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Minutes: May 28, 2008
Present: Jim Williams, Jennifer Davis, Sue Williams, Lisa Gould, John Culshaw, Carl Stewart, Shelley Joy, Lorna Kent, John Dziadecki, Matthew Hamilton
- Quick Fix Committee:
This was a joint LAB/QFC meeting convened to discuss a proposed change in operating procedures for the QFC. John and Shelley were invited so that LAB could obtain the Administrative Services perspective.
Accordingly, there was discussion about the proposed QFC procedures (tentatively approved by the Dean and LAB at the April 23rd LAB meeting). In order to make the QFC process more effective, changes must be implemented. Currently, there is such an extended timeframe and bottleneck due to LAB not being able to review QFC recommendations in a timely manner that by the time LAB reviews the initial findings they are often no longer relevant. In addition, there have been several complaints from Libraries staff about the process not being transparent or efficient enough for others to see any progress in relation to QFC concerns and that the “fixes” have not been true to the initial concern or complaint. Complaints and concerns vary significantly, and range from concerns for safety, to cleaning, signage etc.
The QFC pinpointed its two main goals as:
- To log the complaint or concern.
- To track and update concerns and complaints in a public way.
Brainstorming ensued, and a suggestion was made to transform the QFC into an ad-hoc committee formed to receive, research, and make recommendations on an annual or periodic basis. This committee could implement a more effective and transparent tracking system. However, it was noted that the Libraries already has a system (i.e. Administrative Services procedures regarding facilities requests) for making QFC-type recommendations. The QFC is therefore redundant.
Dean Williams pointed out that the responsibility for issues should generally be taken to department heads first, and then the follow up should be done by the requestor. It was mentioned that this procedure has been in place for an extended time period. The Administrative Services link to this procedure is http://ucblibraries.colorado.edu/adminservices/staff.htm
All Libraries staff should note that all future facilities/aesthetic improvement requests generally should first be made to individual department heads and work orders should be submitted and followed up on by the department head or by the initial requestor. Everyone is encouraged to bring issues forward. Email is generally the best way to request and follow up on complaints and concerns because it leaves a traceable trail. It is also advisable, in most cases, to wait at least 30 days before instigating follow up measures. This procedure will also be highlighted on the Administrative Services Webpage.
Conclusions:
Administrative Services has many requests and projects, and needs staff to be observant of things needing improvement. Suggestions for improvements to the building, either aesthetic or health/safety issues, are welcome.
A system is already in place for repairing things, making the Quick Fix Committee redundant and adding a layer of bureaucracy. If an issue is not a building problem, staff should talk to their supervisors, the individual in charge of the area where the problem is located, or to John Culshaw. Library staff wishing to remain anonymous can use the Johann Suggestion Box located in the Norlin staff lounge, or bring concerns anonymously to LAB members.
Staff needs to be mindful of issues interfering with progress, such as delayed response by Facility Management, missed deliveries, and various other issues that can cause delay. Things may need to be followed up on, and requestors should consider a tickler file or a monthly reminder calendar to check on progress.
Dean Williams and the Library Advisory Board would like to thank the Quick Fix Committee members for their service and dismiss them from their obligation. The Quick Fix Committee is hereby dissolved.
Respectfully,
Lisa Gould
Library Advisory Board
