Administrative Services: Service Restart Planning Team

Other stakeholders and supporting processes

• Brigham Fay - external communications support
• Sue Kriegsman and Stephanie Toews Moeling - labor relations, HR, and union communication, workforce assessment survey
• Tracy Gabridge and Erin Stalberg - decision support, provide necessary resources
• Chris and the Thunder committee to understand timing needed for Stages to start

This team is comprised of managers of service areas who, in consultation with operational experts in their areas, are responsible for:

• Drafting a small set of options to implement the SRLT’s reopening Stages* for review and selection by SRLT.
• Ensuring these options are consistent with best practices as established by the Institute.
• Ensuring all Stages and work take into account any dependencies between departments, directorates, or future Stages (including the need to “drop back” one or more service Stages in cases of a surge or other stress on the system over the next 12-18 months).
• Working with implementation teams (as yet to be drafted) in their areas to enact SRLT’s chosen option(s) once decision is made.

* Reopening Stages

Guiding Principles

• Digital first, with accessibility incorporated into all workflows  
• Service offerings will be designed to mitigate equity issues between MIT users who can come to campus and those who continue to work/attend classes remotely
• Risk mitigation is vital: As few people on campus as possible (total) for the shortest amount of time possible, following the all Institute-defined PPE/social distancing/etc. guidelines
• The Libraries will not pre-empt the Institute’s decision-making and policies/practices, but will follow MIT’s lead
• Staff/union engagement will be sought at as many stages of this planning as is feasible.

Scope

• During Stage 1 and 2 “community” is defined as MIT faculty, staff, and students only, because we are supporting the Institutes teaching and research needs.
• No in-person patron/staff interaction in Stage 1
• Limited access to Building 14 in Stage 1/through Sept. 2020

Out of scope

• Stage three recommendation sets, including but not limited to:
  • Resume tangibles operations from NE36, reincorporate this location into Delivery workflow
  • Reopen 24/7 spaces to students
  • Limited density reopening of libraries public spaces
  • Physical Reserves check out for Spring semester

Deliverables

• Stage 1 recommendation and Stage 2 recommendation, for approval by SRLT
• Implementation teams to be populated, charged and equipped to carry out selected recommendations

Timeline, and reports
Group begins meeting end of June and submits recommendations to SRLT and for review by the union

• Recommendation sets of options per service (1 recommendation with 1 alternate). Option sets should include considerations of:
  • Identify what is in or out of scope for each stage, the recommendations should scope work clearly accounting for limitations, e.g. daily requests per user, turn around times, etc.
  • Prerequisites (PPE, safety training, testing, estimates of space needed and best practices for safety, etc.), documenting source, access, expected timeline
  • Staffing needs: minimum staff on site to perform services, accounting for time and duration of shifts, common areas, transit considerations, and best practices for rotation
  • Workflow processes: create new? Use existing with modification? What are the impacts for technology? etc.
  • Communication needs for MIT community to understand in/out of scope – training, documentation, web pages, news stories, etc.
  • Dates/signposts/triggers - How long would it take start up the service?  Are there pressures that are either objective (Labor Day) or conditional (within 2 weeks of returning fall students getting out of quarantine) that could change the timeline?
• Recommendation sets for Stage 1, with manager input incorporated, should be completed no later than third week of July  
• Stage 2 recommendation sets with staff input incorporated should be completed no later than last week of July
• SRLT reviews options, may meet with the team for any explanations needed to fully inform decisions, makes choice, and shares with team last week of July
• Meeting to review option selected with staff whose work would be impacted as well as selected members of SRLT to answer questions about decision process
• Team charges groups to implement the options which have been selected for service restart in August