June 28, 2008ALA Annual Conference, Anaheim1 Very Temporary Employees: Managing Practicum, Internship and Volunteer Experiences in Technical Services Units Margaret Maurer Associate Professor, Head, Catalog & Metadata Kent State University Libraries and Media Services

ALA Annual Conference, Anaheim2 June 28, 2008 At Kent State  Why do we make so much use of temporary student “employees” at Kent?  Because library school / library collaborations benefit: The students The library school The library

ALA Annual Conference, Anaheim3 June 28, 2008 National Trends Shaping our Workforce  Diminished financial support for libraries  The misguided notion that all cataloging and technical services work can be outsourced or privatized

ALA Annual Conference, Anaheim4 June 28, 2008 Trends  The lack of redundancy in technical services departments  There are fewer ‘junior’ technical services positions (the 2 year gap)  The impending retirement boom for technical services librarians

ALA Annual Conference, Anaheim5 June 28, 2008 Trends  The decreasing availability of courses in technical services and cataloging in library schools  The role and importance of practical education for librarianship  The need to foster the development of new technical services and catalog librarians

ALA Annual Conference, Anaheim6 June 28, 2008 Selfish Reasons for Working with Student “Employees”  The economic and staffing factors  Getting real work done relatively cheaply  The impact of temporary student apprentices in the technical services unit  Remember—they really won’t be there that long anyway

ALA Annual Conference, Anaheim7 June 28, 2008 Sustainability  Sustainability is key  What does the library get out of the experience?  Do the benefits justify the resources expended?  Find ways to manage the process

ALA Annual Conference, Anaheim8 June 28, 2008 Thinking of Them as Very Temporary Employees  Improves sustainability  Helps provide intentionally structured experiences  Taps into best practices for personnel management

ALA Annual Conference, Anaheim9 June 28, 2008 Temporary Employee Management  Workforce planning and administration  Recruitment  Induction and orientation  Training  Supervising and evaluating  Severance and exit interviewing (assessment)

ALA Annual Conference, Anaheim10 June 28, 2008 Resources  Dedicated workspace(s)  Computer – software & hardware  Accounts and authorizations  Office supplies  Web-based workspace

ALA Annual Conference, Anaheim11 June 28, 2008 Different Flavors of Temporary Employment  Practicum Students  Graduate Student Assistants (GSAs)  Volunteers

ALA Annual Conference, Anaheim12 June 28, 2008 Job Descriptions  Think about what you really need them to bring to the party  Create job descriptions for each type of temporary position

ALA Annual Conference, Anaheim13 June 28, 2008 Planning and Administration  Evaluate recent experiences  With great flexibility can come great change  Play to the unit’s needs and strengths  Recycle experiences to maximize efficiencies

ALA Annual Conference, Anaheim14 June 28, 2008 Recruitment  Via library website  Via University Career Services postings  Via the library school student discussion list  Via word of mouth

ALA Annual Conference, Anaheim15 June 28, 2008 Interviews  Prepare for them and take them seriously  Don’t hire the first person you interview  Carefully define the scope and shape of the experience for them  Clarify your expectations and discover what their expectations are  Interest alone isn’t enough—there must be some talent

ALA Annual Conference, Anaheim16 June 28, 2008 Induction and orientation  Explain work rules  Provide context  Introduce them  Test those workstations

ALA Annual Conference, Anaheim17 June 28, 2008 Training  Create reusable training tools  Create escalating levels of experience Reading about it Doing it under supervision Flying solo  Establish a limit of 25 hours of face-to- face training per practicum experience

ALA Annual Conference, Anaheim18 June 28, 2008 Supervising and evaluating  Don’t be afraid to be critical  Check work in a timely manner  Find efficient ways to check work

ALA Annual Conference, Anaheim19 June 28, 2008 Severance and exit interviewing (Assessment)  The students are evaluated  The students evaluate the program

ALA Annual Conference, Anaheim20 June 28, 2008 Real Benefits from  They got real work done  They eased short-term staffing shortages  The freed staff from repetitive work  The taught us new ways of doing things

ALA Annual Conference, Anaheim21 June 28, 2008 Positive Outcomes  For the student: “When I started I was a raw well-educated, well-meaning rookie.. Now I feel like a librarian”  For the librarian: Professionally engaged former students

ALA Annual Conference, Anaheim22 June 28, 2008 Contact Information