Communications Quarterly Report January 1- March 31, 2010 Submitted by Larry Allen This report summarizes activities by the Communications staff: Larry Allen, Lola Klein, Pam McClung and Cheryl Mason-Middleton. News Operations/External Posted 26 stories to the News section of the Libraries web site. Recorded 6 podcasts for the News section of the Libraries web site. A new podcast is posted every two weeks, and features information on library services and upcoming events. This is a joint undertaking of Communications and Outreach. Submitted 6 stories to OSU Today. Submitted 3 stories to Buckeye Net News. Coordinated interviews with Laura Kissel, Rai Goerler and Lynn Lay for a story in oncampus on the Byrd Polar Center 50 th anniversary exhibit and programs. Coordinated an on-site interview with Scott Carlson, Chronicle of Higher Education, for Carol Diedrichs and Dave Lee/Acock Associates, on the Thompson Library. Coordinated logistics (January 25-27) for a CNN live broadcast from the Thompson Library of focus group reaction to President Obama s January 27 State of the Union address. The network featured several live remotes from mid-afternoon until 11 p.m.; the broadcast originated in the Mortar Board Room. Submitted background and photographs on the Thompson Library project to American Libraries April Library Design Showcase issue and online features. The library was highlighted in three of the online features Historic Style, Libraries at Night, and Let There be Light. Arranged interviews for February 1 Lantern story, Ohio State library patrons owe $1.4 million. Coordinated response to story requests from the Lantern, for February 14 article, Libraries study popularity of E-books. The story centered on an interview with Marsha Hamilton, discussing the temporary addition of 43,000 e-book titles to determine the level of interest users show in the resource. Coordinated response to story request from the Lantern, for March 10 story, Research Preserved on Library Database, on the Knowledge Bank. Tschera Connell was interviewed for the story. Coordinated radio interviews with WOSU Radio and panelists from Lecture Committee program, E-Democracy Panel. 1
News Operations and Internal Communications Produced 13 issues of NewsNotes. Posted 31 stories to the staff intranet. Added From the Director, a new blog from Director Carol Diedrichs. The content of the blog will most often be directed to Libraries staff through the intranet, but Carol may also make some of the blogs public, posting them on a new From the Director page in the Libraries redesigned web site. Updated the crisis communications plan in conjunction with the Risk Management Committee. Minor revisions to the plan were made in response to the significant number of weather-related issues that occurred in February. Revised plans call for more use of the Libraries web sites (public and intranet), as well as call-in phone information, to notify staff of work status. Contact information in the Emergency Response Plan was updated to reflect numerous staffing changes since its previous revision in the fall of 2009. Outreach Produced materials and set up a display representing OSUL at the State Library of Ohio s Career Night March 10. Staffed by members of the CIPS group, the night provided an opportunity for individuals working on their MLS degree with a chance to talk with OSUL staff about the profession. Promotional support (web site, staff intranet, listserves, OSU Today, oncampus), for the E-Democracy Panel, co-sponsored by the Libraries Lecture Committee, on March 4. Coordinated the February 11 lecture program, An Evening with Biographer Wil Haygood, sponsored by the Friends of the Libraries and the Libraries Lecture Committee. Promotional support (web site, staff intranet, listserves, OSU Today, oncampus), for the Libraries Lecture Committee presentation, Electronic Medical Records, on January 27. Assisted the Friends of the Libraries in promotion of this year s Ann W. and Emanuel D. Rudolph Student Book Awards and Scholarships competition. Appointed to University Communications Student s First Enhancing Student Services working group (Larry). Administration Support Assisted in the development of the Print Retention document and PowerPoint presentation. The presentation and document were initially given to the COLIT Committee in early April for their reaction and comments. Coordinated photo shoot for file photos of Carol Diedrichs. 2
Internet Presence Projects The Libraries home page redesign, which included multiple versions from wireframes through final design. This represented a significant time commitment for Pam McClung, who worked with Jim Muir in the Web Implementation Team (WIT). Creation of multiple graphic elements (headers, images) for use throughout the new design of the Libraries web site; also an extensive undertaking for Pam. Creation of content for the new home page and associated pages. Attended 8 meetings with WIT on elements of the new web site. Implemented the From the Director blog. Print Projects 15 projects (brochures, posters, flyers) in support of exhibits and events: Granary Exhibit ReadAloud Byrd Polar Center 50 th Anniversary Exhibit Byrd Polar Center 50 th Anniversary Programs Rare Books Day Camp Latino Comics Fado Monthly Math Black History Month Wil Haygood program Rudolph Scholarship Support for the Granary and Byrd Polar Center Gallery exhibits also included the creation of banners and signage to enhance both exhibits, and to provide a branded look for the Gallery. 20 signage/wayfinding projects, including: Computer Search Stations signage A Find it Vista directional sign, in response to requests from CIPS to help customers determine the location of materials in the building. Printer signage at Thompson. This signage was developed to help users locate printers and their proximity to the computer they were using. Although the current signage has improved printing for customers, this is still a work in progress. It will require additional work on the part of IT, CIPS and Communications. Code of Conduct signs 4 correspondence projects: Campus Campaign postcard Thank you cards Staff anniversary cards Friends of the Libraries letterhead redesign 3
Additional Digital Projects 15 content updates to the Thompson television monitor network. The next enhancements will include the addition of test video, the incorporation of digital stories, and RSS feeds from recognized news providers. Pam or Larry will participate in the upcoming digital storytelling workshop, to help ensure content produced in those sessions can be used on the Thompson monitors. Digital versions of Thompson evacuation plan, for use by Mark Moziejko and the Risk Management Committee. Additional Graphic Design Projects Library Lab banner graphic Knowledge Bank logo Email header graphics Photography Wil Haygood program Geology students workers awarded bonuses Retirement events and staff photos for NewsNotes Advertising Two oncampus ads for the February 11 Wil Haygood program One Lantern ad for the Wil Haygood program One oncampus ad for the Undergraduate Research Prize Thompson Library Tours Approximately a dozen staff and volunteers have been trained to lead tours of the Thompson Library. Cheryl, who coordinates tour arrangements, has posted a form on the Libraries new web site that allows individuals or groups to request tours. This system has worked very well as a means of managing the requests. Tours # Guides Total Guests January 8 16 222 February 7 10 139 March 5 8 111 TOTALS 20 34 472 4
Thompson Library Displays Cheryl also coordinates displays at Thompson. Location Proximity Winter Quarter Display Café Café Theme Park Engineering Student Group 310 Strader & Hammell Miriam Conteh-Morgan 315 Warhammer Dave Richman 210 Bound Journals Okinawan Folk Art Maureen Donovan 820 Call #'s PG-PN Manga Maureen Donovan 240 Bound Journals Marion at 50 620 Call #'s GN-GV, H Geology Library & Museum 1020 thozy Call #'s PT- PZ,Q,R,S,T,U,V,Z Science of Music Danny Dotson 140 Buckeye Reading Room Archives 145 Buckeye Reading Room Archives Movable, THO245 Tenure & Promotions Book Selections Movable, THO1020 Science of Music Danny Dotson Department Administrative Support Lola heads up these support functions. Mailing Carol Diedrichs reception/columbus Club, February 24 o Created and mailed 258 invitations o Maintained list of attendees Reports 46 Gift-In-Kind reports processed during 1 st quarter Donors and Friends of the OSU Libraries Processed 176 thank-you notes, written by Gay Jackson to University Libraries donors (create mailing labels, mail, and enter contact information into IMPACT). Generated Friends of the Libraries membership expiration letters for February, March and April. Maintained file of faculty/staff Campus Campaign donations to the Library Renovation Fund. 5
Processed Friends memberships: o January 2010 17 members o February 2010 13 members o March 2010 16 members o Produced monthly statistics new members, membership payment totals--for the Business Office First quarter 2010 revenue from Better World Books sale of OSU Libraries donations: $4,444.88 Oversaw the January meeting of the Board of Directors of the Friends of the Libraries. Staff Cheryl and Pam are both currently serving on the Libraries Diversity Committee. Pam is a member of the Strategic Planning Committee and the Campus Campaign Committee. She created the posters, signs and team buttons that were given to each staff member at the start of this year s campaign. Lola switched from 50% employment to full time from November 2, 2009-February 1, 2010, to substitute for Beth Mastin during Beth s maternity leave. Larry and Pam received additional online training March 11 on the Four Winds software that runs the Thompson television monitors. Pam met with staff at the Moritz Law Library March 24 to help them modify floor plans they are using for planning purposes. 6