2016 Law Library Benchmarking Study

Thank you for participating is law library benchmarking study. This is a great opportunity for all of us to

examine various aspects of our work.

This project for three primary motivations:

1) to understand the drivers of demand and how they are changing;

2) to know our strengths and weaknesses, and learn best practices from you in our weak areas; and,

3) to better understand our internal resource allocation, rationale, and justification.

The data we are currently collecting and submitting for the various surveys (ABA, ARL, USNWR) just

aren’t helpful for internal analysis nor comparative examination.

No one is collecting all the data for which this study calls, and maybe we will not be able to fully

complete the spreadsheet this first years. However, we will gain a better understanding of what data we

need to collect in the future. Any data that is being collected by the ABA, ARL, and USNWR is highlighted

and numbered for easy entry. All data points from these three surveys are in this tool

As we all go through this exercise, we can refine the data points, add questions, eliminate questions,

and continue to shape this study. This is an organic document that can be edited at will.

It may be impossible to provide a precise answer or figure to some questions. Please give a best

estimate in these cases. Estimates are fine and indeed expected in benchmarking studies; this is not a

social science survey with controls and exact precision.

I expect requests for clarification will arise even though we have attempted to provide a clarifying

definition for every question. When that happens, please email us with your question and suggestion

for further defining or refining. All suggestions for additional data points or general questions should

also go to: Lawlibrary.benchmarking@gmail.com (this is not a real or active email address yet).

Law School Load (update 1/20/2016 by TMS)

The Law School Load captures the productivity of the law library’s primary patrons, faculty and students.

The productivity of the patrons is directly reflected in the demand for library services and resources.

The survey calls for faculty data in two categories: for-credit instruction and supervision, and

independent research, scholarship, and extra-curricular activities. The survey calls the data for each

activity be captured by faculty status: tenured, tenure-track, clinical, visiting, other, and administrative.

Also included are research assistants and administrative assistants. The reason for this level of detail is

to be able to examine whether a certain category of faculty is more demanding on library resources than

any other, which will help direct the allocation of resources. This same reasoning is applied to the

compilation of student data. The survey calls for data per student in for-credit activities as well as

independent work.

Note: If you are unable to obtain the data in the detailed breakdown (for faculty and students), but are

able to obtain the totals, please feel free to enter the totals only.

Faculty Categories: This data is in the ABA Survey, Part V, Faculty Profiles -- SEE ABA instructions Part V

for definitions

Administration

Tenured faculty members (includes librarians if faculty appt or teach)

Tenure-track

Others

Visitors: usually tenured or tenure-track in another institution

Part-time includes adjuncts, emeriti, lecturers; usually not tenure or tenure-track in any

institution

Faculty Instruction:

Total Credit Hours Taught per Year: includes any type of for-credit doctrinal class, clinic, or

seminar (by credit hours)

Total Doctrinal classes taught each academic year (by credit hours)

Total Clinics Taught for externships as well as in-house clinics (by credit hours)

Independent Research Supervision: includes supervised writing and other for-credit

independent work

Externships intentionally excluded because minimal impact on faculty / library

Faculty Activities:

Books: published this fiscal year

Articles: published this fiscal year

External Speaking: includes conferences, testimony, etc. outside of for-credit courses taught

Op-eds: includes print and online news sources, op-eds, white papers (not blogs)

(reason: professors often call on librarians for research assistance in op-eds; they don’t usually

with blog posts)

Students:

The ABA in Part II of its survey asks for enrollment figures for the total number of J.D. and non-J.D.

Students. Non-J.D. degree programs are categorized as post-J.D., post-baccalaureate and non-law

school degree programs. Post-J.D. degree programs include LL.M., S.J.D. and Ph.D. degree programs that

require a domestic J.D. or foreign equivalent law degree as a prerequisite. Post-baccalaureate degree

programs include Master of Jurisprudence, Master of Legal Studies and similar law degrees that require

a baccalaureate but not a J.D. or equivalent degree as a prerequisite. Non-law school degree programs

include undergraduate degrees such as a B.A. in Criminal Justice.

For purposes of our study, we want to collect data for two classes of students: (1) JD students and (2)

non-JD students (all other students who are not seeking a JD).

Student Coursework: Avg. Credit Hours: this figure is the average per student per academic (or fiscal) year Required Research & Writing: calls for number of credit hours in the required 1L research and

writing class (required at most schools) Independent Research & Writing: number of students who were enrolled in for-credit

independent research and writing Clinics: Number of students who took a clinic this academic year

Student Activities

Number of books published by students this fiscal year Number of chapters, articles, notes, and other scholarly publications this year number of Op-eds, speaking engagements, presentations, and the like this year

Student Extracurriculars:

Law Journals: number of students involved in all aspects of all journals Moot Court: total number of students competing in Moot Court

Total Number of Students: captured in ABA Survey, Part II

ARL Student Enrollment questions:

Questions 27-30. Enrollment. U.S. libraries should use the Fall 2014 enrollment figures reported to the

Department of Education on the Integrated Postsecondary Education Data System survey. Please check

these figures against the enrollment figures reported to ARL last year to ensure consistency and

accuracy. NOTE: In the past, the number of part-time students reported was FTE; the number now

reported to IPEDS is a head count of part-time students. Canadian libraries should note that the

category “graduate students” as reported here includes all post-baccalaureate students.

External Patrons:

Annual number of walk-in patrons for each category who come in to the library for research purposes,

whether or not they utilize the librarians (this figure does NOT include, for example, undergraduates

who come in simply to study).

ARL Questions Regarding degrees and faculty:

ARL Question 24. Doctor's Degrees. Report the number awarded during the 2014–15 fiscal year. For the

purposes of this report, Doctor's Degrees includes research/scholarship degrees and professional

practice degrees (e.g., Ph.D, D.Ed., D.P.A., M.D., J.D., etc.) as enumerated in the U.S. Department of

Education’s Integrated Postsecondary Education Data System (IPEDS). Any exceptions should be

footnoted.

ARL Question 25. Doctor’s Degrees Fields. For the purposes of this report, Doctor’s Degrees fields are

defined as the specific discipline specialties enumerated in the U.S. Department of Education’s

Integrated Postsecondary Education Data System (IPEDS) “Completions” Survey. Any exceptions should

be footnoted.

ARL Question 26. Instructional Faculty. Instructional faculty are defined by the U.S. Dept. of Education

as:

members of the instruction/research staff who are employed full-time as defined by the

institution, including faculty with released time for research and faculty on sabbatical leave.

Full-time counts generally exclude faculty who are employed to teach fewer than two semesters, three

quarters, two trimesters, or two four-month sessions; replacements for faculty on sabbatical leave or

leave without pay; faculty for preclinical and clinical medicine; faculty who are donating their services;

faculty who are members of military organizations and paid on a different pay scale from civilian

employees; academic officers, whose primary duties are administrative; and graduate students who

assist in the instruction of courses. Please be sure the number reported, and the basis for counting, are

consistent with those for 2013–14 (unless in previous years faculty were counted who should have been

excluded according to the above definition). Please footnote any discrepancies.

Law Library Load (update 1/17/2016 by TMS)

On this page, we can capture the time our staff spends engaged in committee work, professional development, administrative tasks, and scholarship. Many answers to these questions will be estimates, which are acceptable.

If someone does 80% cataloging and 20% reference, report .8 FTE in Cataloging and .2 FTE in Reference and Instruction, but report other categories (committee load, etc.) only in the Cataloging section. Very small libraries, whose employees do some of everything, might report only totals or might choose to divide time among departments in order to see more clearly where time is being spent. The key is simply not to double-count anyone’s time.

Law Library Positions:

Faculty – Tenure and Tenure-Track: if librarians are not faculty (but rather continuing appointment or other), leave blank; if only tenured member of library staff is the Law Library director, FTE Number = 1; Do not double-count faculty librarians on this sheet and faculty count on Law School Load sheet

Professional Librarians (non-tenured): includes all classifications (other than tenured faculty) of professional librarians (MLS-degrees) ABA Instruction: Librarians are those individuals doing work that requires professional education (the master's degree in library science, the J.D. degree, or their equivalent) in the theoretical aspects of librarianship or law.

Professional Non-librarians: there are non-MLS professionals on staff, such as technical experts, ITS employees ABA Instruction: Other Professional Staff includes all persons, other than librarians and information technology staff, holding professional positions in the library (e.g. financial, human resources).

Support Staff: includes administrative assistants, catalog assistants, acquisitions assistants, etc. Student workers: FTE total for all student workers employed by the library

Law Library Categories:

These categories call for weekly average hours spent by staff in a given department and position on committee work at various levels. (Average time out to 1 FTE in each department, and in total).

Committees:

Internal law library meetings and committees this includes time spent in departmental meetings as well as cross-departmental committees. Do not include time spent on law library search / hiring committees in this section (it is covered in Administrative Activities).

Other Law School and University Committees: includes time spent on cross-library committees, both library and non-library committees, law school committees, etcre. Again, do not count time spent on search / hiring committees in this section (it is covered later).

Regional, National, International Committees: this includes time spent on committees such as an AALL SIS, SEALL board, IFLA standing committee on law libraries, etc. This does not include time spent attending conferences (which is in the next section).

Professional Development: This section calls for total annual hours spent in these activities. This calls for average annual hours per employee as opposed to weekly hours because it is so sporadic.

Employee Training: Includes in-house or external training sessions (e.g. Innovative, Drupal, Basecamp, AALL Leadership Academy, etc.)

Employee Conferences: includes all types of conferences and meetings such as AALL, IALL, CALI, NELLCO, NEFLLCG, SEALL, WestPac, etc. Also includes book fairs. Include travel time. (Estimate an all-day conference, including travel, at 8 hours/day not 24 hrs/day).

Training delivered to own employees: this includes new employee training, cross-training colleagues, new skills training to colleagues, student training, research assistant training, etc

Independent Research and Scholarship: This section captures how much time library staff is spending on independent research, writing, speaking engagements, presentations, and the like. Some librarians are required to publish while other are not, so these numbers may vary significantly across institutions.

Publications: How many books have been published this year? Publications: How many articles and chapters have been published this year? Speaking and Presentation: How many speaking engagements or presentation have you given

this year. This figure does not include instructional offering in the law school or law library environment. These would normally be engagements and presentations at conferences or other external venue, but not exclusively.

Total Scholarship: this figures calls for the average total amount of time each year a staff member spends researching, writing, and preparing to give presentations and the like. Again, do not include hours spent on instructional services.

Administrative Load (not in original study): Supervisors and managers spend varying amounts of time performing administrative tasks, such as goal setting, hiring, performance reviews, disciplinary matters, strategic planning. Do not double-count committee work in this section. (Average time per week for an employee).

HR / Personnel matters: This include anything related to staff such as hiring, firing, discipline, performance appraisals, individual goal-setting, time cards, etc.

Budget / Finance: This is primary for those who oversee a budget or part of a budget, whether for collection development or general spending.

Strategic Planning: This would include departmental or library-wide goal setting, follow-up; individual reading and keeping current with literature, technology.

Other administrative tasks: This might include meetings with individuals on campus pertaining to library business.

To include all the ABA questions: ABA Q.1: How many part-time professional librarians are employed in the library? Answer in FTE. ABA Instructions: Provide the number of various full-time/part-time personnel. Full-time equivalency should be computed according to whatever length of work week is in effect at the reporting institution. Show to one decimal place.

ABA Q.4: How many full-time librarians do you have who do not teach or hold faculty rank. (In the ABA study, all librarians who teach or who hold faculty rank are accounted for in ABA Part V concerning Faculty Profiles). The only point of including this question is to include all the ABA data: it doesn’t otherwise fit within the purposes of this study, except to the extent that libraries want to track diversity. However, this is an incomplete picture since teaching librarians are included in the Profiles.

ABA Instructions: Indicate the number of full-time librarians who do not teach or hold faculty rank as of October 3, 2015. This question should be completed in consultation with the individual at the law school responsible for completing Part V – Profiles and determining the teaching and faculty status of the individual librarians. Full- time librarians included in Part V – Profiles should not be counted in this section. Do not double count full-time librarians in this section. In all cases, whether reporting non-teaching/non-faculty administrators (Part I), non-teaching/non-faculty librarians (Part III), or employees who teach/hold faculty rank (Part V), report a person once-and-only-once. Do not enter a person in more than one Part. The Questionnaire collects race/ethnicity information in accordance with the guidance issued by the Department of Education and used by the Integrated Postsecondary Education Data System (IPEDS). For more information on the reporting categories, category definitions, and the transitional aspects of the new IPEDS reporting system, see resources for implementing changes to race/ethnicity and definitions for new race and ethnicity categories. Use the following definitions for ethnic categories: Hispanics of any race: A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. American Indian or Alaska Native: A person having origins in any of the original peoples of North America and who maintains cultural identification through tribal affiliation or community recognition. Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. Black or African American: A person having origins in any of the black racial groups of Africa. Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Two or more races: The category used to report a non-Hispanic person who selects two or more of the other racial categories Nonresident alien: A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely. Note: Nonresident aliens are to be reported separately in the places provided, rather than in any of the racial/ethnic categories described above.

Race/Ethnicity Unknown: The category used to report persons whose race and ethnicity are not known. White: A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

Law Library Instruction (update 2/20/2016 by TMS)

The extent that librarians teach varies greatly at every institution. LibAnalytics can be used to track time spent preparing lessons, meeting with students, and teaching. If no statistical tool is used, please use estimates.

For-credit Teaching Load:

Number Involved in Teaching: this is a raw number, not an FTE number For-Credit Courses Taught: calls for the total number of credit hours librarians offer to students

each year (not the total raw number of classes) Independent Research Supervision: includes for-credit research and writing obligations that are

not attached to a doctrinal or clinical class Total Hours in Class: this is the total number of in-class hours that all teachers and in all classes

in this fiscal year Total Hours Outside of Class: this is the total number of hours teachers spend outside of class

preparing lessons, gathering course material, meeting with students, grading, etc [SR1] .

Total Number of Students enrolled in librarian-taught for-credit courses in one fiscal year: include required courses as well as electives [SR2]

Not-for-credit Instruction:

Small Group Presentations: these target, but are not exclusive to, libraries who do not teach a for-credit 1L mandatory legal research class, but rather formal no-credit research instruction

How many formal Small Group research sessions for 1Ls?

How many hours in the classroom this year for Small Groups?

How many hours outside of class (meeting with student, prep time, reviewing exercises, etc.)?

ARL Q. 14 asks for a combined total of presentation including credit-based and non-credit, educational, recreational and any other group sessions. This will combine data from Reference and Outreach.

14. How many group presentations did the librarians give? 14a. Is this figure based on Sampling? (yes/no) 15. How many total participants? 15a. Is this figure based on Sampling? (yes/no)

Defined by ARL:

Question 14. Presentations to Groups. Report the total number of sessions during the year of presentations made as part of formal bibliographic instruction programs and through other planned class presentations, orientation sessions, and tours. If the library sponsors multi-session or credit courses that meet several times over the course of a semester, each session should be counted. Presentations to groups may be for either bibliographic instruction, cultural, recreational, or educational purposes. Presentations both on and off the premises should be included as long as they are sponsored by the library. Do not include meetings sponsored by other groups using library meeting rooms. Do not include training for library staff; the purpose of this question is to capture information about the services the library provides for its clientele. Please indicate if the figure is based on sampling.

Question 15. Participants in Group Presentations. Report the total number of attendees in all group presentations (as defined in Presentations to Groups, above). For multi-session classes with a constant enrollment, count each person only once. Please indicate if the figure is based on sampling.

Research and Reference

The first section is a series of questions getting at how reference is organized, offered, and tracked.

Please do not include directional requests in your reference statistics.

Faculty Support Categories: this section calls for data for all faculty contacts, not just is a faculty services

unit (if you have one)

Total Annual Number: of the different types of requests

Annual Labor Hours required: this includes all library staff involved – professional librarians,

support staff, students.

Average fill-time: this will be a best guess, most likely

Satisfaction rate: we need to figure this out as a group.

Faculty contact or request type:

Individual Consultation: usually either by phone or in person, request for research direction and

advice on a specific topic

Research / Reference requests: targeting request for assistance

Rush requests (<24 hour turnaround requested): for anything, research, document, etc.

Document Delivery: requests for books, articles, etc. which may require searching databases and

libraries, but does not require analysis

Student Support: same as above with minor variations:

Consultations, Research and Reference, Document Delivery: include all types of student

requests for whatever reasons (including clinic requests, journal sources citers, individual

research, etc.)

Research Assistant training: RAs hired by professors (or library) who will be providing faculty

with in-depth research assistance

Group Presentations / Instruction: often to groups of RAs, clinic teams, journals, source-citers,

reading groups, and more

Research Guides: how many research guides are maintained annually; how much time is spent

maintaining them.

Alumni Support / Attorney,Pro Se Support / Other Patron Support:

These three sections ask for identical information:

How many individual consultations are given; how much time spent on each (including prep

time); how much time before a request is fulfilled; how satisfied are the patrons

How many research / reference requests; how much time spent on each; how much time before

a request is fulfilled; how satisfied are the patrons

How many document delivery requests; how much time spent on each; how much time before a

request is fulfilled; how satisfied are the patrons

How many group presentation/instruction sessions; how much time spent on each; how much

time before a request is fulfilled; how satisfied are the patrons

Circulation

Most of the data requested on these pages are self-explanatory and fairly easily tracked in our

respective ILSs. Some of the ILL data is collected in ABA Library section, Q.7, and various ARL questions.

Total ebook checkouts: not sure how this can be tracked as we want to include ebooks access on

Westlaw, Lexis, and other databases.

Number of Initial Circulations: do not count course reserves or renewals

Outreach (update 1/17/2016 by TMS)

In this section, we try to capture the primary activities in which we engage outside of the core, typical library work, such as acquisitions and research support.

Outreach Categories:

Annual Number: this is the total annual number of a particular activity Total Duration: this is the total number of hours each activity lasted, combined Total Number of staff: this is a raw number counting the total number of staff involved in each

activity, combined Annual Staff time: this column captures the preparation time, combined, for all staff involved,

combined

Outreach types:

Student Orientations: This is student orientations (JD, LLM, PhD); may include a tour but usually more in-depth than a tour

Non-student Orientations: These are in-depth introductions to the library and library resources; may include a tour but generally more in-depth than a tour

Tours: not counted in orientations. These usually involve new faculty, visiting researchers, students, administrative staff, visitors, groups, etc.

Special Educational program: o Book Talks are events celebrating the publishing of a new book by a faculty member,

student, alumnus, etc. o Movie Nights are film screenings sponsored or co-sponsored by the library o Legal Research and Writing session are organized and/or staffed by librarians o Other intellectual and scholarly activities o Please share activities that your library organizes and/or in which you library

participates Recreational activities: includes therapy dogs, trivia night, games night, etc.; purely entertaining

and non-academic. Please share your recreational and educational programs. Reunions and alumni weekend activities: alumni reunions often require the input and presence

of librarians

Publications, Surveys, Signage:

Annual Report: describes the most important activities and accomplishments of the library Library Information Guide: provides a detailed overview of the library including collections and

services available to patrons Library Call Number Guide: indicates where patrons will find books throughout the library based

on the book’s call number Scholarship Repository (such as BePress): This is an electronic repository of scholarship

produced by faculty, staff, and students, and updated by library staff; it is generally an open-access repository of law journal articles

Citation Reports: these are reports produced at the request of deans and faculty that generally include citation counts of faculty scholarship

Library Newsletter: some libraries produce a newsletter

Patron Surveys: these surveys target the needs of and services to faculty, students, and staff Professional Surveys: these are the annual surveys of the ABA, ARL, USNWR, IPEDS, and other For each of the above, provide:

o the annual number produced, o the raw number of staff involved in the project / activity, and o the total, combined amount of staff time devoted to the project / activity

Exhibits and Displays:

Exhibits: these are generally exhibit tables or cases where books are displayed and described. Bulletin Boards: these include any bulletin boards under library staff control, both inside and

outside the library; they are generally populated with images, book covers, and the like, and are generally less complex than Exhibits.

Digital Signage: how many locations in the library and/or managed by the library, how many staff manage, and how much time is devoted to updating the digital signage

Other displays: include informal displays, such as on top of bookcases, etc. For each of these, please enter:

o the total number of spaces of each type o the combined total number of displays or exhibits in those spaces that year (this

questions doesn’t apply to digital signage which is frequently updated with current events; other exhibits and displays are more static0

o the total number of staff involved in creating the displays o The combined total number of hours spent on that activity that year

Acquisitions and Processing

This section gathers the annual expenditures for various types of items acquired and will track trends in

acquisition spending over time. Cataloging data is also requested in this section.

Acquisitions Categories:

Total Annual Number Acquired: only enter the number of new or renewed titles, volumes,

databases, etc that were acquired this fiscal year

Annual cost: includes cost for all items (not just those acquired this year)

Number of New this Year: specifically for electronic resources, this data distinguishes new

subscriptions (as opposed to renewals)

Number of renewals

Licensing Agreements:

Number: this is the number of licenses reviewed this year

Annual Hours reviewed by Staff: probably an estimate, this figure is total hours, combined, from

all staff and includes document review and negotiations

Processing, Claiming, Invoicing: for each category, we are trying to understand how much staff time is

spent on these activities

Cataloging: self-explanatory

Acquisitions Definitions (NELLCO IG addition)

Print

ANSI/NISO Z39.7- 2013

Printed materials – Materials consisting primarily of words and usually produced by making an

impression with ink on paper. Included in this definition are materials that do not require

magnification (books, journals, pamphlets, and printed sheets including music and two-

dimensional cartographic materials) Include includes Braille materials.

Serials

ANSI/NISO Z39.7- 2013

Serial- A publication in any medium issued in successive parts bearing numerical or

chronological destinations and intended to be continued indefinitely. This definition includes, in

any format including electronic, periodicals, newspapers, and annuals (reports, yearbooks, etc.);

the journals, memoirs, proceedings, transactions, etc. of societies; and numbered monographic

series

Volumes

ANSI/NISO Z39.7- 2013

Addition (Acquisitions) – Document or item added to a collection during the reporting period. Additions may be obtained for example by purchase or item added to a collection, during the reporting period. Additions or added titles are units or titles that have been cataloged according to the Anglo-American Cataloguing Rules or for what other inventory records have been made available to users (e.g., minimal or provisional cataloging records, accession records, or records in a database file

Volume- A single physical unit of any printed, typewritten, handwritten, mimeographed, or processed work, distinguished for other units by a separate binding, encasement, portfolio or other clear distinction which has been cataloged, classified, and made ready for use and which is typically the unit used to charge circulation transactions. Either a serial volume is bound or it comprises the serial issues that would be bound together if the library bound all serials.

Microforms

ANSI/NISO Z39.7- 2013

Photographic reproductions of textual or graphic material reduced in size so they can be used only with magnification. The two main types of microforms are micro reproductions on transparent materials, including roll microfilm, aperture cards, microfiche, and ultra fiche, and reproductions on opaque material.

Audiovisual Materials ANSI/NISO Z39.7- 2013

Materials that are displayed by visual projection or magnification, or through sound reproduction, or both, including sound recordings, motion pictures and video recordings, and graphic materials. Also included in this category are special visual materials such as three-dimensional artifacts and realia. Note: This includes audio documents such as records, tapes, cassettes, audio compact discs, files of digital audio recordings; visual documents such as slides, transparencies, and combined audiovisual documents such as motion pictures, video recordings, etc. Microforms are excluded.

Total Annual Number Acquired (and ways to calculate)

ANSI/NISO Z39.7- 2013

Total Number of Materials Held at the end of the year - Report the total number of each category held at the end of the fiscal year. To get this figure, take the total number held at the end of the previous fiscal year, add the number added during the fiscal year and subtract the number withdrawn during that period.

Electronic Resources ABA 2015 Survey

Electronic resources include expenditures made to vendors, consortiums or the university library for either ownership of or licensed access to web-based resources. Web-based resources include databases, aggregators, electronic books, and electronic journals, such as BNA web products, CALI, Journal of International Arbitration, LegalTrac, Lexis/Nexis, LSN, MOML, NetLibrary, and Westlaw. Do not include expenses for library collection management applications. Electronic resources purchases during the fiscal year Electronic resources licensed for the fiscal year

IPED 2015-16

Do not include titles in Demand-Driven Acquisition (DDA) or Patron-Driven Acquisition (PDA) collections until they have been purchased or leased by the library.

Database ANSI/NISO Z39.7- 2013

Databases - Collection of electronically stored data or unit records (facts, bibliographic data, and texts) with a common user interface and software for the retrieval and manipulation of the data. Note 1: the data or records are usually collected with a particular intent and are related to a defined topic. Note 2: A database may be issued on CD-ROM, diskette, or other direct access method, or as a computer file accessed via dial-up methods or via the internet. Note 3: When access to more that one licensed database is effected through the same interface, each database should be counted separately. Do not include free internet resources.

Cataloging

Definitions:

In-House Cataloging

Cataloging records created or adapted by library staff members.

Contract Cataloging

Cataloging completed by vendors and sold to libraries as different sets. Include records for fully

processed materials (shelf ready) here.

Print

ANSI/NISO Z39.7- 2013

Printed materials – Materials consisting primarily of words and usually produced by making an

impression with ink on paper. Included in this definition are materials that do not require

magnification (books, journals, pamphlets, and printed sheets including music and two-

dimensional cartographic materials) Include includes Braille materials.

Serials

ANSI/NISO Z39.7- 2013

Serial- A publication in any medium issued in successive parts bearing numerical or

chronological designations and intended to be continued indefinitely. This definition includes, in

any format including electronic, periodicals, newspapers, and annuals (reports, yearbooks, etc.);

the journals, memoirs, proceedings, transactions, etc. of societies; and numbered monographic

series.

Microforms

ANSI/NISO Z39.7- 2013

Photographic reproductions of textual or graphic material reduced in size so they can be used only with magnification. The two main types of microforms are micro reproductions on transparent materials, including roll microfilm, aperture cards, microfiche, and ultra-fiche, and reproductions on opaque material.

Audiovisual Materials ANSI/NISO Z39.7- 2013

Materials that are displayed by visual projection or magnification, or through sound reproduction, or both, including sound recordings, motion pictures and video recordings, and

graphic materials. Also included in this category are special visual materials such as three-dimensional artifacts and realia. Note: This includes audio documents such as records, tapes, cassettes, audio compact discs, files of digital audio recordings; visual documents such as slides, transparencies, and combined audiovisual documents such as motion pictures, video recordings, etc. Microforms are excluded.

E-Books ANSI/NISO Z39.7- 2013

E-books – Digital documents, licensed or not, where searchable text is prevalent, and which can

be seen in analogy to a print book (monograph). The use of e-books is in many cases

dependent on a dedicated device and/or a special reader or viewing software. Note 1: E-books

can be lent to users either on portable devices (e-book readers) or by transmitting the contents

to the user’s PC for a limited time period. Note 2: Doctoral dissertations in electronic format are

included.

Database ANSI/NISO Z39.7- 2013

Databases - Collection of electronically stored data or unit records (facts, bibliographic data, and texts) with a common user interface and software for the retrieval and manipulation of the data. Note 1: the data or records are usually collected with a particular intent and are related to a defined topic. Note 2: A database may be issued on CD-ROM, diskette, or other direct access method, or as a computer file accessed via dial-up methods or via the internet. Note 3: When access to more than one licensed database is effected through the same interface, each database should be counted separately.

Free internet resources (websites, digital documents, databases, electronic journals, etc.) which have been catalogued by the library in its OPAC or a database.

Vendor Files

A set of records a vendor notifies you to either download or remove from your system.

Number of Records Downloaded

Number of MARC records from vendors downloaded into your catalog.

Number of Records Edited for the Catalog

Number of MARC records from vendors customized by a library staff member for your catalog.

Removing call numbers from electronic resource records, adding or removing fields/subfields,

editing cutters, and adding local notes and subject headings are some examples of record edits.

Collections

As opposed to current fiscal year acquisitions, Collections examines the overall library collection. Values

are included so that we can assess whether allocation of resources to protect the collection is sufficient.

These figures are obviously estimates and may or may not be part of the law school’s insurance

itemization.

The Collections resources questions are broken down so that we can see more specifically where we are

investing our financial resources, and to see how other libraries are investing resources as well. The

bottom of the sheet also calls for questions related to our human resources invested in selection

material for our collections. The results may lead to more collaborative collection development ideas.

Maintenance: Binding and Preservation figures call for total annual number of volumes, employee hours

(not FTE), and dollars spent on each activity.

Integrated Library System

It will be interesting to see who has independent or combined (with the university library) ILS, and how

much time each of us is spending on the ILS. It will also be helpful to understand the allocation of time

between libraries who maintain their own ILS versus those who are part of the university library’s ILS.

Digital Projects

Some libraries are deep into digital projects, others are in an infancy stage, and others have not yet

ventured into digital projects yet. Sharing this information will help all of us understand the demands on

resources for such ventures.

The questions call for the total number of staff involved in digital projects this year. The average number

of hours per week should be an annual figure, as opposed to the average hours per week when a team is

in the midst of an intensive project. Because of the ebb and flow of all projects, try to estimate the time

spent over the course of a year.

Library Website (Updated 2/20/2106 by TMS)

The purpose of this section is to understand how much time we are spending on the development and

maintenance of the library’s website. If you are using an analytical tool, such as Google Analytics, most

of this data is collected for you.

How many professional staff are involved in updating and maintaining the law library’s website?

How many hours / week are professional staff spending (in total) on the website?

How many support staff are involved in updating and maintaining the law library’s website?

How many hours / week are spent (in total) on the website by support staff?

Trying to assess how often the law library’s website is accessed and utilized is complicated. Therefore, it

is important to know what analytical tool a library uses.

Bounce Rate is the measure of how many people visit the site then leave from the same page

they landed on within a certain amount of time.

Website service requests focus on how often patrons request items and services utilizing library website

forms, ILSs, and other electronic request mechanisms.

Web vitality is getting at how often we update our website with news, new blog posts, and other items

to keep it fresh. It will also be interesting to note how many research guides each of us maintains, and

how often we are updating our research guides. Tracking usage statistics will help us determine whether

these tools are valuable, and whether we are publicizing their existence sufficiently, for example.

Database usage statistics are complex, often inaccurate, and not standardized in the legal community –

if we get them at all. In other academic areas, database statistics are COUNTER compliant, but not yet in

our industry. See Cailtyn Lam’s memo about database usage statistic analysis. Therefore, at this time,

although statistics shouldn’t be cross-compared (lexis v. westlaw, for example), but they might be

prepared for a single database, year-to-year.

Facilities (update 1/17/2016 by TMS)

Facilities questions will show us how much our respective law schools are, or should be, investing in the library infrastructure. The financial questions might actually be better benchmarked against other facilities at the university. All of these figures may be maintained by building services and broken down by approximation in an insurance policy.

Library Operating Hours:

ABA Instructions, 5 (a-c): Number of hours per week the library is open (Regular Schedule/Abbreviated Schedule): If more than one abbreviated schedule exists, report the hours for the most common or typical abbreviated schedule.

ABA Instructions, Q.8: Include all space under control of the library. For example, a computer lab that is operated by the library but outside of the library’s secured area should still be counted as library space.

No ABA Instructions for Q.9-10.

How many weeks is the library open and operating on a regular schedule?

How many weeks is the library open and operating on an abbreviated schedule?

How many main/primary entrances are there to the library? How many of the entrances are secure or not secure? Secure / Not secure refers to either tattle tape, RFID, personal check, or some other form of trying to ensure library items are not removed from the rare book room or special collections room without being properly checked-out.

How many emergency exits are there within the library?

What is the square footage of the stacks space? How much of this area is secure / not secure? (Library Stacks Secured/Closed means stack space that is not open and accessible to patrons).

What is the approximate linear footage of the stacks? How much of this area is secure / not secure? (Library Stacks Secured/Closed means stack space that is not open and accessible to patrons).

How many seats are available for library users: this question involves counting the number of chairs / seats in the library, whether in a library-controlled classroom, rare book room, or open-seating.

There are questions about other law school units, such as ITS, Public Affairs, Student Affairs, etc. that might be housed in the law library, and whether housing these units creates more work for the law library staff.

There are questions about whether there are study rooms in the law library and, if so, can they be reserved and, if so, using what reservation system.

Library Equipment refers to all the computers, printers, scanners and the like that are within the Library.

Equipment Maintenance calls for the cost of maintaining or replace equipment annually.

Library furniture and fixtures refers to desks, bookcases, compact shelving, carrels, chairs, etc. but not equipment such as computers, printers, scanners. Do not double count what is in Library Equipment.

Library facility refers to the building structure; not the contents of the building. This set of questions calls for the cost of the Library at the time it was built; the replacement value of the structure if it were to be destroyed; and the current, depreciated value of the structure in today’s dollars. Maintenance costs is the annual dollar amount to maintain the structure (not the contents).

The Off-site storage questions are self-explanatory:

What is the distance from the Library the off-site storage facility? How many times are retrievals made each day (Mon- Fri)? How many requests are made for off-site material annually?

How many days does it generally take to fulfil a request for an item from off-site storage? How many items does the Law Library store in off-site facility that are actually retrievable?

There are a set of questions specific to the Rare Book Room and/or Special Collections area. It is OK to double count same questions for general library if room wholly within library.

How many main/primary entrances are there to the library? Secure / Not secure refers to either tattle tape, RFID, personal check, or some other form of

trying to ensure library items are not removed from the rare book room or special collections room without being properly checked-out.

How many emergency exits are there within the rare book / special collections room? What is the square footage of the stacks space? How much of this area is secure / not secure? What is the approximate linear footage of the stacks? How much of this area is secure / not

secure?

How many volumes are held onsite in the Rare Book / Special Collections space? What is the value of this part of the collection? What is the replacement value?

How many volumes and archival boxes of Rare Book / Special Collections are held in off-site

storage?

What is the value of this part of the collection?

What is the replacement value?

What is the annual cost to the Library to store?

Budget (update 1/17/2016 by TMS)

Some overarching budgetary figures will help us understand how our resources are allocated, and what we might expect to need in order to increase services. Inversely, it may help to see what services we might need to eliminate if our budget is cut.

It will be interesting to see how our librarian and support staff salaries and fringe compare in union v. non-union environments. ABA Instructions, Q.11-22 Provide the information as requested and please be careful to avoid double counting. This section should be completed by the library director. Note, be sure that the telephone, copying, and supplies included in the library section are not included (double counted) elsewhere in the fiscal report. Do not include any salaries in this section. Expenditures included here should not also be included in the general law school expenditure section. This section should not include expenditures made by the law school to its parent institution for library services provided. 11. Non-print serial subscriptions include DVDs and CD-ROMs. 12. Non-print monographs include DVDs, CD-ROMs, audio and video. 13. Electronic resources include expenditures made to vendors, consortiums or the university library for either ownership of or licensed access to web-based resources. Web-based resources include databases, aggregators, electronic books, and electronic journals, such as BNA web products, CALI, Journal of International Arbitration, LegalTrac, Lexis/Nexis, LSN, MOML, NetLibrary, and Westlaw. Do not include expenses for library collection management applications. 14. Interlibrary Loan & Document Delivery Expenses include payments for copyright permission. 17. Library Collection Management Applications include OCLC, tools and applications related to the integrated library system such as Marcive, Serials Solutions, Illiad, TDnet. Do not include hardware. 19. Library Equipment includes expenditures for purchase, rental, repair, and maintenance. ARL Instructions, Q. 6-12:

Questions 6-12. Expenditures. Report all expenditures of funds that come to the library from the regular institutional budget, and from sources such as research grants, special projects, gifts and endowments, and fees for service. (For Salaries and wages include non-library funds; see specific instructions below). Do not report encumbrances of funds that have not yet been expended. Canadian libraries should report expenditures in Canadian dollars. (For your information, if interested in determining figures in U.S. dollars, divide Canadian dollar amounts by 1.1739, the average monthly noon exchange rate published in the Bank of Canada Review for the period July 2014-June 2015). Please round figures to the nearest dollar. Report figures for the following categories of expenditures:

Question 7. Total Library Materials Expenditures. Question 7a. One time library materials expenditures. Report expenditures for all library materials that are non-subscription, one-time, or monographic in nature; include expenditures for software and machine-readable materials considered part of the collections. Examples include periodical backfiles, literature collections, one-time costs for JSTOR membership, etc. Question 7b. Ongoing library materials expenditures. Report subscription expenditures (or those which are expected to be ongoing commitments) for serial and other publications; include online searches of remote databases such as OCLC FirstSearch®, DIALOG®, Lexis-Nexis®, etc. Examples include paid subscriptions for print and electronic journals and indexes/abstracts available via the Internet, CD-ROM serials, and annual access fees for resources purchased on a “one-time” basis, such as literature collections, JSTOR membership, etc. Question 7c. Collection support. Include miscellaneous expenditures as well as document delivery/interlibrary loan. Include materials funds expenditures not included in questions (7a)-(7b), e.g., expenditures for bibliographic utilities, literature searching, security devices, memberships for the purposes of publications, etc. Please list categories, with amounts, in a footnote. Note: If your library does not use materials funds for non-materials expenditures—i.e., if those expenditures are included in “Other Operating Expenditures”— report 0. Include all Contract Binding expenditures – that is only contract expenditures for binding done outside the library. If all binding is done in-house, state this fact and give in-house expenditures in a footnote; do not include personnel expenditures in this question. Some computer hardware and software expenditures may be reported here if they are expended from collection funds. Question 8. Salaries and wages. Exclude fringe benefits. If professional, support staff and student salaries cannot be separated, check the Manual Override box and enter the total. Question 8c. Salaries and wages: Student Assistants. Report 100% of student wages regardless of budgetary source of funds. Include federal and local funds for work study students. Question 9. Other operating expenditures. Exclude expenditures for buildings, maintenance, and fringe benefits. Include computer hardware and software. Question 10. Fringe Benefits. Include here the dollar amount of fringe benefits. If fringe benefits are not paid from the library budget please provide an estimate. Use the institution’s official designated percent for your estimation. For example, if the library budget for salaries and wages is $2,000,000 and the official designated percent is 30%, multiply $2,000,000*.30 = $600,000 and report the estimated amount of $600,000. As another example, if the official designated percent is 30% for professional staff and 20% for support staff, estimate the dollar amount by multiplying the salaries for professional staff and the salaries for support staff with the appropriate percent and sum the totals. Question 11. Official designated percent. Please report here the official designated percent for fringe benefits for the institution. If the official designated percent is 30% for one type of employee and 20%

for another type, report here the designated percent for professional library staff. Please provide explanatory footnotes as needed. Question 12. Consortia/Networks/Bibliographic Utilities Expenditures from External Sources. If the library receives access to computer files, electronic serials or search services through one or more centrally-funded system or consortial arrangements for which it does not pay fully and/or directly (for example, funding is provided by the state on behalf of all members), enter the amount paid by external bodies on its behalf. If the specific dollar amount is not known, but the total student FTE for the consortium and amount spent for the academic members are known, divide the overall amount spent by the institution’s share of the total student FTE.

APPENDIX A (Added on 2/20/2016)

HeinOnline

Articles

Visits

Searches

Note: HeinOnline collections may vary by institution.

Westlaw

Number of student transactions:

Number of faculty transactions:

Note: Westlaw counts transactions as any of the following:

Running or modifying searches, including searches run in the Custom Digest, KeySearch, or the Table of Contents service

Retrieving documents using the Find service

Viewing the next document or previous document using the Previous Section and Next Section links

Retrieving documents using hypertext links, including documents displayed in the Link Viewer

Using KeyCite and the Table of Authorities

Running a search that retrieves no documents

Manually running a query in the WestClip Directory or the Docket Alerts and Tracks Directory

Returning to documents from a previous research trail

Session Transaction

Citator Transaction

Search Request Transaction

Command Execution Transaction Lexis

Total Searches

Bloomberg-BNA

Visits

Page Views

Note: Bloomberg Law usage statistics is not available from vendor. Note whether or not

Bloomberg-BNA subscription is accessible to entire University.

Gale Making of Modern Law Collections

COUNTER Database Report 1

Regular Searches

Searches – Federated and Automated

Result Clicks

Record Views COUNTER Book Report 2

Number of Successful Section Requests by Month and Title (Annual Total):

Note: Making of Modern Law Collections may vary by institution. Add up usage data for MOML I-VIII. If

the institution uses URLs with different location IDs, please count data for all location IDs.

ProQuest Congressional

COUNTER Database Report 1

Regular Searches

Searches – Federated and Automated

Result Clicks

Record Views COUNTER Book Report 2

Number of Successful Section Requests by Month and Title (Annual Total)

Note: Congressional collections may vary by institutions. Should we only count Congressional Base and

Index data?

We have:

Congressional Base

Congressional Index

Legislative Histories 1969-Present

Bills & Laws

Vote Report

Committee Prints & Msc Publications 1817-Present

Congressional Record Bound Edition & Predecessors 1789-Present

Congressional Record Daily Edition 1985 - present

CRS Reports 1916-Present

Hearings 1824-Present

House & Senate Documents 1817-Present

House & Senate Reports 1817-Present

Serial Set 1789-Present

Serial Set Maps 1789-Present

Executive Branch Documents 1789-1939

Executive Orders and Presidential Proclamations 1789-Present