The following performance expectations were developed to enable those
having collection management responsibilities to better understand what
is expected of them and to know on what they will be evaluated.
Collection management is traditionally subdivided into the following
- FACULTY LIAISON/NEEDS ASSESSMENT
- EVALUATING AND SELECTING MATERIALS
- PROMOTING AND FACILITATING USE OF THE COLLECTION
- COLLECTION EVALUATION
In addition to the above, expectations for the following are also included:
- KNOWLEDGE OF ROLE AND POSITION
- PARTICIPATION IN THE COLLECTION MANAGEMENT PROGRAM
- INTERPERSONAL/COMMUNICATION SKILLS
1. KNOWLEDGE OF ROLE
Has sufficient knowledge and understanding of the following to be able
to effectively meet the collection management responsibilities of his/her
A. Subject Area(s)
Bibliographers are expected to have, or to develop, a working knowledge
of the terminology, bibliographic tools, major writings and important
societies, associations and publishers of each of the, subject areas
for which they have collecting responsibility.
B. Collection Development Functions
Bibliographers are expected to have, or to develop, an understanding
of the various issues, functions and activities associated with academic
library collection management. They are also expected to display a positive
work ethic and employ effective time management skills.
C. Role as Librarian and Member of the Faculty
Bibliographers are expected to have, or to develop, an understanding
of their role as a member of the Weber State University Library faculty
and to fulfill the responsibilities of their positions in a professional
II. FACULTY LIAISON AND NEEDS ASSESSMENT
Systematic, on-going needs assessment is fundamental to the collection
management process. It provides collection managers with the information
they must have in order to develop a collection that effectively supports
the instructional and research needs of faculty and students. On-going
assessment of curricular and research needs is accomplished primarily
through faculty liaison activities and supplemented by information obtained
from examining course descriptions, class syllabi, circulation and interlibrary
loan data, and from information made available by various offices on campus.
To systematically assess the instructional and research needs of their
assigned subject areas, bibliographers are expected to:
A. Meet each year with all NEW tenure track
faculty in each department for which they have collecting responsibility
B. Meet at least once each year with each academic
departmental liaison or department chair to discuss library related issues.
Issues discussed should include collecting emphases, program changes within
the department that may require additional library support, important
new resources added to the collection or new services provided by the
Library, Library policies, procedures, etc.
C. Meet once each year with the entire faculty
in each academic department for which they have collecting responsibility.
Bibliographers should plan to discuss with the department faculty library
services, policies, and procedures and to listen to the library related
concerns or suggestions of the faculty.
D. Function as an advocate within the Library
for the academic areas in which they collect.
E. Be knowledgeable about the curriculum within
their assigned subject areas. This is accomplished by talking with faculty
and students, examining course syllabi, reviewing class schedules, and
regularly reading the Signpost and University News.
F. Routinely review interlibrary borrowing
information (will be provided on a quarterly basis) to assess demonstrated
needs that the collection is not meeting and ordering items that fall
within the scope of their collecting assignments.
G. Examine use of the collection in their subject
areas by routinely reviewing usage data and other statistical information
(will be provided on a quarterly basis).
III. EVALUATE AND SELECT MATERIALS TO SUPPORT
THE CURRICULAR AND RESEARCH NEEDS OF THE UNIVERSITY COMMUNITY
Bibliographers are expected to:
A. Systematically evaluate and carefully select
materials based on instructional and research needs, the narrative statements
(In addition to the general Collection Development Policy, bibliographers
will write, and keep current, specific policy statements for each of
the subject areas in which they collect) and collecting levels specified
in the Collection Development Policy, collection evaluation results,
and recommendations received from faculty and students.
B. Annually review the collecting statements
and collecting levels specified in the Collection Development Policy
for their subject areas and, in consultation with relevant faculty,
revise these statements as necessary.
C. Develop, maintain, and annually review approval
plan profiles and make necessary adjustments.
D. Review weekly approval shipments and indicate
if the item should be added to the collection or returned to the vendor.
E. Develop, use, and routinely modify a working
list of selection tools - including subject specific journals.
F. Review all subject area materials received
on firm, or standing order, and from the U.S. Government Publications
Office; review any gifts received in subject areas.
G. Facilitate the acquisitions process by providing
accurate and complete bibliographic information whenever possible.
H. Facilitate bibliographic access to materials
in subject areas by consulting with the Cataloging Department, when
IV. FUND MANAGEMENT
Continuing increases in the cost of library materials makes effective
fund management essential. To effectively manage the funds allocated in
support of their subject areas, bibliographers are expected to:
A. Expend allocations wisely in acquiring library
materials that support University curricular and research needs.
1. Be selective, prioritize orders and stay within
2. Systematically expend allocations
- July - Nov = 1/2
- Dec - Feb = 1/4
- Mar - Apr = 1/4
3. Understand how to access the Dynix fund accounting
system in order to determine order status and fund account balances
and to keep apprised of the state of all assigned accounts.
4. Inform the University Librarian about important
needs that cannot be met with current allocations and provide written
justification for requests for additional funds.
5. Establish a working desiderata file in case
additional funds become available.
V. PROMOTE AND FACILITATE USE OF THE COLLECTION
To promote and facilitate the use of the collections they develop, bibliographers
are expected to:
A. Provide effective subject specific bibliographic
- Makes the students aware of library resources that are relevant
to their course work and research
- Teaches the student how to effectively use those resources
- Meets the instructional objectives developed by the instructor and
B. Disseminate information on the collection
to relevant faculty and other interested constituents.
VI. COLLECTION EVALUATION
Collection evaluation should be both a systematic and an on-going process.
It is often difficult to find time for collection evaluation activities
at medium-sized academic libraries where the human resources available
for this time consuming task are limited. However, while evaluating the
entire collection in a subject area for which a bibliographer is responsible
may not be realistic, it is possible to evaluate a specific sub-portion
of that collection. Therefore, bibliographers are expected to identify
a manageable area of the collection to evaluate each year and to work
towards systematically evaluating that portion of the collection. In accomplishing
this goal, bibliographers are expected to:
A. Possess basic knowledge of collection evaluation
methods and techniques
B. Identify and selectively acquire evaluative
tools for their collecting areas and have those tools checked against
the Library's holdings
C. Identify retrospective heeds and provide
written requests to the University Librarian for additional funds to
strengthen specific areas of the collection
D. Regularly review the physical condition of
the collection in their subject areas and withdraw, replace, or have repaired
material that is not in usable condition
E. Withdraw from the collection multiple copies
of unused material
VII. PARTICIPATION IN THE COLLECTION MANAGEMENT PROGRAM
The activities associated with collection management and the administration
of. the Program are both consultive and collegial. To be effective, bibliographers
are expected to:
A. Understand, and be able to articulate to
others, the mission and goals of the Collection Management Program
B. Actively participate in collection management
- Keeping informed on collection management issues by reading and
assimilating information that is distributed/published, and by maintaining
a file of collection management policies, reports, statistics, etc.
- Regularly attending and actively participating in collection management
- Serving on collection management committees and participating in
the process of evaluating and selecting new members of the Program
C. Provide requested statistical and evaluative
information on the areas of the collection for which they have collecting
responsibility (accreditation reports, etc.)
D. Communicate with the University Librarian
regarding collection development issues or concerns that need administrative
attention and on:
- User complaints/compliments on the collection
- Special funding needs
- Publishing and pricing trends in the field
- Evolving fields within their collecting areas, new emphases, new
programs and interdisciplinary interests, changes in enrollment and
courses offered, etc.
- Plans for collection evaluation and/or collection analysis projects
- Subject areas in which cooperative acquisitions or resource sharing
should be pursued
E. Inform others of effective methods for implementing
collection management functions and activities (if it works, share it!)
VIII. PROGRAM EFFECTIVENESS
Bibliographers are expected to actively contribute to the ongoing improvement
of the Collection Management Program by:
A. Serving as an advocate for the Program by
displaying an attitude that demonstrates a commitment to developing
and managing the Library's collections
B. Assuming responsibility for recognizing
problems and taking the initiative in helping to solve them
C. Being collegial and supportive - consult
and respect others and function as a team member. Attempt to understand
the demands made on others and, when appropriate, help to facilitate
their meeting those demands
D. Assisting in training new members of the
IX. INTERPERSONAL AND COMMUNICATION SKILLS
Because collection management is a consultive process, the degree to
which bibliographers are effective is often determined by their ability
to communicate with others. Bibliographers are expected to:
The following performance
expectations were developed to enable individuals providing reference
service to better understand what is expected of them and to know on what
they will be evaluated.
KNOWLEDGE OF ROLE:
Reference team members will
have sufficient knowledge and understanding of the following to be able
to effectively meet their reference responsibilities:
Role as a Member of the WSU Faculty or Staff: Reference team members
are expected to demonstrate a clear understanding of their role as a
member of the Weber State University Library faculty or staff and fulfill
the responsibilities of their position in a professional manner.
Reference Theory and Practice: Reference team members are. expected
to have, or to acquire, an understanding of current reference issues,
theories, and methods of reference practice appropriate to an academic
- In keeping with the Library's
educational mission, reference assistance should stress providing
guidance to users in their pursuit of information rather than retrieval
of information for them.
To provide effective, high
quality service, reference team members are expected to acquire and consistently
demonstrate expertise in each of the following:
Knowledge of Sources:
- To meet users' information
needs effectively, reference team members must be able to remember,
locate, use, and teach others to use, print and electronic resources
in any discipline in the reference and government publications collections
and to consult with colleagues and/or the appropriate subject bibliographer
- Reference team members
must also be aware of and refer patrons to relevant print and electronic
resources not available in the local collection.
Reference Collection Development:
- To answer reference questions
effectively, reference team members are expected to actively participate
with subject bibliographers and the R&IS Librarian in evaluating
and selecting relevant print and electronic resources, including a
core collection of general sources and basic sources focused on disciplines
currently taught by the University.
Question Negotiation Skills (Reference Interview):
- To understand the user's
information needs, reference team members are expected to develop
and consistently employ excellent communication and question negotiation
- Reference team members
are expected to make every reasonable effort to ascertain the nature
of the user's immediate information need, to treat the user with courtesy
and respect, to address the query in a serious, non-judgmental fashion,
and to ascertain, when possible, whether or not the user's information
need has been satisfactorily met.
- To provide effective,
high quality service, reference tearn members must consistently demonstrate
a strong commitment to service within the context of the educational
mission of the University.
- Reference team members
must be perceived by the patron as friendly, approachable, eager to
assist, and strongly committed to helping each patron locate the information
- Reference team members
are expected to diplomatically assess the expertise of the patron
and tailor the assistance to meet the patron's information needs and
PARTICIPATION IN THE REFERENCE PROGRAM:
Reference team members are
expected to demonstrate their commitment to and participation in the Reference
Understanding and being able to articulate to others the mission and
goals of the Library and the Reference Program.
Serving as an advocate for the Library and the Program by displaying
an attitude that demonstrates a strong commitment to reference service.
Serving their scheduled hours at the Reference Desk and consistently
providing high quality reference service.
Regularly attending training sessions and using the training to improve
their knowledge of reference sources and reference service skills.
Providing general library orientation tours as assigned.
Providing relevant training sessions for reference team members.
Actively participating in Program decision making by:
- Keeping informed on reference
issues, policies, and procedures.
- Regularly attending and
contributing to reference team meetings.
- Serving on reference
- Participating in the
evaluation and selection of new team members.
PROGRAM IMPROVEMENT/PROBLEM SOLVING:
To improve and further develop
reference programs, reference team members are expected to:
Take the initiative in recognizing and constructively solving problems.
Make recommendations for program improvement.
Be collegial, consultive and supportive - consult and respect others
and function as a team member. Attempt to understand the demands made
on colleagues and, when possible, help them to meet those demands.
Assist in the training of new members of the Program.
- Subject bibliographers
are expected to provide reference training in their assigned subject
areas for new reference team members.
TIME MANAGEMENT SKILLS:
To balance their many responsibilities,
reference team members are expected to:
Demonstrate a positive work ethic and employ excellent time management
- Be able to prioritize
responsibilities and activities.
- Meet scheduled deadlines
INTERPERSONAL RELATIONS/COMMUNICATION SKILLS:
With R&IS Librarian:
To carry out their responsibilities,
reference team members must be able to communicate effectively with
the R&IS Librarian and bring proposed solutions to problems to her/him.
B. With Colleagues:
Reference service is a consultive process. The degree to which reference
team members are effective is often determined by their ability to consult
and communicate with colleagues. Reference team members are expected
to demonstrate effective interpersonal and communication skills in working
C. With Faculty:
While subject bibliographers have primary responsibility for communicating
with faculty, all members of the reference team need to understand faculty
library needs and must be able to communicate effectively with faculty.
D. With Staff and Student Assistants:
To solicit support from staff and student assistants, reference team
members must understand basic delegation and supervisory principles.
In order to explain projects, they must possess good communication skills.
The services provided by reference team members are evaluated by the
Reference & Information Services Librarian based on the following
criteria (to be developed).