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

yue@unr.edu

Gail StantonContinuations Supervisor

gstanton@unr.edu