Information Technology ServicesLooking Back — Looking Ahead

Library CouncilDecember 9, 2009

User Focus

The Endeca Discovery Layer

Incorporation of additional dataNew modes of navigation

Full use of metadata

New Web Design

Consistent navigationPromotion of key resources

Based on new University standards

User Focus

Promotion of Resources

Featured items are consistently in the top clicked-on full records

Promotion of Resources

In one week highlighted Political Science titles were the 2nd, 3rd, 4th & 6th most frequently clicked-on full records

Counting CountsThe Library faces a shifting

context which includes a culture of assessment

and accountability

Assessment Tools

Surveys

Statistical Measures

Focus Groups

Library Surveys

Ad hoc Surveys

MINES Survey

LibQUAL Survey

Ad hoc Surveys

Media Commons SurveyWhat is your status within the University?What is your faculty?How important is the Media Commons in your educational experienceWhat are your favourite characteristics of the current Media Commons configuration?What are your least favourite characteristics of the current Media Commons configuration?What do you envision as the study space, equipment, and facilities for the Media Commons of the future?Please give any other advice or comments that will help us in our planning.

ARL MINES Survey

MINES: Measuring the Impact of Networked Electronic ServicesOnline transaction-based surveyCollects data on the purpose of use of electronic resourcesCollects data on the demographics of users

LibQUAL Survey

ARL Servicehelps libraries solicit, track, understand, and act upon users’ opinions of service quality

LibPASLibSat

Counting Opinions Director’s Station

View management-level data for libraries, collections, and users

Director’s Station

Web basedAllows “do it yourself” data reporting

Endeca Reporting

Web basedAllows “do it yourself” data reporting

Endeca Reporting

Top Records

Access to Resources

SynergiesJournals

Access to Resources

SynergiesConferences

Access to Resources

Scholars Portal E-journals

New interfaceAdditional content

Access to Resources

Scholars Portal E-journals

Discovery

Access to Resources

Scholars Portal E-journals

Advanced features

Access to Resources

Scholars Portal E-books

New interfaceAdditional content

Access to Resources

Scholars Portal E-books

Discovery

Access to Resources

Scholars Portal E-books

Details

Access to Resources

Scholars Portal E-books

Reading

The Past 6 Months

User focusCollection of dataAnalysis of dataNew systemsNew content

The Next 6 Months

More of the same

Questions / Comments

1

Library CouncilLibrary CouncilReviewReview

Library Council

SteeringCommittee

Circulation Services

InstructionIn Library Use

Cataloguing AndAuthorities Users

ResourceSharing

StaffDevelopment

Collection DevelopmentAnd Management

Library Services toPersons with Disabilities

ElectronicInformation Resources

Serials

AcquisitionsTheses

Publications

ReferenceServices

2

SubcommitteesSubcommittees

Permanent SubcommitteesPermanent Subcommittees

Reference Services Reference Services –– Web Advisory GroupWeb Advisory GroupResource Sharing Resource Sharing –– Full ServicesFull ServicesCollection Develop Management Collection Develop Management Committee Committee –– Electronic Resources, EElectronic Resources, E--BooksBooks

3

Ad Hoc SubcommitteesAd Hoc Subcommittees

Staff Development Staff Development –– Ad Hoc groups for Ad Hoc groups for eventsevents

DRAFT2 - Annual Report of the Publications Committee December 2009

Annual Report of the Publications Committee December 2009 This report describes the Committee's activities from December 2008 to December 2009. This year, the Committee members were: Ex-officio: Joan Leishman, Deputy Chief Librarian Gabriela Bravo, Assistant Director - Public Affairs & Patron Relations Alfred Cheng, Chief Administrative Officer Marc Lalonde, Web Coordinator Appointed: Perry Hall, Access & Information Jeff Newman, Robarts Reference Department Representative Stephen Qiao, East Asian Library (Chair) Cristina Sewerin, Engineering & Computer Science Library & Noranda Earth Sciences Library Susanne Tabur, Gerstein Science Information Centre Pat Serafini, OISE/UT Library Maureen Morin, Information Technology Services The committee scheduled three meetings in 2008 (May, June and July) to concentrate on updating some of our key publications and adjustment of committee members as well as our roles. A. Activities and accomplishments: 1. We updated and produced the following folding brochures and flyers:

• Directory of Libraries: Map of St George Campus 2009-2010 • Find Your Way Around the UofT Libraries: A guide for UofT Students (August 2009) • Better Research, Better Grades (Fall & Winter editions) ? • Fall / Winter Hours 2009-2010 • Services from the Libraries to University of Toronto Alumni • Robarts Call Number Flyer

We are grateful to committee members Gabriela Bravo and Maureen Morin for their tireless efforts to work on the complete new version of Find Your Way Around the UofT Libraries. The new contents and design reflect our new services and newly increased student study spaces in Robarts, Gerstein, and other libraries. Thanks Susanne Tabur for soliciting student input to the content and for editing the text for this brochures. (Note that the Find Your Way brochure is now distributed at the general information shelves near the porter’s desk at Hart House through the volunteer efforts of one of the committee members.) 2. We continued to maintain the following online/print Content Management System (CMS) publications:

DRAFT2 - Annual Report of the Publications Committee December 2009

• Gerstein Library • OISE/UT Library • Engineering & Computer Science Library • Noranda Earth Sciences Library • Mathematical Sciences Library

3. Online Committee Space and Storage of Master Copies We will continue to post committee minutes, annual reports and master copies of major brochures on the committee's staff intranet space. The documents for 2008 and 2009 need to be added into this web space. 4. Cutting and tracking costs The committee continues to track costs. A major area of savings continues to be the library print brochures. The cost of production of two major library brochures this year was $2,812. Compared to last year’s cost of $4,488, a saving of $1,676 was realized this year. A note of caution is necessary, as we believe that, with the economic downturn, printers have been forced to lower their prices and are working just above cost. The prices may be adjusted back to pre 2008 level later on as general economic conditions improve. 5. The committee worked with other library committees and departments to adopt University of Toronto’s new official wordmark on our publications (central and departmental) and online contents. B. Upcoming/Ongoing The Committee set the following general goals for the upcoming year:

-continue to update other central libraries publications to provide the latest information about our resources and services. -continue to evaluate the effectiveness and usefulness of our publications to our patrons, especially the students. - continue to track costs of publications and numbers produced under the control of the Committee. Think of other money saving options to produce library publications. - continue to move publications to online format where possible and where it is appropriate, keeping in mind user needs. - think about the calibrations with other library’s committees and departments for effective external communications.

Finally, I would like to thank all Committee members for their contributions and hard work during this past year. Respectfully submitted, Stephen Qiao, Chair

Membership 2008-2009 Assessor members

Peter Clinton (Director, ITS) Marlene van Ballegooie (Metadata Librarian)

Designated Members

Heng Ge (Canada Hong Kong) Monica Hypher (CIRHR) Helen He (Dentistry) Sherry Smugler (DMGIS) Stephen Qiao (East Asian Library) Elisa Sze (FIS) Mary McDiarmid (HSICT) Leonard Ferstman (Innis) Anna Golodnitsky (Knox) H. Rashid (Law) P. J. MacDougall (Massey) Joan Links (Media Commons) James Mason (Music) Stephanie Swift (OISE/UT) Mary Reynolds (Regis)

Alastair Boyd (Robarts) Mary Ruscillo (Robarts) Anna Slawek (Robarts) Fabiano Rocha (Robarts) Arthur Smith (ROM) Lisa Andrews-Attwater (Rotman) Barbara Geiger (St. Augustine's) Michael Bramah (St. Michael’s) Anne Dondertman (Thomas Fisher) Sirpa Ruotsalainen (Trinity) (until July) Kate MacDonald (Trinity) (after July) Mary Canning (UTM) Diana Liang (UTSC) Carmen Socknat (Victoria)

Introduction Cataloguing and Authorities Users’ Group (CAUG) members are appointed from all interested campus libraries that contribute records via Sirsi to the on-line union catalogue. Although a few libraries choose not to participate at all, many others send more than one person to most meetings; typically there are about 20 people in attendance. CAUG meetings are open to everyone.

Summary CAUG met three times over the last year (November 2008, March and September 2009). Minutes of all meetings from December 2002 onwards are posted on the Robarts Cataloguing website (http://discover.library.utoronto.ca/cataloguing). Notification is sent via e-mail to all subscribers to the CatInfo distribution list whenever the latest minutes are posted. This list remains a useful forum for discussion among campus cataloguers between CAUG meetings.

Main Topics of Discussion, 2008-2009

1. Changes to MARC fields for monographic series In the summer of 2008 ALA’s Machine-Readable Bibliographic Information Committee (MARBI) made obsolete the MARC field in which the transcribed form and authorized form of series statements were combined. Henceforth different fields are be used for transcribing series and tracing them, as is already the case for names.

Cataloguing and Authorities Users’ Group Report to Library Council, November 2009

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This makes automated updates to authorized headings easier. CAUG discussed policies and timetables for a consistent treatment of series in our Sirsi catalogue.

2. E-journal Cataloguing The group discussed the current technical constraints resulting in multiple records for single titles. Further complications arise because of Hospital Library (HSICT) subscriptions which are independent of UTL subscriptions whose resource links are handled through EIR. The group recognized that little could be done until the Serials Concatenation Project, which has been stalled for a couple of years, resumes the work of reducing the duplication serial records which is irritating or even confusing to users of the catalogue.

3. Genre/form headings The Library of Congress is making progress in establishing new authority records for Genre/Form headings. These are already arriving in our authority file as part of our subscription to LC subject headings, but Sirsi has not previously been configured so that cataloguers could look these up, or validate such headings in bibliographic records. Our new Metadata Librarian, Marlene Van Ballegooie, who started in this position in March 2009, reported to CAUG on her progress in setting things up in Sirsi to allow us proper access to Genre/Form authorities.

4. Impact of OCLC loads, Endeca, and “Data Cleaning” Following the implementation in January of the new catalogue interface the group has spent considerable time discussing problems of inconsistent data, upgrading of older records, etc. Also, as we have extracted large files of records to send to OCLC WorldCat, there have been error reports from OCLC concerning coding errors which prevent records from either matching or loading. Cleaning up such errors benefits both our visibility in WorldCat, and the effectiveness of the new Endeca catalogue. The Metadata Librarian has been working hard on categorizing coding errors, and developing scripted routines for batch updating of records, and has reported to CAUG on her progress.

5. New procedures for Thesis Cataloguing With the transition to electronic thesis submission via T-Space as a requirement of the School of Graduate Studies, new procedures have to be put in place for cataloguing and providing online links to theses. Previously, the arrival of printed copies at departmental libraries and/or Robarts was the trigger for the whole process. The transitional period when electronic submission was optional has been particularly complicated, but with the Fall 2009 Convocation electronic theses are mandatory; the hope is that a new routine suitable for all U of T libraries will quickly fall into place.

Respectfully submitted by Alastair Boyd Chair, Cataloguing and Authorities Users’ Group