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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 18 - 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 1 - Steve to send email introducing the new policy (include link to wiki).
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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For this meeting we will have prepared:
- Something about the definition 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.
Bill is going to look at online random number generators. - 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. Craft 2 different message? Ask Steve. What are the boundaries, what are we trying to capture.
- 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? - Who will answer questions about the reference statics process after the launch? (Particularly for people that don't have a reference coordinator.)
- Need to think about who will coordinate "special studies" being taken at other times of year? Wait until after re-org?
3.1 Meeting with Steve.
- Choosing weeks to collect data (Steve) - Steve has traditionally chosen the weeks for sampling. We know it is biased, but we accept this. He volunteers to continue choosing these dates.
- Changes to form (Heather) - take out "sample week" indicator, add distinction between reference and other
- Definition of reference - Modified RUSA definition, incorporates reference work in addition to reference transactions
- Process
Current:
Create Excel file (Director's office)
Reference coordinators collect statistics from the units and turn in to the director's office.
Jess compiles and adds to spreadsheet on R drive.
Future:
Jess does not need statistics at individual level, only at the unit level. Continue to aggregate them around divisions/departments
As of July 1, only needs 1 summary sheet that has away & at desk needs to be maintained.
Ref/other,
at/away from desk
in person/phone/electronic
What about other groups (non-traditional public service), that don't fall within a divisional library?
Nicole H.
Digprob
Sean Thomas
Director's office
Ask each person to fill out their own form. Aggregate at department level? (Technology Services, ALS, Director's office) Make sure this is clear on the form to identify department. Public service side = work through reference coordinator. Everyone else, send form to Jess.
Steve/director's office sends out sample week reminder. People outside of normal PS, send/scan sheet and email to Jess by x date. Send email before, maybe another after. Jess can create list of who she is getting them from and follow up with regular contributors to the statistics.
Communication:
Steve to inform all at DLG meeting of the change. Remind at beginning of sample period.
Before sending formal note to staff, talk to people about the change.
Target lists:
PS-Lib + targeted list. Look at PS-Lib list and see who is on it. A lot of the targeted people may be on the list already.
Look at staff list by department.
4. Publicize the new model email, personal communication within local units
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