20110121 mcdonald library budget to faculty


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presented at Claremont Colleges faculty-wide meetings Jan-Feb 2011

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  • We’re here to day to inform you of the library materials budget shortfall and the plan we are developing to address it. We’ll provide some data on why….. Focusing on subscriptions
  • Why are cancellations necessary? From 2002-2008, our purchasing power closely matched our available funds. In 2009, our library expenditures, including gifts and endowed funds, started to diverge from our purchase index – the amount need to maintain the current mix of library materials. As part of the 2008 CUC Budget Reduction plan put into place in response to the severe economic crisis at the time, there was a 5% materials budget reduction – over $275,000. Now, after 3 years of reduced or flat budgets, plus the standard excessive inflation for library materials of 5-8% per year, and additional assessments for new storage, we are at a 23% gap in our ability to afford our historical materials subscriptions and purchases.
  • This is indeed a large gap, but it is important to note that there has been a four fold increase in access to online content over the past five years – not just online journals but also digitized primary source collections and additional online books and datasets. This chart shows the growth in the total number of accessible online journals from 2004 to 2009. The purple line is the number of online journals accessible to the Claremont Colleges community through library subscriptions, while the other lines are those of the top liberal arts schools in the nation – Williams, Amherst, Swarthmore, Middlebury, etc. We have been able to accomplish this due to strong funding, extra funding support from Pomona College in the form of gifts and endowed funds, as well as leveraging our participation in our regional purchasing consortium and strong relationships with publishers and information providers. So, even with a 20% cut, our level of access will still be far greater than it was just five years ago.
  • Facing a significant gap in our purchasing power, we expect to need to reduce our expenditures by approximately $550,000 for fiscal year 2011/12. We expect to retain our current funding for book purchases, retaining our ability to acquire books across all subjects. As to subscriptions, we expect to need to cancel approximately $40K in print journals and another $30K in multi-volume annual book series. But, as you can see, the bulk of our materials expenditures are for online journals and databases so most cancellations will need to be in that area
  • What should be our approach? We know it should be flexible and informed by faculty input. We are encouraging open communication between our librarians and the faculty about not only the process but about any specific resources that are needed. The approach will be iterative, with us adjusting our decision-making based on the feedback we get from faculty. Overall, we expect to base decisions on evidence, rather than simple across-the-board cancellations. We have a number of quantitative measures that we collect regularly that we can incorporate but we also acknowledge that simple numbers don’t describe the whole story so we want to collect as much qualitative evidence as possible. We do have some basic principles that we expect to use to minimize the loss of content from these cancellations: We will identify candidates for cancellation that have high overlap with other resources, thereby preserving unique content sources. We also expect to identify candidates that are abstracting & indexing databases to content that can be found in other ways before looking at full text content.
  • We have discussed approaches with the ADC and ABLP to garner faculty input. Some initial ideas include sharing information on the library website, providing an email/web form for feedback, holding ‘office hours’ with librarians, having librarians attend faculty departmental meetings or intercollegiate program meetings to discuss the issues. But we are open to any ideas and will try to incorporate anything that is suggested.
  • 20110121 mcdonald library budget to faculty

    2. 2. Claremont Colleges Library January 20, 2011 Balancing the Materials Budget Why are cancellations necessary? Why subscriptions? What is the approach to gather information? How can faculty provide input? What is the timeline for this?
    3. 3. Claremont Colleges Library January 20, 2011 Why are cancellations necessary?
    4. 4. Claremont Colleges Library Growth of Online Journal Access
    5. 5. Claremont Colleges Library January 20, 2011 Expected Reductions by Format
    6. 6. <ul><li>Process development: Flexible and informed by faculty input </li></ul><ul><li>Open communication between librarians & faculty about process & resources </li></ul><ul><li>Incorporate faculty concerns and suggestions throughout </li></ul><ul><li>Evidence-based, including quantitative and qualitative evidence </li></ul><ul><li>Some basic principles </li></ul><ul><ul><li>Cancel overlapping content before unique </li></ul></ul><ul><ul><li>Cancel indexing before full text </li></ul></ul>Claremont Colleges Library January 20, 2011 What should be our approach?
    7. 7. <ul><li>Share information via website with details & FAQ as process develops </li></ul><ul><li>Web feedback form for gathering ideas and concerns </li></ul><ul><li>In-person open discussion forums 2x/week during input phase </li></ul><ul><li>Librarians will attend or schedule department or field group meetings </li></ul><ul><li>Other ideas? </li></ul>Claremont Colleges Library January 20, 2011 Possibilities for faculty input
    8. 8. <ul><li>February : Defining the process/Seeking community input </li></ul><ul><li>February : Librarians gathering information </li></ul><ul><ul><li>Collection overlap, Cost & Use stats, Teaching & research profile, Librarian input </li></ul></ul><ul><li>March : Recommendation Lists for Faculty Review </li></ul><ul><li>April : Revised recommendations approved by Advisory Board for Library Planning (ABLP) and Academic Deans Council </li></ul><ul><li>June : Librarians process cancellations </li></ul><ul><li>Fall Semester – January 2012 : Cancellations take effect </li></ul>Claremont Colleges Library January 20, 2011 Expected Phases