ASSET 2005: Best Committee/Group Collaboration Nominees

Group collaboration, whether it is part of the Libraries' formal committee structure, a formally organized work group or team or an informal group, is a vital part of the participative decision-making process in the Libraries. Commitment given by individuals throughout the Libraries to committee work and other forms of group collaboration is considerable. Recipients for this award will be chosen based on the effectiveness of the committee or group's process, the communication of its progress, the timeliness of its recommendations, and its task and effectiveness for the mission of the Libraries.

How has the nominee demonstrated excellence in teaching, nurturing, or providing guidance to others? Please provide specific examples.

For Janice and Neil this past year has been all about Connexion, OCLC's new integrated cataloging service which will be completely replacing PRISM/Passport in June. This change affects not only the Cataloging Department but also the Acquisitions Department, Collection Development, and other areas throughout the Library where searching, ordering, and cataloging tasks are performed. Janice and Neil were asked to learn the ins and outs of Connexion and develop training materials for, as well as train, the Cataloging Department staff. Having provided Connexion training for the Cataloging Department, they then provided the same training for staff throughout the Libraries.

How has the knowledge the nominee shared affected another person's or yours career?

Thanks to Janice and Neil the Libraries' transition to Connexion has been an extremely smooth one. We are way ahead of many other Libraries in this regard as most of our daily work is now being done entirely in Connexion. This smooth transition is due to Janice's and Neil's training skills and the recognition of their responsiblity to the Libraries and its staff. They took the time to learn what tasks were performed in the various areas of the Libraries and made sure all staff would receive training that would enable them to continue their work ably and efficiently. When PRISM/Passport is put out to pasture by OCLC most of us won't even be aware of it.

Please describe the nominee's communication skills. How do these skills attribute to his/her nomination for Outstanding Mentor/Trainer?

A major factor in this successful training venture was the communication skills both Janice and Neil possess. The documentation they provided to all staff is clear and concise and they were also able to communicate information clearly to staff who attended the training sessions which were held in Classroom A. A big part of this skill is the ability to listen. Janice and Neil listened to questions and needs from the staff, answered what they could, and got answers back to appropriate individuals when a question required some investigation.

Has the nominee used any innovative training/teaching methods? If so, what are they, and how have they affected you and/or others?

An example of Janice's and Neil's effective listening skills is seen in their work with Collection Development. A need was expressed and was responded to in the form of a macro which makes the ordering process in Connexion dare I say -- a piece of cake! It is this attention to the needs and anxieties of staff as we all faced this transition that made it not only a success but also virtually painless.

What else do you think the ASSET Awards Committee should know about your nominee?

Janice and Neil are most deserving of this Asset Award not only because of their hard work and dedication but also because of their genuine concern and desire that all staff be comfortable, confident, and competent when working in Connexion.

DLG Redesign Working Group
(Brad Baxter (GALILEO & Database Support), Jay Forbes (BOR), Katie Gentilello (DLG), Toby Graham (DLG), Ed Johnson (BOR), Sheila McAlister (DLG), Tim Peacock (GALILEO & Database Support), Mike Thomas (GALILEO & Database Support), Andrea Wilson (BOR), Mandy Mastrovita (DLG), Ben McCormick (DLG), and Philip McArdle (BOR))

Redesign the DLG Web presence based on a scope document approved by key stakeholders. Create a seamless virtual library on Georgia history and culture that provides cross-searching of DLG databases and that facilitates the inclusion of digital collections developed by other Georgia libraries.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

The DLG Redesign represents a re-envisioning of how the Digital Library of Georgia works. It required extensive programming to develop the metadata catalog. It required expertise in Web design, graphics, and metadata. Completing the large amount of work required, pulling together all of the various pieces of this project, arriving at a consensus on the many decisions made, and doing so in a relatively brief timeframe required a high level of commitment and cooperation. The DLG Redesign Working Group is a model in this regard.

What else do you think the ASSET Awards Committee should know about your nominee?

The DLG Redesign Working Group met for the first time in May of 2004. By October 2004 (in time for the fall conference season), the group had produced a beta version of the site. After a process of stakeholder review, the group made revisions to the site between January and March 2005 and went into production in April 2005. The group accomplished an impressive volume of work in less than a year with many other projects occurring simultaneously.

Georgia Government Publications
(Susan Tuggle (Reference), David Wiltsey (DLG), Matt Hannum (DLG), Brad Baxter (GALILEO & Database Support))

Digitize and deliver via the Internet the government publications collected through the UGA Libraries' state documents program.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

In 2004, the GGP reached a milestone of 20,000 (now 23K) documents in the database comprised of more than 300,000 pdf files.

The GGP delivers government information via the Web to the UGA community, as well as to users across Georgia and across the globe.

Preserve and provide access to Georgia's heritage through the newspapers published in the state from the colonial period to the present.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

The Georgia Newspaper Project generated 2,394 reels of microfilm in FY04, which represents approximatly 2 million pages of newsprint. This represents a 22% increase over the previous year and the greatest number of reels for any year since the 1990s.

The GNP benefits the UGA Libraries, because it produces the great majority of Georgia newspaper microfilm that the UGA Libraries hold. The GNP also microfilmed the Governor Frank Harris Scrapbooks for the Russell Library in FY04.

The GNP also serves libraries, organizations, and individuals across the state that rely on the GNP for newspaper microfilm.

What else do you think the ASSET Awards Committee should know about your nominee?

The GNP microfilms 200 newspaper titles on an ongoing basis with two fulltime staff. It's a major undertaking, and one that presents many challenges.

Interlibrary Loan Department and Science Colleagues
(Virginia Feher, Jesse Flavin, Cindy Flom, Genevieve Esquivie, Ian Hill, Catherine Lind, Sandy Magnani, Annette Wiggs, Chandra Yearby-Stephens--ILL Department at Main. Betty Ruff and Chip Shirley--Science colleagues.)

ILL obtains material from other libraries for UGA users and supplies UGA's material to other libraries. As Borrowers, we obtain material from other libraries for UGA users here in Athens and at the off-campus Research Facilities. As Lenders, we supply UGA material not only to other Georgia and USA libraries, but also to libraries all over the world. To complete our tasks, we function almost as a library-within-a-library and, in the course of our days, we have regular contact with our own Mail Room, Copy Services, Business Office, Access Services, Reference Department, various special collections, and the Research Facilities such as Coastal Plains and the Experiment Station.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

This year ILL Staff learned not just one, but two, different new systems in order to better serve all our customers. For the past 15 years we used the Passport version of the OCLC ILL Subsystem. During FY 2005, we were not only required by OCLC to wean ourselves from Passport and to migrate to WorldCat Resource Sharing (their new web-based replacement), we also voluntarily took a giant leap and began using ILLiad, an ILL management software package. ILLiad sits between us and WorldCat Resource Sharing and has revolutionized our workflow. It captures for "all eternity" our requests (in the OCLC subsystem, requests disappear when completion) and has made searching individual requests possible in ways heretofore only dreamed of. We have dramatically reduced the amount of paper required to download requests and get material "out the door." It allows us to attach electronic notes to a request, as needed, for each other as we work on a request, replacing post-its an! d scribbled marginal notes. To effectively use ILLiad, my staff has happily revolutionized their whole way of thinking about processing ILL requests. My ILL employees, from the longest-term veteran to the newest newbie, have happily embraced using the new software and we are processing material faster than before. Yet during these major transitions and big learning curves--ILLiad last fall and WorldCat Resource Sharing this spring--my Borrowers have continued to provide our UGA patrons with fast and efficient service and my Lenders have picked up the pace of supplying material to other institutions. Our UGA users are happy since they can check the progress of their requests by logging into their ILLiad accounts. Our borrowing partners at other institutions are happy with a better turnaround time and our ability to check on their outstanding requests more efficiently, now that we have the multiple access points for searching as afforded by ILLiad.

Sharing a common dedication to getting the user the material he or she wants through teamwork, open communication, a willingness to learn new things, and goodwill toward each other during the process. Although the Borrowing Unit and the Lending Units operate independently of each other most of the time, there is constant communication within each unit to keep the requests and material flowing each day. Meanwhile, there is also interaction between the units, especially in the heavy-duty tasks such as opening the mail and seeing that the truck for the Atlanta circuit is loaded and unloaded on time each day--everybody pitches in when necessary to keep material moving. The cooperation provided by our colleagues in the Science Document Delivery unit is also invaluable to both the Lending and the Borrowing units in ways appropriate to each unit. They have been cheerfully coping with an ever-increasing amount of requests, especially from our Lending Unit, which they fold into their other tasks.

What else do you think the ASSET Awards Committee should know about your nominee?

Now that we have the two new systems in place, my staff knows that learning does not stop now. They have been showing great initiative in exploring the capabilities of the software and adopting the features which best help the missions of each Unit. And finally, I will say that everyone who works in UGA's interlibrary loan is, in a sense, a frontline ambassador to the rest of the world. Every day, both the Lenders and Borrowers e-mail or talk to their counterparts at other institutions. To paraphrase Polonius's advice in "Hamlet," we strive to "Both a (good) borrower or a lender be" to do our part in maintaining the good reputation of the UGA Libraries to the rest of the world. I am proud of the job they all have done adapting to the vast changes we have undergone this past year and of the continued good service they are dedicated to providing.

Media Department/Media Archives Screenings Group
(Ruta Abolins (Media), Margie Compton (Media), Thomas Knowlton, (SLC), Mary Miller (Media), and Laura Shedenhelm (Media/Collection Development))

The Walter J. Brown Media Archives & Peabody Awards Collection is one of the largest broadcasting archives in the country, with over 90,000 titles and 5 million feet of newsfilm. Additionally, the Media Archives have audio folk music field tapes and home movies from rural Georgia. The Media Department holds the Libraries' collection of commercially distributed motion pictures, television and radio programs. This collection supports the research and teaching activities of the University's faculty and students.

The people named above work sometimes in collaboration and sometimes individually to share materials from Media Archives and Media Department collections with members of the UGA and Clarke County communities.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

Media Archives/Media Department screenings are presented by individuals whose knowledge of the collections is second only to their passion for sharing these wonderful and unique films and programs with others. Over time, screening presenters have become skilled publicists for the events and for the libraries, using radio, television, print, email, flyers and the WorldWideWeb to spread the word. The various annual series have built up a regular following, as have Thomas Knowlton's international film screenings.

Group members collaborate with other campus and community groups including Latin American Studies, Women's Studies, African Studies, the African American Cultural Center, the College of Journalism, the Institute of Government, the Office of Institutional Diversity, the Georgia Museum of Art, and the Athens Clarke County Public Library.

Frequently, screenings are followed by discussions, usually led by UGA Faculty or by community members with relevant expertise. Discussants have come from UGA departments of Political Science, Instructional Technology, Drama, English, History, Romance Languages, Journalism, Comparative Literature, and Recreational Sports, among others. Thus, links with many campus departments have been formed or renewed.

What else do you think the ASSET Awards Committee should know about your nominee?

"Presents screenings" is NOT in the job description of any of the group members. Rather, this is a pleasant but labor-intensive choice of those who do the work.

Finding discussants, reserving rooms, developing themes, reviewing potential programs, collaborating with other groups and departments, creating and disseminating promotional materials and, finally, putting the success of one's event at the mercy of technology are among the challenges and pitfalls of the process.

Although occasionally students who attend screenings for Franklin College ("blue card") credit are bored by the programs, it is much more common for students to report that they are awakened and challenged by the programs they view and the discussions they take part in.

For promoting the Libraries, reaching out to the community, and contributing to the campus climate of intellectual inquiry, the Media Department/Media Archives screening group is truly ASSET worthy.

Receiving Unit (1 out of 2)
(Ben Davis, Will Mittelman, Sandra Nolan, Matt Payne, Diane Roberts, and Marie Woods (Acquisitions))

This unit is responsible for receiving, paying & copy cataloging all firm orders, approval plans, standing order monosets, analyzed monosets, & analyzed series. The allocated budget for which this group is responsible is almost $2.5 million for FY05.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

The Receiving unit began a process of critical examination & analysis of their workflows several years ago. They have worked to fine-tune these workflows until they have achieved a phenomenal turnaround time for processing firm order materials in an overall average for the year of 1.2 days, with the average being 1/2 day for 5 of the past 10 months. Bear in mind that since titles are now copy cataloged if possible within the dept., this means books are coming in the library mail on one day & being sent for call# marking on the next, with their next stop being the shelves - almost instant patron access to these materials!!

This unit has a number of diverse personalities but every one is amiable & pleasant & they function well as a group. Each member of the unit has cross-trained in the duties of other positions so that someone is always available to take up the slack during vacations or to lend a helping hand during periods of heavy workflows. Despite having little to no recognition of their accomplishments outside the dept., this group has managed to maintain a positive attitude about their performance & continues to seek ways to improve & simplify their workflows.

What else do you think the ASSET Awards Committee should know about your nominee?

This unit has a combined 72 years & 9 months of library experience. With Marie Woods "cracking the whip" & directing the workflows, they operate as a well-oiled machine. I think they would perhaps best deserve the Unsung Heroes award (if it were not restricted to individuals!) for they undoubtedly epitomize the Awards Committee's definition: "Awarded to the person who continually and effectively fulfills his/her obligations to the mission of the libraries and who is commonly not recognized as doing so or has his/her recognition skipped over for more public or glamorous positions. This person is continuously both a real benefit to his/her colleagues and a stable and dependable resource for the UGA Libraries as a whole." Technical processing work is not sexy or glamorous but it remains the meat & potatoes of the library, though hidden & oft forgotten.

Receiving Unit (2 out of 2)
(Ben Davis, Will Mittelman, Sandra Nolan, Matt Payne, Diane Roberts, and Marie Woods (Acquisitions))

This unit is responsible for the receipt of firm orders & standing orders, as well as 8 different approval plan. This involves verification of bibliographic records, copy cataloguing of all DLC records, receipt & payment of invoices. These materials account for a budget of $2.5 million with items for the Main & Science Libraries & all University of Georgia branches.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

This unit has lost several positions over the past few years which means receivers dedicated to specific materials were lost & those workflows absorbed by those remaining. Then in November 2003, the department merged the Firm Order Unit with the Standing Order/Approval Unit. The staff never blinked an eye. They have all cross-trained on the procedures of the various workflows, so that no workflow will ever encounter a backlog. Through the downsizing & the merger, they have continued to meet, & more, a mandate that turnaround time for materials coming in & going out be no more than 5-6 days. The turnaround time for the unit is consistently 1-2 days. This means that once the books are opened by the student they go to Marking for their call#s within a day! So they are available to the patron almost instantaneously & quick & accurate access to information is the ultimate goal of a library.

With the exception of 1 member who came on board in 2001, this group has been together since the inception of GIL. From the beginning, they have embraced change & consistently stepped to the forefront to do whatever it took to perform their work as efficiently as possible. They have not been afraid to scrap many a workflow for something that might work better & they know all their ideas are valid to achieve the end result. They are one of the few units that can work proficiently in both the Acquisitions & Cataloguing modules of the processing system to interpret information.

What else do you think the ASSET Awards Committee should know about your nominee?

I am a very lucky supervisor to have this cohesive group that has always wanted to learn & understand how their procedure fit into the "big picture" of the Libraries. Since I feel this is such an important component of training good staff as well, this is a huge part of their success. They feel they are an important piece of the puzzle & they know I value & respect the job they do. I really feel that "my guys" are unsung heroes. I would have liked to nominate them for "Unsung Hero". I hope in the future that groups can be nominated for that category.

SFX Implementation Team
(Caroline Cason (Reference), Bill Clayton (Systems), Eric Griffith (Reference), Laura Heilman (Cataloging), Marty Hughes (Systems), Thomas Knowlton (Reference), Bill Loughner (Reference), Deborah Stanley (Reference), Mike Thomas (GALILEO & Database Support), Beth Thornton (Cataloging), Amy Watts (Reference), Dana Walker (Periodicals), Helen Wilkes (Periodicals), and Denise Wilson (GALILEO & Database Support))

The team was to bring up the "SFX" full-text viewing functionality in our GALILEO databases. This Ex Libris software allows the user to link from his citation to the full text of the article if we own it in electronic form. If not, the software takes the user to the GIL page that provides the call number for the journal.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

Most of the work entailed activating targets and sources. Each database vendor had to be contacted to see they supported SFX and how they did so. Also each electronic journal had to be "activated" so that it would respond to a match. Dana Walker, Laura Heilman and Eric Griffith participated in this phase. Beth Thornton and Helen Wilkes assisted with journal authority work and in many other ways due to their familiarity with our journal collection.

Design for the button, the menu design and the FAQ page was undertaken by Caroline Cason and Deborah Stanley. Thomas Knowlton worked on the FAQ responses. Amy Watts and Deborah Stanley tested the "SFX" button and a "Find It" button to judge user behavior.

Bill Loughner helped with the activation project as needed and is active in the Citation Linker module which will allow users with a citation to bypass the databases and just enter the journal title, volume and page into the software. Amy Watts has assisted with the design of this complement to the EJL.

Mike Thomas handles the technical details to ensure that the monthly updates from Ex Libris are matched against our holdings correctly. Marty holds everyone's hand and keeps everyone informed about changes and modifications. She has also done significant work in setting up the SFX ... system. Bill Clayton keeps the OIIT folks apprised about our implemention.

The group brought up a major enhancement in a relatively brief period of time. Despite not meeting together as a whole regularly, they have pursued their individual goals and brought this fabulous tool to our faculty and students.

Web Advisory Group - Cold fusion - Endnote project
(Virginia Benjamin (Faculty Liaision), Patrick Reidenbaugh (Reference), and Amy Watts (Reference))

This trio took static web information for approximately 90 GALILEO databases containing specific instructions for transferring references into Endnote software and created a dynamic database for UGA students and faculty. Having existed and been laboriously updated for approximately 8 years on the liaison's website as an a-z list of instructions and additional webpages for related custom files to download, the transformation into a multi-faceted database which is easy to maintain and also user-friendly is a godsend in the site-licensed UGA environment.

What goals has this group accomplished, and how have the accomplished goals benefited the UGA Libraries?

The goal was to create a database for UGA students and faculty Endnoters to consult for current transfer instructions and cautions. In addition, companion custom import filters and connection files are all accessible under one "umbrella" instead of on other webpages. Also available for the first time are dynamic sorts of the instructions by Subject.

All of this has empowered Endnoters at UGA to access current instructions and adjunct files by database name or subject in a totally streamlined way.

Patrick Reidenbaugh advanced his Cold Fusion programming knowledge to a new level; Amy Watts' eye for innovative and user-friendly enhancements made the database attractive and easy to navigate as well as consistent in purpose; Virginia Benjamin provided the content.

What else do you think the ASSET Awards Committee should know about your nominee?

Lots of positive feedback from UGA Endnoters, as well as at other USG institutions (since most of the instructions will also work for them)..and the libraries Endnote trainers can use the subject sorts to create handouts.