HIGHLIGHTS
COLLECTION MANAGERS' FORUM
August 17, 2005
22 Main Library, 10:30-12:00

Related Documents:

• Agenda
• Formula-Based Allocation: A Review of the Literature
• From Allocation Formulas in Academic Libraries (Word document)
• Especially for Teachers: Free services from The Ohio State University Libraries (brochure)

Changes in Millennium (Sally Rogers)

• Next release due from Innovative in December
• Will include major changes in the ordering and receiving functions; these functions will no longer be available in the Telnet/VT100 access to OSCAR
• These changes to affect those who do ORTs
• Marsha Hamilton is leading a planning group which will make recommendations on training needs and propose a schedule for training both Tech Services and Public Services personnel.
• Transition period (fall quarter) may result in slowing down of some workflows. The patience of the collection managers is requested during this time of adjustment.
• Some questions:
  • VT100 Access to everything to be eliminated?
    No, only the ordering and receiving functions will be limited to Millennium
  • Is Mill Acq like Mill Circ?
    Click on Millennium icon on the screen to take a look at the other modules
  • What to do if there are disconnects between the Millennium and VT100 capabilities?
    Bring these to Nancy Helmick's attention.
• Note: There is strong interest on the part of Collection Managers in a workshop on Millennium Circulation, as some have not yet used this module.

Changes in IT (Sally Rogers)

• Since August 1 CSS (Computer Services & Support) positions have been reporting to Larry Glover, Assistant Director of Applied Technology Services in OIT. This section, previously headed by Gary Cox, consists of Gaymon, Matt, Mike, Scott, & Warren. Matt is currently coordinating CSS activities.
• Sally is meeting weekly with Larry Glover, and will function as a liaison between the Library Administration and OIT. Please let her know of any concerns/issues with IT support under this new system.
• OIT uses a different help desk system and different server software, among other differences. We may expect to see some changes over time, perhaps even the move of our servers to the more secure Kinnear Road location.
• Campus OIT also has more AV expertise than OSUL IT staff, which should prove to be useful.
• The IT Liaison group may undergo some changes. There is a possibility that more position descriptions will be re-written to include a liaison role, comparable to that held by Deb Cameron in Tech Services. These individuals would receive consistent training from OIT.
• Sally is in the process of introducing Larry Glover to people throughout the OSU Libraries, so that he is better able to see the big picture. Expect to see them in your location sometime.

Brochure for Franklin County Teachers (Jim Bracken)

New brochure, prepared by Anne Fields (content) and Larry Allen (layout/graphics) will be distributed to 5000 teachers in Franklin County, inviting them to sign up for a free OSUL courtesy card. Copies of this brochure were available at the meeting.

Formula-Based Allocation - Intro (Jim Bracken)

Our problem: At this point we can't explain our current funding percentages. How would we allocate any potential increases?

For background on the Committee formed to begin an investigation of funding formulas please see the highlights of the Collection Managers' Forum of February 16, 2005.

Formula-Based Allocation - Report (Jose Diaz)

About the report:

1. does not take sides
2. is not comprehensive
3. no concealed agenda/conspiracy
4. looks at the literature and notes issues/topics that the committee feels should be watched/studied if we are to move toward implementing formulas
5. the literature tends to document the experiences of smaller universities, not those of comparable size to OSU

A Handout was distributed which summarized some of the factors that might be considered in a funding formula.

Feedback from those present:

Comments:

• It complicates matters that some disciplines are supported by the holdings of other disciplines, even more so when HEA and LAW are involved, with their separate budgets.
• OSU Libraries do not necessarily relate to discreet departments.
• In addition, there is a great deal of interdisciplinary work being done. (Note: in the literature such interdisciplinary topics were often pulled out of the formulas and handled separately.)
• With OhioLINK and even OSU shared resources (especially electronic) it is extremely difficult to determine how much a particular discipline is actually getting.
• We don't really know whether our current allocations are fair, since we can't explain the system in place now, where the numbers come from.
• Some formulas used a baseline amount for all, with the formula applied on top of that.
• Not enough involvement of the Libraries in the plans of the University/Departments.
• Publishers are claiming that their price increases are in line with increases in grant funding. However, it was noted that one is not likely to request dollars for library resources when applying for a grant, because chances of receiving a grant are increased if it is perceived that the applicant already has the necessary support in place!
• One impact of funding formulas (described by Kent Mulliner at OU): once in place the faculty realized that the only way to increase funding for their discipline would be to pressure the University to increase the overall library materials budget

Basic questions:

• What is our purpose? What are the Libraries' goals/philosophies? These will determine the type of formula that a library adopts.
• What is the University's vision? The Libraries should be in sync with this.
• If we want a just distribution, does that mean that what we have now is not?
• What do we do if a new program is introduced by a University department, how would funding for library resources be determined?

Some suggestions:

• If the experiences of larger university libraries are not documented in the literature, perhaps some calls might be made to inquire.
• Perhaps we coulld test different formulas with our collections, and see what happens.
• Find out how other large universities, that are striving for increased status as research universities, handling this issue?
• Invite some experts on funding formulas to give presentations.

Jim's recommendations for next steps:

Establish a CAC task force to look at current numbers

• Track down every resource. What discipline(s) does it support?
• How much is spent on each discipline from allocated dollars (not endowments, etc. that are not allocated)
• Need to have these numbers before OSUL can look at funding formulas and decide which variables to use.
• At the same time, Joanna Anderson (ASD) is looking for available data on each department on campus, so that we have that information at hand.