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2nd Marina G. Dayrit Lecture Series 2016
Collection Analysis and Evaluation: Fundamentals of Collection-Centered Assessment Techniques
March 11, 2016 Ateneo de Manila UniversityLoyola Heights, Quezon City
Marilou N. Andres
Philippine Association of Academic/Research Librarians, Inc.(PAARL)
Outline Rationale Different collection-centered assessment
techniques Framework of identifying useful data for collection assessment Preparation of collection assessment studies/reports
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The Collection Development Process
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intended curriculum
implementedcurriculum
attained curriculum
G A P
managementof research
& instructional
materials
COLLECTION ANALYSIS
techniques in
evaluation
statusof
collection
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Assessm
ent
• examines or describes collections either in their own terms or relative to other collections and checklists.
Evaluation
• determines how well the collection supports the goals, needs, and curriculum of the parent organization.
COLLECTION ANALYSIS
(Johnson ,2009)
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Collection Assessment1. Analyzing what you have
a. How much?b. How old?c. How does it compare to others?
2. Analyzing how it is useda. Circulation/in-library useb. Comparing usec. Electronic counting-website, databases
(Kachel, D. E.)
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“Culture of Evaluation”
Way to demonstrate Relevance Value Impact
Considered from the view of: Users Stakeholders
Lakos, A. & Phipps, S. (2004)
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A mechanism to determine:
If the collection is meeting its objectives How well it is serving its users In which ways or areas it is deficient, and
what remains to done to develop the collection
If selectors are performing their responsibilities effectively
How to allocate collections/access funds
(Johnson ,2009)
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Who is the audience? Accreditation agencies Parent organization (administration,
board, senior management) Library administration Selector User community or communities Consortial partners
(Johnson ,2009)
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Collection-based Measures Look at:
Size Growth Coverage (depth, breadth, balance)
(Johnson ,2009)
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Misconception A “balanced” collection means having
resources on every topic.Does NOT Mean:
• You purchase a few resources on every topic known to mankind
•Replacing each weeded title with something on the same topic (1 to 1 replacement)
•Purchasing resources “just in case” there might be a need
Does mean:
•Having a balance of opinions on controversial topics studied in the curriculum
•Representing diversity in the topics collected- includes “ethnic and racial backgrounds, age, physical and cognitive abilities, family status, sexual orientation, socioeconomic status, religious and spiritual values, and geographic location.”
(Kachel, D. E.)
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Collection-based Measures
Checking lists Evaluating the collection directly Comparative statistics Application of collection standards
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Research MethodsQualitative Research
- A process of inquiry that draws data from the context in which events occurs . . . using induction to derive possible explanations based on observed phenomena. Gorman and Clayton (2005)
Quantitative Research -Involves the collection and analysis of data that is quantifiable.
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DifferencesQualitative Quantitative
Strengths Weaknesses
Count things (Titles, Circulation transactions, Expenditures, E-metrics, ILL transactions, Ratios
Provides context Offers a way to understand the attitudes that inform the statistics
Online or printed surveysInterviews (structured or unstructured) ObservationFocus groups
(Johnson ,2009)
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Commonalities
Qualitative (non-numerical)
Quantitative (numerical data)
• Logic of triangulation• Qualitative research
facilitates quantitative research
• Quantitative research facilitates qualitative research
• Provide a general picture• Researchers' and
subjects' perspectives Hughes, C.
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Different collection-centered assessment techniquesMethod Technique
Use and user Centered Collection-Centered
Quantitative Interlibrary loan statistics Collection size and growthCirculation statistics Materials budget and growthIn-house use statistics Collection size standards and formula
Qualitative User opinion survey List checkingFocus groups Citation analysis
Direct collection checking Commercial ProductsCollection mapping
(assigning conspectus levels)
Evans, (2012), Gregory, (2011), Johnson (2009)
STANDARDS FOR LIBRARY COLLECTION IN ACADEMIC LIBRARIESPAASCU
RequirementsPACU-COA
RequirementsAACCUP
RequirementPAARL
RequirementsCHED
Requirements
Basic book collection of 6,000 well selected titles with an enrollmentof 500 or less to supportits educational programs
Core book collection of 5,000 titles for a college and 10,000 for a university● A quality core book collection of 10,000 titles is maintained*
Core collection of at least 5,000 titles for a college and 10,000 for a university
Core book collection of 5,000 well selected titles for college libraries and 10,000 for university libraries
Minimum of 2 selected titles should be provided for every student
Minimum of 5 professional titles per student*;
3-5 book/journal titles for each professional subjects
Minimum of 5 professional titles per student shall be provided
Book Ratio 2- 5 titles per professional course
For reserve books, 1 copy for every 30 students
For reserve books 1 copy per 25 students For reserve books 1 copy per 25 students
The provision of textbooks is not theresponsibility of the library but a maximum of 5 copies of frequently used materials shall be provided● For reserve books, 1 copy per 25 students
Periodicals (local and foreign)50 titles – 1,000 enrollees75 titles – 1,001-3,000 enrollees100 titles – 3,000 and more● Every major field should be covered adequately by relevant and appropriate journals and periodicals
Periodicals (local and foreign)50 titles – 1,000 enrollees75 titles – 1,001-3,000 enrollees100 titles – 3,000 and more● For every major field-6 titles of undergraduate concentration in the major field-6 titles for graduate course-10 titles for doctoral course● Core periodical/journal collection of at least 100 titles are provided*
Periodicals (local and foreign)50 titles – 1,000 enrollees75 titles – 1,001-3,000 Enrollees 100 titles – 3,000 and more● Every major field should be covered by at least 3 titles of undergraduate concentration of majorsubject field, 6 titles of graduate concentration and 10 titles of doctoral work or equivalent
3-4 professional journals
Obille, K.L.B. (2007). An Evaluation of standards for academic libraries in the Philippines. Journal of Philippine Librarianship, 27(1&2), 109-150AACCUP Survey Instrument
COLLECTION MAPPING
• EXISTING COLLECTION
Input
• COLLECTION MAPPING
Process
• COLLECTION DEVELOPMENT POLICY
Output
Elements in common
1. Subject based rather than descriptive of total.2. Number of items.3. Type or formats represented.4. Age of items – mean, mode, medium.5. Level, scholarship or audience for items.6. Means of identifying appropriateness.7. Necessity to view the collection –shelf scanning viewed as essential.
(Bushing, 2005)
Appropriateness determined by . . .
1. Comparison with other similar or ideal library collections.2. Comparison with standard lists, bibliographies.3. Relation to mission of the library.4. Use statistics where applicable.
(Bushing, 2005)
3 Basic Assumptions About Collections that Relate to Collection Mapping
The collection should have breadth
It should have depth based on the needs of your students and teachers
The collection should be well understood in order to be effectively developed and used.
(Lamb and Johnson, 2014)
Collection maps are used for many collection-related projects
showing strengths and weaknesses in the collection evaluating whether the strengths of the collection match
the curriculum focus tailoring purchasing decisions planning for future directions suggesting areas of weeding demonstrating areas of need and areas of excellence developing short and long term goals building a budget plan to match curriculum goals creating selection procedures that material collection
goals(Lamb and Johnson, 2014)
What is a base collection and core collection?
BASE• number of works
recommended for a minimal level collection
CORE• associated with specific
titles
(Lamb and Johnson, 2014)
Procedure for Collection Mapping
Divide the total size of the collection by the number of students in the school
Divide the total size of each emphasis collection by the number of students and chart the resulting
items/student on a collection map
Decide which specific emphasis collection
Decide the general emphasis collections
http://libraryadmin.wikispaces.com/Collection+Mapping
Conspectus: a step in the evolution
• strengths of the collection
• acquisitions commitment
Input
• assessment
process• desired collecting
intensity
output
How are results analyzed?
• examine to determine if the collection is evenly distributed
• consider limiting selection• develop promotional strategies
strength
• Select from retrospective selection bibliographies
• Watch for new itemsweakness
• Circulation statisticsCOMPARE
http://libraryadmin.wikispaces.com/Collection+Mapping
Benefits of Conspectus a standard means of describing current collection
strengths a standard means of describing future collection
intentions assistance with collection rationalization by informing
librarians who else is collecting in a particular subject area assistance with resource sharing by listing collection
strengths for user who may then visit other libraries, and for library staff, as a guide to interlibrary loans
assistance with the prioritization of materials for preservation activity, and recording of these priorities.(Clayton ,2001)
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Collecting LevelsCollection depth indicators
Information Level Definition
Collecting Level Conspectus
A 5 Comprehensive A collection in a specifically defined field of knowledge that strives to be exhaustive, as far as isreasonably possible (i.e., a "special collection"), in all applicable languages.
B 4 Research A collection that contains the major published source materials required for doctoral study andindependent research
C 3 Study
Collections that provide information about a subject in a systematic way, but at a level of less than research intensity, and support the needs of general library users through college and beginning graduate instruction
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Collection depth indicatorsInformation Level Definition
Collecting Level Conspectus
D 2 Basic
Collections that serve to introduce and define a subject, to indicate the varieties of information available elsewhere, and to support the needs of general library users through the first two years of college instruction
E 1 Minimal Collections that support minimal inquiries about this subject
O Out of Scope Library does not intentionally collect materials in any format for this subject.
http://www.ifla.org/files/assets/acquisition-collection-development/publications/gcdp-en.pdf
SAMPLE OF CONSPECTUS WORKSHEET FOR BUSINESS AND ECONOMICS
LC CLASS(Dewey Dec.)
Subject Group Collecting Levels and Language Coverage
Comments
ECS CCI DCI
HD4801-8942(331)
HFI-4050(380-382)
HF5001-6351(650-659)
HG(332)
Labor
Commerce
Business
Finance
2
2
2
1
2
2
2
2
2
3
2
2
Good GDoc Collection; Meets most needs
Ave. Copyright 1979;Good GDoc CollectionLow circ., low demand
47% Coverage/BPI30% Harvard Core List;High use/demand
Ave. Copyright 1981;Low use/demand
(Wood and Strauch)
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Conspectus experience . . .Like collection policies, the process is as valuable as the end product.
– Discussing the appropriate data & gathering it.– Sorting out the differences in information cultures
from discipline to discipline, from subject to subject.– Deciding upon appropriate segments or subjects for
mapping.– Identifying consistent vocabulary, codes, & notes.
The process is adaptable for every size & type of collection.
(Bushing, 2005)
End results & benefits of mapping
Extensive knowledge of collection details & character. Clarity of purpose. Identification of “problems” to be resolved. Evidence that can be communicated to others. Documentation for policy decisions. Staff with in-depth knowledge of discipline specific information
cultures. Confidence in making day-to-day decisions regarding information
resources.
(Bushing, 2005)
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Evaluating Electronic Resources
Data elements
No. of sessions
No. of Queries
No. of Menu selections No. of full-
content units
examined
No. of turn-aways, peak simultaneou
s users
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Where to start? Define the question or problem Determine metrics to use Decide:
Where to locate the information Who will collect the information Who will analyze and report the information Who will act on the information
Framework of identifying useful data for collection assessment
Problem Technique Data needed1. Profile of the collection
List checking Collection profiling (Inventory)
2. Compare collection profile and bibliographies
Bibliographies by recognized subject experts, catalogs of libraries with strong collections in the area, or standard lists in a discipline.
Customized list may be prepared by compiling references from a number of authoritative sourcesCollection profiling (Inventory)
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List Checking
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Framework of identifying useful data....Problem Technique Data needed
1. Profile of the collection
Citation analysis: books
Collection profiling
2. Compare collection profile and bibliographies
List of the bibliographic references that have been cited by researchersList of references to monographs representing the materials that should be available in a research-level toxicology collectionCirculation dataCollection profiling (Inventory)
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COLLECTION EVALUATION AND DEVELOPMENT USING CITATION ANALYSIS TECHNIQUES
Elizabeth Fuseler- McDowellColorado State University Libraries
Fort Collins, Colorado
Objectives:1. Gather data for better collection management decisions;2. Assess how well collection meets user needs;3. Act as a check on the implementation of collection
development policies;4. Review performance of current collection management
policies;5. Reduce the inherent subjectivity of the selection/deselection
process.
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Framework of identifying useful data....Problem Technique Data needed
1. Profile of the collection
Citation analysis: journals
Cost-effectiveness factor
a. Subscription costs
b. Circulation data compiled for a
specified time period.
c. List of serials, ranked by annual
cost
2. Compare cost-effectiveness and impact factor
Impact factor (impact factor, along with other data, can be found in ISI's Journal Citation Reports (JCR). List of serials
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Framework of identifying useful data....
Problem Technique Data needed
Profile of the collection
Direct collection checking
Collection profilingShelf-list title countSubject heading on the local catalogCirculation recordsDetailed information about imprints-age, language of publication, percentage of duplication, and subject coveragePercentage of holdings by call number, by copyright date
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Framework of identifying useful data....Problem Technique Data needed
1. Profile of the collection
Commercial Products
Collection profiling (Inventory)
2. Compare collection profile and analysis tool
Collection analysis tools
-WorldCat Collection
-Bowker’s Book Analysis System
- Ulrich’s Serial Analysis System
-Follet Library Resources’ Title Wise
- Sagebrush BenchMARC
- Spectra Dimension (Comparative Study) Comparative Statistics and Collection Profile Gap Analysis
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Journals: Ulrich's Serials Analysis System
Wiersma, Gabrielle (2010). Collection Assessment in Response to Changing Curricula: An Analysis of the Biotechnology Resources at the University of Colorado at Boulder. Retrieve from http://www.istl.org/10-spring/refereed1.html
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Journals: Ulrich's Serials Analysis System
Wiersma, Gabrielle (2010). Collection Assessment in Response to Changing Curricula: An Analysis of the Biotechnology Resources at the University of Colorado at Boulder. Retrieve from http://www.istl.org/10-spring/refereed1.html
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Collection Profile using Spectra Dimension
Wiersma, Gabrielle (2010). Collection Assessment in Response to Changing Curricula: An Analysis of the Biotechnology Resources at the University of Colorado at Boulder. Retrieve from http://www.istl.org/10-spring/refereed1.html
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Collection Profile using Spectra Dimension
Wiersma, Gabrielle (2010). Collection Assessment in Response to Changing Curricula: An Analysis of the Biotechnology Resources at the University of Colorado at Boulder. Retrieve from http://www.istl.org/10-spring/refereed1.html
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Gap Analysis in Spectra Dimension
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Framework of identifying useful data....Problem Technique Data needed
1. Profile of the collection
Collection mapping
Collection profiling (Inventory)
a. Number of items in the collection treating the general topic
b. number of items in the collection treating the specific topic.
2. Compare collection profile and analysis tool
Student population
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Framework of identifying useful data....Problem Technique Data needed
1. Profile of the collection
Collection mapping
Collection profiling (Inventory)
a. Number of items in the collection treating the general topic
b. number of items in the collection treating the specific topic.
2. Collecting Level (Conspectus)
Strengths of the collectionAcquisition Commitment
3. Total size of the collection by the number of students in the school
Results of assessment (Problem No. 2)Student population
Preparation of Collection Assessment Studies/Reports
Set purpose and objectives
Review previous research
Select data to be collected and methodology
Select population sample
Carry out a pilot study
Collect and analyze the data
Facilitate replication Clayton (2001)
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References: Clayton, Peter. Managing Information Resources in Libraries: Collection Management in Theory and Practice. London:
Library Association Publishing, 2001.
Evans, G. Edwards. Collection Management Basic. 6th ed. California: Libraries Unlimited, 2012.
Gregory, Vicki L. Collection Development and Management for 21st Century Library Collections: An Introduction . New York: Neal-Schuman Publishers, Inc., 2011.
Gorman and Clayton (2005). Qualitative Research for the Information Professional: A Practical Handbook, 2 nd ed. London: Facet.
Hoffman, Frank and Wood, Richard. Library Collection Development Policies: Academic, Public and Special Libraries. Maryland: The Scarecow Press, Inc. 2005.
Hughes, Christina. Qualitative and Quantitative Approaches to Social Research. Retrieve from www2.warwick.ac.uk/.../researchprocess/quantitative_and_qualitative_ap
IFLA. Guidelines for a Collection Development Policy Using the Conspectus Model http://www.ifla.org/files/assets/acquisition-collection-development/publications/gcdp-en.pdf
Johnson, Peggy. Fundamentals of collection development and management. 2nd ed. Chicago: American Library Association, 2009.
Johnson, Peggy. Collection Analysis: Overview. Retrieve from www.ala.org/alcts/sites/ala.org.alcts/files/content/events/.../Johnson.ppt
Kachel, Debra E. Collection Evaluation: Knowing What You Have and What You Need, 2011. Retrieve from https://www.webjunction.org/content/dam/.../ParticipantsDirections.pdf
Lakos A., Phipps S. Creating a culture of assessment: A catalyst for organizational change. Portal: Libraries & the Academy , 2004
Wood, Richard J. and Strauch, Katrina. Collection Assessment: A Look at the RLG Conspectus. New York: Haworth Press, 1992.
IFLA. Guidelines for a Collection Development Policy Using the Conspectus Model http://www.ifla.org/files/assets/acquisition-collection-development/publications/gcdp-en.pdf
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Thank you very much