UNCW Randall Library Collection Reductions and Interlibrary Loan

UNCW Randall Library: Collection Reductions and Interlibrary Loan: Supporting the Academic Core through a Library Fee Academic Affairs Coordinating Council October 10, 2011 Sarah Barbara Watstein, University Librarian Madeleine Bombeld. Assistant University Librarian Sherry Matson, Budget Manager

Presentation: Objective • Begin a conversation with the academic leadership • Educate the academic leadership as to the need for fee support • Present options for filling the void • Obtain approval to advance the fee or find funding through a source such as the Education and Technology fee

Presentation: Outline • • • Interlibrary Loan: current policy and activity for the past 3 years Fiscal overview of the cost of providing the service Distance Education Interlibrary Loan: service volume projections Environmental scans – ILL fees in our sister UNC libraries – ILL fees in our peers • Access in these times – ACRL Standards for Academic Libraries – SACS • Fee scenarios – Interlibrary Loan fee for service options – “Library fee” – Education and Technology fee options • Fee application: win/win for students, faculty and staff – Enhanced Interlibrary Loan – Supporting the most powerful learning experience

Randall Library: Interlibrary Loan Policy • All requests made through UNCW ILLiad, our ILL system • UNCW faculty, staff, and students may place requests • ILL locates and obtains research not available in the Randall Library collection • ILL costs are absorbed by Randall Library • http: //library. uncw. edu/policies/interlibrary_borrowing

Interlibrary Loan Activity: 3 Years of Data 29, 151 30, 000 25, 000 29, 086 21, 415 20, 000 16, 396 15, 292 2008 -09 15, 000 2009 -10 10, 346 2010 -11 10, 000 5, 399 6, 186 5, 022 5, 000 0 Total ILL Requests Total ILL Borrowing Requests Total UNC Borrower Requests

Interlibrary Loan: Fiscal Overview FY 2010/11 Supplies; $1, 188 Postage & UPS Expense; $25, 138 FY 2010/11 ILL Expenses Monthly OCLC Access Fee Borrowing & Lending Activity Postage & UPS Expense Supplies TOTAL 2010/11 Cost $21, 359 $12, 344 $25, 138 $1, 188 $60, 029 Monthly OCLC Access Fee; $21, 359 Borrowing & Lending Activity; $12, 344

Interlibrary Loan: Into the Mix. . . Distance Education • • • Randall Library currently defines distance education students as those enrolled in the Onslow County Extension Program, RN Access Program, and all other programs defined as Distance Education by UNCW ILLiad distance education requests – An average increase of requests from students identifying themselves as distance education students • During the 2008/09 academic year ILL processed 96 requests from distance education students while 153 requests were processed during the 2009/10 academic year • There was a slight decrease during this last academic year, 2010/11 with 145 requests processed • These figures are not 100% accurate and reflective of distance education requests however since some requests coming from distance education students were cancelled in ILLiad but the article was sent to the student. There is no way to identify those requests and they are not reflected in the number of requests from distance education students Projected increase of requests from distance education students – As more and more on-line courses are added to the curriculum and students spend less time on campus, demand for “delivery” of materials will increase

Interlibrary Loan: Service Volume Projections • Randall Library materials budget reduced by 15. 8% • Collection reduction cuts made in databases and journal packages • Cuts will impact teaching, research, and access to materials • The Library’s informed projection is for a dramatic increase in ILL requests for articles from resources that have been cut

Interlibrary Loan: Environmental Scan - - UNC Libraries • There are 17 UNC Libraries participating in ILL • UNC Libraries do not charge each other for ILL • 12 UNC Libraries absorb the total costs of ILL borrowing • 5 UNC Libraries charge their patrons for charges incurred with ILL borrowing

Interlibrary Loan: Environmental Scan - - Peers • There are 17 new peers • 13 do not charge for Interlibrary Loan • Of those 13, 7 have some fees for overdues, items not picked up, or items over a certain cost • The remaining 4 libraries charge patrons what the cost is to borrow

Interlibrary Loan: Environmental Scan - - Peers • California Polytechnic State University-San Luis Obispo - - free to users • California State University-Chico - - if there is a charge it’s $5 per article and $10/book • University of Northern Iowa - - charge for photocopy fees, books charges passed on to faculty/staff • Murray State University - - fees passed along to patron, must be paid by the due date of material, overdue charge of $75 if material is 21 days overdue

Interlibrary Loan: Environmental Scan - - Peers con’t. • Towson University - - usually free, if there is a high number of requests or a very high charge from lending library either the individual or department may be charged • Truman State University - - no charge • Rowan University - - no charge • The College of New Jersey - - free of charge but $5. 00 fee if item is not picked up • College of Charleston - - free unless copyright charge exceeds $50, or if there are fines/fees or replacement costs charged by the lending library

Interlibrary Loan: Environmental Scan - - New Peers con’t. • University of Maryland-Baltimore County- - no fees • University of Maine Orono - - not usually • The University of Texas at Dallas - - usually free but any charge goes back to patron • James Madison University - - free up to $45. 00 • Western Washington University - - fine of $5 for any item not picked up; fines are charged as are replacement costs • University of Wisconsin-Eau Claire - - no charge except overdue fees • SUNY at Binghamton - - will charge back any costs over $20, overdue and lost fees assessed • College of William and Mary - - no charge

Interlibrary Loan: Access - - ACRL Standards • ACRL Standards for Libraries in Higher Education – Principles • Discovery: Libraries enable users to discover information in all formats through effective use of technology and organization of knowledge. • Collections: Libraries provide access to collections sufficient in quality, depth, diversity, format and currency to support the research and teaching missions of their institution.

Interlibrary Loan: Access - - ACRL Standards • Performance Indicators • Collections – Libraries provide access to collections aligned with areas of research, curricular foci or institutional strengths. – Libraries provide collections that incorporate resources in a variety of formats, accessible virtually and physically. – Libraries build and enhance access to unique materials with rich, accessible, digital collections. – Libraries have the IT infrastructure to collect, organize, provide access to, disseminate, and preseve collections needed by users.

Interlibrary Loan: Access - - SACS • Principles of Accreditation – CR 2. 9 • The institution, through ownership or formal arrangements or agreements, provides and supports student and faculty access and user privileges to adequate library collections and services and to other learning/information resources consistent with the degrees offered. Collections, resources, and services are sufficient to support all its educational, research, and public service programs. (Learning Resources and Services)

Interlibrary Loan: Access - - SACS con’t. • 3. 8. 1 The institution provides facilities and learning/information resources that are appropriate to support its teaching, research, and service mission. (Learning/information resources)

Interlibrary Loan Scenarios: Fee for Service Options 1. Fee for service passed along to customers of ILL once a certain level of requests is reached 2. Fee for service passed along to customers of ILL once a certain dollar amount is reached 3. Fee for service passed along to all customers placing requests 4. Fee for service passed along for all ordered but unpicked up requests

Interlibrary Loan Scenarios: Library Fee • Across-the-board dedicated new fee supports: – ILL services enhanced for all with services such as “Get It Now” and Ingram’s Digital e-book lending services – “Get it Now” service offers rapid turn around of article delivery, with 24 hour turn around time but 2 -4 hour delivery most common – Ingram’s Digital e-book lending offers short time access e-books through its My. ILibrary program

Interlibrary Loan Scenarios: Education and Technology Fee Options 1. Increase Ed & Tech fee by $5 per student to $402. 50 – $5 X 11, 450 (enrollment) = $57, 250, our current yearly cost for Interlibrary Loan 2. Increase Ed & Tech fee by $7. 50 per student to $405. 00 – Projected generated income = $85, 875 – Income would cover current Interlibrary Loan costs and allow for increases in usage 3. Redistribute a portion of the existing Ed & Tech fee to cover costs of doing business+

Enhanced Interlibrary Loan: Win/Win for Students, Faculty and Staff • Implement of “Purchase on demand” system that gets materials users want quickly and increases the likelihood that the materials circulates again • Implement of the “Get It Systems Toolkit” that optimizes acquisition and ILL services to bring materials requested by the users to them more quickly • Participate in the World. Cat Knowledge base program to increase visibility of local holdings to our own library users and other libraries so that we can lend more efficiently and therefore borrow more efficiently • Implementing these systems gives ILL tools with which to be more accurate and responsive to requests

Supporting the most powerful learning experience: Enhanced Interlibrary Loan • Achieve ambitious service goals • Fast turnaround time • Accurate fulfillment of requests • Remain free

For Further Reading: 1996 • Why 1996? Increasing availability of discovery tools+ • Kilpatrick, T. L. & Preece, B. G. (1996) Serial cuts and Interlibrary loan: filling the gaps. Interlending & Document Supply, 24(1), pp. 12 -20. doi: 10. 1108/02641619610155102. • Welch, J. M. (1996) Is there life after serials cancellation? The Bottom Line: Managing Library Finances, 9, pp. 18 -20. doi: 10. 1108/08880459610116247

For Further Reading: Select Current References • Mason, M. K. (2011) Document Delivery: Panacea for the Crisis in Science Serials. http: //www. moyak. com/papers/document-delivery -science. html doi: 10. 1108/08880459610116247 • Scudellari, M. (2010) Library cuts threaten research, The. Scientist: , Magazine of the Life Sciences, September 28. http: //classic. thescientist. com/news/display/57728/ • Walsh, W. and Walsh, F, (2009) An Examination of Lending Fees at Thirty Academic Libraries in the Southeast, University Library Faculty Publications. Paper 52, . http: //digitalarchive. gsu. edu/univ_lib_facpub/52

Next Steps: Fee Option Exploration • Develop charge and establish Work Group (October) • Data collection: Fall 2011 – Spring 2012 • Option exploration and assessment (November – January) • Business plan development for priority options (February – March) • Review with the Vice Provost (April) • Vice Provost presents to the Provost (April) • Follow up with the ACC (May)

Q/A Madeleine Bombeld, Assistant University Librarian bombeldm@uncw. edu Sherry Matson, Budget Manager matsons@uncw. edu Sarah Barbara Watstein, University Librarian watsteins@uncw. edu