HIGHLIGHTS
COLLECTION MANAGERS' FORUM
February 16, 2005
122 Main Library, 10:00-11:30

As background to the February 16th Collection Managers' Forum please review the CAC annual report. The report describes the process CAC went through in determining how to handle centrally funded titles when prioritizing for possible cancellation. It was decided that the responsibility should be turned over to knowledgeable collection managers.

Handouts distributed:

• Spreadsheet of Centrally Funded Titles Re-assigned to Individual Collection Managers or Groups
  See: W:\Collection_Managers\CAC Fund Revisions.xls

Spreadsheet of centrally funded titles:
The spreadsheet discussed may be found at: W:\Collection_Managers\CAC Fund Revisions.xls

CAC researched the titles listed and assigned them to individual collection managers, or subject groups. Those listed under Jim Bracken's name are consortial subscriptions which can not be cancelled locally. Jim represents OSU on CIRM which makes recommendations re: renewal or cancellation of these titles.

Some notes on this spreadsheet:

• Changes may be made, switching collection managers, or asking a group to handle a title currently assigned to an individual. Any changes in these assignments should be discussed among the collection managers involved and sent to Terry Camelford ASAP. She will revise the spreadsheets for each individual collection manager to include these titles. The goal is to provide these revised spreadsheets to CMs by March 4. Collection managers should then plan for an potential 5% budget cut (7-9% cut for serials, due to inflation), as required each year by OSU.
• CMs will now need to consider these among the other titles on their funds when prioritizing and making renewal/cancellation decisions.
• Mixed formats are listed on this spreadsheet: print, e-journals, databases. Explanations for the codes used to indicate format may be found in OSCAR via: M > MANAGEMENT information, I > INFORMATION about the system, C > CODES used, X > FIXED-length codes, 07 > FORM. (Penny Pearson pointed out that usage statistics are available for the databases, and may help to facilitate evaluation of these resources.)
• Titles on which decisions have already been made will not be found on the spreadsheet. However, new orders placed since the 2003 spreadsheets for the serials cancellation project were produced are not reflected here. They will appear on the revised spreadsheets that Terry will prepare once the current priority decisions have been made and submitted.
• The titles on this spreadsheet must be prioritized by May.
• Collection managers will now need to be monitoring the -3 funds, something which has not been required in the past.
• Those titles that subject groups will be responsible for have been assigned to new funds - CAC Sci, CAC Hum, CAC SS. Decisions on these will be made by the groups, under the leadership of members representing CAC.

Other considerations:

• OhioLINK will continue to come up with new titles for consideration. Jim would like to have some funds set aside in order to take advantage of these as they are introduced.
• Tom Sanville has asked OhioLINK CIRM members to prioritize databases for possible cancellations. Collection managers may wish to monitor the recommendations made by CIRM to USC and the Library Directors. (See CIRM page at: http://www.ohiolink.edu/ostaff/coll/; requires OhioLINK staff password.)
• The Depository is quickly filling. We need to adopt more e-versions so that paper volumes don't take up valuable depository space, and microforms don't need to be housed in the renovated Main Library.

Discipline Groups:

• See: Memorandum regarding the Creation of Subject Groups of Collection Managers
• Each will be led by members of CAC. This will now be incorporated into each CAC member's role.
• Each subject group will be assigned its own listserv.
• The group will serve as stewards for group titles, and work together to prepare spreadsheets for potential cuts.
• Groups and individual collection managers may enter into negotiations over any title as needed.
• Special group funds created for these subject areas, any money from a cancellation will go into a -4 fund for that group.

Sub-Committee on Funding Allocation Formulas:

• For background on this, see handout from 10/27/04 Collection Managers' Forum.
• Jose Diaz and Graham Walden will lead this info gathering group. Members are: Sarah Murphy, Danny Dotson, Bruce Leach, Leta Hendricks, Miriam Conteh-Morgan, Ted Riedinger, and Eleanor Block. Marsha Hamilton will serve ex officio.
• The committee will collect info from the library literature, as well as solicit information from peer institutions and other libraries that have implemented funding formulas.
• This committee will report to CAC and at the summer Collection Managers' Forum. If the response is to continue to pursue the topic, a future committee will evaluate the information and make a recommendation.
• This is expected to be a long-term process. Change can only be implemented during a fiscal close.
• Comments during discussion:
  - Libraries may be more future-oriented that the University in allocating funds, but should be able to justify allocations by pointing to its plan/formula.
  - Some subject areas might see dramatic changes; need to involve department faculty in the process somehow.