1 Acquisitions Formula CLIC Spring Workshop Pam Arbeeny Donna Arment Collection Management Librarian Technical Services Librarian Fort Lewis College Durango Public Library March 22 nd, 2007

2 Acquisitions Formula Charge Literature Review Determining the Factors Weighting the Formula Gathering the Data Calculating the Results Final Report

3 The Charge Allocating the Materials Budget –Collection Management Team –Allocation before formula –Liaison Departments –Use of the General Fund –New Courses or Departments added

4 Literature Review Dividing the Duties –Bibliography –Databases –Listserv –Book Prices –College Catalog –Review College and University Web Sites

5 Literature Review Bibliography –Books “Guide to budget Allocation for Information Resources” Edward Shreeves, editor “Acquisitions Management & Collection Development in Libraries” by Rose Mary Magrill

6 Literature Review Databases –One member was charged with searching the professional databases –Each member was given several articles to review and summarize

7 Literature Review Listserv –One member was charged with surveying COPLAC Libraries (Council on Public Liberal Arts Colleges) –13 Libraries Responded ( 24 total) 7 had allocation formula 1 quit 5 used other allotment methods –Collection Development Policy –Broad Library of Congress categories –Historical Pattern, plus credit generation

8 Literature Review Listserv Questions 1.How does your library allot funds for individual disciplines as well as interdisciplinary programs such as Honors and General Education? 2.Does your allotment procedure cover only books? 3.When did your library last review its allotment procedures? 4.How do you factor in changing priorities or seed money to support newly instituted programs?

9 Literature Review Bowker Annual of Library & Book Trade Information –One member researched Bowker Annual and the internet for Average book prices. College Catalog –Each member was given a section for review Review College & University Web Sites –One member researched the Internet

10 Determining Factors Internal Factors –Included By Specific Department or disciplines –Student FTE –Faculty FTE –Number of Course Offered –Excluded Interdisciplinary Courses –General Studies –Transitional Studies –Thematic Studies –Honors

11 Determining Factors Internal Factors (con’t) –Excluded Remove all areas not Discipline related –Reference –General Fund –Government Documents –Designated a pre-formula amount and allocated it these areas Library Instruction 150 Circulation Statistics Interlibrary Loan Statistics

12 Determining Factors External Factors –Included Amount of Materials Published in Discipline Cost of Materials Published in Discipline

13 Weighting the Formula What weight to assign each factor –Other Colleges & Universities Weighted external Factors more heavily –We felt Emphasizing Course offering Student FTE Fit Reed Libraries’ Mission Statement

14 Weighting the Formula Final Formula –35% Student FTE by Department –10% Faculty FTE by Department –25% Courses Offered by Department –15% Amount of Materials Published by Discipline –15% Cost of Material Published by Discipline

15 Gathering the Data Campus, Office of Institutional Research –Student and Faculty FTE by Department –Courses Offered by Department Literature & Internet –Amount of Material Published by Discipline –Cost of Material Published by Discipline

16 Calculating the Results Find an Excel Wiz! Plug in the data Total Book Budget for $30,350 Deduct the areas not Discipline related –Reference $5,000 –General Fund $2,000 –Government $1,000 Final Formula

17 Final Report Cover Memo Three Page Summary Bibliography of Sources Summary of COPLAC Responses Excel Spreadsheet of Book Budget Allocation Formula Revisions

18 Acquisitions Formula Questions? Contact Information Pam Arbeeny Donna Arment