The Colorado State University Libraries Collections and Contracts Division reorganized in July 2012 and was renamed Acquisitions and Metadata Services. This reorganization was necessary to address the gradual attrition due to retirements and the subsequent elimination of many of these positions. In the past, expertise within a given area often resided with one individual, but after the reorganization, it became essential for staff to be cross-trained. With the rapid development of electronic collections, it also became apparent that one or two people could not handle the entire workload. Training staff requires different approaches based on their experience and skills. There are new staff who have some related experience, but new duties are often unfamiliar. At the same time, there are staff who are transitioning from managing print serials, to assisting with electronic resources. These staff also need guidelines to attain competency with the newly required duties. Even though NASIG's Core Competencies for Electronic Resource Librarians targets professional librarians, they also provide a valuable framework for not only training new staff, but developing competencies in more experienced staff. The Core Competencies also assist electronic resource managers to take stock of their staff's current competencies, evaluate what is needed, and coach staff to acquire new skills, and therefore, continue to develop. This presentation explores how the Core Competencies were used to develop a training program for new staff as well as expanding roles of more seasoned staff. Presenter: Rachel Erb Electronic Resources Management Librarian, Colorado State University

1. +
The Impact of Reorganization on
Staff:
Using the Core Competencies as a Framework for Staff
Training and Development
Rachel A. Erb
ERM Librarian, Colorado State University

2. +
About Colorado State
University Libraries

3. +
CSU Libraries: Mini-Profile
 ARL
 Serve student FTE: 22,885
 Holdings include more than 2 million books, bound journals,
and government documents.
 46,000 electronic journals and 530,000 e-books
 107 support staff

4. +
Staff at Colorado State University
Libraries: Brief Overview of Staff
 Non-MLS staff in the Libraries are either categorized as:
 State classified
OR
 Administrative Professional (AP)
 State classified staff have most positions in the Libraries
 LT1-LT3
 General Professionals (GP)

5. +
Pre-Reorganization

6. +
Pre-Reorganization Environment
 Technical Services Functions—2 departments
 Collections and Contracts
 Metadata and Preservation Services

7. +
Pre-Reorganization Organization
Chart: Collections and Contracts
C&C Assistant
Dean
College
Liaisons
Coordinator
College
Liaisons
C&C
Coordinator
ERM Librarian
E-Res. Acq.
LT3
Print Serials
LT2
Print Serials
LT1
SFX LT2
Gov. Docs LT1
Assessment
LT3
Monographs
LT3
Monographs
LT2
Monographs
LT2

8. +
Pre-Reorganization Organization
Chart: Metadata and Preservation
Assistant Dean
Digital Library & e-
Publishing
Services
Metadata &
Preservations
Services
Coordinator
Metadata Librarian Metadata LT3
Metadata Librarian
Digital Services
Librarian
DS LT3
DS LT2
DS LT2
DS LT1
Digital Services
Librarian
IR Librarian

9. +
Why Reorganize?
IT Task Force report outcome, 2010
Staff attrition

10. +
Reorganization Committee
Members
 Co-Chairs, Assistant Dean for Scholarly Communications and
Assistant Dean for Digital Library and e-Publishing Services
 Coordinator for Collections and Contracts
 Coordinator for Metadata and Preservation Services
 Metadata Librarian
 ERM Librarian

11. +
Reorganization Objectives
 Operations must reflect our current expenditures which are
mostly electronic
 Determine optimal utilization of staff
 Identify functions or tasks that can be discontinued, combined,
or automated.

12. +
Reorganization Review: July 2011-
October 2011
 Position descriptions reviewed
 Analysis of current operations
 Invited guests from each division to attend discussion meetings
 Two organization charts proposed

13. +
Reorganization
Immediate changes

14. +
Immediate Organizational Changes
 Collections Coordinator position was divided into two coordinators
 Collections Coordinator
 Coordinator for Acquisitions and Metadata Services (AMS)
 Departmental merger
 Other factors beyond official changes

15. +
Reorganization Organization Chart:
Departmental Merger
Assistant Dean Digital Library
& E-Publishing Services
Metadata and
Preservations
Coordinator
Digital Services
Librarian LT3
LT2
LT2
LT2 (upgrade)
Digital Services
Librarian
Data Management
Librarian (formerly
IR)
Metadata Librarian
AMS
Coordinator
ERM Librarian
E-Res. Acq. LT3 Print Serials LT2
Print Serials LT2
(upgrade)
SFX LT2
Gov. Docs LT1
Monographs LT3
Monographs LT2
Monographs LT2

16. +
Combating the Corrosive Effect of
Reorganization
 Staff involvement in reorganization discussions prior to
reorganization
 Post-reorganization individual meetings conducted by Assistant
Dean Digital Library and E-Publishing Services
 No layoffs

17. +
Reorganization and the Influence
of NASIG’s Core Competencies
on Restructuring Staff Positions

18. +
E-Resources/Serials LT3: Position
Analysis and Impetus for Change
 Invoicing
 Obtaining price quotes
 Processing subscription
agent renewals
 Main liaison for
subscription agents
 Monitors serials/e-resources
budget
 Assist with print claiming
 Supervision

19. + E-Resources/Serials LT3 Position
Upgraded to ERM Administrative
Professional
 Why?
 NASIG’s Core Competencies made us realize the
following:
 Former position was too print-focused
 Narrow scope of duties
 Classified system too rigid
 Technology awareness required

20. +
ERM Operations: Refined Org.
Chart
ERM
Librarian
SFX LT2 ERM AP
Serials
LT2
Gov
Docs LT2

21. +
NASIG’s Core Competencies: Brief
Refresher
1) Lifecycle
2) Technology
3) Research and Assessment
4) Effective Communication
5) Supervising and Management
6) Trends and Professional Development
7) Personal Qualities

22. +
Application of NASIG’s Core
Competencies: AP Position
 Position description
 LT3 work + tech skills/awareness + analytical skills + soft skills
 Lifecycle (LT3)
 Serials and ER Acquisitions
 Records management (limited to updating order records)
 Lifecycle (AP)
 Order records
 Assist with budget management
 ERMS

23. +
Application of NASIG’s Core
Competencies: AP Position
 Technology (AP)
 ILS
 Open URL
 Proxy Server
 Electronic Data Interchange (EDI)
 Research and Assessment (AP)
 Excel and Access
 Resolving billing problems
 System analysis for troubleshooting

24. +
Application of NASIG’s Core
Competencies: AP Position
 Effective Communication
 Supervision
 Trends and Professional Development
 Personal Qualities

25. +
ERM AP Training
 Training Plan*
 Flowcharts of processes*
 Process maps*
 Instruction (formal and informal)
 Meetings/Coaching Sessions
 Learn by doing

26. +
Training Plan Sample: ERM AP
Objective Job Duties Trainer/Consultant Resources
Obtain a general
understanding of the
Electronic Resources
Lifecycle
Assist with
overseeing the
day to day
aspects of the ER
lifecycle
ERM Librarian 1) Techniques for Electronic Resource Management
http://library.hud.ac.uk/wikiterms/Main_Page
2) AMS Flowcharts
a) Ordering print serials
b) Ordering electronic serials
c) Ordering databases
Attain mastery of the
fiscal cycle
Actively
participate in
Materials Budget
Group Meetings;
Closely monitor
fiscal calendar to
ensure
department is on
track
ERM Librarian/AMS
Coordinator
1) Fiscal Calendar T Drive:MaterialsBudgetGroup->fiscalyearcalendar.docx
Understand the
purpose and function
of an ERMS and how
it relates to workflows
Utilize ERM to
obtain relevant
ER information
ERM Librarian ERMS: the need and realization
http://www.exlibrisgroup.com/files/Publications/ERMSystems.pdf
III Manual—for functionality issues
Field Guides:
http://lib.colostate.edu/staffwiki/index.php/Serials:ERM_Field_Guides
Understand the
complex nature of
license agreements
and serve as backup
for license status
questions
Maintain
awareness of
licenses tracked
via project
management
software
(TeamLab)
ERM Librarian Licensing FAQ: http://ucblibraries.colorado.edu/services/electronic.htm
CSU’s ER Portal: https://eresrouces.teamlab.com/

27. + Training Flowchart: Sample

28. + Process Map: Obtaining Invoices

29. +
Rethinking the ERM AP Position:
“Everything-but-the Kitchen-Sink
Job?”
 http://www.forbes.com/2010/03/03/looking-for-work-job-search-
openings-forbes-woman-leadership-careers.html
 Review position description

30. +
SFX LT2: Position Analysis Results
 Narrowly focused position prior to reorganization—KB
management (SFX)
 Position not fully utilized

31. +
SFX LT2 Role Compared With
NASIG’s Core Competencies
 Technology (SFX)  Lifecycle
 Technology
 Research and Assessment
 Effective communication
Current Skills Skill Gaps

32. +
SFX LT2: Immediate Changes
 MARCIt! loading moved from (Metadata and Preservation
Services) Metadata LT3 (Metadata and Preservation Services)
to SFX LT2
 Proxy services (WAM) migrated from LTS to ERM Librarian and
SFX LT2
 Troubleshooting Ticketing Service

33. +
SFX LT2 Training: Lifecycle
 Acquisitions
 Millennium Acquisitions module
 Access
 MARCIt! loading
 Future training: 2014-2015
 Processing serials invoices in MilAcq
 Tracking unit costs
 Assist with serials subscription service renewals

34. +
SFX LT2 Training
(NAISG’sCC):Technology
 EZproxy
 Troubleshooting ticketing system
 Future training: 2014-2015
 Database of Databases (MetaLib)
 Discovery services
 Electronic data interchange (EDI)

35. +
SFX LT2 Training (NASIG’s CC):
Research and Assessment
 Training in managing ticketing system (co-managed with ERM
Librarian)
 Variety of troubleshooting experience
 Future training 2014-2015
 Troubleshooting FAQ’s
 Ticketing system administration

36. +
Serials LT 2, Lead Check-in
Training: Lifecycle
 Acquisitions
 Invoicing
 Cataloging
 Print monographs and serials
 Future training: 2014-2015
 Copy cataloging of electronic resources

37. +
Outcomes and Future
Directions

38. +
Outcomes
 Department’s role is more
focused  Acquisitions
 Better balance between print
and electronic resource
management
 Building capacity
 Several staff received upgrades
 Cross-training in digital unit
 Copy cataloging for archives
Successes Discontinued.. For Now

39. +
Further Refinement: FY15
 ERM Administrative Professional  Electronic Resources
Acquisitions Administrative Professional
 Reorganization within department is still in process
 Other upgrades?

40. +
Questions?
Rachel A. Erb
ERM Librarian
Colorado State University
rachel.erb@colostate.edu