CML Annual Reports for FYs 2002 and 2003

 

 

Mission Statement

The Library promotes the educational and research missions of Indiana State University
by providing the collections, services and environments that lead to
intellectual discovery, creativity, and the exchange of ideas.

The Library serves as an information gateway to resources 
around the state, nation, and the world.

ISU Library Vision Statement

Indiana State University Library strives to become an innovative and creative partner in advancing the teaching, research, and service missions of the University. The Library will accomplish this by:

 

 

 


 

 

Highlights of Teams/Departments

 

Administration

 

            The two years of this annual report represent a time of transition for the Library at ISU.  The Library was continuing its evolution to a team organization; There was a search in place for a new Dean of Library Services that culminated in a new Dean coming on board in April, 2003; The Library was separated from the Office of Information Technology, its former partner under the Information Services umbrella; The wireless LAN that had been in place (the first on campus) was upgraded to the rest of campus that became wireless the summer of 2003; and Collaborative Workstations that were tested in 2002 were increased in 2003; and the discussions about having a coffee shop in the Library actually happened in the fall of 2003.  This interim time, while a time of transition, was not a time of status quo as many things were going on that kept the Library the vital and dynamic place that ISU has come to expect of us.  Other achievements are detailed in this report from the individual teams and departments as follows.

 

 

ADA Compliance Team

In FY 2002

 

In FY 2003

 

 

Systems Team

In FY 2002

 

Stanley Adamson:

 

Paul Asay:

 

 

Ginger Garvey and Dara Middleton:

 

 

Public Relations Team

In FY 2002

The Library Open House was a success with many staff participating and with excellent response from the students. "Passport To The World" proved to be an overwhelming success.  The PR Team and other volunteers passed out approximately 700 gift bags from the Library plus hundreds of bags of cookies both during and after the gift bags ran out.

 

 

In FY2003

“Welcome Back” to the ISU Library was planned for Wednesday, September 4, 2002 from 10:00 a.m. to 2:00 p.m.

Karen Evans, coordinator of the event, decided the plan for the event would be the same format as last year with the added idea of showing the students the different databases. The PR Team’s assistance was asked for promoting this event.  A Statesman ad was placed and posters were distributed to different areas of the campus. There were games and prizes for the campus community. The local TV station WTWO provided TV coverage of the event.

 

Planning for the Library’s 30th Anniversary: Betsy Hine is the committee chair for this event.  A 30th Anniversary committee was formed. This committee will be composed of some members of the retired library staff, the Friends group, library personnel, the University Archivist, Susan Davis, and a couple of community people.

 

Black History Month Web Page: The PR Team is very pleased with the results of the statistics for our Black History Month Web Page.  The site was an excellent resource for our patrons.  David Kaunelis and Valentine Muyumba have included this site as part of DION.  February’s ISU pages statistics for “The Black History Month” website show the site was ranked 43rd with 290 hits.

 

New Dean’s Reception: The library’s administration office staff planned Dean Myrna McCallister’s reception.  The dean’s starting date was April 1, 2003, the same day as the Authors and Artists Reception.

 

Homecoming 2003 Plans: Library is planning to set up a display in a tent at Homecoming on October 25, 2003.  Plans were made to have our annual special issue of the CML’s Newsletter available at the Alumni Tent.

 

Conferences Held at Cunningham Memorial Library:

GLUGM: Thursday, October 3rd and Friday, October 4th, 2002 The Streaming Media Team Presentation done at GLUGM was so well received that they were asked to present at VUGM 2003.  The Streaming Media Team took the “show” on the road to VUGM in Chicago in April 2003 for a 2-day conference.

 

The Women’s Division of ILF (Indiana Library Federation):  The conference was held at HMSU Thursday, Nov. 7, 2002.

 

OVGTSL (The Ohio Valley Group of Technical Services Librarians) Conference: The conference was held May 14-16, 2003. Valentine Muyumba was the coordinator of the conference.

 

Publications:

“Library In A Minute” was revised and published again this year by the PR Team.

“How To Get Help” was revised and published again this year by PR team member Jean Flak.

Library Mosaics and Indiana Libraries published articles regarding ISU’s PR efforts written by Carol Jinbo and Jean Flak.  Karen Evans published an article about the CML’s “Welcome Back Students” program in the same issue of Indiana Libraries.

Library Newsletter for University:  “What’s New at the Library 2002” was reviewed and put on the web.  Each member of the PR Team wrote a section of “What’s New at the Library 2002.”  The newsletter and letter from Dean Betsy Hine for the faculty was sent out Monday, August 19th, 2002.  A global with a clickable link for the newsletter was sent out to the campus.

 

Visitors To Library:

Chinese Delegation: Karen Evans and Carol Jinbo gave a tour of the library to visitors from Liaoning Normal University in Dalian, China.

Another Chinese Delegation from Liaoning visited the campus; Steve Hardin and Carol Jinbo gave the group a tour of the library.

A Thai Delegation visited the library October 23, 2002 and Dave Kaunelis conducted an instruction session in the lab.  The delegation was from the same university as our visiting librarians, Phot (Voraphot Veraphlin) and Nong (Wannarat Bunchongkien).

 

PR Team’s Charge: The Public Relations Team promotes and publicizes all Library related communications to the University and local community in cooperation with Library teams and University departments as needed.

 

Team Evaluation: Evaluation Assessment Tool:  The PR Team members volunteered to do an assessment of our team to help test the evaluation tool that is online. 

 

Collaboration With Streaming Media Team: The Streaming Media Team made a video for the Authors and Artists Reception. Once the video was made it was linked to the library’s homepage.

 

National Library Week (April 6-12) was celebrated in conjunction with the Authors and Artists event.  There was a banner, bookmarks, and a streaming video presentation.

 

Collaborative Learning Stations: Betsy Hine asked the Streaming Media Team to have a 5-minute streaming media video presentation about the collaborative learning stations for an ISU Board of Trustees meeting and suggested that a copy be given to Dr. Bentil, Dean of the Graduate School because he is interested in the collaborative learning stations as a recruiting tool.

 

Dave Kaunelis and Judy Tribble will be presenting the video to the School of Business and the School of Nursing in the fall 2003.  This venture is to bring groups to the library so they may work together using the technology we have made available to them.

 

 

Government Documents Team

 

In FY 2002

Indiana State University Library has been a Federal Depository Library for the Indiana 7th U.S. Congressional District since 1906. For ninety-six years the ISU Library has received publications as specified by Congress to carry out the following three principles:

The mission of the ISU Library Documents Team/Unit is to fulfill the legal requirements of a depository library and to support the mission of the Indiana State University Library, particularly, "...facilitating the access, evaluation and use of information resources...[and sharing] information resources with the local, state, national and international communities."

 

Taking into account new materials received and superseded materials withdrawn, the Unit added a net number of approximately 5,894 new items in FY2002.

 

 

Major Accomplishments of the Team:

 

·         Achieved timely processing of 8,477 government publications, approximately 3 days from receipt to shelf, for an average of 706 per month Instruction Team. 2,583 documents were withdrawn, for a net increase of 5,894 documents.

·         Processed approximately 1,977 periodical issues into a total of 69 bound volumes

 

·         Circulated 1,774 items (down 40% from last year);

·         Provided 1,193 forms of assistance to patrons (down 34% from last year). Assistance included searching and finding online catalog links to electronic documents, as more and more government publications appear on electronic-only format, in accordance with the Congressional mandate to the Government Printing Office to increase electronic access and reduce publication in tangible forms;

 

Faculty/Staff Accomplishments:

           

·         Ms. Penny Kyker, Librarian and Team Leader, completed her third year in Documents, and is retiring on July 31, 2002

Taught approximately 15 library instruction classes per semester and incorporated finding government information at all levels and all subjects.

Ms. Kathleen Gaul will serve as Interim Government Documents Librarian, July 1, 2002, to June 30, 2003.

 

Initiated a procedure for student assistants to protect print government documents and make them easier for patrons to find on the shelves by placing them in folders, envelopes or report binders, as appropriate.

 

Initiated a procedure for student assistants to re-label documents with large, bold call numbers, all uniformly placed in the upper left corner of the front of the item. Initiated a procedure for documents staff to identify multiple versions of a title in the online catalog, or student assistants to identify multiple versions of a title on the shelves, check the online Government Printing Office "Superseded List," withdraw the out-of-date versions, edit the ISU online catalog to reflect the updating

 

Future Plans:

·         Switch to the MARCive electronic cataloging service to benefit the users by providing temporary brief searchable catalog records ("shipping list title records") as soon as materials are received.

 

In FY 2003

Taking into account new federal depository materials received (4,374 paper documents, 6,024 pieces of microfiche, and 112 CD-Rom discs) minus the superseded materials withdrawn (5,869), the Unit added a net number of approximately 4,641 new items in FY2003.

 

Changes in Personnel, 2002-2003:

Penny Kyker, Government Documents Librarian, retired June 31, 2002.

Kathleen Gaul, half-time Government Documents Librarian, August 1, 2002

 

Major Accomplishments of the Team:

 

Faculty/Staff Accomplishments:

Ms. Penny Kyker, Government Documents Librarian and Team Leader, completed her third year in Documents, and retired on July 31, 2002.

Ms. Kathleen Gaul, half time Government Documents Librarian (half time Preservation Librarian) and Team Leader, began work in the Government Documents unit on August 1, 2002.

The team initiated several meetings with the Serials Cataloger (who does Voyager Management work as well) and with her assistance “re-tailored” the location information on Government Document LUIS records, so that the entire call number currently will fit all on one line, thus helping patrons seeking government documents

 

Instruction Team

In FY 2002

The number of instructional sessions declined from 398 sessions in 2001/2002 compared to 456 sessions last year.  The decline is also reflected in the number of patrons receiving instruction.  Last year 7,655 patrons received instruction compared to 6,722 patrons this year.  These trends were noted among the undergraduate groups (331 to 290), the graduate groups (45 to 27), and the faculty groups (83 to 46) with a slight increase in non-ISU groups (54 to 56). Even though the statistics show a reduction in the amount of Library Instruction provided, the evaluations of the sessions by the teaching faculty are overall very positive

As this annual report year closes, we are losing two members of the secondary tier of the Instruction Team [Allison, Kyker], we also lost another member in June [O’Bryan],

2002-2003 is also the year before the Information Technology Literacy 100 course takes over and the Team absolutely has to look at what that course will do to already established programs such as the Freshman Composition Library Experience and the First Year Experience.

More emphasis was also placed on the evaluation of Internet sources this year

Print materials still play an important role, as noted in the Monthly Statistics Summary (chart 1) demonstrating that 37,675 handouts were utilized for instruction. Our trend for the past 2 1/2 years has been to continue to convert more handouts to online versions,

The self-paced tour booklet continues to be a core part of the undergraduate program, especially with English 105/107/108 and Univ 101. This booklet allows students to orient themselves to the Library at their own pace and at a time that is convenient to them and is highly requested by our teaching faculty.

It was recommended that SmartBoards be used in place of the current blackboards, new PCs that have smaller dimensions so the lab could accommodate 30 individual workstations instead of the current 19, a new instructor computer, and a ceiling-mounted projection unit.  The estimated cost of this plan is approximately $60,000. The financial problems at the university level this year have precluded this plan going further at this time.

During her sabbatical, Marsha Miller examined the information literacy efforts of many libraries, attended numerous sessions at two national/international instruction conferences related to information literacy, and worked on developing a web site to support the ITL 100 initiative (a site for librarians and faculty). She shared her work on matching already existing web sites to each of the core competencies of the campus ITL initiative with the Tek.xam company, which may become the ‘test-out’ choice for the campus.

A successful example of outreach included the Center for Teaching and Learning’s Graduate TA’s Workshop, which introduced teaching assistants to Library services and resources.  This year the Instruction Coordinator, Marsha Miller, convinced CTL to make the Library Orientation session an individual session rather than a concurrent session, raising the attendance from four students to 57.

Karen Evans has also increased the number of instruction sessions for Interlink students, International students learning English as a second language, from 9 sessions with a cumulative attendance of 73 students in the 2000-2001 fiscal year to 11 sessions with a cumulative attendance of 90 students in the 2001-2002 fiscal year. She also worked on the creation of a Web site for International students and visiting scholars. Topics to be featured in this Web site will be how to use the Library’s catalog and databases, the concept of closed versus open stacks, basic Library vocabulary, how to avoid plagiarism, information on American culture, and a variety of U.S. government and educational Web links. 

Renee Englund was invited to Sullivan Junior High in which she taught six one-hour sessions on the INSPIRE databases and concepts of Information Literacy to 96 students on location. 

Marsha Miller attended the 15th annual International Conference on the First Year Experience. One of four Indiana State University participants, she facilitated a roundtable discussion on the topic, “Partnership & Process, the Real and the Ideal Collaboration of Teacher and Librarian,” attended by nine people. She was one of only two librarians at this conference

Sycamore Advantage library information table during June 2002 was again a success, with library staff members distributing 1,000 copies of the “New Student’s Guide to the ISU Library, along with other print materials. Especially popular was Internet Access at ISU [97% handouts taken], Proquest [90%], Library of Congress Classification/Call numbers [84%], and Using the ‘Net for Research [80%].

Karen Evans has worked closely with teaching faculty in African-American Studies to increase the session rates to 13 sessions in the 2001/2002 and 14 sessions in the 2000/2001 since her start date in October of 2000.

Twenty new faculty orientations were provided as well, which provided subject specialists an opportunity to meet with faculty members new to the University and orient them to our services, technology, and collections.

                 Sycamore Advantage, formally NSARP, also provided plenty of opportunity for both faculty and support staff in the Library to participate in educating students new to campus about the library's services and new technology.

Effective this year, the Library is no longer a member of Information Services.  However, since Information Technology, IT, who was previously partnered with the Library to form Information Services, doesn’t provide any print handouts about various technology sources on campus, Library Instruction has taken it upon themselves to include this information in their informational handouts and their Library’s Web site. Renee Englund met with various members of IT this year to gather information to create a handout titled Internet Access at ISU and to improve the proxy instructions Webpage. Members of the Instruction Team also include this information in their Library sessions.

 

In FY 2003

The statistics show that the number of instructional sessions increased from 424 sessions in 2002/2003 compared to 398 sessions last year.  The increase is also reflected in the number of patrons receiving instruction.  Last year 6,722 patrons received instruction compared to 6,914 patrons this year.  A slight increase was noted among the undergraduate groups (290 to 295), increase of the graduate groups (27 to 36), and a decrease in the faculty groups (46 to 40) with a very slight decrease in non-ISU groups (56 to 55). 

More time was spent in instructional hours compared to last year (401 hrs in 2001-2002 to 443 hrs in 2002-2003), thus, more time was spent in the preparation of sessions. Although prep time for instruction isn’t tracked, the amount of preparation time continues to increase as reflected in the following ongoing activities: creation of more course-specific instructional materials, review and revision of instructional session content, involvement in the First Year Experience and Learning Communities, work with targeted departments, and the tailoring of instructional content. Time has also been utilized for exploring test-out options and building curricula for Information Literacy Technology.

The need for teaching faculty/librarian collaboration continues to play a strong role in the Instruction Program. Outreach with the Learning Communities initiative is the most crucial. Library Instruction continued to offer sessions for departments hosting candidates for faculty and administrative positions.  During Fall of 2001, our department provided 17 candidate sessions that introduced the candidates to sources available in their disciplines and a brief tour of the Library. During Fall 2002, we interacted with 9 faculty candidates, one visiting scholar and a student being recruited for Languages, Literatures and Linguistics

Karen Evans has also increased the number of instruction sessions for Interlink students, International students learning English as a second language, from 9 sessions with a cumulative attendance of 73 students in the 2000-2001 fiscal year to 11 sessions with a cumulative attendance of 90 students in the 2001-2002 fiscal year, and 11 sessions with 99 students for 2002-2003.  Karen’s creation of a Web site for International students and visiting scholars will be ready for Fall 2003.

The Sycamore Advantage library information table during June 2003 was again a success, with library staff members distributing 1,075 copies of the “New Student’s Guide to the ISU Library, along with other print materials. Especially popular was Internet Access at ISU [100% handouts taken],The Internet, Academic Research, the Library, and You [100%], the Start Smart brochure [100%] and Library of Congress Classification/Call numbers [83%]. We prepared a new sign for the table and an additional poster highlighting some of our new resources such as the collaborative workstations.

As the fiscal year ended, the Library Research Guides page was transitioning to a new model [work conducted by Temporary Reference/Web Librarian Angela Stucker in consultation with Marsha Miller].

 

Instruction Scheduling site http://panther.indstate.edu/scheduling/schedule.htm was completed by Rob French. Karen Evans and Brian Clark will continue to tweak this for use by the instruction team. This is for the instruction librarians to use to sign up for sessions.

 

Evaluation Forms: Marsha Miller designed an online faculty evaluation form http://panther.indstate.edu/scheduling/evaluations/input_form.asp. and use of this form began during the Spring semester. A student evaluation series is under development for Fall 2003.

32,173 handouts were utilized for instruction. New instructional materials were created as well, although these materials tended to be course-specific rather than for the general public. In addition, the 1st floor Information Rack provides access to our most important print materials.

 

COMMUNITY OUTREACH

High School Groups: Casey-Westfield (IL), Hutsonville, (IL), North Central, North Putnam, Northview (3), Paris (IL), South Vermillion (3), and Terre Haute South Vigo.  All of the groups were Eng composition. Travel policies, funding and scheduling is making it more difficult for day-long visits. In January, Marsha Miller visited a South Vigo High School Senior English class and did canned PowerPoint presentations on preparing to use the ISU Library, use of the Online Catalog and databases. She also emailed the PowerPoint presentations to a teacher at North Vigo High School. Outreach to our primary student pool certainly supports university goals and will continue on an informal basis as time allows. Information on this service was also shared during the November 2002 School of Education’s Sycamore Educator’s Day

Additional Instructional/Orientation Support. Twenty new faculty orientations were provided as well, which provided subject specialists an opportunity to meet with faculty members new to the University and orient them to our services, technology, and collections.

 

 

 

 

 

 

 

 

 

 

 

 

Lending Services Team

In FY2002

Lending Services, consisting of Circulation, Interlibrary Loan (ILL), Billing, Reserves, and Stacks Maintenance, has undergone extraordinary changes over the last year. Of the ten staff positions, six employees remain in the same position as a year ago. Two employees have moved to new positions within the unit. Four of the original positions now have new employees; two of these had three employees each in the position throughout the year

The turnstile count for the 2000/2001fiscal year shows a decrease in library attendance, with a drop from 410,503 in 1999/2000 to 388,865 in 2000/2001, a decrease of 5.27%.

A decrease in the circulation of general stacks materials from 81,125 to 73,598 (down 9.28%) adds support to trends of user’s needs being met through means other than books and bound periodicals. Usage of the Reserve collection increased this fiscal year from 8,158 items circulated in 1999/00 to 8,285 items in 2000/01. We are not yet tracking usage of electronic reserves, although full-implementation of electronic reserves should occur in Fall 2001,

Interlibrary Loan department received 2% more requests this fiscal year from ISU students, staff and faculty, for a total of 8,418 requests.

The role of Indiana State University Library as a Lender and Interlibrary Loan supplier remains high; 17,332 requests were received from other libraries, a decrease of 3% from last year, with a total of 11,301 requests filled.

 

In FY 2003

Lending Services, consisting of Circulation, Interlibrary Loan (ILL), Billing, Reserves, and Stacks Maintenance, has experienced a very challenging but productive year.  Challenges have included staff turnover, the loss of a position, and increased library usage. Productivity is demonstrated in offering new services while old services have had increased usage.

Personnel changes include: July 1, 2002, Alberta Davis Comer became head of Lending Services. In July 2002, Cheryl Hensley, part-time circulation clerk, was moved from circulation to full-time at reference and instruction and her position was not filled in circulation. Upon Brenda Swisher’s transfer to Acquisitions, the billing position was vacant from April until October 2002 when Vickie Magill was hired (Note: Lending Services hired someone in September but the employee worked only 2 weeks).  After John Halliday’s retirement, the reserves clerk position was vacant from November until February 2003 when Michael Boswell was hired.  Interlibrary Loan’s borrowing clerk position, formerly held by Kevin Griffin, has been vacant since March, 2003. Jean Flak has assisted Interlibrary Loan on a temporary basis.

 

Circulation:

 

Centralization of Data Storage for Departmental Statistics. The Lending Services team has developed databases to store departmental statistics.

Electronic Room Reservation. The team developed an electronic room reservation system using GroupWise.

New, Revised, and Updated Signage

 

Updated Circulation Practices: Several practices were modified, while other practices were created to ensure the best workflow scenarios.

Interlibrary Loan:

 

Billing Procedures Updated

·         Copyright Fees. In January, we reported to the Copyright Clearance Center 132 articles received in the 2002 calendar year on which we were required to pay copyright fees to the publishers.

 

Top Achievements for the Year:

Although all of our endeavors were made with our constituents in mind, our top achievements that fit in best with ISU’s overall strategic goals of investing in people and putting learning first were:

1.       Providing patrons with better service through offering circulation request forms online;

2.       Cleaning up duplicate patron records which allowed patrons to renew online and eliminated problems when patrons checked out material;

3.       Decreasing the number of shelving errors;

4.       Responding quickly to patron requests for assistance in finding material both at our Library (through circulation request forms) and from other libraries (through requests made to ILL);

5.       Filling more ILL patron requests that would have been returned to the patron as "bad cite" or "no source" through searching citation databases and Google.

 

Attendance/Circulation Use

While the turnstile count for the 2002/2003 fiscal year reveals a four percent decrease in library attendance, other statistics demonstrate that although fewer patrons may enter the library, services are being used at an increasing rate. For example, “items charged” saw an almost 18 percent increase and “items shelved” went up over 26 percent. (Full statistics follow in this report.)

 

Interlibrary Loan

While requests from ISU patrons were down, ILL still received over 8,000 requests from our patrons. We continue to see an upswing in the number of both lending and borrowing items transmitted via Arial. ILL not only received over 19,000 requests from other libraries, but also posted a fill rate of 62 percent. ILL was again a net lender which means they were eligible for an LSTA grant totaling more than $5,000.

 

 

Rare Books and Special Collections Team

 

In FY 2002

·         Cunningham Collection (1,100 titles) fully cataloged;

·         Successfully applied for and received a $10,000 LSTA grant;

·         Inventoried Rare Books Collection (6,000 titles) and had it appraised for 2.3 million dollars;

·          Received 800 pamphlets for the Socialist Workers Party Library;

·          Published Walker Collection: Catalog of Textbooks;

·          Published Supplement to Catalog of Dictionaries;

·         Digitized and mounted Atlanta Penitentiary photos related to Eugene V. Debs's incarceration;

 

Friends of the Cunningham Memorial Library

·         Hosted annual Authors & Artists Reception; annual Authors and Artists Reception was held on April 8, recognizing 31 individuals. 

·         Managed selection of two Wilkinson scholarships;

·          Bylaws were revised to allow organization to more readily meet current need

Exhibits/Displays

"Gilbert Coble Collection of Jesse Stuart"

 

In FY 2003

·         Floyd Family Collection partially cataloged along with several hundred Cordell Collection titles (July2002-June 2003);

·         Hosted three Cordell research fellows (July and October);

·         Hosted external researchers in other collections: Floyd/Walker and Debs (July);

·         Inaugurated digitization workstation (September);

·         Digitization of pamphlets continued throughout the year, and approximately 500 titles were scanned and made available for downloading through links in HTML catalogs and through LUIS;

·         Developed five searchable online databases with the assistance of Paul Asay: Cordell, Cordell 20th+, Uncataloged Rare Books, Neff/Guttridge, and Debs National Archives (November and beyond);

·         C. May joined the department as rare books cataloger and has eliminated much of the backlog (January);

·         John Andrews and Tony Waterson, graduate students in history, are processing two archives.  Andrews is working on National Archives materials pertaining to Eugene V. Debs, and Waterson is working on Neff-Guttridge research materials;

·         Prepared digital images for Neff-Guttridge book on Lincoln assassination;

·          Hosted Cordell research fellow (June);

·          

Friends of the Cunningham Memorial Library

·         Hosted annual Authors & Artists Reception; annual Authors and Artists Reception was held on April 1, recognizing 25 individuals. 

·         Managed selection of three Wilkinson scholarship winners.

 

Most Significant Achievements of RBSC

LSTA grant to digitize Debs pamphlets provided access to 500 scarce titles (learning first by providing easy access to scarce materials);

·         LSTA grant to digitize Debs pamphlets provided employment for a student from the African continent (investing in people by providing the student with skills that she may be able to use elsewhere);

·         Mounting of Obscure Publications materials (enhancing image of ISU by showcasing artistic endeavors of artists and authors);

·         Cataloging of the Cordell Collection project (diversifying revenue streams, since we will not be able to obtain grants for this project until we have started it and proved its worth).

 

 

Information Resources Development

 

FY 2002

Major Activities

 

 

 

 

FY 2003

 

Major Activities

o     American Periodical Index   (Additional units)

o     Books in Print – Global

o    CQ Researcher

o    FAITS (Faulkner's Advisory for Information Technology Studies

o    Historical Abstracts

 

 

Government Documents Team

In FY 2002

Indiana State University Library has been a Federal Depository Library for the Indiana 7th U.S. Congressional District since 1906. For ninety-six years the ISU Library has received publications as specified by Congress to carry out the following three principles:

 

The mission of the ISU Library Documents Team/Unit is to fulfill the legal requirements of a depository library and to support the mission of the Indiana State University Library, particularly, "...facilitating the access, evaluation and use of information resources...[and sharing] information resources with the local, state, national and international communities."

 

Major Accomplishments of the Team:

·         Achieved timely processing of 8,477 government publications, approximately 3 days from receipt to shelf, for an average of 706 per month Instruction Team. 2,583 documents were withdrawn, for a net increase of 5,894 documents.

·         Processed approximately 1,977 periodical issues into a total of 69 bound volumes

·         Circulated 1,774 items (down 40% from last year);

·         Provided 1,193 forms of assistance to patrons (down 34% from last year). Assistance included searching and finding online catalog links to electronic documents, as more and more government publications appear on electronic-only format, in accordance with the Congressional mandate to the Government Printing Office to increase electronic access and reduce publication in tangible forms.

 

 

 

 

 

Faculty/Staff Accomplishments:

Ms. Penny Kyker, Librarian and Team Leader, completed her third year in Documents, and is retiring on July 31, 2002.

 

Future Plans:

Switch to the MARCive electronic cataloging service to benefit the users by providing temporary brief searchable catalog records ("shipping list title records") as soon as materials are received.

 

In FY 2003

Taking into account new federal depository materials received (4,374 paper documents, 6,024 pieces of microfiche, and 112 CD-Rom discs) minus the superseded materials withdrawn (5,869), the Unit added a net number of approximately 4,641 new items in FY2003.

 

Changes in Personnel, 2002-2003:

Penny Kyker, Government Documents Librarian, retired July 31, 2002. Kathleen Gaul, half-time Government Documents Librarian, August 1, 2002

 

Major Accomplishments of the Team:

 

Faculty/Staff Accomplishments:

Ms. Penny Kyker, Government Documents Librarian and Team Leader, completed her third year in Documents, and retired on July 31, 2002.

Ms. Kathleen Gaul, half time Government Documents Librarian (half time Preservation Librarian) and Team Leader began work in the Government Documents unit on August 1, 2002.

 

The team initiated several meetings with the Serials Cataloger (who does Voyager Management work as well) and with her assistance “re-tailored” the location information on Government Document LUIS records, so that the entire call number currently will fit all on one line, thus helping patrons seeking government documents.

 

 

Instruction Team

In FY 2002

The number of instructional sessions declined from 398 sessions in 2001/2002 compared to 456 sessions last year.  The decline is also reflected in the number of patrons receiving instruction.  Last year 7,655 patrons received instruction compared to 6,722 patrons this year.  These trends were noted among the undergraduate groups (331 to 290), the graduate groups (45 to 27), and the faculty groups (83 to 46) with a slight increase in non-ISU groups (54 to 56).

Even though the statistics show a reduction in the amount of Library instruction provided, the evaluations of the sessions by the teaching faculty are overall very positive.

 

Successful examples of outreach included the Center for Teaching and Learning’s Graduate TA’s Workshop, which introduced teaching assistants to Library services and resources.  This year the CTL made the Library Orientation session an individual session rather than a concurrent session, raising the attendance from four students to 57.

 

Karen Evans has also increased the number of instruction sessions for Interlink students, International students learning English as a second language, from 9 sessions with a cumulative attendance of 73 students in the 2000-2001 fiscal year to eleven sessions with a cumulative attendance of 90 students in the 2001-2002 fiscal year. Karen also created a Web site for International students and visiting scholars. Topics to be featured in this Web site will be how to use the Library’s catalog and databases, the concept of closed versus open stacks, basic Library vocabulary, how to avoid plagiarism, information on American culture, and a variety of U.S. government and educational Web links. 

 

Renee Englund was invited to Sullivan Junior High in which she taught six one-hour sessions on the INSPIRE databases and concepts of Information Literacy to 96 students on location. 

 

Library Instruction had active involvement in the Lilly Project (First Year Experience) initiative, especially in regard to, Sycamore Advantage, the FYE courses and Learning Communities.  Nine LCs were assigned an instruction librarian.

 

Marsha Miller attended the 15th annual International Conference on the First Year Experience. One of four Indiana State University participants, she facilitated a roundtable discussion on the topic, “Partnership & Process, the Real and the Ideal Collaboration of Teacher and Librarian.”  She was one of only two librarians at this conference.

 

Sycamore Advantage library information table during June 2002 was again a success, with library staff members distributing 1,000 copies of the “New Student’s Guide to the ISU Library, along with other print materials. Especially popular were Internet Access at ISU [97% handouts taken], ProQuest [90%], Library of Congress Classification/Call numbers [84%], and Using the ‘Net for Research [80%].

 

Karen Evans has worked closely with teaching faculty in African-American Studies to increase the session rates to thirteen sessions in the 2001/2002 and fourteen sessions in the 2000/2001 since her start date in October of 2000.

 

Twenty new faculty orientations were provided as well, which provided subject specialists an opportunity to meet with faculty members new to the University and orient them to our services, technology, and collections.

 

Sycamore Advantage, formally NSARP, also provided plenty of opportunity for both faculty and support staff in the Library to participate in educating students new to campus about the library's services and new technology.

 

Renee Englund met with various members of IT this year to gather information to create a handout titled Internet Access at ISU and to improve the proxy instructions Webpage. Members of the Instruction Team also include this information in their Library sessions.

 

In FY 2003

The statistics show that the number of instructional sessions increased from 424 sessions in 2002/2003 compared to 398 sessions last year.  The increase is also reflected in the number of patrons receiving instruction.  Last year 6,722 patrons received instruction compared to 6,914 patrons this year.  A slight increase was noted among the undergraduate groups (290 to 295), increase of the graduate groups (27 to 36), and a decrease in the faculty groups (46 to 40) with a very slight decrease in non-ISU groups (56 to 55).

 

More time was spent in instructional hours compared to last year (401 hrs in 2001-2002 to 443 hrs in 2002-2003), thus, more time was spent in the preparation of sessions. Although prep time for instruction isn’t tracked, the amount of preparation time continues to increase as reflected in the following ongoing activities: creation of more course-specific instructional materials, review and revision of instructional session content, involvement in the First Year Experience and Learning Communities, work with targeted departments, and the tailoring of instructional content. Time has also been utilized for exploring test-out options and building curricula for Information Literacy Technology.

 

The absolute need for increasing teaching faculty/librarian collaboration to continues to play a strong role in the Instruction Program. Outreach with the Learning Communities initiative is the most crucial.

 

Library Instruction continued to offer sessions for departments hosting candidates for faculty and administrative positions.  During fall of 2001, our department provided seventeen candidate sessions that introduced the candidates to sources available in their disciplines and a brief tour of the Library. During fall 2002, we interacted with nine faculty candidates, one visiting scholar and a student being recruited for Languages, Literatures and Linguistics.

 

Karen Evans has also increased the number of instruction sessions for Interlink students, International students learning English as a second language, from nine sessions with a cumulative attendance of 73 students in the 2000-2001 fiscal year to eleven sessions with a cumulative attendance of 90 students in the 2001-2002 fiscal year, and eleven sessions with 99 students for 2002-2003.  Karen’s creation of a Web site for International students and visiting scholars will be ready for Fall 2003.

 

The Sycamore Advantage library information table during June 2003 was again a success, with library staff members distributing 1,075 copies of the “New Student’s Guide to the ISU Library, along with other print materials. Especially popular were Internet Access at ISU [100% handouts taken], The Internet, Academic Research, the Library, and You [100%], the Start Smart brochure [100%] and Library of Congress Classification/Call numbers [83%]. We prepared a new sign for the table and an additional poster highlighting some of our new resources such as the collaborative workstations.

 

As the fiscal year ended, the Library Research Guides page was transitioning to a new model [work conducted by Temporary Reference/Web Librarian Angela Stucker].

 

Instruction Scheduling Site: http://panther.indstate.edu/scheduling/schedule.htm was completed by Rob French.  Karen Evans and Brian Clark will continue to tweak this for use by the instruction team. This is for the instruction librarians to use to sign up for sessions.

 

Evaluation Forms: Marsha Miller designed an online faculty evaluation form http://panther.indstate.edu/scheduling/evaluations/input_form.asp. Use of this form began during the spring semester. A student evaluation series is under development for Fall 2003.

32,173 handouts were utilized for instruction. New instructional materials were created as well, although these materials tended to be course-specific rather than for the general public. In addition, the first floor Information Rack provides access to our most important print materials.

 

Community Outreach:

High School Groups: Casey-Westfield (IL), Hutsonville, (IL), North Central, North Putnam, Northview (3), Paris (IL), South Vermillion (3), and Terre Haute South Vigo.  All of the groups were English composition. Travel policies, funding and scheduling is making it more difficult for day-long visits. In January Marsha Miller put into action a scheme of ‘the mountain going to Mohammed’; where in she visited a South Vigo High School Senior English class and did canned PowerPoint presentations on preparing to use the ISU Library, use of the Online Catalog and databases. She also emailed the PowerPoint presentations to a teacher at North Vigo High School. Outreach to our primary student pool certainly supports university goals and will continue on an informal basis as time allows, with targeted mailing/e-mails certainly a possibility. Information on this service was also shared during the November 2002 School of Education’s Sycamore Educator’s Day.

 

Additional Instructional/Orientation Support: Twenty new faculty orientations were provided as well, which provided subject specialists an opportunity to meet with faculty members new to the University and orient them to our services, technology, and collections.

 

Sycamore Advantage, formally NSARP, also provided plenty of opportunity for both faculty and support staff in the Library to participate in educating students new to campus about the library's services and new technology.

 

 

 

 

 

 

Lending Services Team

 

In FY 2002

Lending Services, consisting of Circulation, Interlibrary Loan (ILL), Billing, Reserves, and Stacks Maintenance, has undergone extraordinary changes over the last year. Of the ten staff positions, six employees remain in the same position as a year ago. Two employees have moved to new positions within the unit. Four of the original positions now have new employees; two of these had three employees each in the position throughout the year.

 

 

In FY 2003

Lending Services, consisting of Circulation, Interlibrary Loan (ILL), Billing, Reserves, and Stacks Maintenance, has experienced a very challenging but productive year.  Challenges have included staff turnover, the loss of a position, and increased library usage. Productivity is demonstrated in offering new services while old services have had increased usage.

 

Personnel changes include: July 1, 2002, Alberta Davis Comer became head of Lending Services. In July 2002, Cheryl Hensley, part-time circulation clerk, was moved from circulation to full-time at reference and instruction and her position was not filled in circulation. Upon Brenda Swisher’s transfer to Acquisitions, the billing position was vacant from April until October 2002 when Vickie Magill was hired (Note: Lending Services hired someone in September but the employee worked only 2 weeks).  After John Halliday’s retirement, the reserves clerk position was vacant from November until February 2003 when Michael Boswell was hired.  Interlibrary Loan’s borrowing clerk position, formerly held by Kevin Griffin, has been vacant since March, 2003. Jean Flak has assisted Interlibrary Loan on a temporary basis.

 

Circulation:

 

 

 

Updated Circulation Practices: Several practices were modified, while other practices were created to ensure the best workflow scenarios.

 

Interlibrary Loan:

 

Billing Procedures Updated

 

Top Achievements for the Year:

Although all of our endeavors were made with our constituents in mind, our top achievements that fit in best with ISU’s overall strategic goals of investing in people and putting learning first were:

1.       Providing patrons with better service through offering circulation request forms online;

2.       Cleaning up duplicate patron records which allowed patrons to renew online and eliminated problems when patrons checked out material;

3.       Decreasing the number of shelving errors;

4.       Responding quickly to patron requests for assistance in finding material both at our Library (through circulation request forms) and from other libraries (through requests made to ILL);

5.       Filling more ILL patron requests that would have been returned to the patron as "bad cite" or "no source" through searching citation databases and Google.

 

Attendance/Circulation Use:

While the turnstile count for the 2002/2003 fiscal year reveals a four percent decrease in library attendance, other statistics demonstrate that although fewer patrons may enter the library, services are being used at an increasing rate. For example, “items charged” saw an almost 18 percent increase and “items shelved” went up over 26 percent. (Full statistics follow in this report.)

 

Interlibrary Loan:

While requests from ISU patrons were down, ILL still received over 8,000 requests from our patrons. We continue to see an upswing in the number of both lending and borrowing items transmitted via Arial. ILL not only received over 19,000 requests from other libraries, but also posted a fill rate of 62 percent. ILL was again a net lender, which means they were eligible for an LSTA grant totaling more than $5,000.

 

 

Rare Books and Special Collections Team

 

In FY 2002

 

Exhibits/Displays:

 

 

Friends of the Cunningham Memorial Library:

 

In FY 2003

 

Most Significant Achievements of RBSC:

 

Exhibits/Displays:

 

Friends of the Cunningham Memorial Library

 

 

 

Reference Team

 

FY 2002/2003

Librarians on the Reference Team staffed the Information Desk approximately 68 hours per week during Spring and Fall semesters. Most members have primary assignments outside the Reference Team and work two hours per week plus one Saturday and one Sunday per semester.

On July 1, 2002, Dr. Christopher Mehrens, joined the Reference Team in his role as the music librarian. Dr. Mehrens also catalogs materials for the music collection. While we gained one new member, the Reference Team lost two librarians, Ralph Gabbard and David Kaunelis, to the Systems Team.  Both now report secondarily to the Reference Team.  Reference Team members with primary assignments to the team include Wilma Turetzky, Steve Hardin, Chris Mehrens, and Judy Tribble.

We were fortunate in spring 2003 to be able to hire a temporary librarian for 25 hours per week.  Angela Stucker worked 15 hours per week at the Information Desk and 10 hours per week for the Web Management Team.

Our student assistants continued to cover the Information Desk for over 3500 hours in 2002/03. Without our student assistants we could not have provided the level of service our users have come to expect.  Our student assistants answered the majority of the routine (where’s the restroom; how do I print?) and computer hardware and software questions.

 

Major Accomplishments

In June 2002, OCLC’s QuestionPoint virtual reference software was introduced.  David Kaunelis had tested the beta software in 2001/02 with INCOLSA.  The link to email reference from the library’s “Ask Us” page takes the user to QuestionPoint.  It should be noted that we have answered questions from both ISU users and nonaffiliated users.

Thanks to the assistance of the Systems Team, we now have three collaborative workstations to the west of the Information Desk. These new pieces of furniture are configured so that several students can sit together and share one PC for group work.

We worked with a couple of English classes to obtain feedback on the new workstations.  In addition to furniture and computer hardware, we also installed three collaborative software packages on the machines, namely Denim, Concept Map, and MindManager.  To date students are not using this software on a regular basis.  We need to work with faculty to determine what software would best fit student assignments. 

We also began downsizing the paper reference collection to make room for more collaborative workstations and to enable the construction of a coffee shop and expansion of the browsing collection to include current periodicals, CDs, DVDs, and video games.  Many of the titles were transferred to the main stacks.

In December 2002, we made our first major purchase of electronic reference books from ABC-Clio (thru netLibrary and INCOLSA).  We selected 83 reference titles, for which bibliographic records have been placed in the OPAC.

For the second year in a row, reference questions increased modestly. This past year marked the second complete year of offering reference service via chat software.  Questions via chat increased over 350%.  It is ironic that we may no longer be able to offer the chat service in 2003/04 due to loss of student assistant coverage of the Information Desk. 

 

Distance education support

The unit continued to answer questions, perform database searches, and supply documents to distance students.  The overwhelming majority of these students are graduate students.