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Erl Erl Presentation Transcript

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