TCPR Subcommittee Communication Plan
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Introduction
Purpose
The purpose of this plan is to define what and how the TCPR Subcommittee will communicate to its target audience about the implementation of the Collaborative Library Services Platform (CLSP), and about the CLSP itself.
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Primary External Stakeholders (for TCPR Subcommittee)
This stakeholder group, also referred to as end users, is the main focus of this communications plan.
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Secondary External Stakeholders (for PMO and TCPR Subcommittee)
This stakeholder group may not apply to all colleges depending on the hierarchy of their institution. However, this group should be informed of PR/branding activities as appropriate.
College leadership as appropriate (in terms of awareness of PR, training, branding activities)
Core Stakeholders (for PMO only)
Core stakeholders, those most directly impacted by the transition, will receive specific, targeted, time-sensitive information. Any communication that requires a response from these stakeholders will be highlighted. This group includes:
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Library and higher education conferences and publications
Speaking notes for internal staff to allow them to be consistent about naming conventions, expectations about system functionality, and the process for managing user feedback.
Identify opportunities to leverage existing social media messaging platforms and campaigns
Emails/Infographics/social media posts
Communication Activities
[To see table with examples, go to TCPR communication activities]
Communication Need 1: Impact of New System to Colleges (General)
TCPR would like to communicate to college libraries about the following to prepare for launch:
Reviewing individual college authentication & plan what needs to be updated in documentation
Planning updates to their websites
Faculty need to review permalink structure
Associated Communications Activities
1.a. Communicating expectations for the new library system for library users, college admin to ensure they understand what will be delivered
[need activity - maybe a college CLSP launch checklist?]
2.a. [need activity - Message to college liaison to verify with IT?]
Communication Need 2: Communicate About New System & Impact to Library Staff
TCPR would like to communicate about the following to library staff:
Launch of Alma/Primo
Sirsi & OCCLIB Listserv replacements
Review IL content for update
Review & update internal procedures & process documentation for updating
Associated Communications Activities
1.a. Email for all college liaisons to distribute at their library - May 2022
1.b. Internal updates to college via “staff news” re: status building to go live - [Build phase]
1.c. Prepare social media package for libraries for their users that can be customized with proposed tweets, images, etc. - July 2022
1.d. Checklist for libraries for things outside library system to help libraries go live (outside Ex Libris responsibility
IL: Updating screenshots, online tutorials, etc.
Library website, FAQ - search and replace
Updated communication plan for your college
Update URLs (Ex Libris will help with this)
1.e. Branding Toolkit (consider print material, posters, flyers, etc.)
Communication Need 3: Prepare Library Staff to Support Patrons
Prepare library staff to support patrons as they deal with a new system
How to support faculty
How to support students
Associated Communications Activities
1.a. Q&A for library staff with what if scenarios (e.g. professor does not know) - [Build phase]
1.b. Develop permalink instructions to support faculty that need to update permalinks - [Build phase]
2.a. Develop/plan basic searching training videos with info lit principles in mind - [Build phase]
2.b. Incorporate basic searching videos into student sessions/classes - [Refine phase]
Communication Need 4: Training Library Staff
TCPR would like to communicate about Alma/Primo training to library staff:
Provide central channel for training information that colleges can customize
Provide opportunities for people to share knowledge and ask questions
Associated Communications Activities
1.a. Create a LibGuide for Alma/Primo hosted on CLO website- [? phase]
1.b. Develop train-the-trainer approach for library staff (may be include LibGuide)
Separate checklist (could be part of the LibGuide)
Small packages of training material for each library (could be part of the LibGuide)
2.a. Create Community of Practice - [? phase]
2.b. Host a braining storming session on how to educate students about Primo with library staff involved in instruction - August [?]
Example: Separate IL presentation with quick tips
2.c. Create generic scripts to answer questions.
https://slcny.libguides.com/lsptraining/campus-training#s-lg-box-23888126
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[old format below - content copied above - may revise/revamp later]
Overview by Phase
Dates and activities are subject to change based on needs of the project.
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