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April 23 and/or 30th - Subgroup meets to prep for meeting with Steve.
May 1 - Decide on weeks to sample. Use this time to work on some of the little things below, like creating a little blurb about ref vs. other questions, set up the instructions on the wiki; Remlee target date for completing email
May 4 - Meeting with Steve and Jess re: reporting ref stats in the new model. Bring any final questions for Steve.
May 13 - Complete first draft of email that will be sent out. Send draft to our little subgroup and maybe Steve for comments.
~May 20 - Finalize wording for email. Finalize public wiki
Late May - early June - Steve to send email introducing the new policy
June 15 - Send reminder of upcoming changes. Keep public wiki updated
July 1 - Reference statistics sampling model lauches! Stop taking daily statistics. Send reminder.
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- Make it clear that everyone who answers any questions from the public should be involved (or however we want to clarify that).
- Keep it brief, so that people will read it.
- Instead of recording statistics every day, we will be doing recording them four weeks out of the year
- The 4 weeks will be (x,x,x,x)
- Remember to record all transactions, whether they happen at the desk or away.
- A reminder of the difference between reference and other
- Talk about potential for "other" surveys by committees and divisional libraries. (RISG to talk about coordination of these efforts at May 20th meeting)
2. Make a web / wiki page describing the new system. - Heather & Bill
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For this meeting we will have prepared:
- Something about the definition of reference (I'm pretty sure that I missed something about this that maybe came up at the PSLG meeting? Where does this fit in to reference statistics? Does it have to do with whether a question is reference or other or who should be recording statistics?) - Mostly following the RUSA guidelines but replace the word consultation with transaction.
- A rough timeline of how we plan to roll out the policy (when & how we'll publicize, etc.) Heather started; Bill will take a look at this and see if additions or changes need to be made.
- Some ideas for whether the reference statistics sheet needs to change at all? Heather - Incorporate definition of reference to the sheet?
- Discuss which weeks we will sample? It was suggested that Steve picked these before and would likely be willing to continue to pick them. I like that idea. We could possibly make some recommendations, don't bridge two months, yada, yada.
- Our audience will be all-lib as there are people outside of ps-lib who handle reference questions. Include a note that says, "think this doesn't apply to you? Think again." Include example ref transactions.
- Talk to Jess about reporting structure. What do people without reference coordinators do? Who do they give their sheets to? Send to Jess directly?
Print or electronic? Both?
4. Publicize the new model email, personal communication within local units
- Make timelines for reminding people to keep statistics
- Timeline for FY 2009 and lead in to sampling method
- Timeline for FY 2010 to send reminders that sample weeks are coming and how to find stats sheets.
- Remind them how to distinguish whether a question is "reference" or "other"
- Send wiki link with correspondence
*5 Extra refstats data gather or the "other" surveys
- Short-term user studies?
- How to coordinate these studies among committees and divisional libraries.
- Possibly use this wiki space to link to information about other studies: https://wikis.mit.edu/confluence/x/jgYZAg
6. DONE! Decide which definition of reference to use. - I'm thinking we probably want to know this (or have a good sense of where we are,) by the meeting with Steve, May 4.
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