Preservation Snapshot at Southern Illinois University Carbondale

SUSAN TULIS: We were very much like most academic libraries in Illinois in that we had to quickly plan for providing services to our students and faculty while at the same time protecting our staff. As we made plans, we had to tweak them continually as more guidance/mandates were issued by the higher administration at the University. We created a committee (renamed task force) that met weekly to review our plan, determine what worked, what needed to be changed, who needed to be in the building, who could work remotely, etc. Initially we planned to be open normal hours when classes resumed after Spring Break, but that changed.  While we closed the library proper, we did offer a study area (Delyte’s Café area) that could hold up to 50 people, socially distanced, as well as a computer lab that allowed for 14 users. The area was not staffed per se, but staff did go through every hour to count the number of people in the area and answer questions when asked.

Delyte’s Café area and one computer lab in the library were open with the following hours in 2020:

Mar 20 – Aug 16:  M-F 10 am – 4 pm; Sat/Sun CLOSED
Aug 17 – Aug 29:   M-F 8 am – 5 pm; Sat/Sun 12 noon – 4 pm
Aug 30 – Sept 20:  M-F 8 am – 7 pm; Sat/Sun 12 noon – 4 pm
Sept 21 – Dec 12:  M-Th 8 am – 9 pm; F 8 am – 5 pm; Sat CLOSED; Sun 12 noon – 7 pm

Morris Library opened all floors with the same hours on Jan 25, 2021.

We adapted the quarantine times that IHLS (the library delivery service that transports for IShare and Illinet) recommended. This changed over the course of time since March 20, 2020. We did not start pulling books for patrons until June 2020.

We requested I-Share/Interlibrary Loan when we could but were at the mercy of other libraries.  Some were not open, some were short-staffed, etc. Therefore, there was no way we could guarantee that we could acquire an item for a patron. Reference staff were good about trying to find electronic versions for patrons.

SUSAN TULIS: With the closure of the library proper, we came up with a way to pull our physical materials for our users. Circulation staff checked them out to users and put them on open hold shelves where patrons could pick them up. We also had to take into account quarantining materials and explaining to our users why we might not be able to obtain items from other libraries or why it might take longer than normal. As for digital materials, many of our vendors opened more access to their resources for free.

This allowed us to assist faculty, students, and researchers in getting information digitally that prior to COVID-19 would have required them to come into the library or check out a physical book. In addition, we offered to scan print materials for users as well as faculty to put into their online courses.

MARISSA ELLERMANN: Additionally, we already have an established document delivery service where SIU users can request a scan of a chapter or article.

Caveat:
Southern Illinois University Carbondale Morris Library does not currently have a Preservation Unit. The Preservation Librarian left in June 2016, after which time, the lab was run by a graduate student and student workers. When the University shut down in March of 2020 the lab was also shut down. The graduate student was able to come back in May and work until August of 2020 to train another graduate student and a circulation staff member, Michele Leigh, on how to perform most techniques performed in the lab. The Preservation Lab is now under the supervision of Marissa Ellermann, Head of Circulation Services. We are only able to perform basic book repair with the current staffing/situation.

SUSAN TULIS: We were able to move forward on doing book repairs that had fallen by the wayside. Interestingly, this was unrelated to COVID-19 and/or shutting down of the library or limiting the number of staff in the building. We had realigned some duties within our Circulation Services staff to provide basic book repairs. While we have a wonderful Preservation/Conservation Lab in our library, we have lost all full-time staffing for this lab due to budget cuts. We have been limping along with a graduate assistant and some student employee hours.

MARISSA ELLERMANN: We are creating boxes and Michele Leigh has finished a ton of MOS’s [mount on spine or rebacking where the book spine is repaired].

SUSAN TULIS: Circulation staff, a graduate assistant, and a student worker were scheduled on a staggered basis. The location and size of the lab allowed for staff to come in and work while abiding by the 25% occupancy guideline.

SUSAN TULIS: The re-opening hasn’t changed our activities.

SUSAN TULIS: Our reference staff have been providing chat/email reference from early on during the pandemic and offered this service for more hours than we did prior to COVID-19 and shutting down.  They were able to help users figure out how to request physical items, explain how to request a digital scan, and/or find eBooks that we might not have had access to in the past. The Circulation and ILL staff/students were scheduled over the course of the day/week to come into the building to pull materials, check them out and put in an open area for users to pick up. The number of book pulls increased as we continued to operate with the library proper being closed. We just recently opened up the entire library for all users.

SUSAN TULIS: I think the main lessons learned are the need to be flexible and creative. We need to provide services to our students and faculty however we can. It is clear that people have different reactions to stress and uncertainty, and we need to remember that as we plan for the future.

SUSAN TULIS: Doing Zoom meetings weekly for the entire staff has been a benefit.  It allows for broader communication and information sharing than what took place previously. In the past we would have tried to do an all-staff meeting once a semester. It did mean someone would not be able to attend since we need people to staff the Circulation Desk or the Information Desk. And meeting once per semester did not allow for timely sharing of information. I’m not sure what practices will continue but we have more options to consider moving forward.

MARISSA ELLERMANN: Patrons really liked the open hold shelves and will miss it post pandemic; I may look at finding a way to do a hybrid situation.

SUSAN TULIS: We have relied on our peers – ARL [Association of Research Libraries], GWLA [Greater Western Library Alliance], CARLI as well as the “REALM” Study [REopening Archives, Libraries, and Museums], and other articles. Research – that is what libraries do!