JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA University Authors Mei Ling Chow Montclair State University System (Symphony)

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Something about MSU FTE* counts of Faculty ( ) College of Education & Human Services188 College of Humanities & Social Sciences308 College of Science and Mathematics135 College of the Arts164 School of Business 90 Others 4 Total889 18,402 undergraduate and graduate students (total student body) *FTE : total headcount of full-time faculty (including sabbaticals), plus 1/3 the total headcount of part-time faculty

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Background New Provost came July 1, 2008 Started an initiative with the Library to organize a university- wide event to recognize faculty members who have had books published recently. The project started without pre-planned procedures in Fall 2008

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Acquisitions Looks up authors and books Orders books if not owns Cataloging Catalogs books Adds public note : MSU Faculty Author Adds Itemcat1 FAC_AUTHOR Library IT Scans book covers

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Library Dean Writes blurbs Associate Dean Writes blurbs Government Document Librarian Edits the contents of the drafted brochure which includes information about the authors, the books and the blurbs.

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Problems Acquisitions (No straightforward way to find out the authors and their books and too many last minute orders) Library IT (No systematic way to scan the book covers, no record to keep track what’s done) Dean and Associate Dean not easy to divide the work of writing blurbs

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Too many people involved and no way to track the progress: Ordered? Received? Cataloged? Scanned? Where is the book?

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Solutions?

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA 1. Working more closely with the Provost Office Library Dean communicates with the Provost Provost sends to the MSU community to announce the event and recommend the authors to contact the Library.

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA 2. Access Database on a shared drive Information in the Access database includes: Bibliographic information of the books (Title, Author, Publisher, Year of Publication, Call number) Information on the authors (College, Department) Images of book covers Progress of work (Ordered? Received? Cataloged? Scanned? Sent to where?)

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Functions of the database Contains all information of the books and the authors A report in the format of a WORD document can be generated to prepare for the contents of the brochure The database is on a shared drive so all personnel involved can access it to check the progress

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA

Acquisitions Receives notification of MSU author’s work Orders books if not owns Enters title and author information to Access db Cataloging Scans covers and catalogs books Adds public note : MSU Faculty Author and Item cat1 FAC_AUTHOR Completes information of the book in the database Dean and Assoc Dean Enters blurbs to the database

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Problem Access Database cannot be accessed by more than one user at a time. Difficult for 2 blurb writers to coordinate their work. Solution Blurb writers work on WORD document generated from the database instead of entering the blurbs to the database

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Problem Entries in the WORD document need to be sorted by College, and then by Author. And only the MSU authors will be bolded when there are more than one author. Solution Add extra fields (in the Access database) like last name of main author, other MSU authors and other non-MSU authors.

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA

Acquisitions Receives notification of MSU author’s work Orders books if not owns Enters title and author information to Access db Cataloging Scans covers and catalogs books Adds public note : MSU Author and Item cat1 FAC_AUTHOR Completes information of the book in the database Creates WORD doc from the database Dean and Assoc Dean Enters blurbs to the WORD doc

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Marketing READ photos are created as souvenirs from the Library to the authors. READ photos Photos of the reception added to the Library’s webpage.

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA Use of LibGuide To explain what the event is about What categories of works will be included How to inform the Library about their works Includes forms for ordering books and media items Archives of previous brochures and pictures

JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA

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JUNE 13-15, 2011  LANCASTER, PENNSYLVANIA