by Rebecca J. Morris, June 2016

A needs assessment is a formal or informal "process of collecting and analyzing information that can then be used in decision making" (Lamb and Johnson 2010). Further, Lamb and Johnson describe needs assessment as a way to develop priorities for spending and time. A needs assessment is similar to the environmental scan in its function: supporting decision-making in an organization. With the needs assessment, though, the data is collected directly from the people of interest to your program. A common approach is to ask stakeholders (your potential participants) directly about their needs via survey. Sometimes you will see survey methods utilized as part of an environmental scan; interpretations and applications of these information-gathering processes may differ.

To design the content, refer to your planning process and/or concept map(s) and your environmental scan. As you select questions to ask, aim for the needs assessment to expand and illuminate key priorities and questions for you. The results of a needs assessment offer insight as to what people consider their needs (e.g., areas of interest, things that are important to them), and some of these may turn out to be familiar to you, and some may surprise you. Librarians might also use this survey data to better understand what stakeholders know and don't know about the school library.

Here are some suggestions for designing text components of your needs assessment. Be sure to consult your school or district policies for communications and requests for information from families and/or community members. To build and share your survey, I recommend Google Forms. It's easy to learn, use and access, and the results can be displayed and viewed quickly and easily. Other options might be different online survey tools (such as the free version of Survey Monkey) or paper surveys, possibly distributed at parent nights or through home-school communications. Depending on your target audience, you might also use the school's or library's website and social media.

School Faculty and Staff

General Tips:

Share your interest in gathering information with your principal, and be mindful of any school policies regarding surveys or communication with staff. Consider when you send information, and be strategic about it—don't send on a Friday afternoon, for instance. Pilot the survey questions with a few people, and make edits based on their suggestions.

Be concise, friendly and professional. Refer to the library program when possible, rather than "you," the librarian. When describing why you are conducting the needs assessment, mention your goals, and be inclusive of school-wide contexts, not only the view from the library. Use your library branding, if applicable. Identify yourself in your signature with your title. Provide a date by which you would like to receive responses, and send a reminder.

Sample Invitation Text, School Faculty and Staff:

Dear Colleagues:

Hi, Tapestry School Staff—

Dear Teachers and Staff of Tapestry School:

I am writing to request your participation in a brief survey related to the school library's efforts to build a community of learners. As I shared at our faculty meeting last week, this community is intended to serve our school mission of connecting students, teachers, and community members through integrated curriculum and diverse perspectives. We have Principal Maria's support to consider a range of activities, including class projects, special events during or after school, community service, or online learning experiences. Participants might be students and adults learning together, adults volunteering to support student learning, or groups of adults engaged in professional development or more general, lifelong learning interests.

I'm interested in hearing about your ideas and needs to help shape this program. I invite you to participate in a survey, available via this link: link here. Please share your responses by date here.

Please let me know if I may answer any questions for you. Thank you for your support and participation!

Sincerely,

Rebecca Morris

Tapestry School Librarian

Contact Information Here

Example Survey Questions, School Faculty and Staff:

• Are you interested in participating in this learning community?
• If yes, in what ways would you like to participate? Example responses: plan programs or events with my class, participate as a learner (PD, book discussions, study groups), advisory board or task force member…
• If yes, what are some reasons for your interest?
• If no, would you share reasons why?
• Are you interested in helping lead this learning community's development?
• In what ways would you like to lead? Example responses: overall program planning, special event planning communicating with participants, curricular alignment, evaluation of program, social media promotion, liaison to grade level or department…
• Do you have existing programs or projects in your classroom involving families or community members? If yes, what are the programs?
• In what ways might this learning community benefit your professional needs?
• In what ways might this learning community benefit your students' needs?
• What are some outcomes you would like to see as a result of this community?
• What are any concerns you may have about the planning or execution of this community?

Parents and Community

General Tips:

Explain briefly who you are, and acknowledge the support of the school administration and/or teachers, as appropriate. Highlight student learning, student needs, or similar language that relates to benefitting students, as well as the potential for benefitting the people or groups. Use your library branding, if applicable. Identify yourself in your signature with your title.

In survey questions, be clear and explicit. Don't assume something about participants in your questions. In other words, be aware of language in a question that assumes a certain stance or opinion, such as "what are some ways you would like to volunteer," if you haven't determined whether they want to volunteer. Avoid "double-barreled" questions, that is, questions that seek multiple pieces of information in one response. Pilot the survey questions with a few people, and make edits based on their suggestions.

Sample Invitation Text, Parents and Community:

Dear Parents and Caregivers of Tapestry School Students:

Hi, Tapestry School Parents and Caregivers—

Dear School Community:

Dear Tapestry Friends and Neighbors:

I am writing to request your participation in a brief survey related to the Tapestry School Library's efforts to build a community of learners. This community is intended to serve our school mission of connecting students, teachers, and community members through integrated curriculum and diverse perspectives. Our school library serves an important role in student learning at Tapestry School, and as the librarian, I am working with teachers, our principal, and stakeholders like you to offer programs that benefit our students and our community. Activities might involve class projects, special events during or after school, community service, or online learning experiences.

We are considering many ways for parents/community members to participate, including opportunities for students and adults to learn together and adults volunteering to support student learning. We're also looking into facilitating groups of adults engaged in learning experiences on a short-term or more extended basis.

I'm interested in hearing about your ideas and needs to help shape this program. I invite you to participate in a survey, available via this link: link here. Please share your responses by date here.

Please let me know if I may answer any questions for you. Thank you for your support and participation!

Sincerely,

Rebecca Morris

Tapestry School Librarian

Contact Information Here

Example Survey Questions, Parents and Community:

• Are you interesting in spending time during the school day as a volunteer? If yes, what are some activities you would be interested in? Provide examples.
• Are you interesting in spending time during the school day as a participant in a learning activity? If yes, what are some activities you would be interested in? Provide examples.
• If yes, what are some reasons for your interest?
• If no, what are some reasons that you are not interested? Possible responses: prefer not to say, schedule conflicts, perhaps another time, already involved with other volunteer activities
• Are you interested in spending time outside the school day participating in learning activities? As a volunteer? In what capacities? Possible responses: activities we can do independently as a family, shared activities with other families online, shared activities with other families in person
• Are there topics or skills you might be interested in sharing with our students? Examples: hobbies or skills, languages, reading aloud, writing workshop,…
• Are there topics or activities you're interested in learning about WITH our students? Examples: book discussions, technology and apps, or service projects…
• Do you know about these programs in our library (or school): You might ask about: makerspace, online library portal/website, online reference databases, inquiry learning,…Possible responses: No; I've heard of it but don't know much; Yes, I'm very familiar.
• For businesses or community organizations: What are some current areas of community service or volunteering for your organization? How might a school learning community serve your current goals?

Works Cited

Lamb, Annette and Larry Johnson. Library Media Program: Program Analysis. 2010.