Sharing data with staff

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O'Mahony, Daniel

Feb 5, 2024, 2:09:03 PMFeb 5
Wondering about how libraries make the data files from your assessment surveys, etc. available to library staff, especially qualitative data (e.g., respondents' comments). Aside from summaries and syntheses and general presentations to staff, how and in what form do you share the "raw" data/comments with library staff (units and/or individuals)?

Do you have language that articulates your policy/practice?

Thanks for any suggestions.

Daniel P. O'Mahony
Director of Library Planning & Assessment, 
and Government Information Librarian
Brown University - Box A
John D. Rockefeller, Jr. Library
10 Prospect Street - Room 123
Providence, Rhode Island 02912
Phone: 401-863-9445
Email: Daniel_O'

Becker, Louis Thacher

Feb 5, 2024, 2:21:06 PMFeb 5
to O'Mahony, Daniel,

Hi Daniel,


After our last round of large scale user surveys (using the system), we coded the comments by theme. I then created documents which excerpted the anonymized comments relating to particular services and showed graphs and tables for quantitative questions relating to those comments. These documents were distributed to appropriate department heads. Summaries of comment themes and quantitative data from the entire study was made “explorable” by Libraries staff and faculty via PowerBI.  Data inside PowerBI was “raw” but anonymized and the presentation was built to avoid drilling down to combinations of demographics that contained fewer than 10 individuals. (This was done per our IRB requirements) Comments that called out particular librarians for praise were distributed to the librarian and their supervisor.


This isn’t a policy per se, but it seemed to work.  I’m interested to hear others’ practices.



Louis Becker
Assessment Programs Librarian and Assistant Professor

The University of Tennessee, Knoxville
306 Hodges Library
1015 Volunteer Blvd.
Knoxville, TN 37996
Office: 865-974-3525


From: O'Mahony, Daniel <daniel_o'>
Sent: Monday, February 5, 2024 2:09 PM
Subject: [ARL-ASSESS] Sharing data with staff


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Jones, Julene L.

Feb 12, 2024, 9:01:46 AMFeb 12
to O'Mahony, Daniel,

Hi Daniel,

I’ve done a similar thing as Louis (hi Louis!): for our respondent comments I make a pivot table in Excel (Excel calls these specific ones Slicers) to distribute internally.  Instructions can be found here

Like Louis, I code the comments by theme, then also allow users of the Comments Slicer to disaggregate by university affiliation (faculty/staff/undergrad/grad students), age range, associated college, etc. (whatever demographic items the survey has asked)


And, I also do send out the comments that name specific people by name or that are easy to figure out by title or building to those people and their supervisor, and I make sure to mention those comments in whatever meetings / presentations I give where my colleagues are because we call can use a boost!


Let me know if you want any more details or an example!

Take care,




Julene Jones

Director of Library Assessment and Organizational Effectiveness Librarian

University of Kentucky Libraries

Lexington, KY 40506-0456


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Boucher, Tricia

Feb 12, 2024, 10:44:13 AMFeb 12
to Jones, Julene L., O'Mahony, Daniel,

Hey Daniel,

In the past we’ve done pretty much exactly what Julene and Louis did for our LibQUAL Lite survey results – code comments by theme and by positive/negative/constructive, then use those to illuminate the quantitative data. We didn’t disaggregate comments from university affiliation/designation, because that’s been helpful information when creating targeted responses to remediate bad scores/comments.


We also sent good comments to people by name to those people – they could share if they wished.



Tricia Boucher (she/her)

Open Pedagogy / STEM Librarian

Alkek Library @ Texas State University

San Marcos, TX 78666


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