No Crystal Ball
Planning for Certain Future Cuts When the Future is Uncertain
Paoshan Yue & Gail StantonUniversity of Nevada, Reno
2014 Charleston ConferenceNovember 7, 2014
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University of Nevada, Reno
State-funded public (land grant) universityFall 2014 enrollment of 21,206 (Headcount)
17,947 undergraduate students3,259 graduate students
145+ degree programs offered
Knowledge Center (a.k.a. Library)
Mathewson-IGT Knowledge CenterOpened doors August 11, 2008
Library material budget: ~$4 millionProvided (almost) equally by state fund and student tuition fees90% is spent on electronic resources
15 Subject Liaisons
Collections Expenditures 2007-2014
Annual Collections expenditures have declined overall by $350,000.
Uncertain Future
Upcoming Budget from Univ.
JunAprMarFebJanDecOctSepAugJuly Nov
May
Student Enrollment Numbers
Year-end One-timeMoney
Standing Orders
Inflation Rate
Demand Driven Acquisitions & Copyright Clearning Center Fees
Library Collections Budget FY 2014-15
Appropriation: $4,128,077.00
Expected Costs: $4,540,623.00
Deficit: $412,546.00
June 2014 Projection: Flat Collections Budget
Strategies FY2014-15
Upcoming Budget from Univ.
MayMarFebJanDecNovSepAugJulyJun Oct Apr
Student Enrollment Numbers
Year-end One-timeMoney
Comprehensive Journal Review
Journal Package Review
Database Review
Phase 1
Phase 2
Phase 3
Comprehensive Journal Review
Scope: All active individual journal subscriptions
Overlap with Other Sources
Total Cost (Print) > $400> $5/Use
Mono Series Cancelled
Total Cost (E) > $1,000
Used < 50/Year
A title was flagged for liaison review if it met at least one of these criteria.
Criteria set by Assistant Dean for Collections
Journal Review Process: Steps 1-3
ERAS Dept.• Compiled 2 master
journal lists w/ all the required data
• June 1 – July 7 2014
Liaisons• Reviewed their own
subjects and marked their decisions for First Cut
• July 8-21, 2014
AD + Liaisons• AD responded to
liaison decisions• Internal cross-
subject dispute phase
• Finalized a list of “Journals to be cancelled”
• July 22 – Aug 12, 2014
STEP 1 (~5wks)
STEP 2 (~2wks)
STEP 3 (~3wks)
Journal Review Process: Steps 4-7
ERAS Dept. • Prepared the list of
“journals to be cancelled” for the next “Campus Dispute” phase
• Aug 6-12, 2014
Faculty + Liaisons + AD• Faculty dispute
any of the titles on the “to be cancelled” list.
• Aug 13 – Sep 5, 2014
AD• Finalized the
journal cancellation list
• Sep 6 - 12, 2014
ERAS Dept.• Informed
vendors & publishers
• Sept 15 - , 2014
STEP 4 (~1wks)
STEP 5 (~4wks)
STEP 6 (~1wks)
STEP 7
Two Master Journal Lists : Rich Data
KEY! Make it easy for liaisons to review/decide
DATA GROUPS
REVIEW INDICATORS• Use <
50/Year• CPU > $5• Overlap, etc.
LIAISON DECISIONS• Decision
options• Liaison
comment
BASIC DATA• Cost, Use,
CPU• Subject• Title• Publisher
TITLE RELATIONSHIP• Order #• Family Check• Family Sort
TITLE LINKS• URL to look
up in E-Journal Portal
• URL to look up in catalog
ADDITIONAL DATA• Bib #• ISSN• Vendor
ADMIN DATA• ERAS use
only
Technical Talk
Data Source• ILS (III Sierra)• Vendor
journal renewal lists
• Usage Stats System
Computing • Excel• Access• SharePoint
Workflow Management• SharePoint
LIST database w/ multi-views
• Centralized data input by all
Communi-cation• LibGuide• SharePoint• Meetings
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Managing Workflow in SharePoint
The Rest of the Pie?
“After the cancellations, what journals do I still have in my subject areas? ” - Liaisons
A bigger context for liaisons:A complete list of all the full-text e-journals available to users, including back file and open access titles.A pivot table for all online journals by subject, allowing filtering journal titles across packages/platforms by subject
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Checking Pain Distribution
Proposed cancellations by liaison & subject
Comprehensive Journal Review Results
554 journal subscription cancellations340 Print journals214 Electronic journals
Achieved approximately $200,000 in savings
http://fox2now.com/2014/07/15/ui-could-request-4-percent-state-funding-increaese/
Highlights
Project completed in 3.5 monthsQuick turnaround for data gathering and data presentationCentralized SharePoint list database for workflow managementGood Communication & Cooperation from liaisons & faculty
Then… Surprises!
Enrollment in Fall 2014: a 9.5 % increase!
What does this mean to the collections budget?
A one-time additional fund for library collections!A 2.5% overall increase in library’s budget!
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In Response … Flexibility
Reduced pressure for journal package & database reviewsConsider wish lists for high-demand materialsGet users what we don’t have
Get It NowILL article borrowing requests
Challenges of the Current Methods
Communication with Liaisons & FacultyData challengesNot sure if savings will cover shortage during the process
Future Efforts
Incorporate collection review activities into regular workflows
Collection analysis: Assess impact of cancelled journals on ILL article borrowing requests: Wish lists for smart purchases
Start early if we need to do cancellation projects outside of regular workflows
Conclusion
Planning for certain future cuts?
It is a moving target!
Our approach?Establish a review systemRemain flexible
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Thank You!
Paoshan YueHead, E-Resources & Acquisition Services
Gail StantonContinuations Supervisor