FY 2012 Library Goals and Objectives - Annual Report
GOAL 1: IMPROVE USER ACCESS TO INFORMATION (MG 3, MG 5, MG 7, & AG 5)1
OBJECTIVE 1: To help with retention and improve student success rates, continue to evaluate Library usage and satisfaction with services through user surveys. (MG 3, MG 7, & AG 5)
Assessment Measure: In FY 12, the Library will survey faculty satisfaction levels with services and resources. The Library will use a survey instrument similar to those from previous surveys using a five point Lickert scale with 1 being least satisfied and 5 being most satisfied. The Library will continue informal gathering of user satisfaction with the Learning Commons.
Intended Results: Success will be defined as a mean above 3.75 on a 5 point Likert scale.
Actual Results: In the 2012 Spring Semester, the Library worked with a student team from one of Dr. Chawla’s graduate classes to conduct a systematic survey of faculty members’ opinion concerning the services and resources of the Library. The team used the same methodology and concepts, SERVQUAL, as was used with the student survey conducted in the spring of 2011. Faculty members were also asked for opinions concerning the recent First Floor renovations that created the Learning Commons, which opened in January of 2011. The team obtained a 24% response rate (67 out of 276). They felt the information and results from the survey were reliable, but “it is predicted that (t)his is not a completely representative sample. However, the sample should be adequate in determining an answer to our basic research question.” (Faculty Satisfaction Survey and Results, p. 7) The student team’s instrument used a 7-point Likert scale ranging from strongly disagree (1) to strongly agree (7). Questions were presented in both positive and negative phrases which strengthens the results. The team found the responses to be reliable and the sample to be valid. On five combined measures (tangibility, reliability, responsiveness, assurance, and empathy) of quality of services offered by the library, the team concluded ASU “faculty members are satisfied with the services of the Library as measured by the SERVQUAL scale.” (p. 12) The average score across the five combined measures was 6.07 which more than exceeded the equivalent standard of the former 5 point scale. To measure satisfaction with the amenities and features of the Learning Commons, the survey team used a 5-point Likert scale ranging from very satisfied (5) to very dissatisfied (1). ASU faculty members rated features in the Learning Commons with an average score of 4.13 ranging from a low score of 3.65 for the dry-erase columns to a high of 4.48 for the IT Help Desk. These results compared very favorably with student opinions captured in the spring of 2011.
Use of Results: Like the 2011 student survey, the results of the faculty survey taken in spring 2012 will provide valuable baseline data on faculty satisfaction with the Learning Commons to compare with future survey results. The Library hopes to use another graduate student team to run the next student survey in the 2013 Spring Semester. The next faculty survey is scheduled for spring of 2014.
OBJECTIVE 2: Implement assessment of student learning of library skills in lower-level division bibliographic instruction sessions. (MG 3, MG 7, AG 3, & AG 5)
Assessment Measure: In FY 12, the Library will implement the use of an assessment instrument in bibliographic instruction sessions with lower-level division courses. The assessment instrument will be a brief quiz given following the class that will ask several objective questions based on basic learning objectives common to all bibliographic instruction sessions, and a subjective section asking them to write down the two most significant points covered in the class. Success will be defined by the number of students scoring 80% or more on the quiz.
Intended Results: The data gleaned from this assessment will help the Library understand student knowledge of library research skills discussed in bibliographic instruction sessions.
Actual Results: The Reference librarians revised the assessment instrument based upon beta-testing and input from the University’s Director of Supplemental Instruction. The assessment was distributed to most of the introductory classes in which library instruction was provided. Preliminary analysis indicated an average score of 75.4% which is slightly below the desired success rate of 80%.
Use of Results: The results will be useful to assess the acquisition of basic information literacy skills by ASU students, thereby providing data with regard to instructional success by Librarians. The data will also be useful in creating a new series of assessments to support the First Year Experience program’s student learning outcome involving information literacy. The work on this project is currently in development.
OBJECTIVE 3: Continue online catalog clean-up projects. Continue adding materials from unprocessed donations and collections. Continue using Shelflister to maintain order and identify missing materials. (MG 5)
Assessment Measure: For the catalog cleanup project, staff in Technical Services will be expected to finish two drawers from the card shelf list by the end of the academic year. During the academic year, the Executive Director and other appropriate staff will ensure that all donated collections/materials are reviewed for possible adoption to a collection or sent to the Friends of the ASU Library group for their annual book sale within two months of donation. Staff members in Circulation will use the Shelflister software to review selected collections and call number ranges throughout the year. Any problems will be sent to appropriate units for correction and/or resolution.
Intended Results: All of these projects are needed to insure accurate holdings information in appropriate finding tools, timely processing of materials awaiting processing, and item availability in designated collections.
Actual Results: As of 12 June 2012, the Library Assistants-Cataloging completed four drawers from the shelf list. They also processed over 458 gift books and 265 Children’s Literature Center books as of June 12th and corrected or resolved all problems brought to them by the Circulation Staff who worked with the Shelflister software. Staff members from Access Services using the Shelflister software inventoried all collections in the PHL at least once. The Second Floor Stacks and Juvenile Collections were done twice within the review period.
Use of Results: Anomalies in item records were provided to Cataloging, to assist them in the records cleanup project. Comprehensive lists of missing items were provided to the Head of Library Technical Services for resolution. A comprehensive file of missing items (including missing items from the 2007 Shelflister Inventory Project) was compiled and is maintained by Circulation; as items are found they are struck from the list. Of 1,796 missing “Stacks” items, over 480 have been located to date. These are all ongoing tasks in each review period.
OBJECTIVE 4: To help improve access to electronic resources, continue implementation of the recommendations in the final report “The Seamless Research Experience,” prepared by Janetta Paschal, on the integration of online resources in the Library’s research and finding tools. (MG 3 & MG 4)
Assessment Measure: In the 2011 Fall Semester, two of the open source link checker packages will be tested. The Head of Library Technical Services hopes that with the addition of the new Acquisitions Librarian in October 2011, time will be available to work with the Electronic Serials Librarian on the workflow issues. Recommendations will be finished by the end of the 2012 Spring Semester. After discussions with the Executive Director, an implementation date will be selected for later in FY 12 or FY 13. In FY 12, the Library will subscribe to a Discovery service enabling patrons to search across multiple database/information platforms. Implementation will be completed by August, 2012.
Intended Results: Improve ease of user access to the various online resources available through the Library’s online catalog (RamCat) and the campus portal (RamPort).
Actual Results: The open source software, ElinkChecker, has been tested and implemented. An initial pass through the Voyager bibliographic database has identified over 30,000 “broken” links, not all of which are truly “broken.” These links are being corrected by the Electronic Serials Librarian, a volunteer working with the librarian, the Head of Library Technical Services (as time permits), and, for Government Document links, by the Library Assistant in Government Documents. Procedures are being tested and revised as needed. The beta version of the discovery tool (tentatively called “U-Search”) was launched late in the 2012 Spring Semester, once the vendor had implemented the basic configurations, as per the information submitted by the Multimedia Librarian in consultation with the Head of Library Technical Services, and the Head of Library Reference Services; the service will be fully implemented by the end of the 2012 academic year.
Use of Results: Work on the link checking software will continue into FY 13. The Multimedia Librarian will coordinate with EBSCO’s customer support representatives to tweak the product’s custom index based on feedback from test-users, to improve the discoverability of as broad a spectrum of library resources as possible by our end users. It is likely the final implementation will go “live” before the start of the 2012 Fall Semester. In FY 13, the Library will gather feedback from users and ask the student survey team to gather survey data on student perceptions concerning the usefulness of the discovery tool.
OBJECTIVE 5: To enhance existing academic programs and in preparation for the accreditation processes in the various campus colleges and departments, evaluate selected collections through examination of materials. Recommend new titles for purchase as well as titles for de-selection or “weeding.” (MG 1, MG 3, MG 7, & AG 3)
Assessment Measure: Upon contact by an academic department or program, the Library’s Collection Development Team will gather necessary data and send a report to the unit and/or faculty member(s) requesting assistance within the stated parameters. Time permitting during the 2012 Spring Semester, the Collection Development Team will select a subject area with graduate programs and work with selected faculty members to weed the subject area and purchase more relevant materials.
Intended Results: The Library must insure it has and/or provides access to the most appropriate materials to support classroom assignments and projects and to meet the research needs of students and faculty.
Actual Results: As the Nursing program prepared for an accreditation visit in FY 13, the Library’s Collection Development Team worked with faculty members in the Nursing and Rehabilitation Sciences Department to identify outdated material for withdrawal. The Head of Library Reference Services and the Acquisitions Librarian are preparing orders for more up-to-date materials, especially in electronic formats, to support these programs preparing for the accreditation visit in the coming year. Although the work is ongoing, it is estimated more than 1,000 volumes of out-of-date materials will be withdrawn by 31 August 2012.
Use of Results: This objective is an ongoing task in each review period.
OBJECTIVE 6: Using unspent Materials Budget allocations (if available) to academic departments, work with the University Library Committee to administer the “Library Excellence Fund.” (MG 1, MG 3, MG 7, & AG 4)
Assessment Measure: Each spring semester, the Executive Director asks the University Library Committee to appoint a subcommittee to work with him and the Head of Library Technical Services to allocate the Excellence Fund. Academic departments will submit requests no later than the first week in May. The subcommittee will make final recommendations no later than the first week in June.
Intended Results: The Excellence Fund, composed of unused departmental allocations, allows academic departments to recommend for purchase library resources normally too expensive to acquire and/or to round out the collection.
Actual Results: Because of a reduction in HEAF allocations in FY 12, the academic departments only received allocations for renewal of serials and continuations. Many of the departments had to make a large number of cancellations because of the reduced funding. Since the formulaic allocation process could not be used in this academic year, the remaining unspent amount of money was simply applied to the purchase of two new online services. Since there was no “Excellence Fund” this year, there was no need for a committee.
Use of Results: If funding is restored in FY 13, this objective is an ongoing task for each review period.
OBJECTIVE 7: Continue to explore opportunities to partner with member institutions in the Texas Tech University System for joint purchases of resources and access to information. (MG 1, MG 3, & MG 6)
Assessment Measure: The Executive Director and other appropriate staff members will work with their counterparts from the Texas Tech University System to develop a plan for the System Library Resources Project. The finished report is due by 16 January 2012 to Dr. Tim Hudson, Vice Chancellor.
Intended Results: Any new cooperative agreements should increase ASU Library users’ access to information, hopefully at a reduced cost.
Actual Results: The report was made available in March 2012. However, Vice Chancellor Tim Hudson, who was spearheading this effort, left the System shortly after the report became available for further discussions. Since that time, there have been no further developments or contacts from the Systems Office or ASU’s counterparts concerning this effort.
Use of Results: This objective may be reinitiated in FY 13. All the Library can do is wait to hear from the Systems Office.
OBJECTIVE 8: With the latest release of the Voyager automation system, evaluate the user interface on RamCat to provide the easiest and clearest access to the Library’s holdings and resources. (MG 5)
Assessment Measure: Evaluate the new interface and make any needed changes to improve user access by the end of the 2012 Spring Semester.
Intended Results: Improve ease of use of RamCat.
Actual Results: In January 2012, the Multimedia Librarian oversaw the upgrade of the Voyager system to the latest version available at that point in time, and installed necessary client software on all pertinent staff machines. Other enhancements will be implemented by the end of the academic year, assuming the availability of IT staff to adapt the code from the developing institutions to work in the ASU Voyager system within that time frame.
Use of Results: Several new features useful to library staff were made available and some problematic “bugs” from the previous release of Voyager were resolved in the upgrade. The other enhancements will maximize the functionality of the Voyager OPAC, providing convenient new features for the Library’s patrons. Work still remains to be done by the Multimedia Librarian on updating the web calendar to display the availability of the Presentation Practice Room and other new group study rooms. If this is not finished by 31 August 2012, then the work will need to be done as early as possible in September 2012.
OBJECTIVE 9: Meet or exceed the national averages and those for a selected group of stretch peer institutions on “total staff per 1,000 FTE students” and “librarians and other professional staff per 1,000 FTE students.” (MG 1, MG 3, MG 5, MG 7, AG 3, & AG 5)
Assessment Measure: Meet or exceed the average staffing levels per 1,000 FTE students for total staff and for librarians and other professional staff of identified stretch peer institutions and national averages. For comparison purposes, will use the latest available data from NCES and/or Texas Academic Library Statistics.
Intended Results: This will demonstrate Library and University commitment of support for services in comparison to identified stretch peer institutions and national averages.
Actual Results: During this academic year, no data for FY 2011 became available for any of the institutions to do new comparisons.
Use of Results: This objective is an ongoing task in each review period.
GOAL 2: IMPROVE USER SERVICES (MG 1, MG 3, MG 4, MG 5, MG 7, AG 3, AG 4, & AG 5)
OBJECTIVE 1: To help with professional and support staff development continue staff development programs. Additional work is needed in analyzing workflow issues in Technical Services. (MG 3, MG 5, & MG 7)
Assessment Measure: Continue a series of staff development programs to improve overall operations and performance. The Head of Library Technical Services will evaluate workflow in order to most efficiently utilize Voyager and Banner.
Intended Results: Improve overall staff performance and expertise.
Actual Results: Virtually all staff members participated in either in-house workshops, University sponsored training sessions, or professional meetings and workshops. (See individual unit reports for FY 12.) The Library also continued its annual Staff Training Day (5/16/2011) with activities covering unit training/project sessions, a presentation concerning working with international students with special emphasis on the Korean culture, and a presentation concerning campus safety with additional information on preventing identity theft. As of June 2012, there was no activity on evaluating Voyager workflow. Preliminary data gathering on best practices at other institutions, as well as within the acquisitions/serials area, has begun.
Use of Results: Evaluating Banner and Voyager workflow issues will carry over to FY 13. The annual staff training day and other similar workshops are ongoing tasks each review period.
OBJECTIVE 2: Finish implementation of the recommendations from the Task Force on the redesign of the Library’s RamPort Tab and web pages. Determine the best primary focal point for the ASU community’s access to Library resources and services. (MG 7)
Assessment Measure: Complete implementation of recommendations and determine course of action on appropriate focal point before the end of the 2012 Spring Semester.
Intended Results: Improve library users’ ease of access to library resources.
Actual Results: With the addition of the EBSCO Discovery Service and LibGuides products in the fall of 2011, the members of the Task Force on the redesign of the Library’s RamPort tab and webpages shifted their focus to the configuration of the discovery tool, and the creation of various subject guides. The Multimedia Librarian, with the assistance of IT staff, drafted a new Library homepage, highlighting the new discovery tool search box and its custom logo, and replacing the tabbed layout of the content widget with a series of links from which to access the Library’s other main online resources. Using feedback from coworkers on the latest draft of the Library homepage, the Multimedia Librarian will implement the approved layout before the beginning of 2012 Fall Semester. The Information Access Task Force agreed that Library’s webpages are the best primary focal point for the ASU community’s access to Library resources and services. Due to time and staffing constraints, the Online Resource pages have yet to be examined and redesigned.
Use of Results: The new discovery tool will make the Library’s materials and online resources more usable and findable. In many cases, patrons will enjoy single search convenience, where their subject search will return both books and journal articles. The Library provides access to more than 150 online databases. The new discovery tool will have the capability to search multiple databases at once. This will lead to more effective utilization of these resources. Opportunities for the streamlining of the Online Resource pages have presented themselves, as well as the possibility of using LibGuides as a platform for these pages. Staffing and Library priorities will determine the implementation of these goals, which will be rolled over into the next academic year.
OBJECTIVE 3: To enhance existing services and plan for new services, continue working with University Library Committee for creation and review of Library policies and procedures. (MG 7)
Assessment Measure: Each Library department and unit will continue to revise and update process and service procedures. (See individual department and unit reports.) One or two Library departments will move their procedure manuals to a WIKI format by the end of the 2012 Spring Semester. The Executive Director will complete revisions to and submit for approval at least three more Library policies to the University Library Committee before the end of the 2012 Spring Semester.
Intended Results: Intended to keep Library policies in line with University and System rules while insuring accepted best practices in academic libraries.
Actual Results: This remains an ongoing task. Each Library department and unit continued to update and/or formulate procedure manuals. The following policies were either created or revised and subsequently approved by the University Library Committee in the FY 12 period: PPM #10 Library Security Cameras Viewing Access (new and approved 3/12) and PPM #12 Response to Legal Requests for Library Records or other Patron Information (revised and approved 1/12). Work on testing the concept of moving procedure manuals to a WIKI or similar shared application commenced in spring 2012.
Use of Results: Work on the migration of procedure manuals to a shared application environment will continue in FY 13. The overall objective of keeping procedure manuals and policies up-to-date and in compliance with System and University regulations is an ongoing task in each review period.
OBJECTIVE 4: Continue to investigate and implement services and resources to support ASU distance learning students and programs. (MG 3 & AG 3)
Assessment Measure: The Executive Director will work with the Distance Education Committee on a review of copyright compliance issues. The Library will participate with Information Technology’s Project Office in a campus-wide effort to address streaming video issues and storage for periodicals and other serial publications moving from print to PDF or similar formats. Recommendations on solutions will be available by the end of the 2012 Spring Semester.
Intended Results: The Library will have resources and services in place to support existing and new distance learning programs.
Actual Results: Due to other priorities, the copyright compliance service has not officially been made available to the rest of the campus. The Reference Unit has informally provided assistance with regard to copyright compliance to departments other than the Center for Security Studies. The streaming video project team has investigated several products available on the market, attended vendor demos, and put together a product requirement matrix based on the needs of the various departments involved in the project. A Request for Proposal is being prepared in coordination with the Purchasing Office. The current goal is to have a digital media repository in place by 1 September 2012. The Library did acquire a streaming video service from Films for the Humanities. That service is already available for use until such time as the University develops a separate server for campus storage. The Electronic Serials Librarian continued to monitor the online serials and to load new and updated bibliographic records for these serials. In FY 12, she processed 12 monthly loads. Ordering of ebooks has continued to increase, with over 400 ebooks ordered in FY 12.
Use of Results: Library staffing and other priorities will probably require that the copyright compliance service be rolled over to the next academic year. If the streaming video repository is not in place by the end of the current fiscal year, it will be completed in the fall of 2012. Among other uses, the repository will provide a home for certain journals which are now being distributed only in digital format. In the meantime, the Library will promote the recently acquired package of over 8,000 films in the streaming video service from Films for the Humanities. The Library will continue its efforts to increase the number and subject content of electronic information resources.
OBJECTIVE 5: Improve students’ and faculty members’ information literacy skills. (MG 1, MG 3, MG 4, MG 5, MG 7, AG 3, & AG 5)
Assessment Measure: Continue to offer an increasing number of general and subject/resource specific training sessions. Continue the replacement of existing online tutorials with new, media-rich online tutorials and begin development and implementation of new subject area tutorials. Implement the use of the new software package, LibGuides, before the beginning of the 2012 Spring Semester.
Intended Results: Information literacy skills are essential to ensure the success of any student in the 21st century. Faculty members must also possess and be able to impart these essential skills to their students.
Actual Results: The newly hired Reference/Government Information Librarian created a series of seven library instructional videos for the Border Securities program, which can also be utilized by other degree program areas. A standard template was developed for LibGuides by a task force composed of members of multiple Library units as well as input from the Department of Communications and Marketing. Additionally, a centralized LibGuides A-Z List of Library resources was developed for all LibGuides to draw upon. Six new LibGuides have subsequently been published with input from appropriate faculty, and made available to the ASU community. Three more are likely to be published this summer. Three additional LibGuides authors have been trained. The Head of Library Reference Services should be meeting with the International Student Services Counselor to develop a session for international student orientation later this summer.
Use of results: New LibGuides will be created to serve the needs of the First Year Experience program under development, as well as other academic departments and programs. New instructional sessions will also be developed.
OBJECTIVE 6:Determine the best course of action for the Texas Document Collection. (MG 5 & MG 6)
Assessment Measure: Appoint a taskforce in the fall 2011 to determine disposition of the Texas Documents Collection. The Texas Document Program was discontinued following the 2011 Legislative Session.
Intended Results: To preserve the most important resources for use by the ASU Community and area residents.
Actual Results: Because of the pressing need to work on an update to the “Guide to Library Services” webpages and the development of the new LibGuides resources, the Director postponed work on this objective to FY 13.
Use of Results: This objective will be addressed in FY 13.
OBJECTIVE 7: Work with Information Technology on implementing (in fall 2011) the “Continuous Operation of the Library” proposal. (MG 2, MG, 3, MG 5, MG 7, AG 3, & AG 5)
Assessment Measure: The Library and Information Technology will use the Learning Commons to provide overnight study space and technology access for the ASU community. Operation should begin on 11 September 2011.
Intended Results: The Learning Commons provides a better space (technology rich environment with collaborative learning spaces) for students needing a late-night venue for study, research, and work on projects than the MCS computer lab.
Actual Results: In September 2011, the Library Learning Commons went to continuous operations from 13:00 Sunday thru 21:00 Friday, during the fall and spring semesters. Circulation hired and trained four Overnight Student Assistants to provide security and basic directional assistance to patrons, while IT provided staff to assist patrons with technology and IT equipment checkouts.
Use of Results: A consistent number of students have utilized the overnight availability of this secure, flexible, technology-rich space. Budgets and staffing permitting, the Library plans to continue to offer these hours of access during the fall and spring semesters in FY 13.
OBJECTIVE 8: Investigate the implementation of adding social media/networking to the Library’s communication channels. (MG 5 & AG 3)
Assessment Measure: In FY 12, the Library will conduct a literature review to discover current best practices in implementing social media in academic libraries to interact with library patrons. The Library may work with the Information Technology and Communications and Marketing Departments in exploring possible tools and perhaps beta-testing their use in the academic library context. A report regarding these findings will be submitted to the Executive Director, at which point, potential implementation could occur in FY 12 or 13.
Intended Results: Since students utilize social media and networking applications for staying in touch and aware of events rather than traditional communications channels such as email, the Library plans to open new channels for communicating with ASU users.
Actual Results: Research for the literature review is preliminarily complete. Writing the review has just begun.
Use of Results: This objective will carry over to FY 13.
GOAL 3 : IMPROVE LIBRARY COMMUNICATION (MG 5)
OBJECTIVE 1: Continue to publish the Library Newsletter
Assessment Measure: Publish two issues in the fall semester and one issue in the spring semester.
Intended Results: The Library Newsletter keeps the University community informed about new services, developments, and new resources in the Library.
Actual Results: The Library published three issues of the Library Newsletter in FY 12, in September, 2011, and in January and April, 2012.
Use of Results: In FY 13, the Library may continue to publish the Library Newsletter while investigating the feasibility of using social media outlets as an alternative means to disseminate information about Library services, developments, plans, and resources. Based on reader feedback, a decision will then be made about continuing the Library Newsletter beyond the FY 13 time period.
OBJECTIVE 2: Develop a new “Guide to Library Services” web page.
Assessment Measure: A task force will present its recommendations for approval by the Executive Director by the end of the 2012 Spring Semester. Implementation will occur before the start of the 2013 academic year.
Intended Results: The webpage link would provide the users with updated information on Library services and resources in an easier to access and use format.
Actual Results: The task force submitted its recommendations, created a schedule and procedure for implementation, designed mock-ups of the new website design, and wrote a first draft for most of the new webpages. By the end of August 2012, the language and design for the webpages will likely be finalized and posted, depending upon Library priorities and staffing availability and support from IT or other campus departments needing to review and approve the design.
Use of Results: The finished redesign of the Guide to Library Services will be easily navigated and understood and will reach out to all of the Library patron groups. It will be a webpage that truly markets the Library’s services and resources.
GOAL 4: IMPROVE LIBRARY FACILITIES (MG 1, MG 2, MG 3, MG 4, MG 5, & AG 3)
OBJECTIVE 1: To support research, co-curricular activities, residential campus life, and student recruitment and retention efforts, work with Information Technology on the operation of the Learning Commons on the First Floor of the Library.
Assessment Measure: By the end of the fall semester, IT and the Library will work to have finished the installation of four “Express Lane” stations in the Learning Commons. Within the same time period, a third printer will be added to the print station area.
Intended Results: The “Express Lane” stations and the third printer will ease the overload on existing PCs/laptops and printers in the Learning Commons. Students will not have as long a wait for available PCs or a laptop to print a needed document. The additional printer will ease wait times and congestion in the print station area of the Learning Commons.
Actual Results: All of the steps outlined in the “assessment measure” section were accomplished by the end of May 2012.
Use of Results: A review of usage statistics showed the express lane stations were a preferred service point for students to quickly access and print assignments, papers, and retrieved articles. Not only was a third printer installed but also a fourth printer was added in May 2012 to help balance the printing demands. As part of the remodeling project underway in summer 2012, IT and the Library are exploring the need for a dedicated printer to be located on the Second Floor to service the printing needs of the scholar workstations located near the central elevator area.
OBJECTIVE 2: Depending on available funding, finalize plans to make the best possible use of all existing space on the Library’s three floors.
Assessment Measure: By the end of October 2011, seek approval for implementation of suggested projects in the Fund Balance plans submitted in FY 11. This would include the remodeling of the existing group study rooms on Second Floor and in the basement and the creation of eight individual study work stations with PCs on Second Floor. Work will commence by the end of the FY 12 period but may carry over into FY 13.
Intended Results: With the technology rich environment of the Learning Commons, users will expect the same or similar levels of quality study space in other areas of the Library.
Actual Results: Approval and planning of the FY 12 remodeling project was undertaken in fall 2011 and finalized early in the 2012 Spring Semester. Work commenced in May 2012 on the project. This remodeling project involves three existing large group study rooms (two on Second Floor and one in the Basement) which will be divided to provide more size-appropriate rooms, and remodeled to include carpet, new furniture, flat panel monitors, and white boards. The new rooms will be reserved and checked out in the same manner utilized for the Practice Presentation Room in the Learning Commons. Twelve new study carrels with power and lights are being added to the Quiet Study Room on the Second Floor. Eight scholar workstations with desktop PCs will be added to a newly carpeted area near the central elevator on the Second Floor. Carpeting and new furniture are being added to the reading area on the Second Floor that extends over the Common Grounds Coffee Shop. One additional group study room on Second Floor will be converted into a temporary office space. All of these changes are scheduled to be completed before the end of the current academic year.
Use of Results: These updates and changes will extend some of the amenities and technology of the Learning Commons throughout the Library, and will also provide additional group study rooms, which are much in demand. The Library will review additional physical changes, furniture needs, and technology upgrades per the recent Capital Improvement requests submitted to the Facilities Planning & Construction Office in May 2012.
GOAL 5: CONTINUE TO ADD MATERIAL AND INCREASE THE AWARENESS OF THE UNIVERSITY ARCHIVES (MG 1, MG 3, MG 7, & AG 4)
OBJECTIVE 1: To help disseminate information concerning resources available in the University Archives (UA), create a web site for the UA that will provide the campus with an accessible way to see what material is appropriate for the UA and how those items should be transferred.
Assessment Measure: Web site development completed before the end of the academic year.
Intended Results: A web site will provide campus-wide access to the purpose, resources, and services available from the UA.
Actual Results: The UA webpage became operational in spring 2012.
Use of Results: The webpage gives information about the UA and the type of material available and what is desired making it easier for the ASU community to find needed materials.
OBJECTIVE 2: Continue to solicit and process materials from the campus community that are of value to the UA.
Assessment Measure: Under normal circumstances, respond within one week of any contact and process materials in a timely manner.
Intended Results: To document the history of ASU by preserving records with historical value.
Actual Results: In addition to numerous contributions to existing collections, three new collections were added to the University Archives in FY 12. Two of the collections have been processed and listed on the master finding tool and the third will be processed by 31 August 2012.
Use of Results: The materials added to the holdings of the University Archives will be made available for researchers and will contribute to the preservation of the history of the University.
OBJECTIVE 3: The Executive Director and University Archivist will continue to administer the campus records retention program.
Assessment Measure: By 30 September 2011, a revised Records Retention Plan will be submitted to the Texas State Library and Archives Commission (TSLAC) for approval.
Intended Results: Insure compliance with all System and State regulations concerning records retention for a State agency.
Actual Results: The Record Retention Schedule was recertified in spring 2012. In May 2012, the University added OP 02.07 “Records Retention” to the Operating Policies for the University. This Operating Policy/Procedure defines the steps involved in the legal destruction of records that have ceased to have sufficient value to warrant retention.
Use of Results: The schedule can now be found on the University Archives webpage. Information and forms for use in the disposition of records are now located on one site for easy access. Due to the new OP 02.07, in FY 13, the Director and University Archivist will begin to work with selected campus offices and/or departments to more fully implement the Records Retention Plan.
GOAL 6: CONTINUE TO ADD MATERIALS AND INCREASE THE USE OF THE WEST TEXAS COLLECTION AND WORK WITH THE FELLOWSHIP AND FRIENDS PROGRAMS (MG 1, MG 3, MG 7, CO 1, CO 3, & SD7)
OBJECTIVE 1: To continue adding, processing, and making available collections on local, regional and state history.
Assessment Measure: Under normal circumstances, respond within one week of any contact and process materials in a timely manner. Also explore the possibility of using the digital repository capabilities of the Texas Digital Library as a site for storage of digitized collections and resources from the West Texas Collection.
Intended Results: Provide a repository to preserve the records that document the historical development and significance of the region and its people. Process those collections so they are preserved, organized and available to researchers.
Actual Results: Eighteen new collections were added to the holdings of the WTC in FY 12 along with numerous additions to existing collections. Students, staff and volunteers continued processing existing collections as well as began processing new collections. Finding tools are available for the processed collections. Materials were added to the PastPerfect online photo database; however, no formal arrangements have been made to include WTC material in the Texas Digital Library.
Use of Results: The materials added to the holdings of the WTC will be made available to researchers and will contribute to the preservation of the history of the region.
OBJECTIVE 2: To continue working with Region XV and public schools to increase the use of the Collection by teachers through workshops and “history trunks.”
Assessment Measure: Provide workshops as requested. Assist public school classes in developing research skills.
Intended Results: Provide assistance to area school teachers and students by bringing primary research materials into the classroom and providing workshops to improve teaching methods.
Actual Results: In June and July 2012, the Collection staff members will conduct two workshops on preparing a walking tour using broad topics such as economics, community, etc.
Use of Results: Due to the response of educators, two workshops were needed to meet the demand. Teachers will be shown and given hands-on practice placing their tour or information about their hometown online. In turn, they will be able to take the lessons learned back to their classrooms for use with their students. The success of these workshops will result in this being an ongoing objective in each review period.
OBJECTIVE 3: To continue to serve as a resource for the History Department.
Assessment Measure: Continue to work with classes doing historical research and to provide ongoing internship opportunities for history majors.
Intended Results: Provide opportunities to give history students a hands-on approach to historical research and to develop skills in archival work. Also, provide classes with the needed materials and expertise to complete research assignments.
Actual Results: The Honors History class completed several blocks of the downtown area of San Angelo in the fall of 2011. The work has been passed along to the Downtown San Angelo, Inc. There were no internship opportunities in FY 12.
Use of Results: Based on the research of the ASU students over the past six years, the downtown organization has compiled a walking tour booklet for use by tourists. Because of a revamping of the Honors Program, this may be the last year for working with the Downtown San Angelo group.
OBJECTIVE 4: To continue and expand community outreach projects.
Assessment Measure: Offer three community programs within the academic year.
Intended Results: Encourage more cooperative outreach projects with the local community and region.
Actual Results: The WTC prepared large posters and one display table for use during Holocaust Remembrance. This event was sponsored by the Multicultural Center. The WTC and the Friends of the Library helped the ROTC and Arnold Air Society hold the annual vigil at the Memorial Oak Grove on campus and assisted the Arnold Air Society with their Heritage Wall. Phi Alpha Theta joined the WTC in helping with the opening of the World War I display. In conjunction with the opening of this display, Dr. Charles Endress, military historian, spoke to a large crowd about the Great War. The display on Early Day San Angelo was very successful. In addition to the display, the Collection had Dr. Virginia Noelke make a presentation about her book on early day San Angelo. She signed books for those in attendance.
Use of Results: Many of these events are intended to raise awareness among the campus population. For instance, the Holocaust Remembrance event was based on the book, Hannah’s Suitcase, and asked students to contemplate what they would take with them if they had five minutes to prepare. Another lesson from this particular display was that when someone does not stand up for others, there may be no one left to stand with/for anyone. Students were prompted to answer questions at the end of the display; a number of students took advantage of the opportunity. The opening of each new display affords the WTC a new and unique audience to reach since members of the community are invited to attend. This is an ongoing object for each review period.
OBJECTIVE 5: To continue working with the Excellence in West Texas History Fellowship Board for the fourth year of awards.
Assessment Measure: Work with the Board to select two new recipients; host a dinner in April to announce the award winners and other events for the Fellows; work with publishers when manuscripts are completed and continue fund raising for the program.
Intended Results: The Fellowship program will stimulate renewed interest in researching and publishing West Texas history.
Actual Results: The Board selected two new Fellows in March 2012. One is from Texas Tech and the other is from University of Texas.
Use of Results: The Board will need to focus not only on the progress of existing fellows but, most importantly, securing funding to endow the fellowships.
OBJECTIVE 6: Assist the Friends group with the annual book sale, genealogy workshop and other activities. Continue to act as liaison between the Friends group and the University.
Assessment Measure: In accordance with University, System, and State rules, provide support for Friends’ activities.
Intended Results: The Friends provide excellent community outreach by promoting Library and West Texas Collection activities, providing financial support and awarding scholarships for deserving students.
Actual Results: The book sale and the genealogy workshop were both held. While neither was as successful as in the past, the Friends Board has been very active. They have set up an endowment for the WTC with money to be used for exhibits, displays and other like items. The spring edition of the newsletter is composed and currently being proofed.
Use of Results: The book sale did not receive as much publicity as in the past and did not have the quality of books present in the last sale. Therefore, the money raised was lower by comparison. The attendees of the genealogy workshop asked that the Friends continue to host the event. The endowment will generate money for use in the WTC. They have plans for a number of other events in the next review period. The newsletter will be sent to past and present members of the Friends of the Library along with prospects with hope this will increase membership numbers.