Present: Jack Bales, Patricia Hardesty, Connie McCarthy
(Chair), Esther Onega, and Ellen Wertman
Location: Clemons Library at the University of Virginia
in Charlottesville
As Connie succinctly stated in her agenda, we met "to flesh out the [workshop] proposal and build a packet that we can send to the various site sponsors." As recorded in the Committee's minutes for the November 28, 2001, meeting, "These regional workshops, which will involve faculty members at host institutions, will help librarians get the most out of their one-hour library instruction sessions with students."
Connie distributed an excellent summary of the workshops that outlined their purposes:
From these purposes we focused on outlining our expected outcomes: what will librarian attendees get out of the workshops? Ellen noted that the third bullet point is more of an expected outcome, not a purpose; that is, librarians will learn ways to strengthen the role between faculty members and librarians as team teachers and colleagues. We observed that the first two points could be modified to become outcome statements. For example, librarians will learn the best practices for library instruction in a situation where there is a limited amount of time for the librarian/instructor to focus on the specifics of an assignment and what the students need to know. Also, librarians will learn techniques for establishing rapport with today's students who live in an information-saturated environment as well as strategies to keep their attention.
Teaching faculty from host or neighboring institutions will each receive an honorarium of $150.00. They will also receive, prior to the workshops, copies of our instruction scenarios, which they can use as examples of typical librarians' classes. We discussed the types of students in these classes, for we felt that librarians come in contact not only with traditional teenage undergraduates in four-year institutions and community colleges, but continuing education students, older students, and students of all ages for whom English is a second language. Esther suggested that one faculty member well versed in the needs of traditional students should be a participant, while another professor can concentrate on non-traditional students. This way we will have different perspectives at each of the three workshops. Patricia recalled that she attended a session conducted by a psychologist who said that he never went further in his lectures until his students answered his questions. She said it was an extremely interesting point, and we all thought that these workshops should provide unique insights and valuable tips.
These faculty members will talk about students at what level of competence? We recalled that in any library instruction session librarians/teachers always run the risk of boring advanced students and bewildering those who are not familiar with libraries. We thought, therefore, that the workshops should focus on the student who is "in the middle," that is, the average student who has some knowledge of libraries and what they contain.
We discussed the purpose of the breakout sessions. The librarians (and faculty members, if interested) can discuss the ideas presented in the fifty-minute faculty programs, bring up additional thoughts, and perhaps note what they would like VIVA to do to help.
An Outreach Committee member or other librarian will be present at each breakout session to coordinate it. Esther (host), Ellen, and Jack will be at the University of Virginia; Nan Seamans (host), Ginger, and Patricia will be at Virginia Tech; and Loretta O'Brien-Perham (host) and Connie will be at Hampton University. The Committee members will take notes, and an entire workshop summary will be posted on the VIVA Web page.
We figured that lodging should not be a problem, as we will be having three sessions in different parts of the state. Patricia wondered about travel costs and whether VIVA will reimburse the private colleges for mileage. Will VIVA pay for lunch? The Outreach Committee is allowed $6,000 for the three workshops. We observed that travel reimbursement monies could eat up a sizable portion of that, though Connie stressed that travel reimbursement is important. Should VIVA perhaps pay a lower mileage fee? Connie said that she would check with Kathy Perry. She also will check with a colleague who is familiar with the procedures of online registration.
We agreed that the workshop cover letter should state that the sessions originated from suggestions proposed by participants in the Outreach Committee's July 2001 workshop. (Other possible wording: they are "a follow-up to the July 2001 Williamsburg workshop" and they "build upon the momentum [success] of the July 2001 workshop.")
The meetings will not occur on the same day, though they should be scheduled towards the end of the summer--after summer vacations and before classes. Esther suggested Friday, August 15, for the University of Virginia workshop, and said that she will arrange for three breakout rooms (25 people in each) and one large room to accommodate some 75-85 people. We could not recall if registration at the Williamsburg workshop was limited to three librarians from any one institution but did not think this would be a problem.
Each host should provide a registration table, stick-on nametags, and arrange for the large meeting room, the three breakout rooms, and the lunches. The host should introduce the day's events. He/she should select a day when the campus is not crowded with student activities (such as new student orientation). A registration packet or folder should state something to the effect that the workshop is "brought to you by the VIVA Outreach Committee." It should include an agenda (we need to include a time for a summation of the workshop), evaluation form, mileage form for reimbursement, a VIVA brochure and fact sheet, local information (maps, brochures on various sites in the area), a host library brochure (if available) and perhaps a list of workshop attendees. Directions to the libraries and parking details may be able to go on the VIVA Web page. Faculty members may have handouts to be included in each packet. Because VIVA will pay photocopying costs, the hosts should encourage a minimum of photocopying.
Ellen distributed an article, "Train the Trainer," which focused on training skills. The article included an annotated list of Web sites, and we thought that relevant Web pages should be included in the packet of material that each registrant receives. (We remembered that Ginger did a fine job of coming up with Web sites for our July workshop and felt that she would be the appropriate person to work on this for these forthcoming sessions.)
Each host will not only arrange for the two faculty members for the workshop, but also two librarians to be on the afternoon panel.
The panel will consist of librarians and faculty. The librarians can reflect on and react to the morning sessions to get the conversation going, and audience members can ask questions or make observations. For example, are there any strategies that seem to be especially useful? Has a librarian had a disastrous instructional session that could have been saved by one of these strategies?
We felt that summaries of the three workshops (including the conclusions of the breakout sessions) and the annotated list of Web sites should be put on the VIVA home page. Jack said that he would take notes for the University of Virginia session and give Esther (the UVa host) a summation sheet from which she can give concluding remarks. Outreach Committee members and/or librarians at the other workshops can similarly assist the hosts.
We all agreed that the workshops are not that far away and that we should stay in touch. Connie suggested a conference call on Tuesday, March 11, at 1:30 to iron out the next batch of details.
Respectfully submitted,
Jack Bales
Secretary
February 23, 2003
Updated March 4, 2008