Skip to main content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.

Library Employees: Liaison Materials

Find links to policies, assessment, committees, training, forms,and more.

Handouts for Faculty

College/School Bookmarks and departmental liaison flyers for 2020/2021 were created in Piktochart and customized to each librarian. They were posted in Teams on 7/27/20.

Budget Explanation

Several factors are taken into account in determining departmental allocations from the overall library budget:

  • Student credit hours (SCH),
  • FTE faculty,
  • Library collection use,
  • and average costs of books/videos/periodicals.

Student credit hours are broken down into 3 categories:

  • Lower-level undergraduate (weight factor of 0.75),
  • Upper-level undergraduate (weight factor of 1.00),
  • and graduate hours (weight factor of 1.25). 

SCH are supplied by the Office of the Vice President for Academic Affairs, and FTE figures are supplied by the Office of Institutional Effectiveness.

Library collection use involves:

  • Checkouts and renewals of all materials
  • In-house use of all materials
  • Interlibrary loan
  • Document delivery
  • Electronic resources
  • Instruction in all forms
  • Research posters and other media
  • Group Study Room
  • Faculty & student consultations

Average costs of books, audiovisuals, and periodicals are determined through professional industry sources.

All of the factors listed above are used to compute average needs and material costs which are then used to determine the final departmental allocations. All factors need to be taken into account to truly reflect the size and needs of a department. If any one factor changes, the formula will obviously yield a different result.

****
To ensure ordered materials are received in the appropriate fiscal year, follow the collection development calendar.

Liaison Communication Calendar

Month Communication

July

  • Combine yearly (July-June) committee minutes into one PDF file and add to Committees webpage.

August

First day of August:

  • Official Liaison Switch

    • Former liaisons will:

      • Email switched departments, informing them of change and introducing them to new liaison

      • Switch ownership of subject & course guides to new liaison

    • Instructional Services Librarian updates Subject Expert list in LibGuides

First week of August:

  • Update materials

    • Outreach updates liaison bookmark (c/s meetings), makes 200 color copies, and distributes evenly to liaison librarians

    • Outreach updates individualized flyer (dept meetings) template and shares with liaison librarians

    • Collection Services updates print periodical routing flyer and shares with liaison librarians

  • Contact deans to get on College/School meeting agenda

    • ?? will contact SSB

    • ?? will contact CEP

    • ?? will contact CLASS

    • ?? will contact CHS

  • Contact liaison department chairs:

    • to get on agenda for department meeting

    • about budget—use budget memo template (found on the Liaison webpage)

Second week of August:

  • Attend new faculty orientation

    • Bring business cards

    • Follow-up with email to new faculty by the end of the day – use template in llstaff calendar

  • Attend face-to-face College/School meetings after Convocation – bring liaison bookmark

    • ?? will attend SSB

    • ?? will attend CEP

    • ?? will attend CLASS

    • ?? will attend CHS

Before August 31:

  • Attend department meetings—bring individualized liaison flyer and routing flyer (can be printed front/back)

  • Meet with department chairs about budget and collaboration efforts

September

  • Send email to each department – use template in llstaff calendar

    • Library Blog

    • Budget

    • Periodicals Update

  • Communicate with individual faculty who have requested instruction. 

October

  • Send email to each department – use template in llstaff calendar

    • Instruction

    • Budget

  • Liaisons touch base with individual faculty who may be interested in digital humanities projects

November

  • Send email to each department – use template in llstaff calendar

    • Budget

    • Ordering materials for Spring semester

December

  • Send LibGuides stats to individual faculty members, and cc the department chair, if desired. (end of semester)

    • Suggested wording: “Thank you for working with me to do instruction for your class.”

    • Include relevant comments about stats and student follow-up

  • Make all course guides private

January

  • Contact department chairs to get on agenda for spring department meeting.

  • Send email to each department – use template in llstaff calendar

    • Library blog

    • Budget

    • Periodicals update

  • Contact all instructors identified in syllabi review – use email template

February

  • Send email to liaison department chairs – use template in llstaff calendar

    • Periodical, Database, and Standing Order Analyses (April 30 deadline)

    • Budget (March 31 deadline)

  • Communicate with individual faculty who have requested instruction.

  • Liaisons follow up with individual faculty who may be interested in digital humanities projects

March

  • Send email to liaison department chairs – use template in llstaff calendar

    • Instruction

    • Budget

  • Send final decisions on Lost, Missing, Etc. list by March 31

    • Withdrawals go to Technical Services

    • Replacements go to Acquisitions

April

  • Send final changes for analyses by April 30

    • Periodical and Database changes go to Collection Services

    • Standing Order changes go to Acquisitions

May

  • Send LibGuides stats to individual faculty members, and cc the department chair, if desired. (end of semester)

    • Suggested wording: “Thank you for working with me to do instruction for your class.”

    • Include relevant comments about stats and student follow-up

  • Make all course guides private

  • Communicate with summer faculty about instruction

June