ALIA Queensland Library Technicians

Meeting minutes

Meeting held on 12 February 2003 at the Theatrette, State Library.

The meeting opened at 6:00pm.

Present
Jennifer Parker, Helen Trochoulias, Denise Cadman, S Mines, Ian Maddox, Marion Greenfield, Anna Johnson, Jennifer Batycki, Marian Moyle, Peter Collins, G Brady(?), Robyn Sanders, Kristine Ross, Yvonne Mahon, Robyn Carlile, Jennie Nicholl, Helen Miller, Anne Collins, Margaret Mowberry, Ann Hardwicke, Simon Farley, Veronika Petkovich, Jo-Anne Dusha, Lyn Bogaarts.

Apologies
Maxine Cole

Presentation: Answering Selection Criteria and Interview Tips

Presenters:
Kim Sutcliffe, librarian, SBIT, Morningside Campus
Elaine Baker, librarian, Moreton Institute of TAFE, Mt Gravatt Campus

Kim and Elaine introduced themselves and briefly outlined their careers, and their involvement with selection criteria and interviews - through personal applications, and as delegates on interview panels.

Kim opened with a PowerPoint presentation. She also recommended two books, displayed at the meeting, which she had used to assist in compiling the presentation. Consequently, handouts of the PowerPoint slides would be superfluous as most of the 'dot points' were tabled in these books. They were:

Answering selection criteria... the hidden rules by Tilda Lupton, and How to write to selection to selection criteria, 2nd ed., by Anne Villiers. (3rd ed. is the latest available)

The former was at the SBIT library, and the latter was available at The American Book Store.

The first slide began with the steps in the recruitment and selection process, from advertising the vacancy, to the final selection and notification of the candidate.

The selection committee members also have a number of responsibilities. The panel must have gender balance, and could also use an outsider for equity purposes. They generally design questions around the selection criteria, this is usually mentioned in the recruitment applications. They recommend and notify the applicants - ensuring their candidate still wants the job. Their final decision must be accountable and justified - to show lack of bias, also for legal reasons or any future investigations.

Written referees may be needed - however referee reports are not weighted (who presents a bad reference!)

Advertising - mainly in the Government Gazette, local newspapers, or on the internet - particularly relevant e-lists.

The candidates are assessed by a marking system - samples of these forms were shown, with brief explanations of how they are completed. They were: weighting sheet, description grid and interview assessment form. These are retained for accountability purposes as mentioned above. They are certainly required if a large number of candidates are being interviewed.

Organise your application:

• be concise
• give relevant details,
• comment on extent your claims match the selection criteria, be honest
• type neatly, with attention to spelling and grammar.
• submit correct number of copies (read application criteria - may require extra copies for each panel member

Don't:

• give great details about old duties, or waffle
• use 3rd or 4th generation (faded) photocopies
• submit late
• seek an extension, (except for extraordinary circumstances)

Format:

• Covering letter
• CV (curriculum vitae) or résumé
• Selection criteria responses

Emphasised importance of selection criteria. Use 5 to 8 sentences (at least a page) per question, a word limit may be suggested. Can use dot points. Keep it plain and simple - basic fonts - easy to read. Can use simple images - for example a sample of newsletter or relevant skill. Use a dictionary for definitions, don't guess. Give examples of duties, back-up claims, and give outcomes.

Elaine took over from Kim, and reiterated the points in Kim's presentation, adding comments from her own experiences.

Her topic was the interview:

Always plan and prepare well. Find out background information on the company - check the internet; Yellow Pages; visit the premises, noting any brochures on display; check local newspapers etcetera.

Make a list of dot points on yourself and accomplishments, as a prompt. You may have a copy of your selection criteria responses to refer to. Heavily-weighted questions include:

• communication and customer skills
• knowledge of a system and expertise in the area (for example: ILL's, serials, computer/database systems)

Ask questions such as:

• training opportunities
• career path in the organisation
• specific projects

Compile a good closing statement.

General business

Jennifer welcomed everyone - particularly the new attendees. She presented Kim and Elaine with gifts and thanked them for their interesting and informative presentations.

Minutes and treasurer's report not presented due to time constraints.

State Archives visit: a trip to the State Archives at Runcorn had been tentatively arranged for Saturday 15 March, followed by an optional lunch, probably at a Sunnybank restaurant. Details and confirmation of date and times to be sent out via e-mail.

Annual Dinner: will be on Tuesday, 13 May, at the Skyline Restaurant at COTAH, SBIT. Cost to be $33 for ALIA members and $44 for non members. A presentation will be made to the library technician of the year. Further details via e-mail and on ALIA website.

AGM - June: Unable to have AGM at state library due to alterations - venue to be advised.

Conference Update: Yvonne reminded us of dates: 9-12 September 2003. April inCite has the registration details. Registration forms are on website or through Organisers Australia. Early-bird price for ALIA members will be $545.00.

Next meeting: AGM, 11 June 2003.

The meeting closed at 7:45pm.