HBCU Library Alliance Mentorship Program CROSSTRAINING AT CLAFLIN UNIVERSITYS LIBRARY

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HBCU Library Alliance Mentorship
ProgramCROSS-TRAINING AT CLAFLIN UNIVERSITYS
LIBRARY

• Mentee Marilyn Gibbs, Director
• Claflin University Library
• Mentor Elsie Weatherington, Dean
• Virginia State University Library

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ABSTRACT SUMMARY

• In an effort to expedite cataloging
• and serials processing procedures,
• it was determined that through
• cross-training, the serials
• assistant would be taught how to
• create bibliographic records.

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MENTORSHIP MEETING

• Mentor Elsie Weatherington, Dean
• Virginia State University Library
• met with
• Mentee Marilyn Y. Gibbs, Director
• H.V. Manning Library,
• Claflin University
• on December 5, 2005

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PRESENTATION OUTLINE

• Abstract
• Definition of Cross-Training
• Needs Assessment
• Project Review

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PRESENTATION OUTLINE, contd

• Breakthroughs/Innovations
• Application of Learning
• Summary

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• ABSTRACT
• The H.V. Manning Library at Claflin University
  is a constant source of activity, with patrons
  utilizing the various resources that are
  available to them. It is a key component in the
  success of the academic programs at the
  university.  The library staff works diligently
  with faculty, students, and other patrons to
  ensure that resources are added to the collection
  in a timely manner.

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• In an effort to expedite cataloging and
  serials processing procedures, it was determined
  that through cross-training, the Serials
  Assistant would learn how to create and export
  bibliographic records and the Library Technical
  Assistant in the Cataloging Department would
  learn how to create periodical check-in records.

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• Both participants were able to enhance their own
  job performance as well as learn how to perform
  the other participants daily duties.
  Cross-training began in August 2005.  A team was
  selected and meetings were held to discuss the
  tasks to be accom-plished.  The cross-training
  team met twice per week to coordinate their
  activities and to conduct training. 

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• The cross-training team met twice per week to
  coordinate their activities and to conduct
  training.  Cross-training promotes team-work,
  cooperation and communications between the
  partici-pants.  The backlog in the Serials
  Department is being cleared and both departments
  are functioning more effectively and efficiently.

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• The team developed a cross-training procedures
  manual that outlined their daily activities and
  the processes utilized to create bibliographic
  and check-in records.  The process did not
  require any additional budgetary expenditure. The
  participants will receive special recognition at
  a library-sponsored event during the semester. 
•  
• Additional cross-training is being considered
  for other staff members.
•  

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• WHAT IS CROSS-TRAINING?
• A utilization of the skills and talents of all
  library staff in all areas of the library.
• A method of creating better informed librarians
  and staff.
• A challenging but productive experience.

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NEEDS ASSESSMENT

• Participants interested in enhancing their job
• performance and willing to learn new skills
• were selected.
• The Serials Assistant was dependent on the
• LTA for the input of bibliographic records for
• periodicals.

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NEEDS ASSESSMENT, contd

• The LTA didnt have any help, thus
• slowing the process for on-line periodical
• check-ins. Both parties needed
• additional help.

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THE STAKEHOLDERS

• The stakeholders were the library staff and
  patrons who would benefit from the availability
  of the library resources.

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KEY CHANGE ISSUES

• The key change issues were time,
• benefits, the need to have control over
• issues affecting duties and
• responsibilities and the need to have
• more than one person with the ability to
• perform required tasks.

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• PARTICIPANTS
• MRS. MAMIE HUGGINS
• LIBRARY TECHNICAL ASSISTANT
• CATALOGING DEPARTMENT
• MRS. BERNESTINE HAYNES
• SERIALS ASSISTANT
• REFERENCE DEPARTMENT

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Mrs. Mamie Huggins Library Technical
Assistant, Cataloging Department
Mrs. Bernestine Haynes Serials Assistant,
Reference Department
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• PROJECT OBJECTIVE/GOAL
• The project objective/goal was to cross-
• train staff from two different departments
• within the library to perform each others
• jobs
• Library Technical Assistant (Cataloging)
• Serials Assistant (Reference)

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• PROJECT OVERVIEW
• The cross-training took place at the H.V.
• Manning Library at Claflin University in
• Orangeburg, South Carolina. The
• director and reference librarian agreed
• that cross-training would be vital for the
• speedy input of data for the serials
• assistant.

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• PROJECT OVERVIEW, contd
• The cataloging department had also
• become a one person operation.
• The participants scheduled time for dual
• hands-on training.

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PROJECT OVERVIEW, contd

• All procedures were documented, a
• cross-training manual was developed
• and statistics were maintained.

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• EXECUTION (HOW)
• The cross-training was conducted by the
• participants (Mrs. Huggins and Mrs.
• Haynes) who cross-trained each other to
• perform their daily duties.

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• TASKS (WHO)
• The LTA cross-trained the Serials
• Assistant on how to create and
• export bibliographic records when
• cataloging periodicals, as well as
• how to catalog new books for the
• different collections in the library.

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• Also, the Serials Assistant
• cross-trained the LTA on how
• to create periodical check-in
• records as well as how to
• check-in periodicals.

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• TIMELINE (WHEN)
• The timeline for the implementation of
• the project was August 2005 February
• 2006.
• It is an on-going project due to the
• continual update of the on-line
• System.

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BREAKTHROUGHS

• Numerous periodicals with the same title
• can be checked in simultaneously.
• By using remote sites, you can actually
• export a full bibliographic record and
• clean it up, versus creating an original
• record for each book.

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MOST SIGNIFICANT CHALLENGES

• The Serials Assistant wasnt given
• cataloging privileges initially in order to
• create and export bibliographic records.
• The LTA wasnt given serials privileges
• initially in order to create check-in
• records and for checking in periodicals.

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MOST SIGNIFICANT CHALLENGES, contd

• Absence/shortage of professional
• cataloger

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APPLICATION OF LEARNINGS

• The participants gained knowledge that allowed
  them to perform their duties more effectively and
  efficiently and broaden their skills in other
  areas.
• Cross-training also makes the participant more
  marketable to the profession.

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PROJECT STATUS

• As of February 2006, the project was well
  received by the participants, who were eager to
  participate in the cross-training. Both
  participants agreed that it was a highly
  successful and rewarding experience. The project
  is continuing.

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SUMMARY

• The project was a tremendous success.
• The process provided opportunities for
• teamwork, communications and
• cooperation and was beneficial to the
• entire university family.