We are now in day 2 of Level 3 and some of you will be wondering what happened to the Library opening up on campus for limited services as we promised.   The requirements for Level 3 are quite strict and were still being developed by TEC/MoH last week which delayed the UC processes. Te Paea lead the development of our plan over a 24 hours period. Our plan then needed to be reviewed by a number of teams at UC and has now been approved by Catherine Moran and Ian Towns.   The Library was one of 78 applications so this has been a herculean job for all involved.

Our priority was keeping staff and our users safe. Library Managers reviewed a number of options including a click and collect services for physical items for students and the provision of printing but in the end it was not possible to deliver these under Level 3 at UC.  I have been keeping in touch with the other University Librarians so we could support each other and have a collective understanding and response to Level 3 services. It has been a very fluid situation across all universities.

In summary, things have taken a bit longer than we hoped but we have now received permission to be on campus for:

• Scanning and digitisation of physical material where there is no online equivalent
• Retrievals
• Click and post/courier requests for print material for academic staff and post graduate students
• Access to MB collection for academic staff online teaching (with an approved separate application)

Four independent bubbles of 3-5 volunteer staff will work in 2-3 day shifts Monday to Friday 9.15am to 12.15pm and 1.15 pm to 4.15 pm depending on the demand for services.   At Level 3 only approved staff at approved times can come on campus, and must they must check in each day with Security. Tomorrow Te Paea and Jenny will prepare spaces for opening and the first shifts are likely to start on Friday.

Now that we have approval to be on campus we will start to advertise our services more widely.

Library Managers are now starting to work on the more challenging Level 2 requirements where we will be opening up physical access Libraries for staff and students. This includes the need for physical distancing and contract tracing.

At the same time we are continuing to support all our services online in the new normal.   UC teaching and assessment will remain online for term 2 (and probably all of Semester 2)

I have been proud of the very positive feedback from staff and students for all the support we are providing at this time, including from Library Committee and Academic Board last week.   A big thank you to everyone for all you have done rising to the challenge of these extra ordinary times.   Take care of yourself and each other.  Ngā mihi nui, Anne

HR have put brief survey to all UC staff.  You may see links in various places like Intercom.   Please take the time to fill it in.  Thanks, Anne

From HR.

This is a brief staff survey to check in on how you are doing during lockdown. Please take the opportunity to give us anonymous feedback.

Please use the “DVC Research” option when asked what area you work in.

The purpose of the survey:

• We want to support you in working both in this virtual world and for those who continue to work on campus
• We want to measure how you are feeling so we can respond as necessary and make changes to ensure improvement.

This survey is intended to give us data on how you are feeling in the current COVID-19 environment in relation to four key areas:

1. Leadership, Support & Wellbeing
2. Communication
3. Remote Work Enablement (for those working remotely)
4. On-site safety (for those working on campus)

Anonymity will be maintained in the reporting and use of data, but I will be given high level summary results to report back to you.

Please use this Qualtrix survey link to complete the survey. It should take a maximum of five minutes to complete.

Stay safe.

Ngā mihi

Paul O’Flaherty
Executive Director of People, Culture and Campus

Advise on Covid-19 is changing hourly so please keep watching email, Counterculture and the website to keep up-to-date.

Currently all mass gatherings in NZ are banned.  Schools and universities are exempt at the moment, but there will be additional advice from the Ministry of Education to follow. Whatever we plan for will have to be consistent with Ministry of Health coronavirus advice and protocols (which is changing by the day), and the existing UC advice.   As we plan our way forward there are four horizons the university is looking at.  The first three are most relevant to the Library at this point in time.

• The next three weeks to see out Term 1
• Term 2 to the end of Semester 1 (which might get moved slightly or delayed on future decisions)
• Semester 2
• Beyond 2020

The Library has it’s own work stream in the UC response to Covid-19.   Library managers have been meeting to plan our response and will be reporting daily to Ian, the VC, and the IMT (Incident Management Team).  A small team of Te Paea, Jo and Tim and a yet to be appointed scribe is being put together to work on the managing the response within the Library.   The preference is to keep the Libraries open for the next three weeks depending on the situation. The UC top priority is a focus on the needs of undergraduate students.

We will be asking some staff to trial working from home over the coming days to ensure that if we need to the technology and physical environment is fit for purpose.

Our staff are also a priority.   Please let your manager know if you are immune compromised in any way or if you have any concerns about yourself, or anyone you are living with or are responsible for.   Knowing in advance helps us to plan and take into account individual staff circumstances across the Library.

This can be a stressful time both physically and mentally.   Take care of yourself and one another. Ask your manager or colleagues if you need help now or think you may in the future if your situation changes.  There is always support available.   Anne

I would like to give you a heads up that there will be a review of the Library in the next few months. The last Library review was in 2013 when Alex Hanlon arrived led by Janine Schmidt, so it is timely to have an independent look at what the Library is achieving.  These reviews are normal when a new senior management structure is put in place. R&I, ITS and other service units are also being reviewed in various ways. Ian has indicated that the review is about “ensuring that the Library is providing appropriate student-learning and research-intensive support for UC as an internationally-ranked university in the 21st century” and not about funding cuts. When more details are available I will let you know.  Ngā mihi nui, Anne

I am aware that a large number of staff are wishing to attend Lyndsay’s memorial service at the Hope Presbyterian Church, 27 Amyes Road, Hornby at 1.00pm this Wednesday.   If you wish to go please check with your manager as at this time of year we will need to keep the Libraries open, and support international enrolment, teaching and other critical activities at this time.  Take care, Anne

This is my last day for 2019 until 8 January so I would just like to say thank you again for all you have done this year.

For those working on the 23 Dec and 3 Jan Te Paea will be Acting University Librarian.     On the 6-7 Jan,  Helen will take over.

Meri Kirihimete, have a relaxing break and I hope you return refreshed for the new decade.

Anne

Congratulations to staff who were successful in this year’s GSRR round.

Staff who received a step progression, accelerated progression below the merit, progression above the merit or bonus will have received a letter from their manager.

This GSRR round also included a change to the merit step negotiated by the TEU as part of the latest Collective Agreement which allowed staff sitting just above the old merit step to get a step progression.  This has the most effect for Band 1-2 staff.

A summary of the GSSR outcome by band is available from the link below.  The number of staff getting a progression or bonus above the normal step progression was similar to the last few years.

K:\LIBR-Library\Operations\HR\Planning\GSRR-for-staff\GSRR-by-band-2012-2019.xlsx

I appreciate that the GSRR only touches the surface of all the great work being done in the Library by all staff.

Ngā mihi nui, Anne

The draft Library Strategic Plan 2020-2024 is now available for feedback.   There will be three opportunities to come to a Staff Forum to provide feedback in the next two weeks which you will have received an meeting request for.    In the forum managers will provide more details of the environmental scans and the resulting draft document, with time for discussion.     You can also provide feedback to your manager or me at any time.     Looking forward to your input.    Anne

Over the next few months there will be a focus on strategic planning, including how we engage in the Academic Plan consultations.  The Academic Plan is likely to set the vision and strategy which will inform the operational direction for the university for at next five to ten years while reflecting where we would like to be in the next 50 years.    The Library Strategy will look at the next five years and support and feed into the UC academic strategy.

Library managers have been part of two recent meetings at the Learning Resources management level considering the priorities coming out of the consultation to date.  Library staff are also booking to attend one of the various university Academic Plan sessions.  As part of this strategic work Library Managers have been reviewing outcomes from the Library Strategy 2016-2020 and Ngā Awa e Rua. These will be available soon for staff feedback.

We have also begun discussions on the Library 2020-2025 Strategic Plan, starting with a strategic planning day last week for managers.   The first stages of the development of the new Library Strategy will include reflection on the Academic Plan discussions, and completing an environment scan on key topics and trends that will be important for UC and the Library over the next 5 years.    It is clear there will be a strong focus going forward on learning, teaching and research as part of the Academic Plan.

Library managers have identified five priorities at this early stage, learning, teaching, research, cultural heritage and information, plus an overarching people component.    Library Managers will in the next few weeks

• Complete an environmental scan on what are the trends and priorities in a particular area
• Reflect on how this aligns with discussions for Academic Plan
• Provide initial ideas of strategic priorities
• Create seven minute presentation to present to Library Managers on 17 June

The aim is to produce the bones of a strategy for discussion with Library staff.

There will be two strategic planning sessions for staff on 23 July 1.30-4.30 pm or 25 July 9.00-12.00 where Library Managers will present on each area and then facilitate the discussions on the strategy so please add this to your diary.    There will also be plenty of time for input around these sessions.

Consultation outside the Library will start with the Library Committee planning session on 23 August and will be widened out to other groups.    The Library Strategy 2020-2024 will be finalised when the Academic Plan has been completed.

I would like to encourage all Library staff to be part of developing our strategy.

Ngā mihi nui, Anne

I met with Lyndsay today.   All is going reasonably well and her specialist says she is doing okay.    She enjoyed catching up with lots of family over Christmas and New Year and is reading a lot.  She has a few symptoms in her hands and feet which limits some of the things she would like to do such as walking and gardening, and she gets quite tired, but  is managing by taking afternoon naps and limiting her activities to three days a week with a recovery day in between.  She is looking a lot better than during the last chemo.

Lyndsay is keeping in touch by participating in the Visual Management Board on Wednesday mornings and reading some email including Counterculture.

She wishes everyone well, as we do her.    Anne