Mike Demeritt

HRM 343-01
Assessment, Staffing, and Law
Individual Project
3/23/17
 Component A

In this assignment, we were asked to complete a job analysis of people holding strategic

positions within a specific company or department. My group decided to interview and

collaborate with the Library department here on campus. I had the opportunity to sit down and

interview Matthew Haggard, the Systems and Instructions Librarian for Conant Library on the

Nichols College campus. Conant Library has a unique history and is one that has been well

documented.

Dating back to 1931, Nichols College had its library in different buildings for thirty-two years. It

was not until 1963 that Conant was built and the campus finally had its own library building.

Regarding staffing, there has never been an overabundance of employees working for the

library. However, as the college grew, so did the staffing. In the 1950’s, Conant Library had

consisted of two professional librarians, a director as well as a reference librarian, in addition to

student workers. This changed between the 1960’s to the 1990’s when the staff consisted of a

Director, Cataloger, Acquisitions, Reference Librarian, and Serials person. As technology

evolved, the need for specific roles changed and employees as well as positions had to adapt. In

the early part of the 2000’s, the library’s professional staff consisted of a Director, Cataloger,

Patron Services Librarian, Electronic Reference and Instruction Librarian, Acquisitions, Serials,

Evening Supervisor, and Weekend Building staff. Since the early parts of the 2000’s to today’s

current staff, technology has evolved so much that the staff has dwindled down and each staff

member has broken up jobs and share multiple duties. To quote Jim Douglas, the current

Director of the Library, today’s staff “(has) a Director, who shares instruction duties with the

Systems and Instruction Librarian and interlibrary loan with the Patron Services Librarian and
curates the Nichols College Archives, the Patron Services Librarian, who oversees the circulation

functions of the front desk plus interlibrary loan and acquisitions, and assists with cataloging

materials in the Archives” (Douglas). In regards to competition, Conant Library’s industry of

competition is main competition would be the town of Dudley’s library because of the fact the

citizens in the town are also allowed to utilize the resources in the college’s library.

Additionally, the turnover rate for the libraries positon is low because the employees have a

genuine interest in what they are doing. In fact, Matthew Haggard has been employed by

Nichols for eleven years.

Matthew Haggard is the Systems and Instructions Librarian at Conant Library on the Nichols

College campus. This position is strategic because Mr. Haggard’s job duties have direct impacts

to the libraries overall success. For example, one of his primary job duties is cataloging library

updates. Cataloging, as described by Mr. Douglas, is organizing books by their call numbers for

the online database so when a student searches for it they can identify whether the book is

available to be checked out. Haggard is typically the go-to guy in the library if something goes

wrong in the database as well. In Haggard’s words, one of the key abilities or skills to have in

the position is the “ability (to turn) complex ideas to easier understanding concepts” (Haggard).

The process I followed when conducting the job analysis was as close to a step by step

according the questionnaire provided. Along the way if additional questions occurred to me, I

would wait until Mr. Haggard or Mr. Douglas finished speaking and I would then ask a follow up

question pertaining to their answer. I walked into my meeting with Mr. Haggard with a handful

of questions I felt were relevant to the task at hand, and tried to gain as much information as

possible from them. In terms of my success, I would say it was something I struggled with.
However, this may have been due to a lack of confidence or comfort with what to do. In fact,

one of the first things I stated to him was that this was the first time I would sit down and

conduct a live job analysis with someone in a strategic position. Additionally, I walked in with

some generic questions such as “What skills or abilities do you think are important to this

position?” and walked away with a good understanding of what was expected out of him, but

found it difficult to relate that answer back to specific tasks.

A job rewards matrix is essentially a tool used by upper management professionals to organize

the company’s different rewards for different areas of a job and how they’ve changed over time

for specific positons. The jobs at the library are likely more intrinsic reward based because there

is not a lot of area for monetary value to keep an employee motivated to stay at the position.

Job Analysis Questionnaire Answers

Matthew Haggard
Systems and Instructions Librarian

Job Duty 1: Supervise STAR Desk

Number of Employees supervised in performing duty: 7-10, varies on semester and need

Job Titles of supervised employees: STAR Desk Assistant

Example of decisions made performing duty:

Example of decision related to duty that would be referred to supervisor:

Task 1:

What: Training Student Workers

Who: Student Workers

How: Through orientation and job practice

Why: To ensure new workers are comfortable and capable of performing basic job

responsibilities

Percent of time:

Priority:

Specific knowledge to perform this task: Background of handbook to answer any questions that

may arise

Skills to perform this task: Communication to get rules across in a supportive environment

Abilities to perform this task: Patience and understanding

Task 2:

What: Ensure job is completed

Who: STAR Desk associates

How: View logbooks

Why: To make sure work was performed

Percent of time:

Priority:

Specific knowledge to perform this task: employee habits as well as tasks they need to

complete

Skills to perform this task: leadership and holding accountability

Abilities to perform this task: trust in associates

Job Duty 2: Catalog Library Updates

Number of Employees supervised in performing duty:

Job Titles of supervised employees:

Example of decisions made performing duty: prioritizing what books need to be cataloged first

Example of decision related to duty that would be referred to supervisor:

Task 1:

What: Organizing books electronically

Who: for students

How: entering call numbers to system

Why: to update database for people seeking specific book titles

Percent of time:

Priority: High

Specific knowledge to perform this task: database software system

Skills to perform this task: technology proficiency, time management and prioritization

Abilities to perform this task: remain focused on task at hand, ability to handle multiple records

at once

Job Duty 3: Maintain Electronic Collections

Number of Employees supervised in performing duty:

Job Titles of supervised employees:

Example of decisions made performing duty:

Example of decision related to duty that would be referred to supervisor:

Task 1:

What:

Who:

How:

Why:

Percent of time:

Priority:

Specific knowledge to perform this task:

Skills to perform this task:

Abilities to perform this task:

Task 2:

What:

Who:

How:

Why:

Percent of time:

Priority:
Specific knowledge to perform this task:

Skills to perform this task:

Abilities to perform this task:

Job Duty 4: Teach Instruction Sections

Number of Employees supervised in performing duty:

Job Titles of supervised employees:

Example of decisions made performing duty:

Example of decision related to duty that would be referred to supervisor:

Task 1:

What:

Who:

How:

Why:

Percent of time:

Priority:

Specific knowledge to perform this task:

Skills to perform this task:

Abilities to perform this task:

Task 2:
What:

Who:

How:

Why:

Percent of time:

Priority:

Specific knowledge to perform this task:

Skills to perform this task:

Abilities to perform this task:

What? To Whom/What? How? Why?

Supervise STAR Desk STAR Desk Assistants Monitors shifts To ensure jobs are
being completed
Teach Instruction Students unfamiliar Guided tours To familiarize
Sections with library students with library
Explore Software Library databases Test relevance of To see if it could be a
Packages program useful tool to aid
administration or
Nichols community
Catalog Library Library databases Update books To update books
Updates location by entering location for people
call numbers trying to access it

KSAO’s

Knowledge:

Skills:

 Communication

 Technology proficiencies
 o Network administration

o Microsoft Office programs

o Other software programs

Abilities:

 Turn complex ideas to easier concepts for a wide array of people to understand

These relate to the job duties in the sense that they are universally important. Without a basic

understand of these skills, it makes it difficult to complete any of the daily jobs. If the job is not

understood by an employee performing it, it makes the overall ability of making people’s access

to the libraries resources more difficult to do.

Critical Incident Statements

When speaking with Jim Douglas, I learned a lot about what he deemed to be good and poor

work performance from someone in the role Systems and Instructions Librarian. In terms of

how Mr. Douglas determines the type of quality things such as STAR Desk supervision or the

instruction sections are taught, he conducts a biannual survey for the Nichols College

community to rate their interactions are like with people at the library. For the STAR Desk

associates, who are supervised by the Systems and Instructions Librarian, if the ratings are high

then it means the job was done successfully. However, if the job was poorly, then Douglas may

consider asking the Systems and Instructions Librarian to revise the training process that STAR

Desk associates are put through.

The same is true for the teaching of instruction sections. If feedback suggests higher ratings, it

means that the students were engaged where they felt as though they had learned something

and picked up a new resource they could utilize in their future studies.

In terms of catalog library updates, it is a task that needs to be conducted in a timely fashion. It

is something that needs to be done quickly because the library wants to make sure that

students have access to a book as soon as they possibly can. If a book is returned but it still says

online that it is checked out, then the job will be viewed as completed poorly because it would

indicate to students that the resource they need is not available.

Another critical incident would pertain to maintaining electronics collections. The library has

nearly three quarters of their books online as well, meaning that students can access them

online and check their status there as well. A situation where the job is completed successfully

happened recently. It turns out the schools’ book vendors, places that provide resources to the

library and if needed the library can request them physically, had changed the records where if

the resource was available online students didn’t know about it. Mr. Haggard took the initiative

to contact the vendor immediately and solve the issue before it became problematic. If this

situation were conducted poorly, someone in the role of Systems and Instructions Librarian

would not have noticed the vendors changed their recordkeeping and it would not have been

until the issue was brought up by someone trying to access the information that the job would

have been completed.

Job Requirements Matrix
Characteristics of the Job Characteristics of the Worker
Relative Relative Importance of KSAO or
Job Duty Tasks Importance of Time Competency or KSAO Competency to Task
Duty Spent Performance*
Training and Communication of policies Essential, 8.0
Supervise
Monitoring
STAR Desk
Productivity Patience and understanding 7.5

Catalog Organizing
Library Books Technology proficiency 9
Updates Electronically time management/prioritization 7.5
handle multiple records at once 6
*Numerical Rating from 1-10: low numbers = low rating

Job Rewards Matrix

To Whom Reward
Reward Amount Differential Stability Might Appeal
Potential for small
changes based on
percentage
N/A market conditions and Most workers
increase on yearly
firm performance
Salary basis
Comprehensive
Health health and dental N/A Stable Most workers
Benefits insurance
Depends on market
N/A Most workers
Retirement 401(k) conditions
Must work one
year within Stable Most workers
Vacation Time 4 weeks organization
Additional All Fridays off in
N/A Fairly stable Most workers
Benefits the summer
Workers who want to
Doing Above average - Fairly consistent develop or value
Fairly stable
different tasks depends on across employees individual
every day worker contributions
 Component B
For this portion of the assignment, we were instructed to create a job description and

person specifications based on the job analysis we performed. Added to the component is a job

identifier section as well as an authorization section. I conducted this area of the assignment

with the information given to me at the time from component A. In terms of gathering the

information, I feel as though there was much more I could have collected, however for the

purposes of this task I think I had enough to create a successful outline of a job description for

it. For my first attempt at writing one, I believe this was a quality example of what a job

description should look like, given the information I had when creating it. Of the things, I would

do differently, I think following up with the department head, Mr. Douglas, would have been a

good idea to see whether he agreed to the specifications I set forth in my example.

Additionally, I would have contacted Mr. Haggard to ensure it was accurate and to try and

obtain more information that could make this a stronger description for his position as the

Systems and Instruction Librarian.

Job Description

1. Job Title: Systems and Instruction Librarian

2. Job Summary:

In this position, a worker must have strong communication skills as well as several

technological proficiencies. The ability to turn complex ideas into easier and more

understandable concepts is very important. Workers must also be able to oversee up to

 ten student-workers at the STAR Desk to make sure they are performing their job duties

to a level that can be deemed as satisfactory.

3. Responsibilities:

a. Train student workers to ensure they understand what is expected of them as

STAR Desk associates

b. Document logbook punch in and punch out times to ensure student workers are

paid properly

c. Catalog Library Updates by organizing books and getting them back onto shelves

so students have access to them as soon as possible

d. Organize books electronically for students to see status of the availability of a

book they are seeking

e. Perform daily maintenance on an electronic database of books

f. Teach instruction sections to inform students about the online databases and

how to access them as well as utilize them to the fullest capabilities

4. Knowledge and Skills:

a. Proficient in communication

b. Strong proficiency in technology

i. Network administration

ii. Microsoft Office

iii. Various other software programs

 c. Organization and time management skills

5. Person Specifications:

The job of a Systems and Instructions Librarian is a lot more complex than it may

appear. The desire to interact and work with people, particularly college-aged

individuals, is something that is sought out for someone in this position. Strong

technology skills is a must. Being able to oversee a collection of young workers is also

important as well as instructing technology courses and showcasing the library to

student groups. The ability to turn complex ideas into simpler concepts making it easier

for people to grasp is an important part of the job as well.

6. Basic Requirements:

a. Work in inside office conditions

b. Appropriately handle conflicts amongst subordinates should they arise

c. Understand technology software and databases

Component C
In this portion of the job analysis, there will be an electronic job advertisement and a sourcing

plan for the position. In terms of sourcing, it is imperative to have an effective plan because it will

ultimately lead to the overall success of the library. Additionally, if it is conducted appropriately, it will

save time and resources because the plan and ad would fulfill their role of finding the right candidates

for the positon. With the right job advertisement, will be able to find an appropriate group of qualified

candidates for the position to ensure long term success.

 The library on campus can’t hire just anybody to fulfill the role of Systems and Instructions

Librarian. It is critical for a candidate in this position to have knowledge in supervising student workers

while also being able to update online database catalogs to keep track of books. Without question this

position also asks candidates to have a level of patience, especially as it pertains to student workers.

Having the ability to understand that students have chaotic schedules and being able to work around

them is important because it will help promote a cohesive work environment.

In terms of where to find such a specific candidate, Jim Douglas and Conant Library are likely to

use online resources such as LinkedIn and [Link]. On these sites, the library cannot only see

qualified candidates, but also candidates who are interested in the position because they will come to

the library directly. By posting online seeking candidates for the position, the library would be meeting

Equal Employment Opportunity regulations and laws. Having the ability to post online and reach a wide

group of candidates puts the library in a position that showcases to candidates that the knowledge of

technology is important.

Job Posting: Systems and Instructions Librarian for Conant Library at Nichols College, Dudley, MA

This job posting is for the Systems and Instructions Librarian for Conant Library on the Nichols College

campus in Dudley, Massachusetts. This position is full time and requires an understanding in online

databases as well as the ability to oversee student worker operations to ensure daily tasks are

completed. A candidate must be able to communicate effectively to a wide range of people about the

library itself as well as aid anyone who needs assistance when working with the online database

resources.
Electronic Job Posting: Systems and Instructions Librarian for Conant Library at Nichols College,

Dudley, MA

Nichols College is looking for an experienced librarian who has an extensive knowledge in technology. If

you have a strong desire to work on a college campus and have a positive impact on a wide array of

individuals, please submit your resume and cover letter to the email in our contact information, or call

us at the number listed. We are seeking an individual who is passionate about technology and leading

student workers while also possessing strong time management skills.

Component D
For this portion of the project, we had to come up with several plans for assessing outside candidates

for the position of Systems and Instructions Librarian on the Nichols College. It is my belief that the best

methods to assess candidates through interviewing and assessment centers. Although work samples

may be beneficial, there aren’t physical samples of work that a candidate could bring in to showcase

their proficiency. It could prove beneficial if they had statistics showcasing they improved another

library’s book turnover rate, however that data may be near impossible to figure out let alone obtain.

The emphasis of interviews and assessment centers allows the library to determine a candidates’ truest

habits without having to hire them. By using assessment centers for candidates, the library will be able

to figure out and see how the candidate would perform and react to specific situations that may arise

during a typical day. In addition to using assessment centers, the interview process would prove to be

just as effective to determining a candidates’ abilities to perform the job. This can be determined by

asking a series of questions and circumstantial situations to discover how they would react. Through
assessment centers and interviews, Conant Library would have a great opportunity at hiring the most

talented worker possible for the position.

The use of these methods will help the library comply with EEO laws and regulations. The interview

process and assessment centers will both follow guidelines set forth in the Equal Employment Act and

therefore ensure the appropriate steps are taken when determining whether a candidate should be

hired or not. The appropriate steps would entail that all legalities are met, which means a fair and equal

process was held and that the candidate was discriminated against due to a protected class that is

mentioned in the Civil Rights Act of 1964.

Application for Systems and Instructions Librarian at Conant Library

Nichols College in Dudley, Massachusetts

Note: In the state of Massachusetts it is unlawful to require a polygraph test for employment purposes.

Personal Information:

Name: Date:

Phone Number (Home): Cell:

Email:

Home Address:

City: Zip: State:

Are you currently employed? If so, where?

May we contact your current or previous supervisor?

Education:

Most recent level of education:

Name of institution:

Address: City: State:

Area of study:

Did you graduate? Check a box below.

 Yes

 No

 Still in school

If so, what degree did you obtain?

Previous Employment:

1. Company Name:

Supervisor:

Company Address:

Phone number:
 Start date:

End date (if applicable):

Job Title and Description:

Reason for Leaving:

2. Company Name:

Supervisor:

Company Address:

Phone number:

Start date:

End date (if applicable):

 Job Title and Description:

Reason for Leaving:

3. Company Name:

Supervisor:

Company Address:

Phone number:

Start date:

End date (if applicable):

Job Title and Description:

Reason for Leaving:

4. Have you ever volunteered for an organization before? Circle one: Yes No

a. If yes, in a few words please describe why you believe it will help you in this

position.

Interview Questions

1. Why are you interested in working for us?

2. Have you ever supervised student workers before? If so, where and what was it like?

3. Describe a time where you had to instruct a large group of students. What was it like?

How comfortable were you?

4. What is your preference when it comes to workload? Would you rather have things

assigned to you or find your own work? Why?

5. Tell me about a time you were stressed on the job. How did you handle it?

6. How have your past experiences prepared you for this position?

7. How willing are you to work nights, weekends, or overtime if necessary?

8. A student comes to you with a question, but you still have to log books into our online

database. How do you handle the situation?

9. Do you have a passion for this job? How did it develop?

10. What is one of your biggest strengths and weaknesses?

Interview Responses
 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Scoring Key for Assessment of Candidates:

Name of Candidate: Date:

On a scale of one to five, one being the lowest and five being the highest rate the candidate on

the following criteria.

How did this candidate do on his interview?

012345
How did this candidate perform in our assessment centers?

012345

Is this candidate a good fit for Conant Library here on campus?

012345

Does the candidate seem approachable for students?

012345

What are some of this candidate’s best strengths/ qualities?

Component E
In this assignment, we had to complete a socialization plan for the newest hired Systems and

Instructions library for Conant Library at Nichols College. A socialization plan is a must-have tool

for this position because it helps transition the new hire into the position and welcome them to

the library’s culture. It is important to make the new hire feel welcome because it will decrease

the likelihood they leave the job. Displayed below is a planned schedule for the new hire’s

orientation. They will be shown the tasks and what is expected of them from the Director of the

Library. The job training mentioned will cover the required job tasks and duties previously

mentioned in part A. Additionally, the regroup will be a less formal question and answer

process between the new hire and the Director of the Library to create a more relaxed

environment where the hire can feel their ideas and opinions are heard.
 New Hire Socialization Plan

10AM – Meet at circulation desk and welcome to Conant

10:30AM – Orientation on policies and procedures

12PM – Lunch with Director and other Full-time Staff Members

1PM – Job Training

4:30PM – Meet and Greet with Staff members

5:30PM – Regroup with Q+A

This plan is an outline for the first day. Naturally, a position with this much responsibility will

require the employee to be comfortable and knowledgeable about what they are doing

consistently. This plan will be utilized throughout the course of a week, whereby the supervisor

will oversee and monitor the new hire.

Additionally, after the first week the candidate will be approached asking if they are

comfortable with the current plan or if they would like an extended timeframe for training. The

furthest amount of time allotted would be about a month (three weeks) and at that juncture

the candidate would be expected to fulfill their job duties. If during this time the employee

feels comfortable without training or if the supervisor has full confidence in the job being

completed successfully, then the program will come to a conclusion where both parties

involved are informed as such and any issues or questions will be addressed at the time of

notice.