Improving Electronic Resources Through Holistic Budgeting <ul><li>Mark A. Vargas, Director </li></ul><ul><li>James P. Kusi...
Purpose <ul><li>To explain why and how Saint Xavier University improved its electronic resources, with no increase in fund...
What is Holistic Collection Development? <ul><li>Strategy to break down the barriers inherent in traditional library budge...
Context <ul><li>SXU is a comprehensive, private Catholic university with one of the most diverse student bodies (5,600 per...
Library was Sinking… Fast <ul><li>Print collection was dated. </li></ul><ul><li>Electronic collection did not match peer i...
Where We Started Services Facilities Personnel Resources Strategic Plan
Two Immediate Goals <ul><li>Get the budget under control </li></ul><ul><li>Establish priorities for the print and electron...
Library’s Budget Priorities Redefining the Hoops
The Process Took Time <ul><li>Evolved over several years.  </li></ul><ul><li>Changed in context with other collection issu...
Planning Assumptions <ul><li>Collection must accurately reflect the curriculum. </li></ul><ul><li>Need to accommodate vast...
No Sacred Cows <ul><li>End the “we’ve always done it this way” approach. </li></ul><ul><li>Willing to review all aspects o...
Shouldn’t This Be Easy? <ul><li>The most difficult task was determining: </li></ul><ul><ul><li>how funds were spent </li><...
Essential Questions <ul><li>Do you actually need it? </li></ul><ul><li>Is the curricular need better served with the items...
Our Answer: the 4 Principles of Holistic Budgeting <ul><li>Curriculum drives collection development.  </li></ul><ul><li>Al...
Principle 1: Curriculum Drives Collection Development Library Budget University Curriculum Annual Review Collection Develo...
Principle 2: Allocate Funds by Faculty FTE <ul><li>Existing formulas often are complex, arcane calculations based on enrol...
Principle 3: No Distinction Between Media or Genre  <ul><li>Make no distinctions by media format: </li></ul><ul><ul><li>Pr...
Principle 4: Avoid Duplicating Resources <ul><li>Library purchased standing orders and journal titles in print, microfilm,...
One Fund per Academic Unit <ul><li>Consolidate funds into one pool per academic unit. </li></ul><ul><li>Library can better...
Previous Budget Model Budget Circulating Books Reference Books Databases Serials Art Business Art Business Art Business Ch...
New Budget Model Budget Art Business Chemistry Mathematics AV Books AV Books AV Books Databases Serials Databases Serials ...
New Primary Focus <ul><li>Base collection development on curricular area, not format. </li></ul><ul><ul><li>Up-to-date cir...
Reallocation of Expenditures
Characteristics of Holistic Collection Development <ul><li>A Transformative Process </li></ul><ul><li>A Planning Process <...
The Transformative Process <ul><li>Holistic collection development encourages a global transformation of the library’s pro...
Planning Process <ul><li>Holistic collection development requires a comprehensive planning process. </li></ul><ul><li>Shou...
The Fiduciary Process <ul><li>Holistic collection development simplifies budget administration. </li></ul><ul><li>Funds ar...
The Review Process <ul><li>Resources and services reviewed annually. </li></ul><ul><li>Deficiencies are identified and add...
Holistic Collection Development Summary <ul><li>Aligns the library’s resources with the curricular goals of the university...
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  1. 1. Improving Electronic Resources Through Holistic Budgeting <ul><li>Mark A. Vargas, Director </li></ul><ul><li>James P. Kusik, Librarian </li></ul><ul><ul><li>University Libraries </li></ul></ul><ul><ul><li>Saint Xavier University </li></ul></ul><ul><li>ER&L, February 2009 </li></ul>© Mark Vargas and James Kusik, 2009.
  2. 2. Purpose <ul><li>To explain why and how Saint Xavier University improved its electronic resources, with no increase in funding, through holistic budgeting. </li></ul>
  3. 3. What is Holistic Collection Development? <ul><li>Strategy to break down the barriers inherent in traditional library budgets that segregate development funds and create inefficiencies. </li></ul><ul><li>A proactive approach which applies development funds as a whole to support the educational priorities of the academic institution as a whole. </li></ul>
  4. 4. Context <ul><li>SXU is a comprehensive, private Catholic university with one of the most diverse student bodies (5,600 persons) in the Chicago metro area. </li></ul><ul><li>Two main campuses, and over sixty off-campus teaching sites. </li></ul><ul><li>Offers undergraduate and graduate programs in the arts and sciences, business, education, and nursing. </li></ul>
  5. 5. Library was Sinking… Fast <ul><li>Print collection was dated. </li></ul><ul><li>Electronic collection did not match peer institutions, let alone schools of aspiration. </li></ul><ul><li>Lack of budget control. </li></ul><ul><li>No clear rationale for collection development . </li></ul>
  6. 6. Where We Started Services Facilities Personnel Resources Strategic Plan
  7. 7. Two Immediate Goals <ul><li>Get the budget under control </li></ul><ul><li>Establish priorities for the print and electronic collections </li></ul>
  8. 8. Library’s Budget Priorities Redefining the Hoops
  9. 9. The Process Took Time <ul><li>Evolved over several years. </li></ul><ul><li>Changed in context with other collection issues. </li></ul>
  10. 10. Planning Assumptions <ul><li>Collection must accurately reflect the curriculum. </li></ul><ul><li>Need to accommodate vast majority of students who never enter the library. </li></ul><ul><li>No new funding. </li></ul><ul><li>Reallocate existing budget. </li></ul>
  11. 11. No Sacred Cows <ul><li>End the “we’ve always done it this way” approach. </li></ul><ul><li>Willing to review all aspects of collection development. </li></ul><ul><li>Nothing was off-limits. </li></ul>
  12. 12. Shouldn’t This Be Easy? <ul><li>The most difficult task was determining: </li></ul><ul><ul><li>how funds were spent </li></ul></ul><ul><ul><li>which accounts were used </li></ul></ul><ul><ul><li>why funds were spent </li></ul></ul><ul><li>No breakdown of expenditures for particular academic units. </li></ul><ul><li>No previous systematic reviews. </li></ul>
  13. 13. Essential Questions <ul><li>Do you actually need it? </li></ul><ul><li>Is the curricular need better served with the items in the print or electronic collection? </li></ul><ul><li>Is the curricular need better served with free web-based resources? </li></ul><ul><li>Would you buy it again? </li></ul>
  14. 14. Our Answer: the 4 Principles of Holistic Budgeting <ul><li>Curriculum drives collection development. </li></ul><ul><li>Allocate funds by faculty FTE. </li></ul><ul><li>No distinction between media or genre. </li></ul><ul><li>Avoid duplicating resources. </li></ul>
  15. 15. Principle 1: Curriculum Drives Collection Development Library Budget University Curriculum Annual Review Collection Development
  16. 16. Principle 2: Allocate Funds by Faculty FTE <ul><li>Existing formulas often are complex, arcane calculations based on enrollment, credit hours, course level, previous usage, cost of materials, and other measures. </li></ul><ul><li>The number of faculty FTE assigned to a particular subject area is a significant measure of the importance of that subject to the university’s overall curriculum. </li></ul>
  17. 17. Principle 3: No Distinction Between Media or Genre <ul><li>Make no distinctions by media format: </li></ul><ul><ul><li>Print </li></ul></ul><ul><ul><li>Electronic </li></ul></ul><ul><ul><li>Audiovisual </li></ul></ul><ul><ul><li>Micrographic </li></ul></ul><ul><li>Make no distinctions by genre: </li></ul><ul><ul><li>Book collection </li></ul></ul><ul><ul><li>Periodicals collection </li></ul></ul><ul><ul><li>Reference collection </li></ul></ul>
  18. 18. Principle 4: Avoid Duplicating Resources <ul><li>Library purchased standing orders and journal titles in print, microfilm, and in full-text databases. </li></ul><ul><li>Some databases, especially indexes, are unnecessary legacy resources. </li></ul><ul><li>Some databases replaceable by what’s available on the free Web. </li></ul><ul><li>Careful analysis of databases needed to make cost-effective subscription decisions. </li></ul>
  19. 19. One Fund per Academic Unit <ul><li>Consolidate funds into one pool per academic unit. </li></ul><ul><li>Library can better negotiate with each unit to decide which resources most effectively support their curricular goals. </li></ul>
  20. 20. Previous Budget Model Budget Circulating Books Reference Books Databases Serials Art Business Art Business Art Business Chemistry Mathematics Nursing Chemistry Mathematics Nursing Chemistry Mathematics Nursing Art Business Chemistry Mathematics Nursing
  21. 21. New Budget Model Budget Art Business Chemistry Mathematics AV Books AV Books AV Books Databases Serials Databases Serials Databases Serials AV Books Databases Serials
  22. 22. New Primary Focus <ul><li>Base collection development on curricular area, not format. </li></ul><ul><ul><li>Up-to-date circulating book collection. </li></ul></ul><ul><ul><li>Best possible array of web-based databases. </li></ul></ul><ul><li>Low priority </li></ul><ul><ul><li>Print reference collection. </li></ul></ul><ul><ul><li>Print journal collection. </li></ul></ul>
  23. 23. Reallocation of Expenditures
  24. 24. Characteristics of Holistic Collection Development <ul><li>A Transformative Process </li></ul><ul><li>A Planning Process </li></ul><ul><li>A Fiduciary Process </li></ul><ul><li>A Review Process </li></ul>
  25. 25. The Transformative Process <ul><li>Holistic collection development encourages a global transformation of the library’s processes, including budgeting, collections, services, and physical infrastructure. </li></ul><ul><li>Transformation of the budget does not operate in isolation. </li></ul><ul><li>A reorganization of the physical collection must be considered as well. </li></ul>
  26. 26. Planning Process <ul><li>Holistic collection development requires a comprehensive planning process. </li></ul><ul><li>Should be incorporated in the library’s strategic plan before implementation. </li></ul><ul><li>Stakeholders should participate and be kept informed. </li></ul>
  27. 27. The Fiduciary Process <ul><li>Holistic collection development simplifies budget administration. </li></ul><ul><li>Funds are allocated in a more efficient manner and frees up significant amounts of money. </li></ul><ul><li>Eliminates duplicate purchasing. </li></ul><ul><li>Creates a transparent budget. </li></ul>
  28. 28. The Review Process <ul><li>Resources and services reviewed annually. </li></ul><ul><li>Deficiencies are identified and addressed. </li></ul><ul><li>Budgets for the upcoming academic year are forecast using several contingency scenarios. </li></ul><ul><li>The Library has clear and transparent plans tied directly to the university’s curricular needs. </li></ul>
  29. 29. Holistic Collection Development Summary <ul><li>Aligns the library’s resources with the curricular goals of the university. </li></ul><ul><li>Makes the library a more efficient provider of information services. </li></ul><ul><li>Promotes responsible stewardship of funds. </li></ul>

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