Campaign for a Tobacco-Free Entrance to Bailey/Howe

After receiving and reviewing feedback from staff, faculty and students about the problem of cigarette smoke outside B/H Library, an impromptu committee (Nancy Bercaw, Selene Colburn, Aaron Nichols, Angus Robertson & Scott Miller) formed in order to launch a targeted publicity campaign about the overwhelming need/desire for a tobacco-free building entrance.

The goals of the campaign are:

• Clearly identify smoking and non-smoking areas outside B/H.

• Ensure a clean-air entrance for those with respiratory issues.

• Raise awareness about health & environmental implications of second-hand smoke & cigarette butts.

• Establish the message about maintaining a tobacco-free entrance.

To be launched during the first week of the new academic year, August 26-30, the Campaign for a Tobacco-Free Entrance to Bailey/Howe intends to set a new precedent of a smoke-free corridor outside the library. The committee welcomes suggestions and participation on how to make this campaign an effective, educational and energetic experience.

We also need volunteers to hand out flyers and talk with patrons while wearing campaign t-shirts during one-hour time slots (volunteer coordinators are Aaron and Angus). We also need assistance in defining the tobacco-free area outside the entrance (infrastructure coordinator is Scott Miller). We would also like to engage campus partners to join us in these efforts (Nancy, Selene and Sarah will coordinate.)

We’d like to hear your ideas, as well as solicit your campaign participation, during an informal, open meeting on Wednesday, July 10 @ 1:30 p.m. in the Dean’s Conference Room.

Friday Fun: 10 Uses for Old Card Catalogs

Thank you to Susan Mower for finding and sharing this delightful website: 10 Fun Uses for Old Card Catalogs

"The library catalog has gone digital, but that doesn’t mean all the old oaken card catalog cabinets have been flung on the ash heap of history. Here are some of the novel ways creative people (including many librarians) have renewed card catalogs."

DEAN'S COUNCIL MINUTES: June 11, 2013

The Dean’s Council recently completed a period of work with Cortney Cahill of Cahill Communications as a way to prepare for the next level of Strategic Planning.  As part of those efforts, the Council also learned about improving leadership and communication skills. 

Selene and Nancy presented the first half of a preliminary communications plan—internal communications featuring current statuts, issues and potential solutions. 

A review of relevant literature reminded us that: 

•  “Communication is almost always the number one staff complaint.” 

•  "Communication between the supervisor and employee is key to the success of the individual’s performance.” 

•  “Through continuous dialogue and feedback, library staff can recognize how important their work is and how it connects to the larger vision of the library.” 

Issues/ideas/topics that arose:  

•  Need for role clarification amongst Council. What does each member do in/with/for their unit? What are individual department head and DC members’ “job descriptions?”

• The need to understand the forms of “grapevine” conversations that take place throughout the Libraries. 

• The difference between “telling” and “communicating.” When to use what method? How to “tell” difficult information that is the bottom line. Value of context in any scenario.  

•  Desire for more info on how the budget works across and throughout. Sarah Gordon reported that a new reporting program will soon be available and she will hold a separate meeting DC meeting to show directors how to use and read those reports.  

•  Department heads discussed need/value of the department meeting minutes. The idea of formalizing those minutes and sharing throughout libraries was discussed. Most felt this would be of value.  

• Desire expressed for Libraries “vitals” brochure, somewhat different from Fact Sheet or Source Book. Would provide information that wouldn’t have to be duplicated over and over again by individual units as need/requests arise. 

•   Group considered and valued the idea of a bi-weekly email newsletter from the Dean’s Office to feature “news you can use” from across departments. Similar to the Gary Derr/University communications communiqué we receive via email from central administration.  Included in these reports will be any Libraries’ issues/projects that might have a “open comment period” and where to send those comments.  

• The group also went through the Strategic Plan Matrix and marked what has been accomplished, what hasn’t and what is in progress. 

External Communications Planning to be reviewed in the next meeting.  

DEAN'S COUNCIL MINUTES: June 25, 2013

I.                   Selene/Nancy reviewed the outcomes of the previous meeting’s examination of the Libraries’ internal communications. Action steps were agreed upon.

·         Revisit job descriptions for Dean’s Council members                                          (AGREED)

SHARING JOB DESCRIPTIONS WILL HELP CLARIFY ROLES AND EXPECTATIONS

·         Training for a new budget tool to provide Dean’s Council budget info                (AGREED)  

SARAH GORDON WILL OFFER FORUM AS NEW TOOL IS AVAILABLE

·         Share meeting minutes at the department level                                                     (AGREED)

          

           STRONGLY ENCOURAGED AS A VALUABLE INFO-SHARING TOOL, DIRECTORS WILL BEGIN EFFORTS WITH THEIR DEPARTMENT MEETINGS. MARIANNE BURKE HAS A VERY USEFUL SHEET THAT HELPS ORGANIZE MINUTES, DECISIONS AND OUTCOMES. SHE WILL SEND TO DEPT. HEADS. 

·         Encourage meeting minutes at the committee level, put on Libstaff                    (AGREED)

VERY VALUABLE FOR OPENING INFORMATION LINES AND TRANSPARENCY, WILL SAVE TIME AND REDUCE CONFUSION. 

·         Create Libraries’ “vitals” document for ready info                                              (AGREED)

TO BE MADE READILY AVAILABLE INTERNALLY & CAN BE CUSTOMIZED FOR EXTERNAL AUDIENCES. WOULD BE GOOD TO KNOW WHAT WE ARE TRACKING AND HOW WE ARE TRACKING IT. ALSO NEEDED IS AN UPDATE OF “MISSING YEARS” FACT SHEETS ON LIBRARIES HOME PAGE.

·         Create a bi-weekly “News You Can Use’ e-newsletter                                        (AGREED)

TO BE CREATED, COORDINATED AND SENT BY DEAN’S OFFICE. WILL INCLUDE EXTERNAL COMMUNICATIONS INFO and EFFORTS, DEPT AND COMMITTEE UPDATES, INFO ON CURRENT/NEW PROJECTS. SHOULD ALSO INCLUDE A WAY FOR LIBRARIES’ COLLEAGUES TO SUBMIT FEEDBACK FOR PROJECTS IN AN “OPEN COMMENT” PHASE.

II.                Selene presented the Libraries’ external communications’ current model, challenges and proposed solutions. See PowerPoint slides following notes. The conversation brought forth a number of ideas and issues.

• Our external audience is twofold: campus constituents; and, external community at large.

•  There are two mechanisms to keep in mind: outlets and output.

•  A “Question Box” would be a useful tool. A question box is a place where directors/colleagues can see current topics in question and suggested talking points of best answers for media inquiry.

•   Many working groups are reaching a point where a communication plan would be useful as they prepare to launch their work.

•  A calendar of important dates would also be useful as a way to track holidays, events we can link our efforts with.

• An aggregate of our annual accomplishments would be of value.

•  Selene will meet with directors every six weeks to generate story ideas.

• Social media policy group will reconvene ASAP to oversee social media efforts.

•  A communications team will be reconvened with new membership and charge.

Conference Day: Discover Us

The Roof of Aiken: A Staff/Faculty Development Committee Field Trip

Summer Picnic!

Save the date! Our much-loved annual Libraries Picnic will be Wednesday, June 19, in the big white orientation tent behind Bailey-Howe. More details will be forthcoming in due course. Prepare yourselves for good fun and excellent food!

Your generosity (through yearly or monthly dues, or occasional donations) allows us to purchase the serving ware, burgers, beverages, and other items we need to make this event possible - so now is a great time to say thanks! If you haven't contributed recently, Jimmy would be happy to receive any cash you care to send his way.

---Chris K., and the other fine folk of the Libraries Social Committee

Nancy's note: This photo, taken by Theron S. Dean, is called "Picnic at the Battell Lodge," and is from the CDI Collection. Pictured are Mr. and Mrs. Chittenden, and Mr. and Mrs. Cowles, and one unidentified person.