Under the microscope: the UQ experience

1
Under the microscopethe UQ experience

• Mary Lyons
• Acting University Librarian

2
Overview

• Background
• Terms of Reference
• The review panel and scope
• The process
• Some reflections

3
Background

• The University of Queensland identifies
  improvement of management practices and systems
  as a key operational priority
• For first time in 2004, the Universitys
  improvement strategy involved the systematic
  review of all administrative units
• The Library, Internal Audit Office and Personnel
  Services were the first areas scheduled for
  review (2004)

4
Focus of the Library Review

• Core issues were performance and planning and
  other relevant strategic objectives as set out in
  the Universitys Strategic Plan
• Process involved peer and self analysis, and
  benchmarking of the Library against other
  organisations (Go8, U21)
• We hoped the Review would help us to identify the
  Librarys future directions and determine any
  performance enhancements required

5
Its better to be looked over than overlooked
Mae West (1892-1980) 1930s movie star
6
Terms of Reference

• To examine the current and future role of the
  Library and the alignment of operational
  priorities with the Universitys strategic
  objectives, future directions and plans
• To examine the existing planning processes
• To examine the efficiency and effectiveness of
  the Library in meeting its stated purpose, key
  objectives and goals

7
Terms of Reference

• To evaluate the effectiveness of the existing
  facilities, including information and
  communication technology
• To evaluate the existing organisational
  structure, leadership and management
• To determine the appropriateness of existing
  monitoring and improvement strategies and
  performance indicators
• To assess the level of resources needed for
  maintenance and support of the Library

8
Terms of Reference

• 8. To examine regulatory, compliance and risk
  management processes
• 9. To determine whether service provision meets
  the Universitys teaching, learning, research and
  community service strategies and client views and
  expectations
• 10. To assess the capacity of the collections to
  support the Universitys teaching, learning,
  research and community strategies

9
Terms of Reference

• To evaluate whether the profile and skill base of
  current staff can appropriately meet the
  Librarys goals now and into the future
• To evaluate the effectiveness of the Librarys
  collaborative and partnership activities
• To identify strengths and opportunities for
  improvement

10
Membership of Review Panel

• 2 external University Librarians
• Senior Deputy Vice-Chancellor
• Director, Information Technology Service
• 1 Executive Dean
• 1 Director of Studies (Gatton Campus)
• 1 Senior Lecturer (Ipswich Campus)
• 1 Professor
• 1 Secretary

11
Scope of the Review

• Two components
• Self review
• External Review
• Self review was completed by end of September
• External review took place from 2nd-5th November
  2004

12
Library Self Review

• Was coordinated by the Librarys Quality Advisory
  Group (QUAG)
• Had representation from all library sections
• Took on enormous proportions

13
Library Self Review

• The Self Review document was our submission to
  the External Review Panel
• It addressed
• Terms of Reference
• History of the UQ Library
• Evaluation of libraries
• Organisational structure and governance
• Planning, financial management and marketing
• Human resources
• Resources and services to support Teaching,
  Learning and Research
• Physical infrastructure and ICT
• Community partnerships
• It included lots of supporting documentation
• In hindsight our document was far too
  comprehensive

14
Submissions

• Letters asking for submissions to the review were
  sent to VC Executive, Executive Deans, Heads of
  School, Directors of Research, Faculty Executive
  Officers, Library Committee, President Student
  Union, CEO District Managers of the Hospitals,
  and more
• Anyone was welcome to make a submission
  (including Library staff)

15
Up on the Web

• Link from News Events http//www.library.uq.ed
  u.au/about/review/

16
Info for Review Panel

• Received Submissions (including Library Self
  Review) 4 weeks before visit
• Also received a standard set of documentation
  from the University
• Review Panel membership list
• Campus map
• UQ Policy on reviews (HUPP 1.40.3)
• Terms of Reference for review
• Management structure of UQ
• University Strategic Plan 2004-2008
• Individual submissions received
• Additional Library Documents

17
The report card

• Committee presented its report in mid December
  2004
• It was extremely positive
• Made 14 recommendations to be implemented within
  12 months
• To ensure these recommendations were implemented,
  an action plan was developed and presented to
  Senate in February 2005
• Report on all 14 completed actions will be
  provided to Senate in February 2006

18
Reflections

• It was difficult being guinea pigs
• Important to agree on format of self review
  document before you begin reviewing oneself
• Keep document short panel have very little time
  
• If not clear guidelines about process get
  agreement on process early, in particular on the
  role of the University Librarian
• Secretary for panel assists members and provides
  background it helps if this person is very
  conversant with Library

19
Further reflections

• If you have any input into membership of review
  panel, try to ensure members have experience in
  conducting reviews and knowledge of the
  Australian academic library scene
• Try to schedule review in less busy time of
  semester
• Check that all key people are available for the
  period of the review
• Although it didnt seem so at the time, it was a
  very worthwhile experience
• Now have a document which gives a very thorough
  overview of everything we do
• The Library was praised highly
• Actions put in place have already improved our
  service
• So when it is your turn.. Dont be concerned,
  alarmed or nervous. Just remember ...

20
Its better to be looked over than overlooked
Mae West (1892-1980) 1930s movie star
21

• Thanks for listening
• Questions?