Assignment 5

The Academic Library : 

1 The Academic Library Shahjehan Khan Assignment 5 LIBS 6031: Library Administration and Management July 18, 2011

Ranking of Stakeholders: 

2 Ranking of Stakeholders Step 1: List the library stakeholder groups: My Library is an Academic Library. This is a state-run university library. The stakeholders for My Library are important people, organizations and group of people as follows: Chancellor Vice Chancellor for Academic Affairs The donors Associate Vice Chancellor Vice Chancellor for Academic Affairs The Legislatures of the state Communication & University Relations Information Technology Service Research & Economic Development The departments and schools The Sponsored programs for grants The Faculty The University System The Board of Governors of the system The Board of Trustees of the university The Tax payers of the state The patrons The Local business and business leaders Local clubs and supporting organizations Managing Committee Friends of Library Southern Association of Colleges and Schools Local Public Schools and community colleges Professional association (Teachers, Doctors, Police and others) Alumni Community at large

Top Three Stakeholders: 

3 Top Three Stakeholders Step II. Determine the three most important stakeholder groups and describe the influence: The three most important stakeholder groups are 1. Vice Chancellor for Academic Affairs 2. Donors 3.Managing Committee Their influences are noted in the next slides.

Influences of the Top Three Stakeholders: Vice Chancellor for Academic Affairs : 

4 Influences of the Top Three Stakeholders: Vice Chancellor for Academic Affairs Vice Chancellor for academic affairs is the most influential stake holders who allocates the funds for My Library. He/she has a great interest in seeing that the library is adequately funded. It is also the desire of the vice chancellor to see that academic library has fullfilled all the requirements of the accrediting agencies and maintain good reputation. As a number one stakeholder in Academic Library, he/she is concerned about the improvement and innovation. He/she likes to see the library has fund to introduce the newest technology, equipment, furniture, new edition of books, journal and facilities for a modernize library. As a chief academic officer vice chancellor has great influence in securing funds through the intricate budgetary process.

Influences of the Top Three Stakeholders: Vice Chancellor for Academic Affairs (continued): 

5 Influences of the Top Three Stakeholders: Vice Chancellor for Academic Affairs (continued) He/she likes to see that Academic Library has personnel trained in new curriculum and technology. He/she understands that his/her reputation as a top administrator is linked to the success of the Academic Library. Vice chancellor for academic affairs also has the authority to hire new personnel and his/her influence in this matter will enhance the cause of the Academic Library. He/she can use the influence to work in cooperation with library staff, the chancellor, the board of trustees and others for the well-being of the Academic Library. Vice chancellor for Academic affairs can encourage and influence the success of the students on the undergraduate and graduate level. A good library will enhance the good education and retention of students at the University. The influence of the vice chancellor will build a good library which will enhance the good education and retention of students at the University.

Influences of Top Three Stakeholders: Donors : 

6 Influences of Top Three Stakeholders: Donors Donors are stakeholders with enormous influence on the community. Any programs for improvement requires fund and donors come forward and contribute fund, equipment, gift materials and moral support. A good library will attract desirable donors either locally or nationally. The donors are the people with great feelings and influences. They want to share their fortune to help great cause like the library that benefits humankind generation after generation. The donors have influences on other donors and the university administrations will like to maintain a good relation with this network of stakeholders.

Influences of Top Three Stakeholders: Donors (continued): 

7 Influences of Top Three Stakeholders: Donors (continued) Donors make their contribution freely. They want to be convinced that their effort will not be wasteful. They will like to be recognized, praised and honored publicly, officially and privately. They like to see that a building, room or wing of a building is named after them for their contributions. The university administration will constantly seek for the new donors along with old ones and maintain a potential donor list. The university public relation department as a stakeholder and the Managing Committee will be involved vigorously to work on this aspect of the donor activities.

Influences of the Top Three Stakeholders: The Managing Committee: 

8 Influences of the Top Three Stakeholders: The Managing Committee The third most influential stakeholder in Academic library is the standing Managing Committee. The director of the library forms this committee; the membership includes the representative from other stakeholders such as faculty, student, community, teacher and others. Managing Committee as a stakeholder will meet regularly, maintain the minutes of all the meetings and publish a newsletter. The Managing Committee will discuss innovative ideas, programs and recommend suggestions for implementation of any innovation. The Managing Committee will also coordinate activities of the donors with the stakeholders committee.

Influences of the Top Three Stakeholders: The Managing Committee (continued) : 

9 Influences of the Top Three Stakeholders: The Managing Committee (continued) Managing Committee will maintain a list of a large group of donors and stay in touch email, writing letters and phone. Managing Committee has a very challenging job and there is no limit to the possibilities. A small donor may support a scholarship for a certain student in library science, purchase a set of books, or equipment for a room or office. Managing Committee has a very challenging job and there is no limit to the possibilities of it’s great influence.

Desired outcomes of top three Stakeholders The Top Three Essentials Outcomes: 

10 Desired outcomes of top three Stakeholders The Top Three Essentials Outcomes Step III: State the essential outcomes you believe each important stakeholder group would like to see happen . 1.Vice Chancellor for Academic Affairs will seek appropriate funding to run the Academic Library smoothly and like to see the overall betterment of educational programs. 2.The Donors will like to see their contributions are being well spent and also left a legacy. 3.Managing Committee will constantly look for the ways to improve the existing program and be creative in finding innovative programs.

Essential Outcomes desired by the Top Three Stakeholder Group: 

11 Essential Outcomes desired by the Top Three Stakeholder Group Vice Chancellor for Academic Affairs Being the number one stakeholder of the Academic Library will work hard to seek fund from the budgetary process. He/she will meet with the chancellor, Board of Trustees, legislature and the Board of Governors of the university system for proper funding for the operation of the library and supporting any desirable innovative improvement and program. He/she must be convinced that the library staff and management team is in harmony with his endeavor and effort. Through hard work and enthusiasm, the library staff must show that his effort will succeed. Through creative activities like writing research papers, newspaper articles, applying for grants, taking part in community service programs and others, the staff will do an excellent job to keep the desire of the vice chancellor alive and active. The outcomes desired by the Vice Chancellor for the Academic Affairs will be (a) overall betterment of educational program (b) secure funding for the Academic Library (c) better grades for the students (d) better retention at the university (e) have an excellent and modernized library

Essential Outcomes desired by the Top Three Stakeholder Group: 

12 Essential Outcomes desired by the Top Three Stakeholder Group 2. The Donors The donors as stakeholder will like to see that the Academic Library receive the financial assistance. They want to be recognized for their action. They liked to see that their contributions are used properly. Through their action of generosity, they want to leave a legacy to benefit the next generation to come. They will like to be honored publicly and privately. They want a building or wing to be named after them. They are interested to improve the education of the students for their university through the generous gift. The donors are influential group of people in the society and they will like to encourage other donors to come forward and make contribution to the great cause. The donors like to be appreciated and feel good of their deeds.

Essential Outcomes desired by the Top Three Stakeholder Group: 

13 Essential Outcomes desired by the Top Three Stakeholder Group 2. The Donors (continued) The donors are not always the people of much wealth. The small donors are also very important and should not be ignored. Small donors can support scholarship, sponsor field trips, travel grants, books, education supplies and small equipment for the library and library projects. The donor list should be as comprehensive as possible including alumni and other stakeholders. A good library like the Academic Library must have an outstanding donor list

Essential Outcomes desired by the Top Three Stakeholder Group: 

14 Essential Outcomes desired by the Top Three Stakeholder Group 3. Managing Committee The third stakeholder is the Managing Committee. This committee is made of other stakeholder such as faculty, student, library staff, patrons, and others. This is a very important group. The faculty as stakeholders wants to excel, earn tenure, seek promotion, write research papers and conduct best classroom presentations. They need the best library materials to do all these. The students as stakeholders want to do best in their classroom education, graduate with good grades and get a good job.

Essential Outcomes desired by the Top Three Stakeholder Group: 

15 Essential Outcomes desired by the Top Three Stakeholder Group 3. Managing Committee (continued) All these are possible if they have a good library resource materials and supportive materials. Similarly, the library staffs also have lot to gain from this committee as stakeholders. Other stakeholders as members of the Managing Committee will enquire, debate, innovate and publish the newsletter. This will be a very helpful group with great responsibility. The suggestions from this diverse stakeholders group (Managing Committee) will eventually improve the ongoing activities and assists in implementing innovations. Essentials outcomes desired by the Managing Committee will be to keep record of all the meetings, recommend improvement and innovation. This committee will publish news letters, stay in contact with all the potential donors and conduct annual fund drives.

Proposed Measured: 

16 Proposed Measured Vice Chancellor for academics affairs has already been securing the fund for the academic library. 2. The donors are making contributions in larger quantity. 3. Management committee is meeting regularly to devise innovative programs and publish newsletters. The details of the proposed measures are shown in the next slides. Step IV: Identify or devise library measures for each outcome statements for each stakeholders group and state the results the library might expect to see if the outcomes were met.

Expected results: 

17 Expected results Group Desired Outcome Possible measures Expected results for the library Vice chancellor for Academic affairs Vice chancellor for academic affairs has a keen interest in the growth and development of the academic library in allocating fund and setting the overall educational program. 1.Met the chancellor 2. Met the board of trustees. 3. Conferred with the library staff. 4. Approved all the innovation and new programs. 5 Students grades have improved 6. Students retention has increased. 1. Library got the approval of $500,000 for the staff salary. 2. Got $100,000 for the new materials 3. Got$20,000 for new computers and innovative programs. 4. The appropriation is for academic year 2010- 2011 and it is adequate The donors 1. Their contributions spent well. 2. Recognition by the community. 3. Left a legacy. 4. Public appreciation. 1. Amount of contributions is 25% higher than last year. 2. Number of donors is increased by ten percent. 3. Communications, phone calls, number of events are doubled this year 4. A new wing has been added bearing the name of the donor 5. Donors are satisfied with the campus, activities, survey and results. 1. Library will have more money for improvement and donors are proud of it. 2. New wing will house a technology & equipment and donors are satisfied. 3. Donors express their satisfaction for their recognition 4. Donors encourage others to come forward and become donors themselves. 5. Donors speak highly of the library when interacting with administration and public. Managing Committee 1. Meeting regularly 2. Devising for innovation and improvement 3. Publishing the news letters 1. Keeping all minutes 2. Recommended introduction of IT in library education 3. Making suggestions to library staff 4. Publishing and distributing the newsletter regularly. 5. Stay in touch with donors 6. Conduct annual fund drives 1. Funds made available for the IT for library education. 2. New staff membership with technology background added. 3. Other improvements approved. 4. Increased number of donors

Narrative & reporting plan: 

18 Narrative & reporting plan For the Academic Library, three top stakeholders are indentified and a desired outcome of each is presented in a framework in previous step. The stakeholders are (1) Vice Chancellor for Academic Affairs (2) The donors and (3) Managing Committee. Each of the stakeholder group discussed in this step is very important and valuable in the growth, development and day-to-day function of the Academy Library. The desired outcome of each stakeholder is measured by asking appropriate questions to the students, faculty, and other patron. The questions were short and precise.

Narrative & reporting plan continued : 

19 Narrative & reporting plan continued The results of this short survey are presented in the evaluation framework. Most of respondents have indicated that Vice Chancellor for Academic Affairs is very active in promoting the Academic Library and he has met with the chancellor five times, board of trustees three times and conferred with the library staff three times during the academic year 2010 – 2011. All the respondents agreed that he has approved all the innovations recommended by the Managing Committee. The Academic Library received all the essential funding and full cooperation of Vice Chancellor for Academic Affairs. The survey results also show that all the donors very happy with the action of the Vice Chancellor for Academic Affairs. Their happiness is measured in terms of new wing man named after the donor. The donors are satisfied with campus activities, survey and its results.

Narrative & reporting plan continued : 

20 Narrative & reporting plan continued Finally, the surveys show that Managing Committee as stakeholders has done an excellent job. The committee has met regularly, planned for innovations and improvements. The achievement of the committee is outstanding. The committee has kept all the minutes and published them in a regular newsletter monthly. The newsletter is distributed to all the stakeholders and the public in general. This effort has kept very one informed about all the good things that are happening in the Academic Library during 2010 – 2011 academic year. The patron has recognized the function of the Managing Committee to be the most valuable. It is expected that all the activities at the Academy Library will continue in future and improve each year.

Work Consulted : 

21 Work Consulted ECSU library . (2011, June). Retrieved from http://www.ecsu.edu/library/index.cfm G. R. Little mission statement. (2011, June). Retrieved from http://www.ecsu.edu/library/welcome.cfm Prentice, Ann. (2005). Managing in the information Age . Lanham, Maryland: Scarecrow Pr. Stake Holder. (2011, June ). Retrieved from http://www.businessdictionary.com/definition/stakeholder.html