Management & re-organization of an academic library in continuously changing

environment

Bülent Karasözen & Ebru GürbüzThe 25th IATUL Annual Conference

Kraków 2004

METU-Middle East Technical University Founded in 1956 5 Faculties 6 Institutes 1.100 Faculty 4.000 Graduate students 16.000 Undergraduate students

METU LibraryBooks 340.000Printed journals 1.260Binded journals 155.620Electronic journals 10.516Fulltext databases 15Reference databases 10Bibliographic databases 8Films & videos 836Personel computers 146Reading rooms 8Meeting & Exhibition Halls 4

The Performance-based Budgeting Project Since August 24th, 2001, one of the selected

pilot institions of The Performance-based Budgeting Project

Started with 5-year strategic plan through this project with an action plan including its mission, vision, goal, weak and strong points in order to provide a contemporary electronic information and documentation center.

Mission

The mission of the library is developed from the essential mission of METU, which aims to carry out education, research, and public service activities at the universal standart level. With this mission the METU Library strives to reveal that in order to develop our society and humanity socially, culturally, economically, scientifically, and technologically obtaining, producing, practicing, spreading knowledge and educating individuals with this knowledge are necessary.

Vision

Collections(physical and electronic) Learning ennvironment (physical and virtual) Human resources Information management New technology Working environment Quality management Relations

Source finding Resource sharing Cooperations with other libraries Community services

SWOT Analysis

STRENGTHSRich collection of books and journalsHuman resources (experienced staff)Possitive imageAdaption to technological change and powerfull technological hardwareRelationship with other organizationsOrganizational and managerial skills

WEAKNESSESHuman resources (English, reporting, teamwork) Physical conditionsBudgeting rulesProcurement lawLow salaries of librarians

SWOT Analysis Continued....

OPPORTUNITIESDevelopments in and relations with other librariesTechnological developments (computer, librarianship)Variety and variability of customer demandsBeing a pilot institution in Performans Based Budgeting Project

THREATSUnstable foreign exchange ratesIncrease in the cost of journals and booksPrivate university librariesState employee salary policyTechnology (security threats)Natural disasters and accidents

Activities and Goals(for year 2003)

ACTIVITIES GOAL

Electronic Journal Collection Increasing the subscription number to7875

Printed Journal Collection Decreasing the subscription number to1600

Printed Book Collection Adding 6250 books to collection bypurchasing

Shelving Binded Journals Placing 70000 binded journals to shelves

Developing E- book collection Establishing a collection by subscribing to100 e-books

Developing E- reference collection Increasing the subscription number to 17

Cataloging Cataloging 10000 books

Conversion Converting 15000 bibliographic data

Realized Activities(end of 2003)

ACTIVITIES GOAL

Electronic Journal Collection Number of subscribed e-journals: 10.516

Printed Journal Collection Number of subscribed print journalsdecreased to 1.260

Printed Book Collection 10.951 new books are to the collection

Shelving Binded Journals 50000 binded journals are placed toshelves

Developing E- book collection Number of subscribed e-books: 450

Developing E- reference collection Number of e-references: 9

Cataloguing 11.954 new books are catalogued

Conversion Converting 15350 bibliographic data

Library Survey

Faculty: 239 Graduate Students: 406 Undergraduate Students: 1781

Using Library Materials

Undergraduate Graduate FacultyBooks for course purposes/teaching 84 85 71

Books for research 72 79 83Journals for course purposes/teaching 33 55 69

Journals for research 32 63 95Reference materials for course purposes/teaching 38 39 56Reference materials for research 43 50 60

Visiting Library

Undergraduate Graduate FacultyDaily 13 8 72 or more times a week 44 42 14Once a week 26 28 20Once a month 12 18 41Once a quarter or less 4 3 14Not at all 1 1 4

Using Library Website

Undergraduate Graduate FacultyDaily 2 5 92 or more times a week 8 23 40Once a week 13 24 25Once a month 21 23 17Once a quarter or less 19 10 6Not at all 38 14 4

Satisfaction of Library Website

Undergraduate Graduate Faculty

Ease of use 73 80 85

Content 72 76 66

Redesign of the Library WEB site

Satisfaction with Library ServicesUndergraduate Graduate Faculty

Library hot-line 41 46 45Assistance at the reference desk 53 64 77Assistance at the information desk 57 66 68Assistance at the circulation desk 59 75 84Assistance at the reserve desk 56 68 67Online catalogue search 56 71 87Announcements about library services 36 54 80Photocopy services 70 67 53Library orientation tours 40 28Library working hours 39 64 85Library direction signs 50 69 79Number of computers for users 45 39 77

Importance of Library Collections

Undergraduate Graduate FacultyBook collection 92 94 99Print journal collection 71 86 95

Electronic Journal Collection 61 82 99Bibliographic databases collection 53 63 87Reference collection 72 64 73Reserve collection 80 76 78

Total Quality Management in the Library

Since July 2003, pilot institution of KALDER Strategic plan Restructuring the organization Identifing jobs Writing a procedures for each department Improving staff skills More co-operation between departments Collection map Team-based work groups Monthly statistics

ACAS

Graph view for all divisions

Subdivision: Mathematics

Graph view

SERIALS COLLECTION ANALYSIS ACCORDING TO USAS

  SummaryImpactFactor Refereed

Ulrich's Core Collection 27584 5798 14413

METU Print Journals Collection

1124(%4.07)

872(%15.04)

1015(%7.4)

METU Electronic Journals Collection

5238(%18.99)

3017(%52.04)

4568(%31.69)

COMPARISON OF ELECTRONIC AND PRINT JOURNALS BY IMPACT FACTOR

  Print Electronic

AERONAUTICS AND SPACE FLIGHT 20,00% 30,00%

ASTRONOMY 19,57% 50,00%

BIOLOGY 3,53% 41,38%

BUILDING AND CONSTRUCTION 50,00% 50,00%

BUSINESS AND ECONOMICS 21,45% 71,30%

CHEMISTRY 15,44% 45,04%

COMPUTERS 13,73% 69,61%

EARTH SCIENCES 19,83% 46,84%

EDUCATION 8,67% 52,00%

ELECTRONICS 6,82% 70,45%

ENERGY 15,56% 64,44%

ENGINEERING 26,21% 61,90%

ENVIRONMENTAL STUDIES 6,11% 58,33%

FOOD AND FOOD INDUSTRIES 32,43% 37,84%

GEOGRAPHY 5,36% 66,07%

HEATING, PLUMBING AND REFRIGERATION 25,00% 75,00%

HISTORY 14,81% 51,85%

HOUSING AND URBAN PLANNING 33,33% 70,00%

LINGUISTICS 10,87% 45,65%

MATHEMATICS 26,60% 53,45%

METALLURGY 24,24% 39,39%

COMPARISON OF ELECTRONIC AND PRINT JOURNALS BY IMPACT FACTOR cont...

MINES AND MINING INDUSTRY 34,62% 38,46%

PETROLEUM AND GAS 52,63% 26,32%

PHILOSOPHY 8,70% 65,22%

PHYSICS 24,33% 55,96%

POLITICAL SCIENCE 14,77% 59,06%

PSYCHOLOGY 10,29% 46,97%

SCIENCES: COMPREHENSIVE WORKS 17,39% 46,74%

SOCIAL SCIENCES: COMPREHENSIVE WORKS 15,38% 61,54%

SOCIOLOGY 11,76% 52,10%

STATISTICS 23,26% 67,44%

TECHNOLOGY: COMPREHENSIVE WORKS 12,50% 43,75%

WATER RESOURCES 26,32% 42,11%

E-JOURNAL USAGE IN 2003-20042003-2004 USAGE STATISTICS BY MONTHS

0

10000

20000

30000

40000

50000

60000

70000

80000

90000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2003 2004

Action Plans

Improving book collection Improving electronic collection E-thesis Improving WEB services Improving ILL services Library data analysis User education Library staff training Improving physical conditions of the library Human resources