Developing and Implementing a Library Career Ladder A Success Story by Kerry A. Ransel & Jack D....

Developing and Implementing a Library

Career LadderA Success Story

by Kerry A. Ransel & Jack D. Fitzpatrick

…a presentation for

Duke University Libraries

Oct. 16, 2006

We'll talk about:

Problems Before Career Ladder

Development of Career Ladder

Promotional Criteria

Training

Problems (Hindsight)

Affordability of Career Ladder

Trends at Auburn - Late '90s

• We were losing Technical services librarians to: – Reference positions– Attrition

• Support Staff roles expanding to include higher-level duties:– Reference– Special Format & Original Cataloging– Advanced Acquisitions Responsibilities (firm

order rush process, serials acquisitions duties– Other highly specialized tasks

Some of the problems with the system were:

Position descriptions rigidly defined

Few job openings at higher levels Degree requirements for mid-

level positions Cumbersome – 44 titles

Processes/edits or reviews library of congress and non-library of congress bibliographic records on the NOTIS

system. Updates or reviews holdings screens; writes or reviews call numbers

and NOTIS control numbers in/on materials; inserts or activates bar codes.

LIBRARY ASSISTANT III, Cataloging

Responsibility 1:

a) Demonstrates ability to recognize discrepancies between bibliographic description and actual volume.b) Allow no large backlogs of uncataloged materials to develop except under unusual circumstances.c) Ensures no more than 2-5% of records edited per month to have errors reported by Quality Control Unit.d) Follows departmental guidelines for keeping statistics.

LIBRARY ASSISTANT III (Cat.)Performance Standards:

LIBRARY ASSISTANT III (Cat.)Performance Standards:

e) Sort and maintains the backlog in an orderly fashion to facilitate the timely location and processing of RUSH materials.f) Completes thorough and accurate review of

copies, volume holdings, call number, and NOTIS control number.

g) Activates barcodes on 100% of materials with barcodes.

1 MGR INFO TECH 16 12 LEAD SPEC INFO TECH 15 13 ASST TO THE DEAN 13 14 SPEC III, INFO TECH 13 15 LIB ASST VI 11 26 SPEC, PERSONNEL 11 17 SPEC II, INFO TECH 11 18 SUPV, CIRC/ILL/REF 11 39 SLIDE CURATOR 9 110 ADMIN AST II 8 111 EXEC SECRETARY II 8 112 LIB ASST V, AUTHORITY 8 313 LIB ASST V, BINDING 8 114 LIB ASST V, CIRC 8 215 LIB ASST V, PUBLIC SVCS 8 116 LIB ASST V, TECH SVCS 8 117 SUPV, BARCODING 8 118 SUPV, PHYSICAL PROCESSING 8 118 SUPV, LIB ACCOUNTING 7 120 EXEC SECRETARY I 6 221 LIB ASST IV, ARCHIVES 6 122 LIB ASST IV, BIBLIOGRAPHY 6 1

1989-1998 AP/STAFF CLASSIFICATIONS

TITLES: Grade # of Employees

23 LIB ASST IV, ILL 6 124 LIB ASST IV, PUBLIC SVCS 6 1025 LIB ASST IV, QUALITY CONTROL 6 126 LIB ASST IV, RECEIVING 6 127 LIB ASST IV, TECH SVCS 6 628 CASHIER III, COLLECTIONS 5 129 CLECK III, INVOICE 5 230 LIB ASST III, CATALOGING 5 1031 LIB CLERK III 5 532 LIB CLERK III, ACQ AUDIT 5 133 LIB TECH I 5 834 SECRETARY III 5 335 TECH III, MICROGRAPHIC 5 136 CASHIER II, COLLECTIONS 5 137 DRIVER/DELIVERY 4 138 LIB ASST II, RECEIVING 4 139 LIB CLERK II, CIRC 4 140 LIB CLERK II, RECORDS 4 141 LIB CLERK II, PHYS PROCESSING 4 142 SECRETARY II 4 243 LIB CLERK I 3 544 LIB CLERK I, CIRC 3 4

1989-1998 AP/STAFF CLASSIFICATIONS (cont.)


MAJOR PROBLEMS:

•Knowledge, skills, abilities didn’t count•No promotional opportunities in the position•Had to change jobs to promote•Loss of talented staff•Staff essentially “Locked” into job

Some unfortunate results:

• Low Employee Morale

• High Employee Turnover

• Pay Inequities

(long-term employees were not being adequately compensated for their

experience and expertise)

1997 American Library Association Survey

Top Three Concerns were:

Not A New Concept

1) Career Ladders2) Compensation3) Continuing Education

American Library Association – Support Staff Interests Round Table

Summary of Survey to Determine Top 3 Issues of Concern to Support Staff

Participants were asked to rank the five issues they would like to see receive the highest priority from SSIRT in future strategic planning. A large percentage of respondents did not rank the issues but simply

placed a checkmark beside those they considered important. For that reason, a statistician from the University of Colorado at Denver reviewed the issues ranked 1-5 and those checkmarked as important

http://www.ala.org/ala/lssirt/lssirtstratplan/issuessurvey/Results.pdf

ISSUE Ranked #1

Ranked #2

Ranked #3

Ranked #4

Ranked #5

Unranked (but

checked as a

concern)

Career Ladders (few opportunities for promotion) .......317 .......178 .......236 ......150 .......114 .......782

Competencies not appropriate to the level of education, experience and responsibilities .......362 .......245 .......145 ......134 .......82 .......663

Access to continuing education and training opportunities .......286 .......156 .......108 ......105 .......109 .......586

Top 3 issues are listed in order of ranking June 1997

ALA’s 3rd Congress on Professional Education: Focus on Support Staff

AKA Cope III

http://www.ala.org/ala/hrdrbucket/3rdcongressonpro/3rdcongressprofessional.htm

Job Family

A series of progressively higher, related jobs

distinguished by levels of knowledge, skills and abilities

(competencies) and other factors, providing promotional

opportunities over time (a "career ladder").

Our Objective was:to design and implement a comprehensive career ladder promotional process whereby library support staff could advance within their current position. Promotion would be based on:

Satisfactory Job Performance Increased CompetenciesTeamworkTraining

Library Staff & Administrative/Professional

Career Ladders

Library Associate(exempt – degree

required)

GRADE

12 III11 II10 I

Library Assistant(non-exempt)

GRADE

8 VI7 V6 IV5 III4 II3 I

Supervision (received or exercised)

Nature of work (degree of difficulty – routine or complex)

Problem Solving Skills (independent thought, judgment, initiative)

Knowledge (familiarity with a subject matter in functional area, local/national trends)

Decision-making Authority (following prescribed guidelines: recommending or setting policies/procedures)

Leadership

FOCUS:

Library Assistant IIINote 1: This is the third level job in a six-member family of progressively higher level jobs. At this level the work is of a general nature. Works under general supervision where completed work is reviewed infrequently. Occasionally interprets policies and procedures. May be authorized to assign and review multiple job tasks of student employees. Has basic knowledge of library terminology and procedures and general knowledge of functional area policies and procedures.

Library Assistant VINote 1:This is the highest step in a six-member family of progressively higher level jobs. Works independently where work is reviewed when the solution of problems involves new interpretations or applications of established guidelines. Team leader responsibility of library assistants and/or student employees. May serve as leader in library unit or supervisor of a small unit. Has advanced knowledge of library terminology and procedures and comprehensive knowledge of functional area policies and procedures. Identifies problems and suggests solutions which may affect policy

1 INFO TECH, MASTER SPEC 16 12 INFO TECH, MASTER LEAD SPEC 15 13 INFO TECH, SPEC III 13 14 BUSINESS MGR 12 15 HUMAN RESOURCE SPEC II 12 16 LIBRARY ASSOCIATE III 12 17 LIBRARY ASSOCIATE II 11 48 LIBRARY ASSOCIATE I 10 29 LIBRARY ASSISTANT VI 8 1010 EXEC SEC II 8 111 COMPUTER WORKSTATION OPER 7 212 LIBRARY ASSISTANT V 7 1913 LIBRARY ASSISTANT IV 6 1114 LIBRARY ASSISTANT III 5 1115 LIBRARY ASSISTANT II 4 516 LIBRARY ASSISTANT I 3 0

1999-2000 AP/STAFF CLASSIFICATIONS


Committee Charge

~to investigate and propose criteria for advancement through these ladders by

suggesting training, evaluation, and recognition for

contributions to the Library

Campus Criteria for Promotions within Job Families

•Performed at a satisfactory level for a specified time period in current position

•Demonstrated increased competencies

•Completed any required training

•Met any other specific criteria

• Overview courses (1-2 hour orientation courses)

• Introductory courses (2-4 hours) • Intermediate courses (4-8 hours,

sometimes made up of several components)

• Advanced courses (at least 8 hours, usually several components)

TRAINING THE MEASURABLE COMPONENT

Three Areas of Concentration:

• Technical Services (Acquisitions, Cataloging, IT/Systems)

• Reference Services (Main Reference, Special Collections & Archives, Branch Libraries)

• Access Services (Circulation/Reserve, Document Delivery/ILL, & Stacks Maintenance)

Library Asst. V

(grade 7)

Needs to take to promote:

Library Asst. IV

(grade 6)


Library Asst. III

(grade 5)


Library Asst. II

(grade 4)


Library Asst. I

(grade 3)


5 overview courses(lib, comp, ref,

access services, tech)

Intro in specific area2HR, 2LE

COURSEWORK REQUIREMENTS FOR THE LIBRARY ASSISTANT CAREER LADDER

HR = courses offered by Human Resource DevelopmentLE = Library Electives: short courses offered in-house

Library Asst. V

(grade 7)


Library Asst. IV

(grade 6)


Library Asst. III

(grade 5)


Library Asst. II

(grade 4)


Remaining 3 intro courses

Intermediate in specific area

Computing elective

2HR, 2LE

Library Asst. I

(grade 3)










Library Asst. V

(grade 7)


Library Asst. IV

(grade 6)


Any 3 intermediate courses

2 Advanced Courses

2 HR, 2 LE

Library Asst. III

(grade 5)


Intermediate in related area

Any other intermediate

Advanced in specific area

2 HR, 2 LE

Library Asst. II

(grade 4)




Computing elective

2HR, 2LE

Library Asst. I

(grade 3)







Library Asst. V

(grade 7)


Remaining 3 intermediate

courses2 Advanced courses

2 HR, 2 LE

Library Asst. IV

(grade 6)



2 Advanced Courses

2 HR, 2 LE


2 Advanced Courses

2 HR, 2 LE

Library Asst. III

(grade 5)





2 HR, 2 LE




2 HR, 2 LE

Library Asst. II

(grade 4)




Computing elective

2HR, 2LE



Computing elective

2HR, 2L

Library Asst. I

(grade 3)










OVERVIEW COURSES – approx. 2 hrs.1. Basic function performed2. Contact people/schedules3. Tour4. “Why” this unit exists

20-question exam/Placement test, 70% correct to pass

INTRODUCTORY COURSES – approx. 6 hrs.1. Detailed orientation of area/dept.2. How it interacts with other areas3. Desired skills

20-question exam, 70% correct to pass

Name______________________ Intent to participate in Career Ladder System discussed with supervisors:

I DO intend to participate.

I DO NOT intend to participate ( not interested at this time; not eligible; other ___________________)

I intend on participating in some coursework. _____________________________ ____________________________Employee Date Supervisor Date _____________________________ ____________________________Dept Head Date Asst. Dean Date Submit to Human Resource Specialist

Application for participation:

The AU Libraries career ladder has been developed as a means whereby and employee can promote without having to change jobs. The criteria that has been established for this process is a systematic one that includes appropriate training, evaluation and recognition of the staff member’s contributions to the Library. These promotions are position changes/reclassifications which are the result of the assignment of higher level duties, responsibilities and accountability performed by the staff member. The employee will be held to a higher level of accountability for quality, effectiveness and productivity, will be expected to deal independently with more complex issues, and will be expected to demonstrate newer and/or higher level competencies appropriate to the new job. These promotion opportunities are possible only after the employee has completed the following: · Demonstrated increased competencies appropriate to the next higher-level job· Completed any required coursework - see attached forms· Performed at a satisfactory level in their current position· Met time requirement in their current position· Complied with all library policies and work rules (including attendance and punctuality)· Met any other specific criteria There is an assigned protocol for participating in the career ladder process. It is important that as a staff member you become familiar with this process and especially be aware of the application procedure and completion of the established criteria. This form has been prepared in order that you can discuss your intentions with your supervisor and plan your career ladder progression. After appropriate approval signatures have been obtained on this form, please submit it to the Human Resource Specialist and she will provide you with additional information to document completion of required coursework.

Guidelines:

Although a newly hired employee will be required to take all courses to promote, current employees at Grade 4 (Level 2) and above who elect to participate in the Career Ladder Program have the following options open to them: 1) Credit will be awarded for "placement tests" taken as substitutes for courses required at or below the employee's present grade level. This does not include electives. 2) Credit for the one Overview Course in the employee's specific area may be awarded to employees who have completed two years of service. This requires approval of both the supervisor and the reviewer. To be eligible for promotion, the following Coursework Forms must be completed: 1. Level 1 to Level 2: Coursework Form 1 2. Level 2 to Level 3: Coursework Forms 1-2 3. Level 3 to Level 4: Coursework Forms 1-3 4. Level 4 to Level 5: Coursework Forms 1-4 5. Level 5 to Level 6: Coursework Forms 1-5

As courses are completed and signatures obtained, participants are encouraged to periodically photocopy their Career Ladder Coursework Form and submit to the Human Resource Specialist. This will ensure that current information is on file.

Guidelines (cont.):

Coursework forms for tracking purposes:

Coursework forms for tracking purposes(cont.)

(a completed form)

LIBRARY CAREER LADDER CHECKLIST Submitted to: Kerry Ransel, HR Specialist, AU Libraries Submitted by: _________________________________________________

Supervisor’s Name/Title------------------------------------------------------------------------------------------------------------Position Information:

Employee Name:____________________________________________________

Position Title/Job Grade: _____________________________________________

Proposed New Title/Grade: ___________________________________________----------------------------------------------------------------------------------------------------------- _____ 1. Met time requirement in current position. _____ 2. Performed at a satisfactory level in current position. _____ 3. Demonstrated increased competencies appropriate to the next level job. _____ 4. Completed or scheduled to complete required training of prescribed library and HRD

courses. _____ 5. Complied with all library policies and work rules (including attendance and punctuality). _____ 6. Demonstrated a spirit of cooperation and team support, and past conduct projects a

favorable image. Approved by: ____________________________________________

Dept Head/date Approved by: _____________________________________________

Assistant Dean/date

Staff Concerns:

•Taking courses in their area

•Testing

•Timing-finding seats in the required courses/workflow issues

$$ MONEY $$

•Campus Commitment

•Central Pool of Funds

Positive outcomes:• Facilitates recruitment/More flexibility in hiring

process• Improves morale/job satisfaction• Enhances quality of the workforce• Promotes cross-training• Reduces turnover• Provides advancement without changing jobs• Better camaraderie between staff from

different areas• Lower-level courses make great orientation

tours for new faculty/staff

Career Ladder Timeline (early days)

Early 1990s

Campus introduces job family concept


1997

Early 1990s


Dr. Bentley New Dean of AU Libraries Sept


1998

1997

Early 1990s



HR gives presentation to library staff Nov


1998

1999

1997

Early 1990s



HR gives presentation to library staff Nov

New job descriptions written Dec

Career Ladder Timeline

1999Staff assume new titles; Career Ladder committees appointed Mar



Committee reports submitted May




Call for Instructors June





Overview course materials due; Train-the-Trainer class; Career Ladder packets distributed, All staff meeting July






Introductory course materials due, Overview courses begin Aug







Introductory courses begin Sept








8 grade 3s complete coursework; Intermediate courses planned Dec


2000








Intermediate courses begin; Advanced courses planned Jan


2000








Advanced courses begin; Promotional paperwork submitted Mar



2000








All coursework completed Sept




2000

1999

38 Employees Promote Oct

Staff assume new titles; Career Ladder committees appointed Mar











2000

1999

38 Employees Promote Oct

Staff assume new titles; Career Ladder committees appointed Mar










Library Staff & Administrative/Professional

Career LaddersLibrary Associate(exempt – degree

required)

GRADE

12 III11 II10 I

Library Assistant(non-exempt)

GRADE

8 VI7 V6 IV5 III4 II3 I

Library Associate Job Family

Developed along with the Assistant Family

Modeled after AU's Academic Advisor Family

Exempt Positions

Degree Requirements

Criteria for Promotion:

Join/Be Active in Professional Associations

Serve on Library/Campus Committees

Present Poster Sessions/Papers

Keep Current – Read Professional Literature

Publish Journal Articles

Training & Course Development

Course Name: Overview of Technical ServicesCourse Number: TS 101This course provides a broad overview of the basic functions ... comprised of two components, both of which must be completed to earn credit for the class. TS 101a -- Acquisitions component, max enrollment 10, duration 1 hourTS 101c -- Cataloging component, max enrollment 10, duration 1 hour

Training & Course Development

•Intro to Tech Services, TS 201c•Lengthier, 2-hour tour•I introduce:

•MARC bib. records•LCC (I mention DDC)•e-serials cataloging (single record vs multi)

Cat Modules

TS302a - Joy of Serials TS302b - Catalogers' DesktopTS302c - Item Records and BarcodesTS302d - Intro to MARC RecordsTS302e - More Joy of SerialsTS302f - Series and Series AuthorityTS302g - Intro to Subject AnalysisTS302h - URL TroubleshootingTS302r - Reports for Cataloging Data

Joy of Serials

•3-hour training session•Aimed primarily at mono. copy-catalogers•"Serials" tags in MARC bib. records•Title changes•Test--made up title change

More Joy of Serials

•another 3-hour training session•Serials problems caused by:

•publisher changes/buyouts•publisher idiocy

•Fun with frequency notes:•Industry Week, published monthly•as God allows•published whenever

•Monographic Series

...on second thought…

No system is perfect…

…..the career ladder does allow the employee to promote, but perhaps we should have stressed a couple of points a bit more strongly:

Upper limits

Inherent in any classification system employees “top out”

However…

• top grade levels are higher now • degree requirement for Library Assistants has been removed

• Promotions are not automatic

• Coursework completion does not ensure promotion

We said this more than once:

Developmental Process

• Supervisors act as academic advisors/career counselors

• Performance evaluation • Planning additional higher level

responsibilities

Performing at a Higher Level

• Employees can only promote as high as the work is available OR

• Employees can only promote as high as their talents enable them to perform

• Supervisor subjectivity as to what constitutes “higher level,” not simply additional responsibilities.

• Promotion vs merit pay

The Costs involved:Training - none (all done in-house)

And because we adhered strictly to promotional criteria, salary increases were very affordable.

Year # promoted2000 36 2001 12002 72003 92004 92005 62006 5

0.0%

0.5%

1.0%

1.5%

2.0%

2.5%

3.0%

3.5%

2000 2001 2002 2003 2004 2005 2006

Salary Increases:

% of total salaries to fund career ladder raises

In summary:

CAREER LADDER: Doable, Practical, & Beneficial

WORKFORCE: Stronger, Happier, & more Flexible

COST: Not Prohibitive

http://www.lib.auburn.edu/dean/career/duke06.ppt

http://www.lib.auburn.edu/dean/career

Changes at Auburn

• AU hires a consultant to develop a new classification system

• New system to be implemented soon

• What will become of the career ladder???

Thank You!

• Kerry Ransel, [email protected]

• Jack Fitzpatrick, [email protected]

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