Library Outreach Toolkit: Getting Started

Identifying and Securing Collaborators

Once you have developed your outcomes, consider if there are other campus partners who are working towards similar goals that you could potentially collaborate with. Don’t develop outreach in a vacuum, talk to those this initiative would be for. Consider the steps below to create a well-rounded and successful outreach initiative that is supported by key stakeholders and integrated into larger university efforts. 

1. Identify Potential Collaborators

• Consider Campus Partners: Look for other library and campus partners working towards similar goals. 
• Engage Stakeholders: Talk to those who will benefit from the initiative to ensure it meets their needs.
• Connect with University Programs: Outreach efforts are more successful when linked to larger university programs and initiatives.

2. Build Relationships Early

• Consult University Organizational Charts: Identify programs and individuals to reach out to.
• Set Up Meetings: Schedule early meetings with potential campus or community partners to build relationships.
• Start with Basics: You don't need a fully developed plan before meeting. Begin with your audience, outcomes, and general idea.

3. Collaborate and Get Feedback

• Plan Together: Work with your collaborators to develop the initiative.
• Seek Feedback: Get input throughout the process to ensure the initiative is well-received and effective.

Identify target audience(s)

To identify a target audience, consider factors such as student year (freshman, senior), major/department, research needs, specific academic disciplines, faculty research interests, staff roles (teaching assistants, administrators), and even potential community members who might benefit from the library's resources, tailoring events to address their unique information needs and interests.

Key Takeaway: By carefully identifying your target audience based on their research needs and academic interests, you can tailor events and initiatives to engage users and promote the library's resources & services.

• Students (for students, consider where they fall within the student lifecycle. See graphic below).
• Faculty
• Staff
• Community Members
• Alumni

Student Lifecycle

Format Options

Sometimes, you don’t have the flexibility to choose formats and instead have to fit the format requested by your collaborators. If you do have flexibility, consider the formats below: 

• Event
• Tabling (pop-up table event)
• Presentation/Lecture (information-based)
• Workshop (co-curricular, not tied directly to specific class)
• Tour 
• Print Materials
• Exhibit
• Other

Logistics to Consider:

Marketing & Graphic Design

• Make sure to fill out the Outreach Form with time to get any marketing materials created within the Graphic Design and Marketing Timetable.

Event Space

• Will the event be in the library, at another campus location, or off campus?
• If in the library, don't forget to reserve your rooms in advance!  
• Check for scheduling conflicts on LibCal

Swag

• Consider how much swag you may need. Visit the "Outreach Closet" in 202E or check with someone on the Outreach Steering Committee for options. Great swag can be a talking point for volunteers working your table to share information about library resources, services and other related information.

Staffing

• Do you need additional staffing for your event?

Technology

• What technology will you need?

Risk Management

• Will this event have additional risks that may need to be brought to risk management?

Catering 

• USU Catering requires orders to be placed two weeks before the event date.

Off-Campus Food

• If ordering food from off campus, use a university P-Card and ensure that purchases are tax-exempt. Turn in all receipts. 

Budget 

If you need library funding, you'll need to submit your event/outreach proposal to Exec using Event Proposal Template 

Note: this is separate from the Outreach Airtable form for marketing/graphic design requests.

Tracking Your Assessment

After your outreach initiative concludes, please submit the short assessment portion of the Library’s Outreach Initiative Assessment Form. You should receive a notification to complete the form following the date of your outreach offering. The assessment portion of the form will ask for the following:

Required Data

• Number of Attendees
• Estimated Prep Time
• Final Cost

Optional Data

• Assessment notes
  • Final thoughts
  • Sound bites from attendees
  • Recommended changes for the future
• Upload relevant assessment files

Building Assessment Measures for Outreach Initiatives

Careful and thoughtful assessment is crucial for understanding the impact of our outreach efforts and helps us evolve our outreach work to better meet the needs of users and stakeholders. Consider the steps below to effectively measure and demonstrate the impact of your outreach initiatives.

1. Start with Clear Outcomes:

   • Define the goals and outcomes of your outreach initiative at the beginning. These will guide your assessment measures.

2. Plan Assessment from the Start:

   • Integrate assessment planning into the initial stages of your initiative to ensure you capture all necessary data.

3. Use a Mix of Simple and Complex Methods:

   • Simple Methods:
     • Clickers: Use for real-time feedback during events.
     • Quick Participant Feedback: Collect ratings of experience immediately after activities.
     • Exit Tickets: Ask participants to provide brief feedback before they leave.
   • Complex Methods:
     • Formalized Surveys: Design surveys with questions directly tied to your outcomes.
     • Focus Groups and Interviews: Conduct these for in-depth insights and qualitative data.

4. Conduct Ongoing Assessment:

   • Some assessments should be conducted during the initiative while participants are present to gather immediate feedback.