Kia ora

It seems like another day another change.   The latest TEC guidelines came out last night and changed the advice for libraries again.  One meter distancing is back and face covering is highly recommended.   It is still expected that staff and students wear face coverings.

There are now two different guidelines for Libraries, one for libraries who limit access to students and staff, and a stricter version for those who allow the public access as well.   To keep it simple next week all Libraries will be limited to staff and students.  PJH Library and EPS will remain closed to the public at Level 2.   We will review Macmillan Brown access next week once we know the use.

I am hoping that UC will put out general guidance for wearing face coverings that will apply across campus.  In the meantime best practice is to wear a face covering inside.   I understand that wearing face coverings for a long period can be uncomfortable for many.    As a general rule if you leave your desk wear a mask.   Take breaks outside where you do not need to wear a mask if you are appropriately separated from others.   Please provide your own face coverings.  If you have forgotten your mask, or it gets wet, we have a small supply of disposable masks.   Be kind, wear a mask for others and accept that not everyone can.

We will have staff working on campus and others working at home as we transition back.   If your role is front-facing, is working with physical collections or is needed to keep the libraries open safely you will likely be returning to the campus on Monday or soon after.  Conversely, if you can safely work fully from home and are not needed on campus we would prefer you to do that.   Limiting the number of staff on campus next week will create a safer environment for everyone.  Talk to your manager as there is some flexibility to take into account personal circumstances if you would prefer to be on or off campus.  As the COVID situation continues to improve we will progressively expect more staff back.   We are currently planning on providing full services from Monday 20 September as we support our students through the final weeks of term to exams.

Please let your manager know if you or your whānau are at risk, or if you were previously identified as at risk and your circumstances have changed.   We will work with you on a specific return to work plan.    You are able to come to work on campus if you wish.

Wear layers at work.   To improve ventilation rates the air recirculation has been turned off, so the air coming in will be 100% fresh.   This will make the heating more variable.

Remember to use the COVID tracer app for each building you visit.

There will be a staff zui on Thursday at 10.30.   I will go over the latest news and  Sara will go over the Health and Safety Plan in more detail.   There will be plenty of time for questions.   We are also creating an FAQ for staff on the wiki to help with the transition.

Take care and look after one another.

Ngā mihi nui
Anne

There has been a change to the Level 2 opening of the campus at Cheryl’s request.    The Library and the Recreation Centre will open this week on Thursday.   Students have been struggling to study during Level 3 and 4.   They need an opportunity to catch up with their studies before the new term starts on Monday.

PJH Library will open from 10am – 5pm on Thursday 9 September and Friday 10 September.   The Library will then be closed over the weekend and will reopen on Monday 13 September.   EPS and Macmillan Brown Libraries will open on Tuesday 14 September.  Online services will continue to be available as usual.

PJH Library will be open for study, printing, and access to PCs.    E-Services will confirm later if self-checkout can be used.   Security staff will manage the Library opening.

We will have the Level 3 staff on campus Thursday and Friday, and Te Paea and Rā will close the Library each day

On Monday we will progressively move back to campus.   Some staff will be needed on campus to provide services to keep libraries open.  Library open hours have been reduced next week to allow some flexibility for staff.  Those staff who can continue to work at home can do so next week.   Keep in touch with your manager as each person and team will have different circumstances.

More detail on the return to campus will be available tomorrow.

Ngā mihi
Anne

Kia ora

You will have seen the announcement that we are going to Delta Level 2.   We will start a phased return to campus  from Monday 13 Sept.  This will follow a similar pattern to last time, starting cautiously and adding more services and libraries over time.    The details of the opening will come out over the next few days.  This week we remain at AL3 with some preparation for Monday

There is a lot of preparation to be done first and, as usual, we are waiting for the TEC guidelines to finalise the Library DL2 Health and Safety plan.   This guidance is expected to have an exemption from the 50 limit in indoor spaces for education, strong encouragement for face masks, and contract tracing for everyone on campus.

Next week those staff who can work from home and do not need to be on campus to keep services running should continue to work from home.    Keep in touch with your manager as each person and team will have different circumstances.

There was a question on vaccination availability at the Staff Forum.   There is a new website https://vaxx.nz/ to help find a spot quickly, it then links to the official site for an appointment.   Keep looking as a appointments come free on a regular basis.     Other options are the Unichem Pharmacy in Cashel St and marae appointments for those eligible.

Take care and look after one another.
Ngā mihi, Anne

Kia ora

We have put in our Health and Safety Plan for approval (36th on list) to provide L3 services in the Library.

You also may find these links useful

TEC Guidelines

The new TEC level 3 guidelines for tertiary institutions was released this week, and can be viewed at:

https://www.education.govt.nz/assets/Uploads/final-final-detailed-tertiary-guidelines-for-alert-levels.pdf

Working from Home Guidelines

As we’re going to be working from home for a bit longer, you may want to (re)familiarise yourself with the Working from Home during COVID-19 guidelines available on the UC COVID-19 website at:

https://www.canterbury.ac.nz/support/emergency/alerts/details/?id=8 under “Working from home for staff (equipment, office supplies, IT, health and safety)”

Anne

Kia ora

I hope you are keeping well.  Thank you for all the hard mahi you have been putting in at home supporting our students, staff and each other, it is appreciated.

We are moving to level Alert Level 3 this week. Keeping staff safe as we start to move back to campus is our top priority. For most of us it will mean continuing to work from home. All campus access requires a Health and Safety Plan and is approved by SLT. It is not clear when the Library will get approval to be on campus as UC is still working on how best to implement the updated TEC guidelines.  As a result we will not be providing a service on campus until Thursday at the earliest.

At Level 3 those tasks that can only be done on campus and are essential to support learning, teaching and research for our staff and students are allowed. The Library will provide very similar services to last time, primarily scanning and couriering material to staff and students. There has been some discussion about click and collect options but that will require further work and depends on how long Level 3 is likely to last.

Jenny is managing the return to Level 3 on behalf of the Library including the rostering. The Library will have five bubbles of 3-4 staff including a manager in place for AL3. Each team will work two shifts a week 9-12noon and 1-4pm if needed.  Sara is leading the work on the Library Health and Safety Plan.

A reminder to join the all staff zoom tomorrow at 2pm.

I appreciate it is not easy to juggle the demands of family and work at the same time, often in less than idea setups. Some of you will also have partners returning to work in Level 3 so will have less support. Remember to take breaks and be kind to yourself and others.

Ngā mihi nui
Anne

Thank you to everyone who has made a big effort to put all their leave in for the year.   It is important to regularly take your leave for your own wellbeing.

Last year you were asked to enter all your leave in PeopleSoft for the year by the end of January.    The aim was to highlight the importance of taking your leave in the year it is earned, both from a wellbeing perspective and to assist with UC’s financial situation. Library managers fully support this aim however we have found that from a practical point of view this is creating a lot of administration for staff and managers, it does not work for AYO staff, for parents who need an unexpected day off, for managing backfill for shifts when it is uncertain if you really want that day off or not, and a host of other reasons.

The option to book leave in January 2022 is available for those staff who have a genuine reason to take leave in January and would not have enough leave if they took it earlier to cover, for example, school holidays.  Taking leave in January 2022 does not contribute to the aim of reducing UCs financial commitment in 2021 because the leave is in a different financial year.

We want to support our staff and the wider university at this time, while empowering you to do what is best.   Managers would much rather focus our resources on supporting those staff who have either a lot of leave or too little leave, given that most staff use their leave well.   We have had a conversation with Shine and Nicole, our HR support team, to come to a compromise position for the Library.

1. Staff must use excess leave as soon as practical in 2021
2. Staff are strongly encouraged to use a significant proportion of their leave in the year it is earned, that is in 2021
3. We, as Library Managers, are comfortable to allow staff to keep up to 5 days that have not been entered into PeopleSoft in advance for 2021.

The five days is aimed at those odd days throughout the year which are difficult to foresee so you do not have to cancel and rebook other leave every time something comes up.   I am aware that PeopleSoft is not always helpful in determining how much leave you have, particularly if you do not work full time, so this will be a best effort in good faith arrangement.

If you are forecast to be in excess leave at the end of 2021 you will likely get automated emails from Rosie, the People and Culture bot, reminding you to book the leave.

As always if you have concerns please talk to your manager or me.  You can also talk to Shine (Shekinah Jones) from People and Culture or your TEU rep.

Ngā mihi nui
Anne

I am very pleased to announce that Gabrielle Faith has accepted the Admin/Projects Assistant role.    Gabrielle has been seconded from MB for a year to take up the 0.4 FTE position.  She will be working  Tuesday to Friday mornings and hopes to study for the other hours.   She will be picking up the tasks formerly done by Kim and Janette Winks plus some project work.    Her official start date is 16 February after her secondment to Kaitakawaenga Māori ends, but she will  be around a few hours a week for training and for particular tasks.   She will be physically located on Level 5 PJH.    I am really looking forward to her starting,   Ngā mihi nui, Anne

I am seeking Expressions of Interest (EoI) for a Library Administration/projects position. This a part time fixed term (0.4 FTE) Band 3 role for a year and could be a secondment. The positon will report to Anne. It is likely to be for four half days a week but some flexibility is possible.
This role has previously been filled by Kim who is happy to discuss the role if you are interested.  It will also provide administrative and some project support for Anne and other Library managers.   It will also include support for the Library Managers meetings and the Library Committee previously done by Janette Winks.
The role requires someone who is flexible, organised, discrete and likes working with people to find solutions. The work is varied and often comes in waves at short notice. A willingness to learn technologies is helpful, as is experience in Microsoft Office. At some stage you will work with everyone across the Library.

There will be a position description available in January.

If you would like to discuss this opportunity, please contact Kim, Anne or Helen.   Expressions of Interest should be submitted to anne.scott@canterbury.ac.nz by 5pm on Wednesday 13 January 2021.

Your Eoi should outline:
• Why you are interested in this position
• What skills and experience you will bring to the position
• What technical or professional knowledge you will bring to the position
The recruitment process comprises the Eoi and an interview.

Nga mihi nui
Anne

I am very pleased to announce that Jemma Wiki has accepted the role of Kaitakawaenga Māori.

Jemma has worked for the last four years as the Pou Kohikohinga Māori (Māori Collections Specialist) at Ngā Kete Wānanga o Ōtautahi (Christchurch City Libraries) in Aurelia’s team. In that time she has developed a passion for promoting and delivering culturally responsive library and information services as she continues to further her knowledge of and experience working with Mātauranga Māori and Indigenous Knowledge systems. She is committed to promoting Mātauranga Māori and bicultural responsiveness among information services and education providers for the benefit of all.

Jemma’s first day at UC is 9 February. We will be organising an appropriate welcome for Jemma with more details to come.

I would like to thank Gabrielle who has agreed to extend her acting role until 11 February.

Ngā mihi nui
Anne

Kia ora

We have a number of visitors today.

Mark Crookston and Chris Szekely are here between 1-3pm in 210 doing a session on Documentary Heritage

Sue Roberts, University Librarian from Auckland University, and some FM colleagues are here looking at buildings, including the PJH Library.

FM are putting bird netting over parts of PJH to discourage the pigeons.

Nga mihi nui

Anne