Library Materials Budget Allocation by Lois Schultz February 23, 2005

“ A balanced collection proportionally reflects all the programs, instruction and research conducted in an institution.” David Genaway Source: Library Acquisitions: Practice & Theory, Vol. 10, pp , 1986.

Balance collection is achieved through some plan, often a formula.

“The best formula is one that quantifies need with the minimum number of variables, since each variable adds time and expense of data collection as well as the number of calculations that must be made to implement the formula.” David Schappert Source: Tuten, Jane H. and Beverly Jones, Allocation Formulas in Academic Libraries, American Library Association, 1995.

History of NKU’s formulas

Formula in 1980’s X =.2A +.3B +.3C +.1D +.1E Where X = Departmental allocation A = Departmental library use (circulation statistics): % total library use B = Cost of books published by subject: % total cost of all books published C = Cost of serials published by subject: % total cost of all serials published D = Number of majors in department: % total majors E = Credit hour production by discipline: % total credit hours

Formula in 1990’s Based on previous year’s allocation and credit hour generation by department

Library Materials Budget Advisory Committee formed in the fall of 2001

Library Materials Budget Formula Subcommittee Fred Beasley Tom Heard Don Kelm Lois Schultz

Departmental Variables Number of credit hours –Graduate –Upper Division –Lower Division Number of courses –Graduate –Upper Division –Lower Division Number of majors Number of graduates Number of faculty

Publications Variables Cost of materials –Serials –Books Number of items published

Library Use Circulation of items in the collection Interlibrary loan requests Library research orientation of the field Faculty publications

Other Variables New Programs New faculty Programs of distinction Accreditation Historical allocation Historical collection development

X = A + 2B + 3C + D +2E 9 Where X = Departmental allocation A = Lower division courses B = Upper division courses C = Credit hours D = Cost of books E = Cost of periodicals No department could lose or gain more than 10%. Recommended Formula

Revised Formula X = A + 2B + 3C + D +2E 9 Where X = Departmental allocation A = Lower division courses B = Upper division courses C = Credit hours D = Cost of books E = Cost of serials No department could lose or gain more than 5%.

Library Materials Budget Formula Subcommittee 2002/2003 Clinton Hewan Yasue Kawahara Kathy Schroerlucke Lois Schultz

Charge To fine tune the formula for allocating the departmental funds to include the graduate programs.

Recommended Formula X = A + 2B +3C + 3D + E +2F 12 X = Departmental allocation A = Percentage of university’s lower division courses generated by the department B = Percentage of the university’s upper division courses generated by the department C = Percentage of graduate courses generated by the department D = Percentage of the university’s student credit hours generated by the department E = Percentage of the average cost of books published in all subject areas by the average cost of books published in the department’s subject area F = Percentage of the average cost of periodicals published in all subject area by the average cost of periodicals published in the department’s subject area

Revised Formula X = A + 2B +2.5C + 3D + E +2F 11.5 X = Departmental allocation A = Percentage of university’s lower division courses generated by the department B = Percentage of the university’s upper division courses generated by the department C = Percentage of graduate courses generated by the department D = Percentage of the university’s student credit hours generated by the department E = Percentage of the average cost of books published in all subject areas by the average cost of books published in the department’s subject area F = Percentage of the average cost of periodicals published in all subject area by the average cost of periodicals published in the department’s subject area

Used in 2003/3004 and 2004/2005 with exceptions for departments with most dollars in recurring cost items.

In 2003/2004 departments with over 80% of their 2002/2003 allocation in recurring cost items received $500.

In 2004/2005 departments with over 95% of their 2003/2004 allocation in recurring cost items received no dollars for one time purchases.

In 2004/2005 departments with recurring cost items being between 90-95% received $500.

Why the High Rate of Increase for Periodicals Technology investments Increases in paper cost Increase in postage Page & volume increases Strength of dollar Electronic journals –Bundle paper and electronic –Unbundle paper and electronic Cancellations cause publishers to raise prices –Consortial sales –Document delivery –Pay per view –Price Mergers and buyouts cause increases in conversion and realignment General inflation

What for 2005/2006? Work on a plan for containing recurring cost. Move excluded departments back into the formula

Containing Cost

The Collection Management Committee of the Library is working on ways to contain recurring cost.

Plans Accreditation requirements Usage study Provide access to content instead of container –Interlibrary loan –Document delivery –Purchase article from the publisher

Is it better to purchase content article by article instead of subscribing to the journal?

Ingenta articles average less than $30, but assume articles are $50. Ten articles = $500.

All departments back in the formula

To include all departments in the formula with no department receiving less than last year. $151,000 is needed for the departmental allocations. Cost is $41,000 more than last year.

A Compromise Apply formula at 50% for departments with high recurring cost items Total costs would be $128,500 Cost is $18,500 more than last year.

Questions?

Recurring cost projections \Departmental Allocation for xls - Sheet1!A1

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