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Library Guides Life Cycle: Roles

The Getting Started LibGuide redirects here

Who's Who in the FIT

TAFE NSW Library Guides are supported by the Subject and Support Guides FIT 

The Subject and Support Guide FIT Lead:
  • manages the policies, procedures and projects that support the creation and maintenance of Library Subject, Support, and Higher Education guides
  • signs off on new guides and topic pages through the scope process
  • engages with Network Owners for any issues pertaining to guide upkeep and staffing.

Lead: Donna Green, Library Network Lead, West

The Subject and Support Guide Grade 3:
  • adds and removes CEs and editors to the LibGuides Platform upon advisement by Library Network Lead
  • maintains Editor role and allocation spreadsheets
  • manages projects as requested by the Lead
  • manages sub groups.

Grade 3: Carolyn Harding and Kellie Grenfell

The Subject and Support Guide FIT Members:
  • manage the guidelines and standards for all library guides
  • provide online real-time training for new editors, mentors or anyone wanting a refresh at selected intervals
  • provide recordings of sessions that can be accessed anytime
  • develop video content to support editors
  • manage the process of reviewing and publishing new guides and topic pages and conduct the annual review and maintenance programme.

 

Details for submitting a review are located on the Going to review tab

Contact the team: LibGuidesReviewGroup@tafensw.edu.au

Library Guide Status and Editor Allocations

Opening Hours and Contacts Team

Team members are nominated by the Library Network Leads and are responsible for updating hours and details on both the A-Z contacts and ad hoc changes on the Lib Cal site.

If your Network team member is on leave please contact another team member to request updates and changes.

  • Hunter - Gretlyn Lloyd
  • North - Deborah Hill
  • South - Jodie Strauss
  • Sydney Central - Dubravka Sakowicz
  • Sydney North - Sean Matthews
  • Sydney South East - Patricia Murdoch
  • West - Sarah Wilson
  • Western Sydney Central - Barbara Jacquemin
  • Western Sydney South - Nicole Doherty-Wiley
  • Western Sydney West - YuYing Chen

Library Guide Mentors

Mentors:

  • Provide informal support and encouragement to editors in compliance with standards and guidelines and general tasks
  • Act as another set of eyes to sign off on guides/topic pages before they are sent to the Review group

As part of the new model, we will call for new mentors to join the group and provide training for them.

Glossary and Acronyms

  • CE -  Chief editor
  • EOI - Expression of Interest
  • HE - Higher Education
  • LibGuides- a reference to the platform used to create our library guides
  • LNL - Library Network Lead
  • SEN - Skills Excellence Network
  • S&SG FIT - Subject and Support Guide FIT
  • TEN - Teacher Engagement Network
  • FIT - Functional Innovation Team

Roles In Library Guides

Role  Responsibilities

Applies to published and in-progress Subject and Support guides. Ownership of personal and internal guides is excluded  from this process.

  • Subject Guides: The Library Network Lead (LNL) responsible for the SEN engagement area of the subject guide. 
  • Support Guides: The Library Network Lead who is the current FIT Lead of a FIT that is responsible for maintaining a FIT specific support guide.
  • Higher Education Guides: The LNL of the location where the course is taught (single location) or the LNL of the SEN subject area that covers a HE course. Ownership of multi-site course guides will be by negotiation with the Manager, Library Services - Customer Services.

  • Assign and reassign CEs based on knowledge of local staff workloads and capabilities.

  • Coordinate the maintenance and curation of the Library Subject Guides within their allocated SEN area.

  • Engage with the Manager Library Services that sponsors the S&SG FIT to assist in assessing requests from the Product Group for new content.

  • Use the decision tree and scope documents provided to asses requests for new guides/topic pages.

  • Notify the S&SG FIT Lead of any changes to CEs and Editors in the network.

  • Notify the S&SG FIT lead of any changes to workload they may affect guide editorship. e.g. a librarian reducing from fulltime to part time.

  • Manage any required engagement with the TENs around the development and review of new content and annual reviews of the guides.

  • May be asked by the S&SG FIT Lead to engage with the guide CE to resolve any issues related to the content or progress of guides. 

  • Engage with the appropriate LNL when seeking feedback about their staff members participation in the Library Guide process.

  • Support the CE in any issues they may have including  reaching out to other LNLs to assist with any issues pertaining to editors from other networks.

  • Not expected to be involved in the day-to-day running of the guide.
Role  Responsibilities

The librarian mainly responsible for the development and direction of the guide.   

  • Subject Guides: The CE will be a librarian from the network looking after the SEN area. CEs are appointed by the LNL.
  • Support Guides: A librarian who is a current member of the relevant FIT. Appointed by the FIT team leader that is responsible for maintaining the FIT support guide.
  • Higher Education Guides: A librarian of the location where the course is taught (single location)  or of the SEN subject area that covers a HE course. For multi-location courses, the CE will be by negotiation.

  • Responsible for the creation, growth and review process of an approved guide.

  • Adherence of the editing team to Standards and Guidelines.

  • Assigning and coordinating workload for editors assigned to the guide to ensure the guide is current and to meet publishing and review deadlines.  

  • Main point of contact for any feedback received for the guide and ensures feedback is responded to and acted upon if necessary.

  • Maintain guides, add new content, fix broken links, prepare content for review etc.

  •  It’s expected there would be only one CE per guide. If someone is on a significant absence, the CE role can be reassigned. 

  • A CE may be assigned to more than one guide.

  • CEs will have cross-asset editing ability.  
Role  Responsibilities

A person assigned to a subject, support or HE guide, that can make changes to the guide.   

  • Editors will come from across the state for each guide.
  • There is an upper limit of 8 editors (including the CE) per guide. The number of editors will depend on the guide size.

  • Editors maintain guides, add new content, fix broken links, prepare content for review etc. Any major content additions such as whole boxes, new topics - are in consultation with the CE.

  • Editors may take responsibility for particular parts of the guide including topic pages.

  • Editors will be assigned to more than one guide.

If you are an asset owner you may be contacted to update your asset.  To learn more about assets read the Reusing and Editing Assets box.

How Do I Become a Chief Editor or Editor?

Chief Editors

  • Library Network Leads will assign chief editors for the library guides in their Network SEN area.
  • FIT Chief Editors will be assigned by the FIT lead. 

Editors

  • Editors have been assigned by their LNL in consultation with the S&SG FIT team.
  • New editors coming on board will be assigned guides as identified by the S&SG FIT Lead.
  • Editors don't need to come from the Network that looks after a subject or support guide.
  • For Higher Education guides, editors ideally need to be from a location where the course is running.
  • If a FIT is responsible for a guide, current FIT members will be assigned as editors of the FIT guide, by the FIT lead.
  • Full-time library staff are assigned up to 3 guides and part-time library staff are assigned up to 2 guides.

Accounts on the LibGuides Platform

  • The Subject and Support Guides FIT adds the CE and Editor roles on the LibGuide platform to each guide. If changes need to be made to the nominated CE or editors of a guide, please contact the LNL who will contact the FIT Lead. 
  • All staff nominated as chief editors and editors will have a LibGuides account. New account holders will be automatically notified when an account is made for them.
  • Everyone in TAFE NSW Library Services is welcome to review the recordings of previous training sessions.

Training in the LibGuides Platform

  • Details of live training dates will be sent out to new account holders and advertised via LibCal.
  • CEs and existing editors will be able to join the live training for the new editors if they want a refresher.

Outgoing Staff

When a staff member leaves TAFE NSW their guides and assets need to be moved to another LibGuides account.

Owner

• Informs the S&SG FIT Library Network Lead that the person is leaving

• Provides a replacement from their network to the S&SG FIT

S&SG FIT

• Transfers assets to the replacement or other nominated person

• Transfers guides to the replacement or nominated person