Library 4 R’s: Reject Rethink Redo RejuvenateElaine Martin, D.A.Director of Library Services Lamar Soutter LibraryUMass Medical SchoolAugust 2013

Context Library Trends Four “Rs”

Reject Rethink Redo Rejuvenate

Outline

Context

$20 million deficit institution wide 5% cut across the board FY 2014 (all departments except

those involving public safety) Hiring freeze Sequestration- resulting in mandatory 5-10% cuts to all

NIH-funded research grants Loss of revenue from Commonwealth Medicine

Reduced contracts with state agencies including correctional health

Clinical partner in financial straights as well Pincus Center closing in June Institution is preserving mission critical programs UMMS proposed operational goals mandates all

departments to decrease expenses by anticipated 10% before FY15.

UMMS

Rising Cost of Journals

Figure 1 Annual US journal price increases compared to Consumer Price Index (CPI). Sources: Annual price changes for US journals are from annual Allen Press studies. CPI is from the US Department of Labor, Bureau of Labor Statistics

Figure from: Tillery, K. (2013). 2012 Study of Subscription Prices for Scholarly Society Journals: Society Journal Pricing Trends and Industry Overview. Allen Press, Inc. Retrieved on March 29, 2013 from http://allenpress.com/resources/education/jps

Rising Cost of Key Resources

UptoDateMD Consult/Clinical KeyE-Resource PackagesOnline Books

Library FY 2014 With resource inflation effective 8-10%

cut Approximately $400,000

Budget reduction in RML 5% reduction for Option Year 2 Limited to 8 month budget Permanent staffing reductions for duration

of the contract Resulting in reduction of IDC to the library

Library Trends: Declining Statistics*

* Lamar Soutter Library(LSL) has developed tracking methods to compile statistics which we report to the Association of Academic Health Science Libraries (AAHSL) each year.

Circulation Migration from print to electronic Migration from VHS to digital capture of

class lectures Paper reserves transitioned to the online

curriculum platform.

ILL Lending Licensing restrictions National trend Loansome Doc//copyright

Binding Print reduced to core collection 250 titles in FY10 97 titles in FY13

In FY08, stopped binding due to budget cuts. Completed FY08 binding in FY09.

Cataloging New ILS system cuts cataloging processing

by 50% Physical processing done by support staff Remaining is being done by professional

staff as support staff do not have the necessary skills: Original cataloging Connection processing (national database)

Overall volume reduced

Other Downward Trends No longer participating in Federal

Depository Program No longer checking in print journals Preservation work eliminated Streamlined purchasing process Less space / increase in demand for seats Less activity at the Library Service Point

(more self-service)

Move Towards Self-Service Book renewals Book holds Virtual catalog Self-service for headphones, reserves, etc. 24/7 access to library

Pilot was a success. Proposed closing doors at 9pm (Sun–Thurs)/6pm (Fri &

Sat)

National Trends LSL trends mirror national trends. For Example: In medical school libraries in the US

and Canada, there was a 45.7% decline in total circulation between FY2008 and FY2012.*

*Byrd, Gary, ed. 2010. 2008-2009 Annual Statistics of Medical School Libraries in the United States and Canada. 32nd ed.

Squires, Steven J., ed. 2013. 2011-2012 Annual Statistics of Medical School Libraries in the United States and Canada. 35th ed.

Professional Work Is ChangingThe professional work is increasing in volume and becoming more complex and technology focused:Participation in systematic reviews, chart rounds, IRBDeveloping custom portals for departmentsWebsite consultation serviceLibrary as publisherParticipating as primary staff on research grantsIn-depth reference requests such as

Developing complicated search strings for requests from the Office of Research or the Dean’s office.

Getting people started with research Helping people decide where to publish

Complex IR work (Institutional Repository is expanding)Complex cataloging work / metadataLibrary professionals are spending more time bringing services off site to locations such as Memorial and Mass Biologics.

Catalysts for Change As the Library evolves, library work is changing. More of the

work requires specialized, professional information science coupled with subject expertise.

Much of the support staff’s repetitive work is going away. It is being replaced by the need to be able to handle in-depth reference questions from faculty and students.

The skills necessary to do in-depth, complicated reference work are acquired by obtaining an MLS along with subject knowledge. It is not feasible for the Library to provide support staff with comparable training.

Currently these questions are referred to librarians. The librarians, whose roles are changing in response to new initiatives such as data management, e-science, and bioinformatics, are involved in projects outside the Library.

The 4 Rs Reject Rethink Redo Rejuvenate

Reject the Old LSL’s current model is no longer viable Resources must be redistributed Reorganize

Reorganization

Historical Progression to Current Reorganization

DATE ACTIVITIES

2007 Levels Program: Support Staff Career Path Program, emphasizing cross training introduced to staff

2007 Technical Services eliminated2009 Reference Department reorganized into specialty areas

2009 Reference Desk eliminated; Single Service Desk opened 2009 Triage/Pager Reference Model begins2010 Outreach Continuum defining outreach and embedded librarians at LSL developed.

2010 Strategic Plan: Future of the Library developed2011 Librarians are embedded in research grants and actively forming partnerships with

faculty, clinicians and researchers

2011 - 2013 Self-Service Team Recommendations implemented

2012 Embedded librarian job description approved2013 24/7 Library access instituted2013 Fellows Program developed and Fellows job description approved

2013 New Reference model developed– appointment based

Director

Assoc. DirectorComm, Tech,

Global Relations

Assoc. DirectorLibrary

Operations

Assoc. Director

History & Archives

Assoc. Director

RML

Head: Education &

Clinical Services

Head: Research &

Schol. Comm Services

Head: Technology Initiatives

Head: Licensing & Copyright

Institutional Repository

Libr

Embedded Librarian

Embedded Librarian

Embedded Librarian

Library Asst I

Librarian, e-resources

Library Asst IVacant

Eliminated

Supervisor: Public Desk

Supervisor: ILL

Library Asst II

Library Asst IVacant

Eliminated

Library Asst I

Library Asst I

Library Asst I

Library Asst I

Library Clerk

Library Clerk

O3’s

Staff Accountant I

Fin. Asst III

Administrative Asst II

Project Coordinator

Librarian, Info & Special Coll

Network Coord

Consumer Health Info Coord

Proj. Coord: Outreach

Technology Coord

Financial Assistant

Administrative Assistant

Project Director:Public Health

Project Coordinator

Project Coordinator

Project Coordinator

Embedded Librarian

Current FY13

Director

Assoc. DirectorComm, Tech,

Global Relations

Assoc. DirectorLibrary

Operations

Assoc. Director

History & Archives

Assoc. Director

RML

Head: Education &

Clinical Services

Head: Research &

Schol. Comm Services

Head: Technology Initiatives

Institutional Repository

Libr

Embedded Librarian

Embedded Librarian

Embedded Librarian

Library Asst I

Librarian, Electronic Resources

Supervisor

Library Fellow

O3’s

Staff Accountant I

Fin. Asst III

Administrative Asst II

Project Coordinator

Librarian, Info & Special Coll

Network Coord

Consumer Health Info Coord

Proj. Coord: Outreach

Technology Coord

Financial Assistant

Administrative Assistant

Project Director:Public Health

Project Coordinator

Project Coordinator

Project Coordinator

Embedded Librarian

Library Fellow

Library Fellow

Library Clerk

Library Clerk

Re-Org FY 2014

Supervisor

Rethink the Librarianship Model Rethinking the Library in “mission critical” terms leads us to

a totally professional model that better meets the needs of faculty, students, and staff of UMMS.

As we take a more universal view of what it means to be a librarian, we concentrate in new areas:

Data services Embedded librarians Focus on UMMS programs

Questions to address? Will our library continue to be “equal access” ? Will we provide baseline service, but move to an entrepreneurial

chargeback model “pay to play”? Will our budget fluctuate based on who uses our services and who

can pay? What changes do we need to make to morph into a Library that

continues to meet the needs of the medical school as it changes? Do librarians need a physical library to be librarians?

Redo

Implement a new model based on professional librarians in new roles. Funnel our resources into mission critical areas.

Approach Increase opportunities for librarian participation in:

Education Research & Clinical programs Outreach In-depth reference Information Science Research

Fill positions that support mission critical work Eliminate staffing at the Library Service Point and

redesign service model Implement operational efficiencies Think about succession planning

Summary of Staffing Changes

Transition staffing from current non-MLS support staff to recent MLS graduates

Layoff 5 support FTE Cut 2 vacant support FTE Recruit 3 MLS degreed Library Fellows

New Reference Model No Desk No Paging System No “on call” Librarians New Model:

Consultation service model; appointment based Librarians off-site; assigned to specific projects or

departments Less “library as place” based service More librarians going out of Library to provide service. More grant funding for partial salary support – charge

back model of reference service.

Summary of Library Fellows Program Provides a two-year work experience emphasizing

hands-on learning and research into topics of information management, medical librarianship, and the biomedical sciences.

Incorporates training, professional development, and research.

Guides the fellow toward a professional career in academic medical Librarianship.

LSL is the learning laboratory for exploring the ins and outs of assisting clinicians, researchers, educators, and students with their information needs.

Fellows contribute to LSL by performing meaningful projects and assignments and bringing passion and new ideas about librarianship to the organization.

Rejuvenate New, optimistic view of the Library. Flexible and ready to change as needed to meet current needs. Opportunities for individual growth Creating an environment that promotes contributions to the

profession of Librarianship.

Creating Opportunities for the New Health Sciences Librarian:

LSL Fellows Program

For more information contact:Elaine Martin, D.A.Director of Library Services Lamar Soutter LibraryUMass Medical Schoolelaine.martin@umassmed.edu