Staff Training Notes, 9/4 & 9/11

Lean Six Sigma (Mandatory COH Training)

September 4 & 11, 2015

9-10:15AM, Workroom

Presented by Karen Luik & Lauren Wilcox

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Objective: To learn the basic concepts of Lean Six Sigma, leading to yellow-belt certification.   

Description: Lean Six Sigma Yellow Belt professionals are valuable assets within an organization. This training covers an introduction to the terminology, tools, and methods of the Lean Six Sigma methodology for front-line staff/supervisors that will support improvement projects in their organization. This training uses online quizzes, workshops, and other virtual exercises to reinforce the tools and concepts taught in order to cultivate a strong foundation for the Lean Six Sigma methodology within your organization.

Upon completion of this course, participants will be able to:

• Understand Lean Six Sigma terminology
• Solve small problems
• Recognize the importance of customers
• Map processes
• Identify causes 
• • Develop solutions

If you missed this training, you can complete it online through the Talent Management System (TMS) at talent.houstontx.gov/Saba/Web/COH (course number is 00022086 or search by typing “lean six sigma” in the Catalog Search Box). Upon completion of this web-based training, staff will receive 1-hour of training credit. Please give a copy of your certificate of completion to Karen.

All COH staff are required to complete this training by 12/1/15.

Agenda for Staff Meeting 9-2-15

11:15 – 11:45 AM, Breakroom

1. Updates from 7/24 CE Managers Meeting (Lauren & Karen)
2. New Staff: Welcome Janalyn, new part-time CSC (Lauren)
3. Electronic Timekeeping Policy annual review (Karen)
4. CIRC Training: Voter Registration (Alisa, Temeka)

Open Discussion Notes 8-26-15

11:15-11:45, Break Room
Moderator: Albert
Recorder: Trish
Attending: Lauren, Albert, Jose, Alice, Karen, Shanti, Jasmine, Alisa, Evin, Iffat, Nina, Temeka, Pam, Katherine, Doug, Trish

1.  Applications.  All applications must be complete (including parents' info on kids' applications).  Make sure birthday, driver's license/ID and signature are there.  Blue or black ink only--no green, purple, pink or other colors.  Check for duplicates before starting an application.

2.  Holds Printers.  Each print job needs to be printed or cancelled before moving on to the next item. When you don't clear the waiting print jobs, they stack up and the next person will have to spend time clearing them from the Virtual to Print Wizard first.  Please do not change or adjust the printer settings on the computers with the holds printers.  It's not necessary to print a new label for delivery items that already have a sticky label.

3. Holds.  When you receive a hold with a sticky label, scan the barcode to notify the system (Sirsi) that the item has arrived at Kendall.  Read all labels for location before putting items on the Hold shelf or in outgoing bins--we've had holds belonging at different locations shelved here.

4. Delivery.  When you're scheduled for Delivery for the day, you can help with other first floor functions, especially after Delivery has been checked in.  Examples: sorting, exceptions, holds needing sticky labels, and customers in the lobby needing help (desk back-up).

5.  Checking in Holds.  Use "Discharge" to check in holds, not "Trap Holds."  Returned items with holds (received at the desk or in Exceptions) should be labeled and shelved ASAP, as customer can see the hold is available and may come to pick it up right away.

6. Location  of Hold Label.  For books, place the label right above the call number label.  For AV, place the label over the side of the case that opens (after verifying the disk(s) are in the vase) high enough from the edge to not cover the barcode.

7. AV Holds with Missing Disks.  When AV holds are received with missing disks, call the supervisor of the location it was sent from, so they can address the problem.

Teamwork will make this happen!

NOTE: See also the post "Holds Printers Update," 8/15/15.  Karen

Staff Training Notes 8/7 & 14/15

Kendall Staff Training

Policies & Procedures: Attendance & Security

August 7 & 14, 2015

Presented by Karen & Lauren

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Objective:  To review and understand key City and Library policies and procedures regarding attendance and library security.

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Attendance & Timekeeping: City of Houston Administrative Procedures

1. A.P. 3-11: Absence; access at http://www.houstontx.gov/adminpolicies/3-11.pdf.
2. A.P. 2-4: Electronic Timekeeping Policy; access at http://www.houstontx.gov/adminpolicies/2-4.pdf.
3. See also: Reminder: AP 2-4 Electronic Timekeeping Policy, email, 10/25/12011; City of Houston Employee Guidebook; access at http://www.houstontx.gov/hr/guidepages/Muncipal%20Employee%20Guidebook%20rv2272014.pdf

Attendance: Houston Public Library Policies & Procedures

1. Human Resources, 5.1: Policies & Procedures relating to Hours, Time and Attendance (December 2009); access at https://hplnet.houstonlibrary.org/polandpro/pol-5_1.pdf and https://hplnet.houstonlibrary.org/polandpro/pro-5_1.pdf.
2. Human Resources, 5.0: Policy & Procedures relating to Notification of Tardiness or Absence (December 2009); access at https://hplnet.houstonlibrary.org/polandpro/pol-5_0.pdf and https://hplnet.houstonlibrary.org/polandpro/pro-5_0.pdf.
3. See also: Customer Experience Blog: Attendance Guidelines, 8/13/13; access at  http://hearresources.blogspot.com/2013/08/attendance-guidelines.html.  Staff Attendance, email, 5/19/2000.

Security: Houston Public Library Policies

1. Planning & Facilities, 2.3: Policy & Procedures relating to Library Security (March 2009); access at https://hplnet.houstonlibrary.org/polandpro/pol-2_3.pdf and https://hplnet.houstonlibrary.org/polandpro/pro-2_3.pdf.
2. Run, Hide, Fight: Surviving an Active Shooter training video; access at  https://youtu.be/5VcSwejU2D0 (YouTube) or http://www.houstontx.gov/mayor/press/20120726.html.
3. See also: Planning & Facilities, 2.8: Policy relating to Safety (March 2009); access at https://hplnet.houstonlibrary.org/polandpro/pol-2_8.pdf.  Personnel, 5.4.1: Policies relating to Recommended Safety Dress Guidelines (June 1997); access at https://hplnet.houstonlibrary.org/polandpro/pol-5_4_1.pdf. Human Resources, 5.9: Policies relating to Injury, Safety, Disability (May 1997); https://hplnet.houstonlibrary.org/polandpro/pol-5_9.pdf.

Staff Meeting Notes 8-5-15

11:15 – 11:45 AM, Breakroom

In attendance: Albert, Karen, Lauren, Kathrine, Alisa, Doug, Nina, Jasmine, Leona, Evin, Pam, Trish, Temeka, Shanti, Theodora
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AGENDA:

1. Updates from 7/24 CE Managers Meeting (Lauren & Karen)
2. New Staff: Welcome Iffat, new part-time CSC (Lauren)
3. New Staff Training Meetings (Karen)
4. CIRC Training: On the Fly Items

Quick Notes

• New HEAR Year.  If you haven’t already, please review and sign your new HEAR plan at https://talent.houstontx.gov/Saba/Web/COH
• Texting and Music in Public Service Areas:  
• Texting and listening to music in public service areas distracts you from paying attention to customers’ needs and doing your job effectively.  
• Texting or listening to music when customers are around tells them you’re not available and not interested in helping them.  
• Texting and listening to music should be done in non-public areas or during non-public hours with the volume turned down low enough so you can hear someone speaking to you.  

Upcoming Staff Events

• Friday, August 7: Pay Day
• Friday, August 7 & August 14: Staff Training I & II
• Monday, August 10-Friday, August 14: New Employee Onboarding
• Friday, August 14: Last Day of Pay Period
• Wednesday, August 19: Programming Meeting
• Friday, August 21: Pay Day
• Friday, August 21: Youth Service Meeting
• Wednesday, August 26: Open Discussion Meeting
• Friday, August 28: Last Day of Pay Period
• Friday, August 28: Customer Experience Managers Meeting
• Monday, September 7: Labor Day Holiday--Library Closed

FY16 Staff Meetings (meetings occur every 4 weeks, except holidays)

1. Open Discussion (everyone), 11:15-11:45, Break Room: 2015--7/29, 8/26, 9/23. 10/21, 11/18, 12/16; 2016--1/13. 2/10, 3/9, 4/6, 5/4, 6/1, 6/29.
2. All Staff Meeting (everyone), 11:15-11:45, Break Room: 2015--7/15, 8/5, 9/2, 9/30, 10//28, 12/2 (rescheduled for Thanksgiving), 12/30 (rescheduled for Christmas); 2016--1/20, 2/17, 3/16, 4/13, 5/11, 6/8.
3. Program Planning (Karen, Alice, Jasmine, Jose, Leona, Nina, Pam, and Shanti), 11:15-12:15, Break Room:: 2015--7/22, 8/19, 9/16, 10/14, 11/4 (rescheduled for Veterans Day), 12/9; 2016-1/06, 2/03, 3/02, 3/30, 4/27, 5/25, 6/22.
4. Staff Training (everyone): to be determined.

NOTES:
Karen: Telecheck settlement receipts should be sent in with deposits.  She will ask financial services if it is important for us to make copies for our own records before sending the originals in.

Johnson Controls has been dropped as a city contractor.  Elevator contractors have changed, so we are waiting for repairs with the new contractor.

The early literacy stations are being replaced with Crayola iPad stations.  10 locations have been chosen as testing sites, eventually all literacy stations will be replaced.

Nina: Why isn't Kendall chosen as a pilot location for anything?
Theodora: My guess is that things are much more complicated at Kendall due to the multi-level layout.  It is easier to pilot things when you can see how everything is affected on one level.  She will suggest at the innovation meeting that Kendall should pilot something.

Karen: We will be trying a new system for staff trainings.  Two consecutive Friday mornings (same topic twice) for 1 hour and 15 minutes.  Trainers may have to adjust their schedule to accommodate the second group.

We will also have training on the new holds software and process this Friday 8/7 at 11:15 am.