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The Small Public Library Management Institute As the decade of the 90s began, so did the technology explosion that forever changed the way patrons thought of and used their local library. Unfortunately, because half of all Illinois land lies outside areas that are taxed for public library service, the new decade also found 1.4 million residents without access to books, magazines, videos, tapes and other emerging technologies available through public libraries. While this number represented less than 1/10 of the state's 11 million people, it was significant enough to raise concern. On June 19, 1991, then Secretary of State George H. Ryan announced the formation of a Rural Library Panel and charged it with developing recommendations for improving rural libraries and making library service and information more accessible. One of the recommendations was to develop new means of delivering library education to staff members in rural libraries. As a means of implementing this recommendation, the Illinois State Library and Western Illinois University (WIU) forged a partnership to co-sponsor the Small Public Library Management Institute (SPLMI), which began in 1994 with funding through a Library Services and Construction Act grant. Through this partnership, WIU housed the participants at the university Union and made extensive use of their campus facilities, such as union meeting rooms, cafeterias, library computer labs and additional campus classrooms. Each year the Illinois State Library receives more than 100 applications from the directors of small public libraries throughout Illinois. However, due to the intensity of the week-long institute, only about 50 applications are accepted each year. The goals of the Small Public Library Management Institute are to:
enhance administrative skills Each participant earns three units of continuing education credit through WIU for attending the Small Public Library Management Institute. Since its inception in 1994, the Institute has gained local, statewide and national attention. More than 180 librarians from throughout the state have participated in the institute. As the institute prepared for its fifth year, the State Library wanted to examine its impact on library service statewide. Toward this end, a participant survey was designed to gauge the success of the institute. On Aug. 12, 1997, the surveys were mailed out to 178 SPLMI past participants. Below are the survey questions and responses from past participants who completed and returned their surveys. 1. Number of Surveys returned: 128 2. What year did you participate in SPLMI? # Sent/ # returned
1994 - 40/29 (73%) With 54 participants, 1997 is the largest SPLMI class to date. Of the 54 surveys sent out, 44 of the 1997 SPLMI graduates completed and returned them. With 81 percent, 1997 also had the largest return rate. It can be argued that is because SPLMI was so fresh in their
* Jeanne Urbanek, Program Development Specialist, Library Development Group, Illinois State Library, Springfield. 155
mind, making it easier to answer the questions. Still, many commented that this survey would have better served them if it had come a year later. Readers will notice, however, that the lowest return rate goes to the class just one year back. The 1996 class had a 61 percent return rate, while 1994 and 1995 both had very respectable return rates. 3. We are interested in whether your participation in SPLMI had any impact on key areas of Library operation. Please rank the following categories 1-6, in order of changes made. (1 = most change, 6 = least amount of change) There were 701 responses (right) to this question. Out of 128 respondents, 28 did not check anything. Sixteen of them were from the class of 1997, which was expected because they survey went out only three months after SPLMI. It is surprising, however, that 12 participants from 1995 did not respond to this question, and seven participants only responded in two areas. Only two from 1994 left the question blank, and the remaining seven were in the class of '96. According to the survey, library policy was most directly affected by the participant's involvement in SPLMI. Most cited personnel, library law and procedures concerning overdue books as the areas where change was implemented as a result of the SPLMI. Many people commented on how helpful the legal session was and how the handouts continue to have an impact on them and their library. 4. Please elaborate on the changes and their relationship to your participation in SPLMI. As one respondent pointed out, "Every aspect of our library operations was mentioned sometime during the institute." As the survey pointed out, every aspect of library operations was mentioned in answering this question. However, library policy seemed to be most directly affected by the participant's involvement in SPLMI. Most cited personnel, library law and procedures for overdue books as areas where change was implemented as a result of the SPLMI. Many commented on how helpful the legal session was and how the handouts continue to have an impact on them and their library. Finally, confidence was mentioned several times in answering this particular question. As one respondent said, "The institute taught me what to expect, how to ask for it and how to get it. Most importantly, it gave me the confidence to move forward." 5. How supportive has your library board been regarding the implementation of these changes?
highly 81 - 65% 6. As a result of your participation in SPLMI, is your relationship with your library board:
better 64-51% Librarian/board relations seem to have benefited greatly from SPLMI. Questions 5 and 6 were most interesting due to one little inconsistency. Many of the respondents talked about the horror stories they heard at SPLMI about the bad blood between librarians and their boards. However, notice that 65 percent of those completing the survey said that their library board was highly supportive of the suggested changes, and 51 percent said their relationship with the board was better. In reviewing the comment section of this question, 48 of the 101 comments indicated that the board has always been supportive. They stated that they have always had an excellent relationship with their boards. Of those, 41 said that the relationship was "better" because the board was more receptive to their ideas after participation in SPLMI. While only two people directly indicated that their board knew about SPLMI before hand, it is obvious that the institute has a reputation. Comments included:
"The board respects my knowledge." 156
"They respect me more as a professional." Two favorite responses were: "Having the word of SPLMI to back up my voice has lent credibility to me with the board. The higher authority figure has given extra 'oomph' to my planning and implementation..." Of course not every SPLMI participant enjoyed this type of library board support. Ten of the respondents indicated that the relationship with their boards was no better and in some cases worse as a result of the institute. Some indicated that their board was not interested in change regardless of what it would mean for the library and the community. There were four respondents who stated that their relationship had gotten worse. The Illinois library community is divided into 12 regional library systems. These multi-type library systems serve as a bridge between local libraries and the State Library. System membership includes public, academic, school and special libraries. The systems, which are an integral part of the Illinois Library and Information Network (ILLINET), provide a variety of services to member libraries, including reciprocal borrowing, interlibrary loan, continuing education and vehicular delivery service. Because cooperation is the key to continued success as an information network, the following question was included on the survey: 7. As a result of your participation in SPLMI, is your relationship with your library system:
Better: 60- 47% Of those who responded, 47 percent stated that their relationship with the system had gotten better as a result of their participation in SPLMI; the primary reason - understanding. Most of them said that prior to SPLMI, they did not know what services the system could provide, nor did they know how to begin to ask for help. As a result of the institute bringing systems and libraries together, many report that they now have more confidence and are more comfortable with calling the various systems and asking for help. Many have said they now know "the right questions to ask." One respondent said that knowing someone personally helps and that through the institute, they can now put names with faces from their system. About 52 percent of the respondents said that their relationship remained the same, with a large percentage agreeing that the relationship had always been good. Several simply stated, "I haven't noticed any change." That statement can be taken either way. For the most part, the comments were fairly complimentary towards the library systems. Only one participant said that the library/systems relationship had gotten worse, stating that their system is too big and the staff does not get back with answers to questions. Many of the participants commented on how helpful it was meeting system people and library colleagues, but one person took that useful networking to another level. "I have formed a small/medium-size library consortium that meets four times a year. All the valuable information digested at SPLMI is being provided to other member libraries much to everyone's advantage." Another example of how SPLMI has made and is still making a significant impact on libraries and library personnel. 8. Has your community benefited from your experience at SPLMI?
very much: 33 - 28% This question seemed to present the most inconsistencies. While 99 percent of the respondents agree there has been some community benefit as a result of their participation in SPLMI, 63 percent said that the benefits were moderate. The comments are inconsistent with a 63 percent moderate benefit. Of the 128 participants who completed the survey, 109 respondents explained their answer. Of those, 77 of the 109, more than half, referred directly to what they learned, sessions they participated in, and handouts they received at SPLMI, as having a direct effect on their library. Their responses showed that their community has benefited more than moderately from their participation. The two most frequently mentioned areas of impact were public relation, cited 14 times, and community outreach, 11 times. Comments included: "We do a good deal more publicity, and our recent fundraiser won a Governor's Hometown Award." "SPLMI taught me about developing community partnerships, which I am now putting into practice through programs such as an adult discussion group and a community information network project." 157 Nine respondents commented on the grant-writing sessions and how they have made an impact on their library. For example, "With the knowledge I gained, the staff and board are working to build a new facility through a grant I applied for..." "SPLMI gave me the ability to plan and write an LSCA Title 1 mini-grant..." "A grant will get us a home page on the Web." "I got a grant for a toddler/parent reading program, and I plan to apply for more grants in the future." "Last year we applied for a construction grant and received it. This summer, I authored a grant for an Elderhearing workshop. We received the grant. I don't think I would have the know-how of where to go or how to do it without SPLMI." Eight respondents cited library programs as the most affected area. Several of the program comments were generic in nature, such as, "We have tried new programs, some have been successful, some have not." Others were more specific, ranging from summer reading, to children- and family-oriented programs. "The summer program was more successful this year, using ideas learned from SPLMI." "...the institute gave me the reins to try and be as creative as I can be. For example, our Family Storytime is extremely successful." Confidence is a theme that runs throughout the entire survey. Eight people stated that the confidence they gained by attending SPLMI is reflected in the way they run the library, which in turn benefits the community. Some of the comments included: "...my confidence has increased" "...I gained more confidence" "...I feel more confident" The following comments speak very highly of the institute and its impact on the participants: "Institutes such as these give small libraries (staff) more confidence that in turn benefits the community. I would very much like to attend another." "When I went to the conference, I was working with a demonstration project (which had failed) and was not feeling very confident about my abilities. After the institute, I knew I could make a good library director." Respondents mentioned several other areas where SPLMI's impact has been or will be felt in the community. These areas include knowledge gained in technology, tax revenue collection, grant information, involvement in community organizations and networking. Three participants talked about renewed enthusiasm: "...I came back refreshed and highly enthused about directing a small public library - I'm sure the community benefited by the renewed ambition." "I certainly came back fired up and ready to try lots of new things..." and "I believe I am serving them (the community) with renewed enthusiasm." Jane Spear from the Toluca Public Library had probably the best response to this question when she said "Definitely! The people of Toluca don't realize it yet, but soon they too will be very proud of what has taken place here when it all becomes reality. Instead of just being a building with books, our library will be a real library in every sense of the word. I am sorry for the turmoil that has been created getting it done, but it will have all been worth it in the end." 9. As a result of your participation in SPLMI, has your library experienced increases in any of the following areas? Please check all applicable categories.
52 - 13% children's programs Of the 128 SPLMI participants completing their surveys, 92 responded to this question by checking anywhere form one to all 11 areas. Thirty-six did not check anything. The majority of those, (16), were from the 1997 class and stated that it was "too soon to tell." While all of the above library services have experienced increases, participation in SPLMI seemed to have the greatest impact on programs geared toward children. Fifty-two people said their children's programs had increased after attending SPLMI. Forty-eight of the 92 said the number of people using the 158 library has increased, and 43 have seen an increase in community participation in library sponsored events. As noted previously, 92 respondents referred to an increase in library services in their communities. That being the case, the responses to questions 8-9 present an interesting contradiction. While 74 our of 128 respondents said their participation in SPLMI only moderately affected their community (question 8), 92 out of 128 respondents checked areas within their library that have experienced increases as a result of their participation. It seems that is so many people (72%) could point out areas (services) within their library that had experienced increases, this would have more than a moderate impact on their communities, especially because the highest rated categories are obvious community related. 10. If your participation in SPLMI encouraged you to further your education, what academic courses have you taken? Twenty-one respondents listed continuing education and/or training of some sort. The breakdowns are as follows:
*These include Internet and computer training, system seminars and video conferences Academic courses ranged from Introduction to Business, Sociology and Speech Communication to Human Resource Management and Children's Literature. In what other ways have you benefited personally from your participation in SPLMI? Ninety-seven out of 128 respondents shared how they personally benefited from their participation in SPLMI. Networking and confidence are the two most frequently mentioned benefits, with 38 people (39%) saying they personally benefited from the networking opportunity provided by SPLMI.
For example:
Thirty-two people (33%) commented on how they have more confidence and self-esteem because of their participation, with some referring to the institute as a "confidence booster."
Four respondents cited both confidence and networking as their personal benefit. Comments included:
Section 2 of the survey The survey included the following questions, with responses requested only if the participant had changed libraries or occupations. Fourteen respondents (11%) have experienced a change since their participation in SPLMI. This number represents 13 job changes and 1 retirement. 1. When did you change jobs? (length of time between SPLMI and job change)
1-11 months: 9 - 64% 159 2. Why did you make a change? (See below) 3. Do you consider your move:
upgrade: 11-85% Of the nine respondents changing jobs in less than one year, seven considered their job change an upgrade, one was a lateral move and one woman quit, so she listed hers as a downgrade. The one that changed jobs after one year, but less than two, considered the move an upgrade. And finally, all three of the participants that changed jobs two years or more after SPLMI considered the move an upgrade. 4. Do you think there is any correlation between your job change and your participation in SPLMI?
Yes: 6 - 43% Interestingly enough, although 11 participants considered their job change an upgrade, seven of them said there was no correlation between the change and SPLMI. Only two of the seven offered an explanation for their answer. One woman moved away when her husband was transferred and another woman said she wanted a new challenge and more money. The other five simply marked - "no." The remaining five who said their job change was an upgrade agreed that there was a correlation between the move and their participation in SPLMI, and all five did offer an explanation - education and knowledge! Comments included:
"More continuing education - a definite plus." 5. Please feel free to share any additional comments with us. Fifty-six of the 128 respondents took the opportunity to share additional comments. As in past responses, many people considered meeting colleagues in similar situations, networking, sharing and new friendships as high points. Most of the respondents referred to the knowledge, information and understanding they gain during their week at the SPLMI, with library law and taxation the focal points. Here are just a few of the comments made with regards to education and knowledge:
"This was the single most beneficial learning experience I've had since graduate school."
Because of the education, knowledge and understanding they received at SPLMI, 15 participants suggested the need for, and/or the desire to attend, an advanced course or some sort of continuing education.
"I would attend again given the opportunity."
Many even suggested topics to be covered during these sessions. "I would like to see more hands-on computer training." 160
"...I personally see a need for goal setting/planning and grant writing." Others were so impressed with the institute that they offered these comments and suggestions on sharing the wealth:
"I think every librarian should be required to attend."
The institute has gained the respect of library boards throughout the state. Trustees look to the institute as an educational tool. In some cases, participation in the institute was a prerequisite for anyone applying for a position. In others, the newly hired librarian's first week on the job was spent in Macomb at the Small Public Library Management Institute. As the SPLMI headed into its fifth year, the Illinois State Library wanted to examine the institute's impact on library service statewide. As a result of the 128 completed surveys, the State Library found strong evidence that the Small Public Library Management Institute has made an impact on library service statewide. Knowledge, understanding, confidence and networking opportunities gained through SPLMI have all contributed to making Illinois libraries better and stronger. Two more Small Public Library Management Institutes have come and gone since the 1997 survey. Comments obtained from the 1998 institute evaluations echoed the feelings of many survey respondents. Increased knowledge, renewed confidence and enthusiasm once again dominated. The impact and success of the institute came full circle this summer when 51 past participants met in Macomb for the 1999 Advanced Small Public Library Management Institute. One participant summed up the success of the institute by saying, "The whole week was a wonderful experience for me. I certainly hope the SPLMI will continue for many years. I can't think of a better use of grant money. The influence from SPLMI will be felt all over the state!" Author's note: Over the years the Institute Committee has received numerous requests relating to library law and sample policies. The committee has acted on this suggestion. In the fall of 1997, a "Policy Model" manual, developed by a grant to the Shawnee Library System and funded by a Library Service and Construction Act grant from the Illinois State Library, was sent to each of the 12 Illinois library systems for distribution to members. The manual was created by Sharon Campbell, a Public Library Consultant for the Shawnee Library System, and Phillip Lenzini, an attorney specializing in library law, from the law firm of Kavanagh, Scully, Sudow, White & Frederick, P.C. The manual is available in both diskette and print format. APPENDIX A: Fact about Institute Participants During the first four years of the institute, there have been 183 SPLMI participants. Because five participants could not be located, 178 received the survey. Of those:
161 are at the same library doing the same job Over the four years, 183 participants represented 173 libraries from 170 cities in Illinois. There were seven libraries that sent new librarians to the institute after the past ones moved on: Hope Welty Public Library, Astoria Public Library, Georgetown Public Library, PawPaw Public Library, Benton Public Library, Warren Township Public Library and Buffalo Township Public Library (now Polo). Chicago, Kankakee and Hanover Park were represented by two different libraries. Of the 173 libraries, Greig Memorial Library in Oneida served the smallest population723, and Schaumburg Township Public Library in Hanover Park served the largest population73,000. The Potomac Public Library had the smallest annual budget at $5,165, a far cry from the Hayner Public Library District Branch in Alton, which has a $1 million budget. 161 Just for fun, all the population figures were added together and all the budget figures were added together to see what the average budget and the average population would come out to. Here are the results:
The year 1997 might be a little skewed due to Alton's $1 million budget. Notice how the average budget amount has gone up every year. The population went up through 1996 but dropped back in 1997 by 1,899.92. The overall averages for all four years of SPLMI are as follows. Total population 1,018,218 180* = 5,656.76 Total budgets $18,235,816 180 = $101,310 Although there have been 183 SPLMI participants, the figure 180 was used because two attendees did not submit population or budget information and the last one could not submit the info because her library is not build yet. The population and budget investigation led to yet another thought: There were seven libraries that were represented at SPLMI twice. Let's look at the population and budget differences between the two attending years.
Hope Welty Public Library
Astoria Public Library
Georgetown Public Library
PawPaw Public Library
Benton Public Library
Buffalo Township no Polo Public Library
Warren Township Public Library Library System Participation Information Illinois is divided into 12 library systems. Below is a breakout of participation by system.
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