
- 25% of the marks will come from the Guest Judges at the In-Class Community Fair Guest Judges (PDF)
Development & Selection Plan
- Consists of 4 components:
1) Introduction and description of the goals of collection (1/2 page)
2) Description and discussion of selection criteria (1 page)
3) Selection Policy (1-2 pages)
4) Form for patrons to make purchase recommendations (1 page)
Final Budget & Spending Plan
- Consists of 2 components:
1) A financial report produced in MS Excel (1 page maximum)
2) Prioritized*, itemized listing of all items to be purchased for the collection presented in easy-to-read formatting: key bibliographic information; Cdn price; US price; and either source information for a review or 1-sentence reasoning for its inclusion. - *Prioritized = organize the purchasing list into 4 sections:
1) If only receive $500
2) If only receive $2,000
3) Full collection envisioned if receive full $10,000
4) Brief summary (no more than half a page) of what could be purchased for an additional $20,000
Implementation Plan
- Includes 3 components:
1) Responsibility of Assignment Matrix = Categorized sheet introducing each staff member, their roles in building the collection, and their responsibilities (prioritized task list and deliverables) (No more than 5 pages)
2) Gantt chart (1 page)
3) Contingency plan if were to lose 2 staff members at midway point (1 page)
Marketing Plan
- No more than 2 pages in length
- Executive Summary in the format of a Marketing Mix 2X2 matrix: Product, Price, Place, Promotion
- Macro details such as the vision of what the marketing campaign is to achieve, the calls to action the messaging will inspire, work timelines, specific marketing strategies and locations, etc.
- Micro details such as a brief description of logo to be designed, branding colours, branding fonts, format of marketing materials, etc.
Weeding and De-Selection Policy
- No more than 2 pages in length
- Written in the style of a typical business policy
- Identifies and outlines the Who, What, When, Where, Why, and How of weeding and de-selecting items from the collection
5-Year Management Plan
- The intended audience of this plan is the leadership and governing body of the information organization, and is not intended for public consumption.
- No more than 5 pages in total length, not including cover page, table of contents, executive summary, and references
- Data Collection component for use in producing an annual benchmark report for the collection
- Create an example MS Excel spreadsheet with sample columns, rows, and data to be entered with a Legend to explain it all (suggest 1 page)
- Who will collect the data and how?
- Example of a City Services Benchmarking Report http://bit.ly/2ITeqMI - Brief research component predicting possible challenges in the next 5 years that may impact the maintenance and growth of this collection (suggest 1 page)
- Use the PEST External Analysis 2x2 matrix
- PEST = Political, Economic, Social, Technological - Brief research component on potential libraries and archives to collaborate with in the future to expand the reach of this collection (suggest 1 page)