Follow-up to AskAway Summer Sustainability Recommendations

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Background
Summer Sustainability Recommendations
Analysis
The Four Section Approach
Recommended Staffing Commitments: May/June and July/August
Historical and Proposed Summer Hours
Outcomes
Questions?

Background
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In 2009, the AskAway staffing model was approved establishing specific commitment hours for each participating institution, based on funded FTEs: <http://www.eln.bc.ca/askaway/index.php?page=commit#hours>. However this model was set up to apply only for September to April participation; due to the unique requirements of the May to August term, summer participation was identified to be addressed at a later date.

Since 2006, institutions have contributed hours on an ad hoc basis for the May to August time period with no expected commitments assigned to FTE tiers as in the September to April time period. While this model may have been suitable in the initial days of the service, a formalised commitment is required so that the service continues without disruption, with balanced participation and adequate staffing levels, and with the least administrative overhead.

The Advisory Committee recognises that trying to address all complexities of summer staffing with a single implementation would be too difficult for most libraries to execute immediately, given that 2012/13 budgets and reference schedules may have been set already. The Committee has recommended a phased in approach to the summer commitments so that libraries that cannot make their 2012 May - August staffing commitments can plan for 2013 May - August staffing.

Summer Sustainability Recommendations
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  1. It is recommended that, as a first step towards summer sustainability for the AskAway service, the AskAway year should be considered as four sections: 1) September to December;, 2) January to April; 3) May to June and 4) July to August. Library staffing commitment hours should then be formalised for the May/June and July/August sections, and institutions unable to meet their summer commitments should be given the option of compensating the service.

  2. It is recommended that formal May/June and July/August commitments be phased in, with the recognition that timing may be difficult for libraries that have already set their 2012/13 budgets and reference schedules.

Analysis
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The AskAway Administrative Centre identified three issues that are currently unique to the May to August time period:
  1. Sustainability: currently the summer service is subsidized at a higher rate than the spring and fall term. With indications from BC Campus that their contributions for the service will decrease in upcoming years, the partners must work toward a sustainable summer model.

  2. Imbalanced Participation: the option to offer hours ad hoc has created an environment of inequities with some institutions offering the same amount of hours that they do in the spring and fall, while others offer none or very few.

  3. Scheduling: almost all institutions have declined to commit hours that fall during weekday evenings and weekends meaning large gaps in the schedule must be filled by auxiliary staff. This means the summer semester is more costly to sustain than the other two semesters.

At the same time, many participating institutions have identified their inability to provide staff hours to the service during July and August. Keeping the three identified issues at hand, as well as balancing them with concerns expressed by partner libraries, multiple potential scenarios were explored. During the scenario planning, it became clear that addressing all the issues described above with a single implementation would be too difficult for most libraries to execute immediately. Therefore, a phased approach is proposed that will address some of the issues, but allow the service to move along at a committed level while other deficiencies can be examined with relevant solutions staged for a later time.

The Four Section Approach
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A four section approach will be used rather than the current three semesters:

Section 1 Section 2 Section 3 Section 4
September - December January - April May/June July/August

Section 1 and 2 are staffed identical keeping administrative support to a minimum. Responding to some partner library concerns that their staffing availability was at a low in July/August, commitment levels are adjusted for specific tiers for sections 3 and 4 while keeping service hours consistent across the entire summer.

The scenario is put forward grounded on the following principles:

Recommended Staffing Commitments: May/June and July/August

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May/June
Tiers FTE Range Hours/Week BC ELN Partner Libraries # of Libraries # of Staff Hours
1 0 ‐ 2,999 2

AC, CBC, COTR, ECUAD, JIBC, NIC, NLC, NWCC, QUC, SC, TWU, YC

12 24
2 3,000 ‐ 7,999 3 CAM, CAP, CNC, LC, VIU, OC, UFV, UNBC, VCC 9 27
3 8,000 ‐ 15,999 5 BCIT, DC, KPU, TRU 4 20
4 16,000 ‐ 24,999 14 SFU, UVic 2 28
5 25,000 + 30 UBC 1 30
Total Staff Hours Per Week
129
July/August
Tiers FTE Range Hours/Week BC ELN Partner Libraries # of Libraries # of Staff Hours
1 0 ‐ 2,999 0 AC, CBC, COTR, ECUAD, JIBC, NIC, NLC, NWCC, QUC, SC, TWU, YC 12 0
2 3,000 ‐ 7,999 2 CAM, CAP, CNC, LC, VIU, OC, UFV, UNBC, VCC 9 18
3 8,000 ‐ 15,999 5 BCIT, DC, KPU, TRU 4 20
4 16,000 ‐ 24,999 14 SFU, UVic 2 28
5 25,000 + 34 UBC 1 34
Total Staff Hours Per Week
100

The above formal May/June and July/August commitments will be phased in, so that libraries that cannot make their 2012 May - August staffing commitments can plan for 2013 May - August staffing.

Historical and Proposed Summer Hours


Historical and Proposed Summer Hours Table
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Institution

2007 Summer Hours/Week

2008 Summer Hours/Week

2009 Summer Hours/Week

2010 Summer Hours/Week

2011 Summer Hours/Week

Proposed Summer Commitments

Summer Hours increase/
decrease

Tier 1: 0 - 2,999 FTEs
3 hours per week

May/June

Jul/Aug

May/June

Jul/Aug

May/June

Jul/Aug

May/June

Jul/Aug

May/June

Jul/Aug

May/June

Jul/Aug


AC

N/A

N/A

N/A

N/A

N/A

N/A

3

3

3

3

2

0

-4

COTR

0

0

0

0

0

0

0

0

0

0

2

0

2

ECUAD

0

0

0

0

0

0

0

0

3

3

2

0

-4

JIBC

2

2

3

3

3

3

3

3

2

2

2

0

-2

NIC

3

0

3

0

3

0

5

0

3

0

2

0

-1

NLC

2

0

2

0

2

0

2

0

2

0

2

0

0

NWCC

0

0

0

0

1

1

2

2

2

2

2

0

-2

QUC

N/A

N/A

N/A

N/A

N/A

N/A

3

0

2

0

2

0

0

RRU

3

3

4

4

3

1

3

3

3

3

N/A

N/A

N/A

SC

0

0

0

0

0

0

0

0

0

0

2

0

2

TWU

4

4

3

0

3

0

3

0

3

0

2

0

-1

YC

0

0

0

0

0

0

0

0

2

2

2

0

-2

Tier Totals

14

9

15

7

15

5

24

11

25

15

24

0

-16

Tier 2: 3,000 - 7,999 FTEs
5 hours per week














CAM

4

4

4

2

2

2

4

2

4

2

3

2

-1

CAP

0

0

0

0

0

0

0

0

0

0

3

2

5

CNC

0

0

0

0

0

0

0

0

0

0

3

2

5

LC

2

2

5

5

5

5

5

5

5

5

3

2

-5

OC

0

0

0

0

0

0

5

0

5

0

3

2

0

UNBC

5

5

4

2

4

4

5

5

5

5

3

2

-5

UFV

4

4

2

0

3

3

3

3

3

3

3

2

-1

VCC

0

0

0

0

0

0

0

0

0

0

3

2

5

VIU

0

0

0

0

0

0

0

0

0

0

3

2

5

Tier Totals

15

15

15

9

14

14

22

15

22

15

27

18

8

Tier 3: 8,000 - 15,999 FTEs
7 hours per week














BCIT

7

6

0

0

0

0

0

0

0

0

5

5

10

DC

9

9

9

8

7

7

8

6

7

7

5

5

-4

KPU

5

5

4

4

3

3

3

3

3

3

5

5

4

TRU

0

0

0

0

0

0

0

0

0

0

5

5

10

Tier Totals

21

20

13

12

10

10

11

9

10

10

20

20

20

Tier 4: 16,000 - 24,999 FTEs
16 hours per week














SFU

8

8

11

11

12

12

12

12

14

14

14

14

0

UVic

10

10

10

9

12

12

12

12

12

12

14

14

2

Tier Totals

18

18

21

20

24

24

24

24

26

26

28

28

2

Tier 5: 25,000 + FTEs
34 hours per week














UBC

33

33

36

36

36

36

34

34

34

34

30

34

-4

Tier Totals

33

33

36

36

36

36

34

34

34

34

30

34

-4

Grand Totals

101

95

100

84

99

89

115

93

117

100

129

100





Historical and Proposed Summer Hours Table

Outcomes

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With the implementation of the Summer Sustainability Recommendations, 17 of the 27 institutions would not have an increase in hours from summer 2011.

Summer Sustainability Recommendation PiechartThirteen (48%) of these would have a reduction in hours:

Alexander College
Camosun College
Douglas College
Emily Carr University of Art + Design
Justice Institute of British Columbia
Langara College
North Island College
Northwest Community College
Trinity Western University
University of Northern British Columbia
University of the Fraser Valley
University of British Columbia
Yukon College


Four (15%) would stay at the same number of committed hours:

Northern Lights College
Okanagan College
Quest University Canada
Simon Fraser University

Two (7%) would have an increase from the hours they provided previously, leveling them with other institutions in their tiers:
Kwantlen Polytechnic University
University of Victoria

Of the ten institutions recommended an increase in hours, eight (30%) committed to no summer hours in 2011:

British Columbia Institute of Technology
Capilano University
College of New Caledonia
College of the Rockies
Selkirk College
Thompson Rivers University
Vancouver Community College
Vancouver Island University

Questions?

Contact the Chair or your institutional representative on the AskAway Advisory Committee: <http://www.eln.bc.ca/view.php?id=1750>