1. Collaborative Activities Between the Library and IT – Creating Value Beyond the Cost April 27, 2011 AMICAL Conference Beirut, Lebanon Gene Spencer Gene Spencer Consulting

2. Copyright Copyright Gene Spencer, 2011. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

3. An Introduction Consulting for Higher Education IT and Library Communities ▫Assessments ▫Organizational development ▫Leadership development ▫Service alignment ▫Facility renovation ▫Change management Former Chief Information Officer at Bucknell University

4. How Our 4 Sessions Fit Together: Today’s Keynote – Collaborative Activities between the Library and IT Sabrina’s Keynote on Thursday – Embracing 21st Century Challenges for College Libraries Thursday’s Workshop(s) – Building IT/Library Collaboration within the Changing Institutional Landscape Friday’s Keynote – The Collaboration Imperative (What We Learned and Next Steps)

5. How Our 4 Sessions Fit Together: Today’s Keynote – Collaborative Activities between the Library and IT Sabrina’s Keynote on Thursday – Embracing 21st Century Challenges for College Libraries Thursday’s Workshop(s) – Building IT/Library Collaboration within the Changing Institutional Landscape Friday’s Keynote – The Collaboration Imperative (What We Learned and Next Steps)

6. How Our 4 Sessions Fit Together: Today’s Keynote – Collaborative Activities between the Library and IT Sabrina’s Keynote on Thursday – Embracing 21st Century Challenges for College Libraries Thursday’s Workshop(s) – Building IT/Library Collaboration within the Changing Institutional Landscape Friday’s Keynote – The Collaboration Imperative (What We Learned and Next Steps)

7. Our Goals Today, Thursday & Friday Consider our joint challenges Highlight the need for greater Library/IT collaboration Encourage collaborative activities Identify potential barriers to collaboration Describe conditions conducive to collaboration Undercover opportunities for collaboration Consider organizational commitments

8. Challenges of Our “Business” Our Library & IT organizations face extreme challenges Our Institutions themselves face extreme challenges Resources will not keep up with demand We (IT & Library) will still be expected to meet and exceed expectations “The future ain’t what it used to be…” Yogi Berra

9. These are Difficult Times… When times are tough, human nature leads us to… Stay within our comfort zones Turn inward to our strengths Work on the things we can control Where does this keep us?

10. But Difficult Times…

11. What’s Changing? Financial Crisis Changing Student Demographics High Cost of Education Everything Digital Access vs. Ownership Changing Political Landscape Climate Change New Disciplines of Study Greening of HE Peer-to- Peer Sharing Remote Learning Mobile Devices/Apps Digital Scholarship Expectations and Demands on US Student Habits Remaining Relevant? Security Retention Global Competition Commercial Competition

12. What’s Changing? On New Frontier for Archives, British Library Purchases Poet’s 40,000 E-Mails… Wendy Cope’s archive is a contemporary hybrid containing both digital components and good old-fashioned literary material, such as school reports and notebooks. 25 April 2011

13. To Be Sure The disciplines of the Library and IT have changed drastically over the past 10 years So have the needs, wants, and expectations of… ▫Prospective students and parents ▫Students ▫Faculty ▫Administration ▫Accrediting bodies Our disciplines provide us with strong visions of who we are and how/what we contribute!

14. To Be Sure The disciplines of the Library and IT have changed drastically over the past 10 years So have the needs, wants, and expectations of… ▫Prospective students and parents ▫Students ▫Faculty ▫Administration ▫Accrediting bodies Our disciplines provide us with strong visions of who we are and how/what we contribute!

15. Our Vision of our Mission/Role… See our Mission/Role through an institutional lens.

16. Our Vision for Our Services… See Our Services through their eyes.

17. Our Historical Roles… See them with respect… while we plan for a very different Future!

18. A Greater Good? Transform Liberal Education Transform Institution Better Serve Students Improve Recruitment/ Retention Make IT Relevant Make the Library Relevant Support Distant Learners Solve Basic Service Problems Make Learning Visible Samples of “motivating factors” from the Institution’s Highest Levels

19. Change Efforts: 5 Stories 1.The Learning Commons 2.Organizational Realignment 3.Supporting Digital Learning and Research 4.Re-Thinking the Library 5.Realigning Services and their Provision

20. 1. The Learning Commons

21. 2. Organizational Realignment PresidentProvostLibraryCFOIT

22. 3. Supporting Digital Learning & Research

23. 4. Re-Thinking the Library

24. 5. Realigning Services & Their Provision

25. Change Efforts: Each Situation Appropriate for the institution Seen as an “institutional transformation” Managed in a very different way Required significant collaboration between the Library and IT

26. Barriers to Collaboration No Collaboration

27. Barriers to Collaboration Lack of Time/Energy Perceived Lack of Need Service Differences Division of Responsibilities Cultural Differences Pride No Collaboration Indifference Old Wounds Lack of Respect Poor Relationships Tenuous Commitment

28. A Truly Collaborative Environment

29. Project Variables Defined goals and objectives Leadership agreement Allocated resources Communication Problem identification and resolution

30. A Truly Collaborative Environment Project Variables Defined goals and objectives Leadership agreement Allocated resources Problem identification and resolution Communication Org/Personal Variables Join as full partners Mutual commitment Trust and respect Understanding other commitments Assuming the best Bi-directional support Letting go of the past

31. Possible Collaborative Ventures 1.Leveraging use of the Learning Management System 2.Creating complementary Library/IT services 3.Maximizing the use of technology by the Library 4.Building effective digital repositories 5.Supporting multi-media projects 6.Curating research data 7.Supporting faculty development using IT and digital sources of information 8.Campus-wide identity management project

32. Possible Collaborative Ventures 9.Supporting digital literacy and data visualization 10.Expanding the use of Geographic Information Systems across the curriculum 11.Supporting a capstone experience or other curricular priorities 12.Creating/managing a platform for ePortfolios 13.Planning for the shift from print to digital resources 14.Considering the impact of eBooks and eTextBooks 15.Jointly sponsoring events for faculty and/or students 16.Developing a campus-wide portal

33. Why Library/IT Collaboration? Parallels?

34. Why Library/IT Collaboration? Many natural parallels: Visibly contributing to the campus; Both are service-oriented organizations; Serving largely the same audience; Enhancing teaching, learning, and research; Providing secure access to protected information; Servicing significant transaction volumes; Engaging many student employees; Having a major impact across the institution; and At a significant overall cost. And their organizations are both being transformed by the digital revolution!

35. Furthermore Both IT and the Library have a unique perspective… That could naturally enrich the other!

36. Typical Benefits of the Library Service-driven mentality Concerned with providing access (often of protected information) Sharing resources between institutions Providing access to resources from outside vendors Outsourcing key functions Creating great relationships with faculty and students Communicating well Using the “reference interview” to determine needs

37. Typical Benefits of IT Service-driven mentality (although different) Concerned with protecting information (that is accessible to many) Quickly adopting new tools and resources Managing robust production systems Taking advantage of open-source tools Leveraging campus-wide standards Contributing to multiple aspects of student life Actively wrestling with issues of mobility Considering issues of identity management

38. Viewing these Organizations… From the positive frame: There are many opportunities to leverage each others’ strengths; and Many possibilities for beneficial collaboration, and; The institution will be better for it!

39. So How? It only takes 2: Interaction between 2 invested individuals or Commitment of 2 leaders or Understanding of 2 organizations… And the definition of relationship and a reason!

40. Questions and Discussion?

41. Let’s Talk about Tomorrow Together with some Presidents and CAOs Sabrina’s Keynote will focus on 21 st Century Challenges for the Library I will add some challenges for IT orgs During the workshop (9-noon, and 1-3pm) we will have an opportunity: ▫Understand where they are leading the institution ▫Reflect on how our work (and collaboration) fits in Together, separate (10:30-noon), and together

42. Thank You! Gene Spencer Gene Spencer Consulting Danville, Pennsylvania USA gene@genespencerconsulting.com

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44. Program – Keynote on Wednesday Collaborative Activities Between the Library and IT – Creating Value Beyond the Cost Gene Spencer offers an overview of the state of IT-Library cooperation, collaboration, and interaction during times of dramatic change at our institutions and within higher education. We will discuss reasons we might collaborate, the value of working together, and what it will take to become effective partners in efforts with real campus impact. The conversation will also help set the stage for our workshop on Thursday, and also prepare us for what we might hear about real institutional needs from our Presidents and Chief Academic Officers who will join in that conversation.

45. Program - Workshop on Thursday Building IT-Library Collaboration Your Library is providing important collections, tools and support to help students and faculty find, create, manage, and use the information they need -- information that is increasingly digital in form. Your IT department provides critical infrastructure, tools and support that allow students and faculty to create and work with digital information in the ways they need -- ways that increasingly require critical thinking and intellectual structure. When these two organizations recognize that they are working in parallel toward shared educational goals, they can leverage their talents and accomplish great things. This workshop will help Presidents, Chief Academic Officers, IT staff, and Librarians identify common Library-IT goals under the university's mission, as well as explore concrete ways in which they can help their groups work more effectively together.

46. Program – Session on Friday The Collaboration Imperative - What We Learned & Next Steps Our discussions about the many challenges faced by Library and IT organizations and the opportunities for these critical organizations to work together in accomplishing important work for the institution require us to do more than talk. Desires must be turned into commitments, and words must be turned into actions. This keynote will allow the presenters to highlight ideas and concepts from the conference's other conversations, as well as our rare opportunity to hear from Presidents and chief academic officers, to find a means of collaboration that can be meaningful to your institutions and beneficial to your organizations.