Master Plan: Engagement and Communication Efforts

 

DATE Engagement Point Task
TBD 2018 University Communications / Library Communications Provide news release story / follow up on the master plan
2018 departmental Departmental outreach by Ed Van Gemert:
  • English faculty, 1/24/18
  • Art / art history faculty 1/26/18
  • Health science deans, 1/25/18
  • French and Italian faculty, 2/7/18
  • Inst. For research in the humanities, 3/16/18
  • History faculty, 3/19/18
Departmental meetings
May 3, 2018 Campus Planning Committee Presentation Campus Planning Committee Presentation

April 12, 2018

April 18, 2018

May 2, 2018

Library Staff Q&A Sessions Ed, Carrie, Natasha lead series of three library staff Q&A sessions at Steenbock, Memorial, and College Libraries
April 10, 2018 ULC Meeting ULC Subcommittee presents the ULC draft response/report to facilities master plan
March 16, 2018 iSchool panel discussion (Lesley) Vote to endorse/accept the plan
March 16, 2018 Humanities Departments Panel Discussion Humanities Department Panel Discussion
March 15, 2018 ULC meeting ULC meeting to discuss master plan
March 14, 2018 Librarians’ Assembly Business Meeting Members of the Core Master Plan Team assist with discussion / questions from library staff on the master plan.
March 14, 2018 Ed, Doug, Lee with faculty & grad students from the Center for Culture, History, and Environment CHE Meeting with departments to discuss plan
March 8, 2018 Academic Staff Executive Committee Information / Pre-Report presentation
February 28, 2018 Dean’s Council Pre-Report presentation
February 27, 2018 Briefing of final draft for the FP&M Associate Vice Chancellor, Vice Chancellor for Administration & Finance and the Provost Vice Provost, Gary Brown, Margaret Tennesen
February 22, 2018 Release final document publically via link to LWS Release full report and recommendations via LWS
February 20, 2018 Additional updates to website Link to input, preparing for full report release, including highlighting link to input
February 19, 2018 University Committee informational presentation Pre-Report presentation
February 15, 2018 University Library Committee meeting (shared governance committee); request for FP&M attendance
  • Carrie Kruse presented
  • Gary Brown (Campus Master Plan) and Margaret Tenneson (FP&M Steering Committee) also present to answer questions
  • Summary of faculty concerns presented by Florence Hsia (MLC liaison) and Sabine Gross (ULC Chair)
February 9, 2018 Vice Provost and Project Manager meet with Margaret Tennesen, Gary Brown from FP&M Departmental meetings
February 8, 2018 Vice Provost meets with L&S Dean Karl Scholz, Assoc. Dean Sue Zaeske and Assoc. Dean Greg Downey.

Departmental discussion

 

February 6, 2018 Library All-Staff meeting Update and presentation on upcoming final report
January 2018 Libraries Magazine release Executive summary part of Ed’s VP column announcing master plan project progress in magazine
December 15, 2017 ULC meeting Doug Way presented on collections plan
December 11, 2017 MLC meeting Doug Way presented on collections plan; Carrie Kruse presented on Library Master Plan recommendations
December 8, 2017

Follow up stories on master planning process

 

  • Wisconsin State Journal article “UW-Madison library plan would create six ‘hubs’, close 22 libraries and reduce collection space” by Chris Aadland
  • Dec. 2nd Cap Times article by Pat Schneider previewing the forums
  • Chronicle of Higher Education article
December 7, 2017 Public forum presentations (2 campus / 1 library staff) on the final draft recommendations at Memorial & Steenbock Libraries Recommendations presentation
December 7, 2017 ULC meeting Further discussion of master plan deferred to Feb. Meeting /  collections plan presentation by Doug Way – in response to questions from 11/15 meeting
December 4, 2017 Reminder sent to campus
  • Faculty
  • Academic staff
  • University staff
  • Library staff
  • Liaisons
  • ULC
  • MLC
Reminder about December 7 onsite presentation
November 30, 2017 Campus notification of presentations Inside UW article previewing onsite presentations / recommendations
November 29, 2017 Campus Design Review Board Recommendations presentation
November 29, 2017 Design Review Board informational presentation Recommendations presentation
November 27, 2017 Notice sent to campus
  • Faculty
  • Academic staff
  • University staff
  • Library staff
  • Liaisons
  • ULC
  • MLC
Announcement of final recommendations presentation dates
November 21, 2017 Chancellor’s Leadership Council informational presentation Recommendations presentation
November 21, 2017 Libraries New story announcing completion of plan report drafting process, announce town hall sessions for December for campus community News story Libraries website, social media, Inside UW
  • Library news story
  • Library website link
  • Social media
  • Direct email to faculty & staff
November 21, 2017 Draft Master Plan posted online for public review Recommendations presentation preview  / announcement for December public sessions
November 15, 2017 ULC presentation (Ed Van Gemert & Carrie Kruse) Recommendations presentation consultants’ final recommendations
October 9, 2017 Steering Committee Workshop on recommendations and scenarios development – final recommendations discussion
August 14, 2017 Steering Committee Workshop on recommendations and scenarios development
July 11, 2017 Libraries News Story: Summer work with steering committee Facilities Master Plan Update on news page, Libraries websit
July 10, 2017 Steering Committee Workshop on recommendations and scenarios development
June 4, 2017 Steering Committee Workshop on recommendations and scenarios development
May 30 – 31, 2017 Library Staff Update sessions Update on Recommendations work
May 19, 2017 Library Staff Update Dates Announced May 30 / 31 staff sessions scheduled
April 25-26, 2017 Two Town Hall meetings held on campus to gather input and feedback on draft scenarios
  • Discuss next steps in the master plan process
  • Gather stakeholder input.
  • Campus town hall presentations (3 scenarios presented)
April 21, 2017 Daily Cardinal article highlighting April meetings April 25, 26 town halls at Memorial and Steenbock Libraries
April 20, 2017 Reminder Email send to campus (faculty, staff) about open houses April 25, 26 town halls at Memorial and Steenbock Libraries
April 19, 2017

Working at UW campus newsletter article / and calendar entry and link to libraries news page article announcing April 25,26 town hall meetings

 

Broad promotion of campus town hall meetings

April 25, 26 town halls at Memorial and Steenbock Libraries
  • Campus news stories
  • Library news story
  • Library website link
  • Social media
  • Direct email to faculty & staff
April 17, 2017 The academy presentation Community leaders presentation
April 10, 2017 Email to campus announcing April town halls
  • Faculty
  • Staff
  • Internal staff
  • ULC
  • MLC
  • Provost Exec Group
  • Leadership Council
  • Sec. of Academic Staff
  • Faculty Secretary
  • University Staff Assembly – Central Staff Committee
Announcement of April 25, 26 town halls at Memorial and Steenbock Libraries
March 29, 2017

Library staff workshops

Workshops and campus planning presentation

  • Date: Wednesday, March 29, 2017
  • Time: 4:00-5:00pm
  • Location: Room 2252 College Library

Gather stakeholder input.

Additional focus group meetings with graduate students and faculty to discuss the role libraries plan in current research and teaching activities

March 15, 2017 Campus Master Plan & existing unit facility master plan(s) – College of Engineering, College of L&S, etc. – coordination meeting Overview of the Campus Master Plan and other unit master plans; includes how they would be coordinated with the Campus Libraries Master Plan
March 8, 2017 Library News Story: Project Update Libraries website, social media, Inside UW
March 7-8, 2017

Broad promotion of faculty workshops to take place on March 29 / Email from Ed to ULC and MLC

Also communicated with liaisons to encourage them to reach out to departments.

  • Library news story
  • Library website link
  • Social media
Notification about faculty/grad workshop opportunities (to be held 3/29)
March 7, 2017 Email from Ed Van Gemert  to ULC, MLC, Liaisons Invitation for campus participation in upcoming March workshops (March 29)
February 13, 2017 Library staff  Workshops Visioning workshops with committees and focus groups
February 7, 2017 Email to library staff to notify of upcoming workshop sessions

Workshop held on Monday, Feb. 13th from 2-3pm in the CCBC conference room (401 Teacher Education building).

(The next Campus Libraries Facilities Master Plan onsite visit from our consultants is next week, Feb. 13-15th.

There is also a workshop that is open to any front-line staff (i.e. Anyone who interacts directly with patrons in their day-to-day jobs – public services, access services, liaisons, etc.) to discuss the role libraries currently play in research, teaching, and learning activities and how that role could strengthen in the future.

January 25, 2017 One-on-one drop-in interviews (6), various locations in campus libraries Discuss library users experiences and gather suggestions for future use; library staff, academic staff; focus group with faculty, one-on-one university leadership interviews, surveys, public town halls
January 24, 2017 Follow-up email to campus administration and ULC Details about drop-in interview details
January 23, 2017 – February 1, 2017 Notice and link for survey sent to campus (faculty) Survey for faculty released
January 20, 2017 Library news story with details of on-campus visit and drop-in interview opportunities Mention faculty will be invited to participate in survey
January 12, 2017 Email to ULC and library staff Notification about campus visit 1/25-27 encouraging participation
January 12, 2017 ULC meeting Update on process to date (Carrie Kruse presented)
December 8, 2016 Email to ULC, Campus Leadership from Ed Van Gemert Discussing the project being underway and encouraging participation from a broad campus audience, including ULC representation
December 5-6, 2016

On-campus visit from consultants: undergraduate, graduate and faculty focus groups held.

Focus groups on undergraduate input, graduate student input and faculty input, One-on-one library leadership interviews, committee meetings, tours, workshop kick-off:

  • Email to library liaisons
  • Email to ULC and MLC
  • Library news story
  • Social media library
  • Website link
Public feedback sessions/focus groups (3) at College Library and Memorial Library held by the consultant team and core group
  • Undergraduate student town hall: Monday, Dec. 5th, 5:00-6:00pm
  • Graduate student focus group: Tuesday, Dec. 6th, 1:30-2:30pm
  • Faculty focus group: Tuesday, Dec. 6th, 4:30-5:30pm
December 2, 2016 Libraries News Story: Libraries Begin Master Plan Social media, Library website, Inside UW
December 1 – 2, 2016 Communications about first on-campus visit from consultants Focus groups on undergraduate input, graduate student input and faculty input, One-on-on library leadership interviews, committee meetings, tours, workshop kick-off
  • Undergraduate: Monday, Dec. 5th, 5:00-6:00pm
  • Graduate student: Tuesday, Dec. 6th, 1:30-2:30pm
  • Faculty: Tuesday, Dec. 6th, 4:30-5:30pm
November 22, 2016 Notification to ULC chair and Library Master Plan project manager ULC Steering Committee representative confirmed – master plan discussed as now underway
November 9, 2016 ULC meeting Master plan discussed as now underway. Steering committee member requested; not reflected in minutes; email exchange that day indicates that Ed would ask for a volunteer at the meeting
November 9, 2016 Library leadership to ULC membership Finalize securing a ULC member to be a part of the master planning steering committee – representation on Steering Committee needing to be finalized at November 9 ULC meeting.
November 7, 2016 Fall kick-off meeting; official project start Initiate the planning project; confirm core team and initial planning schedule
October 21, 2016 Governor’s signature on approving contracting a study for the master plan Contract with consultants signed
April 16, 2016 ULC meeting presentation by Carrie Kruse & Megan McBride (FP&M) Introduction of Library Master Plan process; discussion of steering committee role and time commitment
April 5, 2016 Memorial Library Committee (MLC) meeting presentation by Carrie Kruse Introduction of Library Master Plan process; discussion of steering committee role and time commitment
March 23, 2016 ULC Chair and Vice Provost discussion related to steering committee nomination from ULC ULC chair provides suggestions, with suggestion for a discussion about securing a faculty member to happen at the April ULC meeting.
March 8, 2016 Ed Van Gemert  to ULC, Campus Leadership Email notification of a request / seeking recommendations for campus libraries facilities master plan steering committee members
February 18, 2016 Initial kick-off meeting, pre-contract scoping meeting Review scope and deliverables; AE to develop proposal.