Developing A Weighted Library Allocation Formula Charleston 2011


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Preconference presented by Jeff Bailey, Interim Dean, and Linda Creibaum, Acquisitions Librarian, Dean B. Ellis Library, Arkansas State University

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Developing A Weighted Library Allocation Formula Charleston 2011

  1. 1. Developing a Weighted Library Allocation Formula Jeff Bailey, Interim Dean Linda Creibaum, Acquisitions Librarian Dean B. Ellis Library Arkansas State University November 2, 2011 Copyright Jeff Bailey and Linda Creibaum, 2011
  2. 2. Ground Rules• Questions are welcome at any time, but we do reserve the option of deferring a question until later in the workshop• Interactive discussions are welcome• We will do some brainstorming later • There are no bad ideas or wrong answers • No critiquing of ideas or suggestions while brainstorming • Ideas and suggestions will be grouped and sorted after brainstorming• There will be a break about halfway through
  3. 3. Background and History•In 1997 the Arkansas State University library had noequitable means of making allocations•One department accounted for nearly 20% of allcollection development expenditures•Funds had not been reallocated/redistributed in manyyears•We had no means to support new programs
  4. 4. Background and History - continued•We searched literature to discover methods of makingallocations, including the use of a formula (this wasbefore much of this type of information was availableonline)•We chose to use a formula based on one used byColorado State University (SPEC Kit #36)
  5. 5. Getting StartedNow is the time to pay attention!
  6. 6. First Steps: Gathering Data (1)Do these before selecting formula factors•List data that may be relevant • Doing this is much like a brainstorming session
  7. 7. Some of Our Ideas• Cost of materials• Degrees awarded per department or program• Faculty per department or program• Number of course sections offered• Number of courses in catalog• Number of degree programs• Number of majors in each program• Semester credit hour production (actual enrollment)• Use of materials
  8. 8. First Steps: Gathering Data (2)•Evaluate and refine the list • Eliminate duplicates and non-viable suggestions
  9. 9. Some of Our Ideas - continued•What we used • Cost of materials (from the Library and Book Trade Almanac) • Degrees awarded per department or program • Faculty per department or program (FTE faculty) • Number of course sections offered • Number of courses in catalog • Number of degree programs • Number of majors in each program • Semester credit hour production (actual enrollment) • Use of materials
  10. 10. First Steps: Gathering Data (3)•Determine what data is available or could be gathered • Both internal (within your library and within the field) and external (campus, community, company, etc.) • Eliminate possible factors for which data cannot be obtained•Gather samples of available data
  11. 11. Next Step: Selecting FactorsThese will not be easy decisions!
  12. 12. The Formula•Weights • The assigned weight values are inserted into the Excel spreadsheet and are used in formula calculations • Weighting is the assigning of values to indicate the importance or impact of each factor in the formula relative to the other formula factors
  13. 13. The Formula•Assigning weights to each factor • These should be determined based upon each institution’s priorities and culture • Library Committee • Faculty Senate • Institutional Administration • Something else? • We subdivided some factors before assigning weights • We chose not to vary weights within a factor, but it can be done • Do test runs and adjust weights if needed
  14. 14. How the Formula Works(by non-mathematicians)
  15. 15. Screen shot of a previous formula run
  16. 16. Running the Formula•You can do separate formula runs for… • Books • Journals • Print • Online resources (databases/ejournals/eBooks) • Any other budgets your library may have • Or any combination of these•We chose to run a single formula for all allocations
  17. 17. Additional thoughts…•Before running the formula, determine how much of yourbudget to allocate and how much to keep back for libraryuse (if any)•You may choose to make adjustments to individualallocations after running the formula • Do no harm • Nonparticipation • Special entities or sacred cows•Your formula will probably need to be modified at somepoint in the future
  18. 18. In Conclusion…•Document, document, document!•Make the decisions and modify the formula to fit yourlibrary’s needs•Feel free to contact either of us with any questions youmay think of later
  19. 19. To download an interactive copy of the demo spreadsheet
  20. 20. Contact InformationJeff Bailey Linda CreibaumInterim Dean Acquisitions LibrarianDean B. Ellis Library Dean B. Ellis LibraryArkansas State University Jonesboro Arkansas State University JonesboroP.O. Box 2040 P.O. Box 2040State University, AR 72467 State University, AR 72467870-972-2724
  21. 21. Thank you!!!