Annual Report. Utah College Library Council. 1987-1988

UCLC: Utah College Library Council ANNUAL REPORT 1987-1988 BRIGHAM YOUNG UNIVERSITY: Lee Library; Law Library ** COLLEGE OF EASTERN UTAH ** DIXIE COLLEGE ** SALT LAKE Community College** SNOW COLLEGE** SOUTHERN UTAH STATE COLLEGE ** UNIVERSITY OF UTAH: Eccles Health Sciences Library; Law Library; Marriott Library ** UTAH STATE UNIVERSITY ** UTAH VALLEY Community College ** WEBER STATE COLLEGE ** WESTMINSTER COLLEGE ** UTAH STATE LIBRARY UCLC UTAH COLLEGE LIBRARY COUNCIL ANNUAL REPORT, 1987-1988 The mission of the Utah College Library Council (UCLC) is to foster the develcpnent and implementation of library programs among Utah's colleges and universities. The Council helps its member libraries achieve effectiveness in providing resources and services useful to the teaching and research activities of their respective institutions. UCLC MEMBERSHIP, 1987-1988 Library Director BRIGHAM YOUNG UNIVERSITY, Law Library David Thomas Lee Library Sterling Albrecht COLLEGE OF EASTERN UTAH, Library Louis Reinwand DIXIE COLLEGE, Library Audrey Shumway SALT LAKE COMMUNITY COLLEGE, Library Alexander Stecker SNOW COLLEGE, Phillips Library Russell Dean SOUTHERN UTAH STATE COLLEGE, Library Diana Graff UNIVERSITY OF UTAH, Eccles Health Sciences Library Wayne Peay Law Library Rita Reusch Marriott Library Roger Hanson UTAH STATE LIBRARY Amy Owen UTAH STATE UNIVERSITY, Merrill Library Max Peterson UTAH VALLEY COMMUNITY COLLEGE, Library Carroll Reid WEBER STATE COLLEGE. Stewart Library Craige Hall WESTMINSTER COLLEGE OF SALT LAKE CITY, Nightingale Memorial Library Richard Wunder UCLC OFFICERS, 1987-1988 Council Chair: David Thomas Law Library Brigham Young Univ. Executive Secretary: John Elsweiler Merrill Library Utah State University Treasurer: Richard Denman Marriott Library, University of Utah UCLC COMMITTEES, 1987-1988 Acquisitions Committee: Randy Olsen BYU Lee Library Cataloging Committee: Linda Newman Eccles Health Sciences Library, University of Utah Documents Committee: Therrin Dahlin BYU Lee Library Public Services Committee: Larry Ostler BYU Lee Library Systems Committee: Lee Harris Merrill Library, Utah State University BACKGROUND INFORMATION The Utah College Library Council (UCLC) is a consortium founded by and composed of the library directors and staff of institutions of higher education in the state of Utah and the Utah State Library. The Council was established in November 1971, to improve access to the services and collections of the academic libraries of Utah for students, faculty, and staff; to make more effective use of available library funding through resource sharing and cooperative acquisitions; and to foster the development and implementation of cooperative programs. UCLC members recognize the fact that university and college libraries are characterized by a high degree of individuality related to the mission, traditions and affiliations of the parent institutions. The primary obligation of each UCLC library is to satisfy the instructional and research needs of the students and faculty at its institution. Hence, all efforts at cooperative activity among members of the Utah College Library Council are conducted within the framework of individual institutional goals as well as established standards. The Council meets regularly throughout the academic year and conducts much of its work through committees which report their deliberations and recommendations to the Council for action. The Council is supported solely by membership dues based on the ability to pay. Libraries with budgets in excess of $500,000 pay $200 per annum, while dues for those with less are $100. UCLC GOALS ** Promote the orderly growth of each UCLC Library's collection and service programs supporting the curricula of the parent institution and its campus community ** Promote access to and use of the combined collection and service resources available through UCLC for both students and faculty. ** Promote continuing education programs through which the skills of librarians are improved. ** Extend the purchasing power of the Council's members through cooperative purchasing practices. ** Promote the effective application of new technology and automated resource sharing, working together for system compatibility. ** Cooperate in the effective preservation and restoration of rare and historically important material in UCLC libraries. ** Communicate with the official organizations of higher education and express the ways in which academic libraries support higher education. ** Work in cooperation with public, school and special libraries in Utah on matters of mutual concern. ** Promote the information services of UCLC programs through the various media within the state. ** Support national and regional cooperative library programs. ** Promote and support librarianship as a profession. UCLC CONTINUING COOPERATIVE PROJECTS Resource Sharing UCLC institutions share information concerning the holdings of their collections through access to databases of monographic and serials cataloging and holdings data from libraries in Utah and across the nation. In addition, reciprocal borrowing privileges are extended to all faculty, fulltime students and administrative staff of each member institution. These privileges are available through interlibrary loan or in person, subject to the normal lending policies of each institution. Twelve of fifteen UCLC libraries are formal members of the Utah Network of Cooperating Libraries (UNCL), and as such support library resource sharing with jurisdictions statewide. Staff Development Staff development programs include continuing education workshops, seminars, institutes, and on-the-job training aimed at keeping individuals and institutions current with the latest developments in library and information services. The UCLC Staff Development/Interchange Program has three components: 1) the Basic Staff Interchange; 2) the Consultant Pool; and 3) Extended Professional Enrichment. UCLC funds the travel, lodging, and per diem costs associated with the Basic Staff Interchange and the Consultant Pool under liberal policies intended to encourage colleagues on different campuses to become acquainted, and to share ideas and information. Cooperative Purchasing UCLC libraries enjoy a cost savings through combined bulk purchase of library supplies. Members also attempt to avoid duplicate purchase of rarely-used expensive library materials through coordination among the acquisitions librarians on each campus. INSTITUTIONAL ACTIVITIES, 1987-1988 BRIGHAM YOUNG UNIVERSITY, LAW LIBRARY During 1987-88, the B.Y.U. Law Library collection grew to approximately 315,000 volumes, and gained access to significant additional electronic resources. The extensive library computer facilities for staff and students were reorganized under three local area networks integrated into a single comprehensive system. Students, faculty, and staff were each issued a new electronically coded card to provide after-hours access to the law school, use of copiers and use of computers, all monitored electronically. These facilities serve library users more efficiently and enable more accurate accounting. The Law Library also introduced a major section of compact shelving on the lowest of its four-level facility, the first such installation on the B.Y.U. campus. As in past years, the law librarians continue to be active in professional organizations: the director chaired the UCLC Council and the Research Library Group Law Program Committee; the staff processed and distributed national law school library statistics; several articles were published in professional journals; and numerous papers and presentations were given throughout the country during the year. BRIGHAM YOUNG UNIVERSITY, LEE LIBRARY Programs related to automation were again very visible in the Lee Library during the 1987-88 academic year. The library installed a number of CD-Rom products including eight from Wilsondisc, ERIC from SilverPlatter, InfoTrac II, Books in Print Plus, Ulrichs Plus, Dissertation Abstracts, Newspaper Abstracts, ABI/Inform, and Periodical Abstracts which will replace the Reader's Guide Periodical Index. The recent acquisitions list which has been distributed in hard copy by the library for many years was added to the on-line system this past year. Some refinements were necessary, but this new program has proven to be an acceptable substitute across campus from the earlier print version. Keyword and boolean logic capabilities were added to the patron access catalog during the year. This addition has proven to be very popular with library patrons, and it has also had a major impact on the computer resources. Twenty four terminals have been designated as keyword terminals and more will be added after the CPU has been upgraded. A standardized training program for reference assistants, and A Reference Services Manual that includes the philosophy and ethics of reference service as well as specific information about various policies and procedures were also completed during the year. These are both very exciting programs and should greatly enhance the service given at all of the reference desks. DIXIE COLLEGE LIBRARY With new people involved in the administration of the Dixie College Library, there have been a number of organizational and procedural changes during this past year. We have worked very closely with the Faculty Library Committee in an effort to be more responsive to the needs of the faculty, students, and the college programs. With an upgrade in the Ultimate Computer, many of the problems with our Dynix online system have been resolved and the system is functioning very well. Now that our conversion is completed, we feel this system offers excellent service to our patrons. A new member of our staff, Sandra Schonlaw, replaces Susan Ash, our cataloger, who moved to Boise, Idaho. Sandra comes to us from Wadsworth Medical Center, where she was Medical Librarian, and she received her MLS from UCIA. We are delighted to have her assume the responsibilities of cataloging and archives. Our students are excited about the new CD-Ram system which we were able to purchase through grant money. So far, we are using Electronic Encyclopedia only, but when funds permit, we would like to purchase Reader's Guide in this format. The most significant change this year is the addition of OCLC, through the efforts of the State Library. We went through the startup procedures in the spring and have just this summer acquired the hardware and training. We look forward to working more closely with the Utah libraries through this tool. SALT LAKE COMMUNITY COLLEGE LIBRARY This past year has been one of change and uncertain tomorrow. So much has happened, with a huge increase in student population, the corresponding demands on the collection and the staff of the library made for an interesting year. The increased student usage on the already tight study space only worsened an already deteriorating situation. Yet there were the bright spots, we have removed all typewriters for student use and replaced them with personal computers utilizing "Word Perfect" and "Lotus 1 2 3". We have begun a CD music collection to supplement materials needed for classroom assignments. With the change from a technical college to a community college, the collection needed to be expanded in the areas of the humanities and the social sciences which meant a change in purchasing patterns. It has been exciting to keep up with the changes in course offerings. The result has been a shortage of shelf space. A problem that for the coming years will only deepen. We also started Infotrac which should be interesting. The second floor of the library was recarpeted this past fall, after seventeen years it was needed. The media department is now checking equipment and software at the rate that is almost 50% above the previous year. If there is a theme for this past year it would be growth upon growth. SNOW COLLEGE, PHILLIPS LIBRARY Reorganization During the past year, there was a major reorganization within the academic and support divisions at Snow College. The Phillips Library once again belongs to the Division of Learning Resources. The purpose of the reorganization was to more adequately support the college's new emphasis on "student success." Russell W. Dean, who in the past has had the responsibility for instructional research and the computer center as well as learning resources, has been reassigned full-time to the Phillips Library and Learning Resources Program. His new title is Director of the Division of Learning resources and College Librarian. His responsibilities include Instructional Media Services as well as the Library. Dorothy H. Floyd has been given the title of Director of Library Services and is still responsible for over-all operations on a day-to-day basis. Holy Glade has been given the title of Public Services Librarian. Two other changes in the division staff are: first, the upgrading of the Library technician's position and the broadening of it to include supervisory duties as office manager; second, the division secretary (half-time) also now serving as an assistant in technical services and reporting to the Library Technician. These changes are part of a plan to direct more college resources to the library, making it a true focal point in the educational process. The campus community supports this goal. This is especially true of Dr. Richard White, Vice-President for Instruction. The Division of Learning Resources staff members are looking forward to their part in this major effort to be more responsive to student and faculty needs. GRANTS/PROJECTS During the past year, the Lucy A. Phillips Library has been fortunate to participate in three special grants: 1. A federal grant administered by the State Library has enabled Snow to join the OCLC network-a major improvement for library operations. 2. The Utah Bar Foundation awarded the Library $2,500 to purchase materials to support the new criminal justice program. 3. Through a resource-sharing venture with the Ephraim Public Library, the Library is participating in the John D. and Catherine T. MacArthur Foundation Library Video Classic's Project, which will make $60,000 worth of PBS programs available in Sanpete County. SOUTHERN UTAH STATE COLLEGE LIBRARY During the Fall quarter, the renovation of the lobby on the main floor of the library was completed. The circulation desk was moved to a new location to better serve patrons. This move resulted in the placement of eight tables in the lobby for studying but the real benefit was additional and secure space for circulation. Also in this shift the office space for the circulation and acquisitions librarians was doubled. This remodeling resulted in many things besides the security it was intended to improve. The library received one-time funding to increase the study space by 130 seats. This brings our total seating capacity to 320 seats. An additional 32 sections of stacks were purchased to alleviate the crowding in the serials and the Library of Congress stacks. The Southern Utah State College Press under the direction of the library published a book called Cedar City Reflection's by the Alva Mathesons. This was in keeping with the goal of the press to publish one volume per year pertaining to our area of Southern Utah. The library conducted a survey of the students and faculty as part of the needs assessment for our new library. The results point up the need for more individual and group study areas and additional materials in the collection to meet curriculum. Students rated the hours as adequate tut the study atmosphere was given low ratings. Environmental and noise levels were frequently cited. UNIVERSITY OF UTAH, ECCLES HEALTH SCIENCES LIBRARY The last year saw the addition of nearly 250 journal subscriptions. A virtually unique experience that was the result of the University's internal budget reallocation. While the library has a list of requests that exceeds 1,000 titles, the new subscriptions significantly improve the collection's support for developing areas like Gerontology, Molecular Biology and Genetics in general. The library was also able to upgrade its Psychiatry collection. Compact disc technology emerged as a significant new resource. The library conducted evaluations of four different compact disc MEDICINE products: Compact Cambridge, SilverPlatter, Knowledge Finder, and Ebsco Core MEDLINE. Following the evaluation, subscriptions to Silver Platter were entered for the main library and for the Clinical Library. While the technology is far from mature, the fact that the CDs can be used at no charge has made them very popular. In the Clinical Library the CDs have been so successful, the library has decided to cancel subscription to Index Medicus. Two librarians joined the faculty during the last fiscal year. Joan Marcotte was appointed as Head of the Computer and Media Services Department in July. Joan has previously held the position of Medical Librarian at the Alton Cchsner Medical Foundation. In addition to her responsibilities in the Computer and Media Services Department, Joan was the coordinator for InfoFair 88 and did a terrific job. In September, Maureen Carleton was appointed as Reference Librarian in the Information Services Department. Maureen graduated from the Louisiana State University School of Library and Information Science in August. Maureen had worked at the Women's Hospital Library in Baton Rouge while she was attending the School of Library and Information Science. Joan and Maureen have brought the energy, enthusiasm, and new ideas that is the true delight of new faculty. UNIVERSITY OF UTAH, LAW LIBRARY NOTIS implementation efforts remained a major focus of Law Library activities in 1987/88. By the end of the year, the UNIS public catalog and the cataloging and circulation modules were operational. While we are pleased with the accuracy and ease of use of the system, we are also dealing with unanticipated problems that it has produced. By combining the records of the Marriott Library and the Law Library in one database, we are promoting more cross use of collections and are better able to share resources and avoid unnecessary duplication. On the other hand, service levels and even library schedules make it necessary for continued dialogue and refinement of procedures between the libraries. Some of the problems can be resolved through computer programming; some raise basic policy issues regarding the priorities of each library. Funding for the Law Library was improved in 1987/88, through a base budget increase of $57,500 and additional one time funds of $57,500. In actual and relative terms, however, the library remains under funded and this is a particular concern because over 75% of the budget is committed to serials (in tight years, this percentage can grow to 90%). In an effort to insulate it from future uncertainties in state funding, the College of law has undertaken a fund raising campaign on behalf of the Law Library, with a goal of $2.5 million endowment by 1992. Initial responses to this effort have been gratifying. In June the law Library was informed that it had received a $450,000 grant from the George S. and Delores Dore Eccles Foundation. The grant is in two parts: $450,000 for installation of compact shelving and expansion of storage capacity in the library storage area on the main floor of the library, and $50,000 in matching funds for retrospective collection development. The shelving project will be undertaken in two phases, over the summers on 1989 and 1990. During the summer of 1988, every book in the library was shifted. This project was undertaken to reorganize materials and to alleviate crowding conditions in the collection. UNIVERSITY OF UTAH, MARRIOTT LIBRARY During 1987-88, the Marriott Library continued development of the NOTIS integrated library system. Fifty-one public access terminals were placed throughout the building. In addition, twenty-eight other ports are connected to two campus networks for access from the Law Library, from other campus offices and by telephone. The Marriott Library started retrospective conversion of bibliographic records in 1977 and now has about 900,000 bibliographic records (95% of total) in machine-readable form. This effort has been accomplished within normal operating budgets. Funding for library acquisitions was increased $777,000 for 1987-88. Of this amount, $385,000 was a base increase and $385,000 was one-time funding. This funding was critical to restore some of the buying power lost during the previous seven years. The Marriott Library's acquisitions budget increased an average of 5.4% annually from 1980 to 1987. During this time period the average price of periodicals doubled. In April 1988 the U.S. Fiscal and Property Building formerly owned by the Utah National Guard was assigned to the Marriott Library for storage of library materials. Remodeling is underway to relocate the Records Center and place 500,000 volumes from the Marriott Library in storage. Building expansion continues to be the greatest need of the Marriott Library. Materials placed in storage are not as accessible because of delays in retrieval plus the added cost for personnel-money that could be spent to improve collections. The Friends of the Libraries continue to play an active supporting role. During 1988-89 they will sponsor a series of programs featuring Utah authors. Funding for this series will be provided by the Utah Endowment for the Humanities. The friends have also been helpful in communicating library needs to a broader constituency. UTAH STATE LIBRARY There have been several important activities and developments over the last year at the Utah State Library Division which will have an impact on library services throughout the state. Most significantly for public library service, staff librarians have been centrally involved with local elected officials and citizens in organizing and strengthening local library service boards. Of the 69 jurisdictions in the state which support public library service, 67 now have fully organized library service boards. Eighteen of these are in county jurisdictions which had never before had a formally organized library service board. The Utah Public Library Institute for Training (UPLIFT) was successfully extended into its third year and expanded to include a special day for library trustees (UPLIFT-T). The Public Library Services Development Grant Program was expanded through action of the Utah Legislature which allocated an $80,000 Building Block in the 1988 session. The Information Services Program continued work on the Utah Union List of Serials (UTUL) with particularly strong support coming from Lee Library, Brigham Young University. The third, fourth, and fifth editions of Utah Under Cover, a checklist of state government publications, were prepared for publication and distribution. The Blind and Physically Handicapped Services Program was given a legislative Building Block by which it acquired a braille printer and hired a technician to expand program offerings to the blind community throughout the state and nation. UTAH STATE UNIVERSITY, MERRILL LIBRARY 1988 was a year of many accomplishments and changes within the Merrill Library. As with most academic libraries, the Merrill Library struggled with the challenges of increasing costs at a time when state appropriations were not keeping pace. The problems associated with skyrocketing journal prices remain critical. Although cancellations were postponed for at least two years, by using one-time money available from reallocations, our inability to respond to new subscription requests is causing the library to fall behind the expressed research and teaching mission of Utah State University. The slow growth of the collection is a major concern to the students and faculty, as well as library staff. The successful student initiative ($2 per student per quarter) demonstrates student support of collection growth. This amounts to around $60,000 per year. On January 3, 1988, the last card was filed in the public card catalog. MERLIN, the online automated public access catalog, containing information on all books acquired since 1977, opened to public use. All is going well and a retrospective conversion project is underway adding the bibliographic information on material purchased prior to 1977. A focused serial project is aimed at including all serial information into the automated system while participating with the Statewide Union List coordinated by the State Library. The question of additional investment in electronic access to information offers USU great promise and same concern. Presently, the prospect of information that would otherwise not be available to researchers here, outweighs the concerns over spending hard dollars for information never owned. The challenges of managing collection development programs and resources have become more challenging. USU welcomes the serious UCLC effort at cooperative collection development. The Reference Dept. is actively pushing an instruction program aimed at expanding the number of library use skills that not only help with current projects, but prepare one for life long learning. We are pleased to announce that instruction with both undergraduate and graduate students has demonstrated a measurable increase in library use and evidence of improved information access skills. Much needed new space is promised. Even as are concerned with the slow rate of collection growth, we see that collection and service expansion eliminate 50 to 80 student study stations per year. The statewide study proposes a 100,000 sq. ft. new building to house Science & Technology. The movement of the English Dept. and the Department of Instructional Technology from the building will make available 35,000 sq. ft. So, in the next while, space and its utilization are critical issues for the Merrill Library Staff. UTAH VALLEY COMMUNITY COLLEGE The major event for us with the other UCLC members was participation in the Regents survey project. As a result of that internal statistics review of our library, we have created a series of data-gathering methods which will increase our ability to monitor activities in the future. Students' use of library services increased from the preceding year for all categories with the most dramatic increase in use of the library for study. The increase of 2623 students studying in the library represents an increase of 11.4% from 1986-87. This statistic presents a serious concern to us for the future. The 11.4% fill our study capacity to maximum levels. The increase in reference and instruction services is satisfying evidence that our student body is increasingly aware of efforts we make in their behalf. We taught almost twice as many bibliographic instruction lectures as in the past year and reference desk transactions increased by 15% or 1451 more than the previous year. Usage statistics were helpful in periodical collection decisions as titles were discontinued. Weeding volumes from the Dewey Collection eliminated many outdated titles as well as reduced the number of multiple duplicates that no longer support coursework. WEBER STATE COLLEGE, STEWART LIBRARY Two staff members, Ardell Carter and Ruth Turner, retired after many years of loyal service to the Stewart Library. Because of budgetary limitations only one of six individuals who retired during the last two years has been replaced. This represents a reduction in FEE staffing of fourteen percent. Library faculty to student ratio has risen to four times ARL (Association of Research Libraries) average. The fact that the student population at Weber State is continuing to grow is making it very difficult to provide sufficient staffing levels to offer quality service. The economic picture in library acquisitions is equally dismal. Price increases in subscriptions coupled with declining budgets has required the Stewart Library to cut subscriptions each of the past three years. Nearly twenty percent of all subscriptions have been eliminated since 1985-86. The budget for monographs is less than $100,000 per year which ranks Weber State below the lowest institution on the comparable school list. Unless this trend is reversed, the Stewart Library collection will become out of date, uneven, and inadequate. Curing these depressed economic times, the Associated Students of Weber State College have continued to recognize the need for library resources. ASWSC provided $40,000 to acquire InfoTrac as well as the Business and Magazine microform collections. Renewal of this service is being provided in part by income generated through a trust fund established by the students. In addition the students also made available through committee action funding to acquire an OCLC workstation, CD-ROM player, and personal computer, and a subscription to ERIC on CD-ROM. The Stewart Library has been losing the PALS system to provide public catalog access for two years. Patrons may obtain information through public terminals located in the Stewart Library via the campus computer network and from off campus locations by modem. In 1987 the library began using the circulation module to loan books and other learning materials. All periodicals holdings and approximately sixty percent of the book collection were included in the database at year end. The acquisitions and serials module will be reviewed for possible inclusion in the system during 1988 or early in 1989. WESTMINSTER COLLEGE OF SALT LAKE CITY NIGHTINGALE MEMORIAL LIBRARY A special project this past year was the encouragement of more participation by the teaching faculty in book selection. This was accomplished-successfully-by forwarding to their notice reviews from Choice magazine. The building of a subject authority file was completed during the year; now that the LC file is available on-line on OCLC we expect to be able to keep our in-house file easily updated. Student workers repainted the interior walls of the library during the past summer, for the first time in 25 years. In preparation for an accreditation visit by the National League for Nursing, the library staff and the nursing faculty are working to weed the collection of outdated nursing books and rebuild the collection with current titles.