Smathers Libraries: Calendar Based Planning Cycle
The following updates the 2004 recommendations of the Strategic Planning and Measurement Committee on the annual administrative cycle for the use of directors, chairs, supervisors and other library staff. The cycle is matched to the academic year and provides for division directors to complete top-level objectives for their units before departments, sub-departments and individual goals are set each year. The cycle coordinates, insofar as possible, with the annual performance evaluation cycle, the statistic / library evaluation cycle, the annual report cycle, and the budget cycle. Library Council will facilitate the process throughout the cycles and provide the data for published objectives and results.
- Monthly throughout the year Library Council members track monthly metrics in each department and division.
- Standing Library Council agenda item tracks progress on current goals and objectives.
- January 1 to March 15
- Division steering committees assess status of current year’s objectives and map plans for coming year.
- February – March
- Directors prepare University Budget program proposal for coming year.
- March 1 – March 31
- USPS and TEAMS evaluations
- March 1 – April 15
- Division Directors draft library-wide "new objectives" and discuss with their divisions
- March 1 – May 15
- Department Chairs and Individuals use proposed new objectives to assist in forming annual goals for individual staff.
- April 1
- Human Resources Officer reminds faculty to prepare Annual Activity Report, Goals Progress, and updated Vita for previous year, as well as Draft Goals, Draft Annual Assignment for coming year.
- Mid April
- Library Council discusses/finalizes updated draft of Library Goals & Objectives
- Division Directors, Department Chairs and Individuals use proposed new objectives to assist in forming divisional, departmental and individual faculty annual goals.
- Faculty members prepare and submit to supervisor: Annual Activity Report, Goals Progress, Draft Goals for coming year, Draft Annual Assignment and updated Vita.
- May 15
- Directors, Chairs, and Supervisors draft evaluation letters, forwarding to respective Dept. Chairs and Division Directors for review.
- May 15 to May 30
- Supervisor and faculty member meet to discuss evaluation letter, finalize goals and annual assignment.
- Chairs ensure that complete evaluation packets are delivered to Library HR office by May 31st.
- June 1
- All routine purchasing halts for end of year closing.
- June 15
- Department Chairs submit merit lists to Division Directors.
- July 1
- When available, operating budget data is shared with Department Chairs
- July 15
- Notifications are sent to Department Chairs that annual statistics are due August 15.
- Mid- late July
- Library Council planning retreat .
- August 1
- Notifications are sent to Department Chairs that the annual “Highlights” report is due to the Division Directors September 1st.
- August 15 – August 30
- Division Directors gather results of previous year’s objectives and annual statistics from their divisions.
- September 1st
- Department Chairs submit annual “Highlights” report to the Division Directors
- September 15
- Directors conduct State of the Libraries session (wrap-up last year, discuss priorities for current year) at Town Meeting
- DSS provides previous year’s statistics to Library Council for discussion of efficacy and potential changes
- October 1
- Division Directors submit annual “Highlights” report for the division to the Director of Libraries.
- DSS submits annual library statistics to ARL.
- DSS posts annual library statistics to web.
