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Ensure that the Library meets or exceeds the
requirements and standards of best practice in the Australian
academic library sector.
Provision of a planning and continuing
improvement framework for activities and services
AUQA
The Library participated in the Australian
Universities Quality Agency (AUQA) audit with very favourable
results, including a commendation.
Reviews and accreditations at overseas campuses
The Library participated in the reviews of the
Monash Malaysia campus and Monash South Africa. The Library also
assisted with the accreditation for the Monash Medical School in
Malaysia.
Improved computer environment processes
The Information Systems Division undertook a
lease balancing project to ensure that the turnover of leased
computers throughout a three year period is undertaken in manageable
groups. As part of this project, computers and printers were
reviewed and consolidated where possible. The Library’s Information
Technology help desk assisted with 2,046 calls for help.
Occupational Health and Safety and Environment (OHSE)
restructure
A more focussed OHSE organisational structure
was implemented within the Library to provide consistency in the
OHSE network across the branches, improve communications and comply
with the university’s OHSE requirements. Quarterly meetings were
established with attendance by OHSE representatives and Safety
Officers from each division and branch library.
Copyright Agency Limited (CAL) audit
A copyright sampling
survey, conducted by CAL, was conducted at Monash University between
December 2005 and March 2006. The survey involved 54 Monash
departments, schools and centres randomly selected by CAL. All
selected areas were required to record photocopies made of hard copy
material during the survey period. The Library also recorded
electronic use of copyright material through its Readings and
Reserve and Digitisation areas. After the successful conclusion of
the survey, Monash staff were praised by the auditors for their
co-operation. The data from the survey is used by CAL to calculate
the distribution of royalties to different authors and publishers
for use of copyright material.
Provision of an energised, innovative
work environment
Library staff survey
A survey was conducted by an external provider
in August 2006, giving Library staff on all Australian campuses the
opportunity to provide feedback on issues relating to their
experience of working for the Library. The survey also enabled
Library management to assess whether the improvement strategies
based on the 2003 survey had been effective. Both the response rate
and overall satisfaction were extremely good, with a total of 72.3%
of staff participating in the survey and an overall satisfaction
rating of 72.74%, showing a 4.3% increase in satisfaction since the
2003 survey. A notable improvement was the significant (12.4%)
increase in the importance placed by staff on satisfying the
Library’s clients. These results put the Library into the top 1% of
the consultant’s database with regard to staff satisfaction with
their work environment. The areas of communication, conflict
management, giving and receiving feedback and identifying the
Library’s values and associated behaviours will be part of a suite
of training programs offered to all managers and supervisors
throughout 2007 in response to the staff survey.
Management of resources in a
cost-effective manner
During 2006 the Library continued to pursue
efficiencies in resource management and adopted financial strategies
to protect the purchasing power of available resources. In addition,
faced with a challenging budget year in 2007, the Library has
implemented processes to deliver productivity gains and reduce
overall expenditure.
Managing financial risk
In collaboration with the
University’s Corporate Finance Division, the Library has established
a program of purchasing US Dollars to provide a degree of protection
against significant declines in the value of the Australian Dollar.
Existing US currency reserves held by the Library provide insurance
against any unexpected significant drops in the spot rate. Current
holdings are adequate to cover the majority of US dollar purchases
over the coming year.
Continuing to improve Library marketing
and communications programs
Communications framework revisited
The
communications operational plan was reviewed and revised to provide
direction for the next 12-18 months. The plan builds on the
communications program that has been running in the Library over the
past three years and identifies strategies to ensure that a
measurable impact can be made on clients’ experience of the library
and to harness staff as part of the communication effort to our
clients.
More effective communication with students
A ‘Service News’
section has been established on the home page of the my.monash
student portal to provide students with vital information regarding
changes to or the introduction of Library services. Services News is
also available as an RSS feed. The section was established as a
result of collaboration between Information Technology Services
(ITS), the Library, the Centre for the Advancement of Learning and
Teaching (CALT) and Student, Community and Shared Services Division
(SCSD).
Provision of an effective staff
performance and development program
Identifying staff development needs
The Library identifies staff development needs
and formulates training priorities based on the University’s
performance management scheme. $100,000 was spent in this area in
2006.
By year’s end:
- Over 800 courses had been attended by staff of all
levels, including internal training, courses delivered by Monash’s
Staff Development Unit, and external courses.
- 94 conference attendances were made by staff.
- 14 staff were granted study leave to attend tertiary
courses.
Library alignment with University HR
The introduction of the new University
Enterprise Agreement was an opportunity for the Library’s Human
Resources policy manual to be updated. The Human Resources policy
manual was rewritten to reflect University policy and procedures and
the new guidelines will be available in 2007.
The Library was in the top three for Employee
Self Service (ESS) users across the University, with over 92% of
transactions processed through ESS rather than the traditional paper
based forms. ESS allows staff to process leave, view their
electronic payslip and keep personal address and bank details up to
date.
Recruiting new staff
A total of 43 positions were advertised in 2006
with over 1,183 applications processed.
A total of 324 casual contracts were raised for
the year to meet peak demands in the various libraries and
administrative areas.
Reviewing classification levels
The ongoing task of reviewing classification
levels of Library positions resulted in 15 positions being reviewed
in the course of 2006. The 15 reviews consisted of 6 reviews of
vacant positions and 9 reviews of occupied positions.
Reclassification occurred in 7 cases.
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