HBCU Library Alliance Mentorship Program

CROSS-TRAINING AT CLAFLIN UNIVERSITY’S LIBRARY

Mentee: Marilyn Gibbs, Director Claflin University Library

Mentor: Elsie Weatherington, Dean Virginia State University Library

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.

MENTORSHIP MEETING

Mentor Elsie Weatherington, Dean

Virginia State University Library

met with

Mentee Marilyn Y. Gibbs, Director

H.V. Manning Library,

Claflin Universityon December 5, 2005

PRESENTATION OUTLINE

• Abstract

• Definition of Cross-Training

• Needs Assessment

• Project Review

PRESENTATION OUTLINE, cont’d…

• Breakthroughs/Innovations

• Application of Learning

• Summary

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.

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.

Both participants were able to enhance their own job performance as well as learn how to perform the other participant’s 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. 

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.

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.

 

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.

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.

NEEDS ASSESSMENT, cont’d…

The LTA didn’t have any help, thus

slowing the process for on-line periodical

check-ins. Both parties needed

additional help.

THE STAKEHOLDERS

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

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.

PARTICIPANTS: • MRS. MAMIE HUGGINS

LIBRARY TECHNICAL ASSISTANT

CATALOGING DEPARTMENT

• MRS. BERNESTINE HAYNES SERIALS ASSISTANT

REFERENCE DEPARTMENT

Mrs. Bernestine Haynes Serials Assistant,

Reference Department

Mrs. Mamie HugginsLibrary Technical Assistant,

Cataloging Department

PROJECT OBJECTIVE/GOALThe project objective/goal was to cross-train staff from two different departmentswithin the library to perform each other’s jobs: 1. Library Technical Assistant

(Cataloging)2. Serials Assistant (Reference)

PROJECT OVERVIEWThe 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.

PROJECT OVERVIEW, cont’d…

The cataloging department had also

become a one person operation.

The participants scheduled time for dual

hands-on training.

PROJECT OVERVIEW, cont’d…

All procedures were documented, a

cross-training manual was developed

and statistics were maintained.

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.

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.

Also, the Serials Assistant

cross-trained the LTA on how

to create periodical check-in

records as well as how to

check-in periodicals.

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.

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.

MOST SIGNIFICANT CHALLENGES

The Serials Assistant wasn’t given cataloging privileges initially in order to create and export bibliographic records.

The LTA wasn’t given serials privileges initially in order to create check-in records and for checking in periodicals.

MOST SIGNIFICANT CHALLENGES, cont’d…

Absence/shortage of professional

cataloger

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.

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.

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