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

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

3. 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

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

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

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

7. 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

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

9. 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

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

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

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

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

14. Marketing Marketing plan
Outline methods of communicating service (web, , 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)

15. 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

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

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

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

19. 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

20. 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

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

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