Academic Library Case Study

Academic Library Case Study (pg. 164-165)

1. Identify Stakeholders a. Students: have to do what’s in the best interest of the students b. Professors and Faculty: It is their responsibility to help the librarians analyze the collection and determine the best course of action of where library materials should go. c. Librarians and other library staff: Run reports, analyze input from faculty and students, also need to be aware of possible job loss. d. University Officials: Money allocations need to be reassessed as well as the utilization of space. e. Alumni/Donors: donors to MNH might no longer donate money to the University with the closing of the MNH. University needs to work on other ways to bring that money back in. f. Community: Loss of resources that the MNH had available. Also loss of administrative, custodial, and clerical jobs that the MNH library had to offer the community. g. Museum Staff: If some of the MNH collection is transferred to the Museum, they have to make arrangements to handle the increase of materials. h. Biochemistry Library: Also has to make arrangements for transfer of materials from MNH. i. Entomology, Fisheries, and Wildlife Library: Also has to make arrangements for transfer of materials from MNH. 2. Analysis of Collection a. Duplicate serial subscriptions should be cancelled. b. The superseded editions of reference materials should be offered to faculty and their respective departments. If unwanted, try to sell or recycle the materials. c. The materials that are duplicated in the EFW Library can be given to the Biochemistry Library or sold/recycled depending on the space allotment in the Biochemistry Library. d. The remaining collection will be analyzed based on subject areas. It must be determined if the materials would be better served in the EFW Library or the Biochemistry Library. If the subject area is determined to be a benefit to both libraries a sub-committee made up of faculty and librarians will be created to analyze such materials on an individual basis. e. The serials and monographs budget will be equally divided to the EFW and Biochemistry Libraries and the Museum of Natural History. f. Serials dated 1962 and before will be given to the Museum upon their request.

g. Materials will be evaluated on their uniqueness and rarity to other libraries nationwide and internationally. h. No materials will be purchased with the budget allocated for the current academic year. This budget will be used to hire more student workers to help with the transfer process. i. For the actual physical transfer of materials, volunteers will be requested from the student and community populations. 3. Communication Needs a. A library closing committee needs to be created. This committee should consist of: i. Faculty members of both the College of Biological Sciences and the College of Natural Resources. ii.Librarians from MNH, EFW, and the Biochemistry Library iii.University officials iv.Students from affected departments v.Museum curators and officials b. A listserv of a wiki would serve as a good outlet for communication of this issue. 4. Timeline a. July 1: Closing of the MNH is announced b. July 15: Creation of closing committee and appointment of members c. July 25: Reports are created about materials and duplicates from the other libraries on campus d. August 1: Cancellation of duplicate serial subscriptions e. August 7: If the CBS, CNR, EFW Library, Biochemistry, Museum of Natural History or any other group on campus wants specific materials from the MNH, they must submit it in writing detailing the materials requested and the reason it would benefit their department, library or group. f. August 14: Superseded reference materials will be offered to faculty members. Leftovers will try to be sold or recycled. All materials that need to be recycled will be picked up by December 1. g. August 20: Report that details the subject headings and general areas that the MNH materials fall under. i. If materials fall under the Biochemistry Library, EFW, or Museum will be designated by a sticker system. The physical work of apply stickers to the collection will be completed by the student workers. h. September 1: Materials that are left undetermined by the subject report will be analyzed by the above mentioned sub-committee. This process will be completed no later than November 1. i. September 15: Serial materials that will be given to the Museum will be transferred over in three waves starting on Sept. 15, October 15, and

November 15. This will give the museum a cushion to add the materials to their system. j. September 20: A sub-committee will be created to handle the selling, donating, and disposing of all shelving, desks, chairs and other furniture that will not remain in the MHN Library area after the closing of the library. k. September 30: Duplicate materials that are also available in the EFW will be offered to the Biochemistry Library and other libraries on campus. They must decide if they want any of the materials by this date. i. These materials will also be designated by the sticker system. l. October 10: All remaining materials will also be analyzed on the basis of their uniqueness. If it is determined that the MNH holding of a material is one of the few in the world/country it will automatically be kept and depending on its rarity given to the Museum or appropriate libraries. m. October 15: Second wave of serial transfers to the Museum. n. November 1: All materials that were analyzed by sub-committee will be decided upon and the sticker system will be completed. o. November 15: Third and final wave of serial transfers to the Museum will be completed. p. November 30: A complete list of materials that will be given to all libraries and departments will be compiled and given to the respective people. q. December 5: All miscellaneous-sticker marked materials will be withdrawn from the MNH system and removal of all MNH distinguishing markings will be removed from materials that will be transferred to other departments, faculty, and groups on campus. These materials will be placed in boxes and notifications will be sent to the respective parties informing them that the materials are ready and must be picked up by January 14. r. December 10: Materials will be withdrawn and all MNH distinguishing markings will be removed from all Biochemistry-sticker marked materials and placed in boxes. s. December 31: Materials will be withdrawn and removal of all MNH distinguishing markings will be removed from all EFW-sticker marked materials and placed in boxes. t. January 1-14: All boxes will be delivered to the EFW library and the Biochemistry Library. 5. Three largest problems a. Deciding which department/library will get materials. b. Sticking to the timeline c. Finding volunteers and getting the committee members to do what is asked of them.

Executive Summary

Stakeholders Students Professors/Faculty Librarians/Library Staff Alumni/Donors Community Museum Staff The other libraries Analysis of Collection and Handling Canceling duplicated serial subscriptions Weeding thoroughly to avoid duplication of effort Subject-area analysis and distribution Appropriate material given to MNH Communication Form a committee to handle appropriate communication with stakeholders to assure buy-in Timeline

July 1: Announce library closure August 1: Cancel duplicate serials subscriptions August 14: Materials sale of weeded material open to general public September 15: Begin moving serials material January 1-14: Complete the move Areas of Concern Which department will receive what materials Adhering to the rigorous timeline Stakeholder buy-in Communication