Planning Collaborative Spaces in Libraries Planning Components Barbara I. Dewey, University of Tennessee ACRL/CNI Workshop June 20, 2003, Toronto

Goals of Session General Issues/Challenges Planning Checklist Discussion Agreements, Policies

General Issues Flexibility for changing needs, technologies Possibility of “phased” approach Recognition of different partner cultures Sustainability for people, equipment Startup and long-term funding sources Campus buy-in, incentive programs Legal issues

Preliminary Planning Need/rationale Project scope Key champions – project sponsorship Key administrators Partners for implementation Partners for operation

Project Kickoff Method (team, committee, departments) Required team skills Resources, commitments for planning Assign roles Team formed

Project Definition Project tracking, outcomes Accountability and reporting Refine mission, goals Confirm service philosophy with partners Preliminary timeline Preliminary budget Basic ground rules

Space Identify requirements programmatic physical technical strategic New construction or remodeling? Identify potential sites Assess sites based on requirements, cost, etc. Recommend site to champions

Research/Assessment Conduct focus groups, interviews Refine mission/goals Consider ongoing evaluation/assessment plan

Personnel Determine personnel needed Identify available personnel from partners Identify need for new personnel, HR requirements Acknowledge/plan for cultural differences between partners Training needs for current, new personnel Address expertise needs Address cultural needs

Budget – Building/Infrastructure Seek “players” for building budget Develop building, remodeling budget  

Budget -- Operations One-time costs (hardware, software, training, launch) Recurring costs (minimum 3 year period) Personnel Technology, software, equipment refresh Marketing costs

Collaboration/Partnership Agreements Identify need for agreements Develop agreements – Memo of understanding (MOU) Get sign-off from appropriate partners, administrators

Service Considerations Hours of operation Staffing requirements Integration strategies with adjacent units, partners (i.e referral system, plan)

Marketing Marketing plan Outline methods of communicating service (web, email, brochures) Integrate information about facility, service with partners, campus outlets Develop launch plan (soft opening, opening event, etc.) Determine key participants for opening Consider dissemination of experience (presentations, publications)

Pre-Launch Analysis Basic components in place It works Training completed Staff from collaborating departments aware of new service User support in place Initial assessment plan

Launch Invite staff first Role of early adopters, key faculty Demonstrations, examples of service Timing of opening

Post Launch Successes Outstanding issues, problems Strategies to resolve issues Implementation of post launch strategies

Communications Ongoing communication plan (reports, meetings) Ongoing assessment of operation, goals, mission

Memo of Understanding Who What Length of agreement Service Audience for service Governance Stakeholders Location Compatibility issues (signage, furnishings) posted and regular hours) Service philosophy Referral guidelines Timeline Assessment Signatures Copies to appropriate campus administrators/files

Facility/Classroom Policies Description Definition of use Rules Governance Priorities for scheduling Hours & times Staff responsibilities Instructor responsibilities User responsibilities Forms for scheduling and process

Other Understandings User privacy policies Acceptable use policies (AUPs) Intellectual property policies Adherence/interpretation of copyright laws Instructor/student ethics Use by general public

Sources of Funding “Regular” budget sources (long-term) Combination External sources (start-up) Grants from foundations Federal grants