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					 Planning Collaborative
 Spaces in Libraries



Planning Components

Barbara I. Dewey, University of Tennessee
ACRL/CNI Workshop
June 20, 2003, Toronto
Goals of Session
General Issues/Challenges

Planning Checklist Discussion

Agreements, Policies
General Issues
 Flexibility for changing needs,
  technologies
 Possibility of “phased” approach
 Recognition of different partner cultures
 Sustainability for people, equipment
 Startup and long-term funding sources
 Campus buy-in, incentive programs
 Legal issues
Preliminary Planning
   Need/rationale
   Project scope
   Key champions – project sponsorship
   Key administrators
   Partners for implementation
   Partners for operation
Project Kickoff
 Method (team, committee,
  departments)
 Required team skills
 Resources, commitments for planning
 Assign roles
 Team formed
Project Definition
 Project tracking, outcomes
 Accountability and reporting
 Refine mission, goals
 Confirm service philosophy with
  partners
 Preliminary timeline
 Preliminary budget
 Basic ground rules
Space
 Identify requirements
     programmatic
     physical
     technical
     strategic
 New construction or remodeling?
 Identify potential sites
 Assess sites based on requirements, cost,
  etc.
 Recommend site to champions
Research/Assessment
 Conduct focus groups, interviews
 Refine mission/goals
 Consider ongoing
  evaluation/assessment plan
Personnel
 Determine personnel needed
     Identify available personnel from
      partners
     Identify need for new personnel, HR
      requirements
 Acknowledge/plan for cultural differences
  between partners
 Training needs for current, new personnel
     Address expertise needs
     Address cultural needs
Budget –
Building/Infrastructure
 Seek “players” for building budget
 Develop building, remodeling budget
Budget -- Operations
 One-time costs (hardware, software,
  training, launch)
 Recurring costs (minimum 3 year
  period)
     Personnel
     Technology, software, equipment
           refresh
     Marketing costs
Collaboration/Partnership
Agreements
 Identify need for agreements
 Develop agreements – Memo of
  understanding (MOU)
 Get sign-off from appropriate
  partners, administrators
Service Considerations
 Hours of operation
 Staffing requirements
 Integration strategies with adjacent
  units, partners (i.e referral system,
  plan)
Marketing
 Marketing plan
 Outline methods of communicating service
  (web, email, brochures)
 Integrate information about facility, service
  with partners, campus outlets
 Develop launch plan (soft opening, opening
  event, etc.) Determine key participants for
  opening
 Consider dissemination of experience
  (presentations, publications)
Pre-Launch Analysis
 Basic components in place
 It works
 Training completed
 Staff from collaborating departments
  aware of new service
 User support in place
 Initial assessment plan
Launch
   Invite staff first
   Role of early adopters, key faculty
   Demonstrations, examples of service
   Timing of opening
Post Launch
   Successes
   Outstanding issues, problems
   Strategies to resolve issues
   Implementation of post launch
    strategies
Communications
 Ongoing communication plan
  (reports, meetings)
 Ongoing assessment of operation,
  goals, mission
Memo of Understanding
   Who                         Service philosophy
   What                        Referral guidelines
   Length of agreement         Timeline
   Service                     Assessment
   Audience for service
                                Signatures
   Governance
                                Copies to appropriate
   Stakeholders
                                 campus
   Location                     administrators/files
   Compatibility issues
    (signage, furnishings)
    posted and regular
    hours)
Facility/Classroom Policies
 Description          Staff
 Definition of use     responsibilities
 Rules                Instructor
 Governance            responsibilities
 Priorities for       User
  scheduling            responsibilities
 Hours & times        Forms for
                        scheduling and
                        process
Other Understandings
 User privacy policies
 Acceptable use policies (AUPs)
 Intellectual property policies
 Adherence/interpretation of copyright
  laws
 Instructor/student ethics
 Use by general public
Sources of Funding
 “Regular” budget sources (long-term)
 Combination
 External sources (start-up)
   Grants from foundations
   Federal grants