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Embedded Librarian: Meeting Users on their Turf
- 1. Embedded Librarian: Meeting Users on their Turf 2009 MOBIUS Annual Conference June 3, 2009 Presented by: Brian Vetruba, Catalog Librarian/Germanic Studies Librarian Washington University in St. Louis bvetruba@wustl.edu 1
- 2. First Year as a Subject Librarian 2005 became a subject librarian for for Germanic Studies in addition to cataloging Office in Cataloging Unit located off-campus Official office hours at Main Library underutilized. Departmental lectures and social events became “office hours.” 2
- 4. Some faculty volunteered their offices.
- 5. “Oh, didn’t we tell you? You’ve got an office.”
- 6. 2 to 2.5 hrs a week in the Dept.3
- 9. Results-- Personal touch back into librarianship “It’s great you’re always in the Department. I don’t have to remember to email you.” “I was just passing by and wondering if …” you could help me with a copyright question. the library could purchase this book. you could help me get an article. we could meet to talk about my dissertation. 6
- 10. Experiences from other WU Librarians Political Science Dept. African & African-American Studies School of Art (off-campus) School of Education 7
- 11. Benefits Convenience. Being seen will prompt questions. Good PR for library. Collegiality with faculty. More in-depth knowledge for librarian. Market other services. Increased amount of queries, library visits. 8
- 12. Drawbacks/Challenges Commitment of time. “Somewhat or rarely busy” – bring your own work along. No print resources available. Space at Department’s whim Culture of Department Difficult to assess? 9
- 13. Suggestions Have relationship established with Department beforehand. Buy-in and email from Dept/Chair about service Walk the halls—meet people. Be patient, no immediate results. Consult other librarians holding hours in departments. 10
- 14. ARL Survey on library services in non-library settings 75 of the 123 ARL member libraries participated in 2004 survey 55% offer in-person services in non-library settings. Location: academic deptartments, hospitals, computer labs, student unions, residence halls. Aamot and Hiller 2004, 15-16.
- 15. Major factors in starting such services. Individual librarian initiative – 80 % Changing service philosophy – 65% User demand – 58% Will you offer such services in the next 3 yrs? Already have this service (Yes-90%; No-10%) Don’t have this service (Yes-18%; No-82%) Aamot and Hiller 2004, 20, 50.
- 16. Different models of on-site services Set office hours in academic departments, schools Univ. at Buffalo, SUNY Saint Louis Univ. Washington Univ. Full-time in academic department Univ. of Michigan’s Field Librarians Virginia Tech’s College Librarians 13
- 17. On-site reference elsewhere on campus (e.g.) student unions, dormitories Southern IL Univ.-Carbondale Bowling Green State University—not successful 14
- 18. Making a Connection with Users 15
- 19. Bibliography Aamot, Gordon, and Steve Hiller. 2004. Library services in non-library spaces. SPEC kit, 285. Washington, D.C.: Association of Research Libraries, Office of Leadership and Management Services. For other references mentioned, see the annotated bibliography which will also be posted on MOBIUS website at: http://mobiusconsortium.org/conferencesession/embedded-librarian-meeting-users-on-their-turf 16
- 20. 17 Thank you for your attention and patience! Special thanks to my WU colleagues: Rudolf Clay, Cheryl Holland, Kasia Leousis, Barb Rehkop, and Melissa Vetter as well as to Beau Case from the Univ. of Michigan.
Editor's Notes
- WANT TO THANK THE MOBIUS CONFERENCE PLANNING COMMITTEE FOR GIVING ME THIS OPPORTUNITYSORRY I’M NOT ABLE TO BE THERE AT THE LAKE OF OZARKS . HAD UNEXEPECTED SURGERY LAST THURSDAY. WANT TO THANK MARY BATTERSON AND REST OF THE CONFERENCE PLANNING COMMITTEE MEMBERS FOR ORGANIZING THIS WEBCAST. SPECIAL THANKS TO JUSTIN HOPKINS FOR SETTING ME UP WITH ADOBE CONNECT AND HIS HELP TODAY. THANKS TO MELISSA VETTER FOR AGREEING TO BE MY BACKUP AND FOR PREPARING THE HANDOUTS? NEVER DONE A WEBCAST BEFORE SO I HOPE YOU’LL BE PATIENT IF THERE ARE ANY GLITCHES. THE POWERPOINT AND BIBLIOGRAPHY WILL BE POSTED ON THE CONFERENCE WEBSITE AFTER THE CONFERENCE. THE BIBLIOGRAPHY IS ANNOTATED. -------WHAT I’M GOING TO TALK ABOUT TODAY IS TALK ABOUT A NEW SERVICE I STARTED IN 2006—HOLDING WEEKLY OFFICE HOURS IN THE GERMAN DEPARTMENT. ALSO GOING TO SHARE SOME OF THE EXPERIENCES OF OTHER WU LIBRARIANS DOING HOLDING OFFICE HOURS IN ACADEMIC DEPARTMENTS. ALSO DONE A LITERATURE REVIEW OF PROVIDING LIBRARY SETTINGS IN NON-LIBRARY SPACES. WILL DISCUSS SOME OF THE EXPERIENCES OTHER LIBRARIANS AND INSTITUTIONS HAVE HAD.
- 2005 position redefined from Catalog Librarian to Catalog Librarian/Subject Librarian for Germanic Languages and Literatures, Comparative Literature, and European Studiesbesides adding liaison responsibilities for German Dept, Comparative Literature, and European StudiesSUBJECT LIBRARIANS (FORMERLY CALLED BIBLIOGRAPHERS) ARE RESPONSIBLE FOR COLLECTION DEVELOPMENT FOR THEIR SUBJECT AREAS AND SUBJECT SPECIFIC REFERENCE QUERIES, AND INSTRUCTION. German Dept. has full undergraduate and graduate programs. 10 full time faculty, about 40 graduate students. Traditionally high users of library resources and services and vocal. Main office still in Cataloging Dept which is ½ mile from main campus. Office hours in Main Library didn’t workFew visitors, underutilized. Not at reference desk, but users didn’t really come there anyway.Attending departmental lectures and social events led to informal reference transactions and information gatheringWeekly coffee hoursStart chit-chatting, and steer the conversation toward their research, library resources, questions about library services. lectures, social events. Need to bring piece of paper to take notes, so I could go back to the library, search and email the answer. Put a face to the name. break down barriers.
- BECOMING EMBEDDED – OFFICE HOURS IN USERS’ DOMAIN.Wanted regular office hours where students/faculty could drop-in w/ questions.Presented idea to stakeholders in department and the libraryLibrary Administration good idea—part of an overall outreach effort by subject librariansPositive feedback from graduate students.Emailed library liaison and chair. – thought good ideaPresented to entire faculty – very positive responseOne problem – finding space and and a computerOriginally thought Dept. Lounge would be good idea but Ridgley where German Dept. located does not have wireless and no ethernet connection.Some faculty members volunteered their officesWaiting and waiting for final decision from faculty. Made an appt. w/ chair approached the subject cautiously. Rem. “Oh, didn’t we tell you. You’ve got an office”
- ADVERTISE and BE VISIBLE[Need to blanket faculty and students w/ advertisingEmailE-NewsletterSigns – have a sign I hang up over the faculty/student mailboxes when I’m inDoor signDon’t stay put in your office! initially didn’t think it was working – no visitors. Waited in office but no one came]Greet faculty when arrivingStop by Grad Student officeSTRTEGICALLY WALK HALLS – PASS AS MANY OFFICES AS YOU CAN. LISTEN FOR HALLWAY CONVERSATIONS, JOIN THEM IF APPROPRIATE.
- THOSE WATER COOLER CONVERSATIONS CAN BE GREAT SOURCES OF INFORMATION ABOUT WHATFACULTY AND STUDENTS ARE RESEARCHING, FIND OUT ABOUT NEW COURSES. CAN STEER CONVERSATION TOWARD SOMETHING LIBRARY-RELATED. ASK THEM IF THEY’RE FINDING ANYTHING IN THE LIBRARY, IF THEY HAVE QUESTIONS ABOUT RESOURCES OR SERVICES.
- Seeing you in the halls or in your office will prompt faculty and students of questions to ask. “I was just passing by and wondering if …” -- you could help me with a copyright question -- the library could purchase this book. -- you could help me get an article. WHOLE PROXIMITY THING – EASIER TO POP IN AND ASK A QUESTION THAN EMAIL OR CALL.. Faculty question about Facebook. Research consultation for possible dissertation projects
- 4 other librariansMost started on-site office hours in 2008-2009 school year.Education librarian having office hours in School of Education since 2003. Why? Initiative from library administration to reach out more to faculty and grad students.art librarian met w/ school of art’s director of graduate students. Came up w/ idea together. Director recently came from univ. of michigan where art librarian is embedded in art department. Both wanted more outreach to mfa students who who are off-campus at lewis center. Saw other librarians were successfully doing this. Office hours1.5 to 2 hrs. per wk. Tried not to conflict with classes and departmental events. Chair and/or administrative assistant helped. Art librarian initially had hours on Monday but got feedback from MFA students that many had conflict so switched to FridaysOFFICES-SOMETIMES SHARED W/ GRAD STUDENTS OR TECH SUPPORT-COMPUTERS SUPPLIED BY DEPT. EXCEPT POLI SCI LIBRARIAN BRINGS LIBRARY LAPTOP.ALL PLANNING ON CONTINUING WITH OFFICE HOURS NEXT SEMESTER.
- 1. Convenience– bringing library service point in a convenient setting to users and at a point-of-need. 2..YOUR PRESENCE PROMPTS QUESTIONS FROM USERS. AND OFTEN THESE ARE FROM USERS WHO MAY OR MAY NOT CONTACT YOU IN THE LIBRARY OR BY EMAIL. NO BACK AND FORTH BETWEEN EMAIL, CAN GET THE FULL EXPLANATION OF USERS NEED RIGHT AWAY. 3. Having hours in the department shows you willing to “go out of your way” to answer users needs. Will show that the library is not way over there but in their department. Fosters goodwill and helps improve communication. 4. Having departmental office hours will assist you in getting relevant knowledge about specific research needs, new courses or initiatives, Will help w/ other aspects of your job– instruction, collection development5. Allows you opportunity to market other services (suggest BI sessions for new courses, web course guides, 6. Not quantifiable data but noticed a big increase in amount of email from users from when I wasn’t in the Dept to when I was. Makes sense that anyone is more likely to email or call someone if you you’re a familiar friendly face to them. Art librarian noticed an increase in the number of MFA students visiting the Art Library after she began holding office hours
- Commitment of time. Obviously need to block out time.Need to balance other library duties with office hours. When asked to rate on average how busy they felt they were the five of us either rate their “Rarely busy” (hardly any questions asked) or “somewhat busy” (questions now and then)Students and faculty are not going to be beating the doors down to get questions answered. Especially the case in the beginning.Need to bring own work. Can’t do everything though.By being there though and interacting w/ faculty and students, you’ll be breaking down barrier. If they have a need, more likely to come to you since you’re a familiar face.Can also initiate conversations and steer the conversation to questions about library services or resourcesNo print resources available.Space at the whim of department. I’ve had to move three times in the last two years. Due to a number of visiting faculty, I had to vacate my shared office with graduate students. But then a faculty member said I could use her office. Every department is different and you need to determine whether this will work in your department or not. You also want to be cognizant of a need for privacy. A junior faculty member or graduate may not want to display ignorance of library services or resources in the middle of the hall where others can hear. Need to figure when faculty and students are approachable and when they’re not. Need to figure out who is the best source for what kind of information. Don’t forget administrative assistants; they can be better sources of info than the Chair.Assessment – Difficult to quantify – simply state, you need to have X number of queries per week or month or else it’s not worth it. Could assess through qualitative means. Still would need to recognize the time necessary to establish oneself in the Dept. (I would say this takes at least a full academic year). I’ve done my own self-assessment from comments I received from faculty and students It’s all about building relationships and being in a place and time convenient to users.
- WOULD BE DIFFICULT FOR A NEW SUBJECT LIBRARIAN TO GO TO DEPT AND SAY THEY WANT AN OFFICE AND COMPUTER FOR OFFICE HOURS. NEED TO BECOME FAMILIAR WITH YOU. ESTABLISH YOURSELF BY MEETING W/ CHAIR AND FACULTY, ATTEND EVENTS. THE 5 OF US CONDUCTING OFFICE HOURS AT WU ALL HAD ONE OR MORE YEARS AS LIBRARY LIAISON TO THE DEPARTMENT WHERE WE HOLD HOURS. NEED BUY-IN FROM DEPT. ALSO BEFORE SERVICE BEGIN, HAVE THE CHAIR SEND OUT AN EMAIL TO FACULTY MEMBERS AND STUDENTS ANNOUNCING THE SERVICE AND INDICATING WHAT YOU CAN DO FOR THEM. DON’T SIT IN YOUR OFFICE. WALK THE HALLS. START CONVERSATIONS. ASK THEM ABOUT WHETHER THEY ARE FINDING EVERYTHING THEY NEED IN THE LIBRARY? OR WHAT THEY’RE CURRENTLY RESEARCHING? AS STATED, NO ONE BEATING DOWN THE DOORS. IT TAKES YEARS TO ESTABLISH RELATIONSHIPS AND MAY TAKE TIME TO GET ESTABLISHED. PRODUCTIVE EVEN IF YOU ONLY SAY HI AND CHAT—BUILDING RELATIONSHIPS.
- ASSOCIATION OF RESEARCH LIBRARIES.Aamot, Gordon, and Steve Hiller. 2004. Library services in non-library spaces. SPEC kit, 285. Washington, D.C.: Association of Research Libraries, Office of Leadership and Management Services.Average number of hours per week a librarian in the academic department 3 or fewer hrs. (6 libraries)4-7 hrs. (9 libraries)8-12 hrs. (6 libraries)13-20 hrs. (2 libraries)21 or more hrs. (4 libraries)
- Have such services been discontinued?No – 59% (n=24)Yes – 42% (n=17)Some reasons mentioned: office needed for dept., librarian left, low traffic, funding ceased
- University at BuffaloPILOT PROGRAM BEGAN IN 2003, 5 SUBJECT SPECIALITS HELD OFFICE HOURS IN SEVEN DEPARTMENTSCHAIR OF EACH DEPT. CONTACTED TO NEGOTIATE HIGH-VISIBILITY OFFICE SPACELIBRARIANS HELD HOURS 1.5-4 HRS. A WEEK. LIBRARIANS WERE COMMITTED TO GUARD THESE HOURS FROM POTENTIAL SCHEDULING CONFLICTS.“SEIZE EVERY OPPORTUNITY OT ENGAGE PEOPLE PASSING BY WHILE BEING SENSITIVE TO DISCIPLINE CULTURE”RESULTS—” Face-to-face encounters significant advantage over email and virtual reference. Interactions immediate, tailored for personal needs” MEETING FACE TO FACE PERMITTED FOLLOW-UP QUESTIONS OFTEN LED TO INSTRUCTIONAL OPPORTUNITIES.Department more relaxed atmosphere than in library__ SUBJECT SPECIALISTS STILL HOLDING HOURS IN DEPT. --------------------------------------------------------------------------------------------2005 MEDICAL CENTER LIBRARY LAUNCHED A LIBRARY LIAISON PROGRAM THAT MATCHED REFERENCES LIBRARIAN SUBJECT SPECIALISTS WITH USERS IN SCHOOL OF NURSING, SCHOOL OF MEDICINE, COLLEGE OF HEALTH SCIENCES, AND SCHOOL OF PUBLIC HEALTH. MEDICAL CENTER LIBRARY AT ST. LOUIS UNIVERSITY BEGAN A MOBILE REFERENCE SERVICE FALL SEMESTER 2006 FOR SCHOOL OF PUBLIC HEALTH. SCHOOL OF PUBLIC HEALTH FURTHEST FROM MEDICAL CENTERY LIBRARY.IN DESIGNING SERVICE, WORKED CLOSELY WITH PRESIDENT OF PUBLIC HEALTH STUDENT’S ORGANIZATION. STUDENT ORGANIZATION OFFICE SELECTED AS BEST SPOT TO HOLD HOURS, DUE TO AVAILABILITY, ACCESSIBILITY, HIGH VOLUME OF STUDENT AND FACULTY TRAFFIC. ), HELD REGULAR WEEKLY TWO-HR. OFFICE HOURS DURING BREAK TIME FOR STUDENTS. PUBLICITY – EMAIL TO ALL PUBLIC HEALTH STUDENTS AND FACULTY, HARD COPY SENT TO FACULY, STUDENT PRESIDENT MADE ANNOUNCEMENT AT BOTH FACULTY AND STUDENT MEETINGS, FLYERS AND SIGNS,MOBILE REFERENCE SERVICE WEBSITE – 3 FORMS FOR USERS TO MAKE AN APPOINTMENT (I’M ASSUMING OUTSIDE THE OFFICE HOUR TIMES, FORM TO ASK FOR INFORMATION ASSISTANCE, AND MOBILE REFERENCE SERVICES EVALUATION FORM. SOME STATS-- 57 REFERENCE TRANSACTIONS FROM SEPT. 2006 TO APRIL 2007. 44 QUESTIONS FROM STUDENTS, 7 FACULTY, 4 BY STAFF, 2 BY OTHERS 31 (54.4%) WERE LIT SEARCH REQUESTS, 9 (15.8%) WERE REQUESTS FOR BIBLIOGRAPHIC INSTRUCTION_____________________________________INTERVIEWED BEAU CASE, THE FIELD LIBRARIAN FOR CLASSICAL STUDIES AT AT UNIV. OF MICHIGAN. ALSO TWO ARTICLE WHIDH ARE NOTED IN THE BIBLIOGRAPHY. THREE FIELD LIBRARIANS: CLASSICAL STUDIES, ART & DESIGN; WOMEN’S STUDIES. FIELD LIBRARIAN PROGRAM BEGAN IN 2002. PRIMARY OFFICE IS IN CLASSICS DEPT. STILL HAS REFERENCE SHIFTS IN LIBRARY, LIBRARY COMMITTEE WORK, INSTRUCTION,. OFFICE IN DEPT. DIRECTLY ACROSS FROM DEPT. OFFICE, RIGHT IN THE MIDDLE OF FACULTY AND GRADUATE STUDENT OFFICES. SPENDS ABOUT 4 HRS. A DAY IN OFFICE. “PICKING UP THE PHONE, OR EVEN COMPOSING AN EMAIL, SEEMS TO REQUIRE MORE EFFORT, AND SO PROXIMITY LEADS TO MORE REFERENCE QUESTIONS AND MORE SOCIAL INTERACTION IN GENERAL”.Gets many drop ins but many more emails. OTHER DUTIES—assisted department w/ organizing conferences, chair of departmental library committee, taught courses.KNOW WHAT USERS ARE RESEARCHING AND TEACHING; AWARE OF WORKING AND PLANS OF DEPT. AND OTHER DEPTS IN COLLEGE WHICH ALLOWS LIBRARY TO REACT TO CHANGES BASED ON FIRST-HAND KNOWLEDGE. LIBRARY ALSO GETS FIRST-HAND INFO ON HOW SERVICES AND POLICIES AFFECT FACULTY AND STUDENTS. CHALLENGE IS KEEPING IN TOUCH WITH THE LIBRARY; SOMETIMES FEELS HE MISSES OUT ON IMPORTANT DISCUSSIONS WITH LIBRARIAN COLLEAGUES. RECTIFIED BY BEING APPOINTED TO VARIOUS LIBRARY COMMITTEES. _____________________________________College librarian program started in 1994 – librarians housed in colleges. Earliest embedded librarian noted in library literature. FELT HAD ENOUGH RESOURCES AVAILABLE ONLINE SO LIBRARIANS ONSITE COULD DO PRODUCTIVE SEARCHES OUTSIDE OF LIBRARYINITIATIVE FROM UNIVERSITY FOR UNITS TO WORK CLOSER TOGETHER. POINT OF NEED STILL NEEDED FOR USERS GETTING USED TO PERSONAL COMPUTERS.BEGAN WITH FOUR COLLEGE LIBRARIANS AND AS OF 2000 article by Seamans and Metz, have 11 college librarians. PROGRAM CONTINUES, PER WEBSITE. AS OTHERS HAVE NOTED, IT’S ALLOWED THE LIBRARIANS TO GET BETTER ACQUAINTED WITH FACULTY AND STUDENTS. --COLLEGE LIBRARIANS PROVIDE REFERENCE, BIBLIOGRAPHER (RESPONSIBLE FOR DISCIPLINES IN THEIR COLLEGE), PROVIDE MOST OF THE UNIVERSITY LIBRARIES’ INSTRUCTION NOW. HAVE BECOME INTERGRAL COLLEAGUES TO FACULTY, REGULARLY ATTEND MEETINGS AND CONFERENCES WITH THEM.
- Southern Illinois University Carbondale’s Morris Library had to close completely for a number of weeks in 2006 due to a renovation mishap. ONLINE REFERENCE WAS NOT RECEIVING MUCH TRAFFIC NOR ONE OF THE COMPUTER LABS WHICH WAS THE MAKESHIFT LIBRARY. REFERENCE LIBRARIANS SET UP REFERENCE WITH A LAPTOP AND TABLE IN STUDENT CENTER, A TOP STUDY SPOT ON CAMPUS. DESPITE MORRIS LIBRARY BEING REOPENED, LIBRARY CONSIDERED ?? CONTINUING W/ SERVICES BECAUSE OF SUCCESS OF ON-SITE REFERENCE AT STUDENT CENTER.------ BGSUSpring 1995 librarians from BGSU decided to provide reference and instruction in campus residence hall computer labs. From high use of email reference which began in 1994, felt a high number of users conducting research outside library. Offered prizes to some participants, McDonald’s coupons and car wash gift certificates._______Disappointment in results . SPENT 12 EVENINGS IN LABS AND GOT ONLY 8 QUESTIONS. SOME STUDENTS WERE ASKING SIMPLY TO GET THE PRIZE.FOUND VERY FEW STUDENTS DOING LIBRARY RESEARCH IN COMPUTER LABS. MOST WERE TYPING THEIR PAPERS. ONLY TWO LIBRARY DATABASES PROVIDED FULL-TEXT AND ONLY A FRACTION. MOST STUDENTS STILL NEEDED TO GO TO THE LIBRARY TO ACCESS JOURNAL ARTICLES. WONDER IF THIS WAS A SERVICE BEFORE ITS TIME GIVEN ONLY A SMALL NUMBER OF RESOURCES WERE AVAILABLE ONLINE.ALSO WONDER IF THEY DIDN’T TRY IT LONG ENOUGH.----------UNIVERSITY OF TEXAS – AUSTIN HELD A PILOT PROGRAM FOR OFFERING REFERENCE ASSISTANCE AT VARIOUS LOCATIONS ON CAMPUS. THE DIRECT 2U REFERENCE WAS HELD AT FIVE LOCATIONS (TUTORING/ADVISING CENTER, WRITING CENTER, STUDENT DORMITORY, COMPUTER LAB, AND STUDENT APARTMENTS. RESULTS OF CASE STUDY NOTED IN ARTICLE BY DEL BOSQUE AND CHAPMAN. “YOUR PLACE OR MINE: FACE TO FACE REFERENCE ACROSS CAMPUS” NOT MARKED WITH ASERISK ON BIBLIOGRAPHY.
- FINAL THOUGHTSI HOPE THIS PRESENTATION HAS GIVEN YOU SOME FOOD FOR THOUGHT ABOUT PROVIDING LIBRARY SERVICES IN ACADEMIC DEPARTMENTS AND ELSEWHERE OUTSIDE THE PHYSICAL LIBRARYIN THIS AGE OF DECREASING VISITS TO REFERENCE DESKS AND ALSO TO LIBRARIES, LIBRARIANS NEED DIFFERENT WAYS TO CONNECT TO USERS AND TO PROMOTE OUR SERVICES AND SKILLS TO THEM. BY SETTING UP SHOP OUTSIDE THE LIBRARY, WE’RE SHOWING THEM A COMMITMENT TO HELP THEM WHEN AND WHERE ITS CONVENIENT TO THEM NOT TO US. IT’LL SHOW WE’RE WILLING TO GO THE EXTRA MILE. BESIDES ANSWER QUESTIONS, WE’LL ALSO GAIN A PLATFORM FROM WHERE WE CAN MARKET OUR OTHER SERVICES AS WELL AS GAIN VALUABLE INFORMATION FOR US TO BECOME BETTER LIBRARIANSAND WE REALLY HAVE NOTHING TO LOSE. IF YOU TRY OFFICE HOURS IN A DEPARTMENT OR ELSEWHERE AND IT DOESN’T WORK OUT, YOU’RE STILL GOING TO SHOW THEM YOU’RE WILLING TO TRY SOMETHING NEW AND INNOVATIVE TO BRING SERVICE TO THEM.