Systematic Evaluation of UPR System’s Libraries

By Julia Y. VélezGonzález, MLS, Ed.D. Universidad de Puerto Rico San Juan, Puerto Rico

Library Assessment Conference Building Effective, Sustainable, Practical Assessment Seattle, Washington August 4–7, 2008 The University of Puerto Rico (UPR) approved an institutional policy in 2003-2004 requiring all of its programs and services susceptible to accreditation or external evaluation to undergo this process. This policy has as its main objectives the promotion of institutional evaluation and the establishment of a permanent assessment culture. UPR Libraries are part of this initiative with14 libraries, located at 11 of its campuses participating in the Library Evaluation and Assessment Project. The objectives of the evaluation process are to document the work being done, demonstrate its effectiveness, reaffirm its collaborative nature, and to promote a culture of self-evaluation and assessment. Its efforts are focused on promoting communication and collaboration between the services and resources at each campus. The evaluation process implies the design and implementation of evaluation instruments, data organization, gathering, and analysis.. Most importantly: it includes an evaluation visit by ACRL members. This is the first system-wide university library evaluation project performed by ACRL. As a result, the libraries received a certificate of completion for their efforts.

By Julia Y. VélezGonzález, MLS, Ed.D. SECOND STAGE FIRST STAGE During 2005-2008, the first stage of the process was implemented. It is considered a summative evaluation, aiming to analyze the library’s components, functions, processes, and outcomes to be able to recommend possible changes. This stage consisted of five phases: process design, pre-conditions, internal evaluation (self-study), external evaluation and integration of both modes of evaluation to create an improvement plan. Among the results are the updating of the basic documentation for library functions and the creation of working tools. The second stage begins in 2008-2009. It includes a comparative evaluation to establish benchmarking among the University of Puerto Rico’s libraries. The process consists of data collection, organization and the analysis of the information with the purpose of documenting the work, demonstrating its effectiveness, and reaffirming the collaborative and participative nature of the libraries of the University of Puerto Rico system. This evaluation process is mainly based on the model suggested by the College and Research Libraries Standards. Other elements were taken form accrediting agencies such as the Middle States Association and the Puerto Rico Council of Higher Education. To facilitate the process, Spain’s Libraries Quality Certification was used as a model for developing some of the indicators used in outcomes assessment.

Library Assessment Conference Building Effective, Sustainable, Practical Assessment Seattle, Washington August 4–7, 2008

ACRL external evaluators’ common findings and recommendations for UPR’s libraries where:

All libraries comply with the ACRL Standards.

UPR libraries do not have a history of strategic planning; there is a need to enhance this aspect.

Recruitment of the most excellent librarians and retention of those currently employed at each library should be a critical strategy for preparing for the future.

Personnel talents are developed in several areas, but efforts are not system-wide. UPR libraries need a critical mass of experts, drawing from the best and brightest librarians of all the campuses. No single library can have the required expertise in all areas of academic librarianship; however, joint efforts can increase the prospect of innovation and best practices through project-based initiatives and programs.

The development of a system-wide community of practice was recommended, where tools and skills are exchanged and templates for best practices can be collaboratively created in special areas, such as: