re-engineering and re-defining university libraries in the...
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METHODOLOGY
Re-engineering and Re-defining University Libraries in the context of modern 1C T - i‘ \
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This chapter includes need, significance and objectives of the study, limitations of the
study, data sources, method of selection of respondents, questionnaire design,
sampling, data collection and method of analysis. ln the purview of the study,
University Library refers to a central library which is established, maintained and
administered by a university in the State of Kerala, lndia to meet the needs of its
students, teachers, scientists and research scholars. Seven universities listed below were
functioning in Kerala:
i. University of Kerala (UOK), Thiruvananthapuram District
ii. Mahatma Gandhi University (MGU), Kottayam District
iii. University ofCalicut (UOC), Malappuram District
iv. Kannur University (KU), Kannur District
v. Cochin University of Science and Technology (CUSAT), Ernakulam District
vi. Sree Sankaracharya University of Sanskrit (SSUS), Ernakulam District
vii. Kerala Agricultural University (KAU), Thrissur District
Since the university library of the Kannur University was functioning in a temporary
building and some functions were yet to start, in many cases exact comparison of data
was not possible. The functioning of the university library of the Kerala Agricultural
University was also not in the full swing because staffing of the library has not done
properly. However, ICT environment and management system of all university libraries
in Kerala were almost same and hence generalization and conclusions have been made
accordingly. Among the seven universities, first four universities were mainly
affiliating universities. Government and private colleges functioning in their specified
geographical area were affiliated to these universities. As there were no specialized
universities in the state for engineering, medicine, law, etc., the colleges offering such
courses were also affiliated to them. The affiliated colleges were offeringundergraduate, post graduate and research level programs. The universities directly
offer post graduate and research level programs in their own campuses also. Courses
under distance education mode and through private study were also being conducted by
the universities.
F rancis, A T: Dept. of C.'0mpm‘er Applications, Cochin University of Science and Technology
Re-engineering and Re-defining University Libraries in the context of modern lCTs ]{)()
Kerala Agricultural University, Cochin University and Sree Sankaracharya University
were basically non-affiliating universities. Being the only one agricultural university
in the state, the Kerala Agricultural University was offering undergraduate, post
graduate and research level programs in the fields of agriculture, veterinary science,
fisheries, dairy technology, biotechnology, cooperation, rural management, etc. Though
the main campus of the university was in Thrissur Distrct, the constituent colleges and
research stations were situated in several campuses spread over the entire State of
Kerala. Extensive research projects and extension education activities were being
undertaken by the university in the areas entrusted to it as per the mandate. The Cochin
University concentrates on courses and research programs mainly in the technology and
applied sciences. Courses like, economic, management, law, etc. were also being
offered by the university. Though the main campus of the university was inThrikkakara in Ernakulam District, six major departments of the university were
functioning in Lake Side Campus in Cochin City itself. lt has some affiliated colleges
and recognised institutions also mainly in engineering and technology. The main
campus of the Sree Sankaracharya University was situated in Kalady in Ernakulam
District. Six other campuses was also there in different parts of the state. These three
universities were not offering any courses under distance education mode. Table 3.0.1
gives an overview of the teaching departments and research stations of the universities
in Kerala and the colleges / institutions affiliated to them.
Table 3.0.1: Teaching Departments and Research Stations of the Universitiesl N in Kerala and the Colleges / Institutions affiliated to them H H gY l Teaching Affiliated CollegesUnivfifsitiesi D@PT5-_» l Arts& l Engg/ A iMedical/ Teacher Totalin Keffllfl Research i Science, , Technical. Para Trainingi g g$Iflli0I1$ W Law, etc.) g Medical NiUOK S C4] 84 I7 l I8 i 38 l57 11 __
MGU 22 = 193# 22 p C43 A 49 1 307uoc 25 146 ‘C 23 40"‘ ' 53 2621 1<u 15 41 1 SD09 11 03 64.,_ l , ,. ,, 7., _ .__CUSAT 26 6 26 01 00 27_,_ . 1 _ l__,ssus A 25 J 0” 00 1 00 00 D60‘KAU tip 62* 0 00 C00 D Coot 00 tY _ _ l
, 216 464 97 113 T it 143 L 817 'Francis, A T: Dept. of Computer Applications, Cochin University of Science and Technologv
Re-engineering and Re-defining University Libraries in the context of modern IC Ts I O I
UOK: University of Kerala; MGU: Mahatma Gandhi University; UOC: University of Calicut:KU: Kannur University; CUSAT: Cochin University ofScience and Technology; p
SSUS: Sree Sankaracharya University of Sanskrit; KAU: Kerala Agricultural University* include l0 Constituent Colleges, 32 AgriculturaliResearch Stations, HT
‘ 03 Centers of Advanced Studies, 10 Instructional Farms and 08 Training Centers # Include 72 Off Campus Study Centers
i (55 — Within Kerala State, 09 - Outside Kerala State, O8 -— Outside India)
3.1 Need and Significance of the Study
The modern lCTs have made radical changes in the conventional system of information
processing and its delivery. The flood of information, especially in digital format, has
posed lot of issues in the knowledge management scenario. Though the information
resources are flooding world over and several technologies have emerged to manage
the situation and providing effective information services to its clientele, most of the
university libraries in Kerala were not able to exploit these technologies at maximum
level. Though all the libraries have automated many of their functions, wide gap
prevails between the possible services and provided services. At the same time, there
are many good examples world over in the application of lCTs in libraries for the
maximization of services and many such libraries have adopted the principles of re
engineering and re-defining as a management strategy. This has posed several
questions on how to effectively adopt the modern lCTs in our libraries for maximizing
the efficiency of services and whether the principles of re-engineering and re-defining
can be adopted for the purpose. This was the major significance ofthe study.
3.2 Scope and Objectives of the Study
The topic proposed for research work clearly reflects its scope, that is, re-engineering
and re-defing university libraries in the context of modern information and
communication technologies; a study with special reference to the university libraries
in Kerala. The scope was to determine and analyse various aspects of re-engineering
and re-defining along with study of libraries of universities and to suggest measures for
improving the services. As the researcher was closely associated with the work study
conducted by the Kerala Agricultural University Expert Committee on Library Staff
Pattern in I999, he got background knowledge in this area. Moreover, as an active life
member ofthe lndian Library Association (ILA), New Delhi and Indian Association of
Special Libraries and Information Centres (IASLIC), Calcutta, he had ample
Francis, A T: Dept. of Computer Applications, Cochin lfniversiry of Science and Technology
Re-engineering and Re-defining University Libraries in the context Q/"modern [C Ts I02
opportunity to involve in the management aspects of various types of libraries in the
India. As a life member and office bearer of the Kerala Library Association (KLA),
Thiruvananthapuram and Founder President of the Kerala Agricultural Library
Association (KALA), Thrissur, he was actively associated with the automation,
application of lCT and resource sharing of the academic and research libraries in the
State of Kerala. He has long professional experience in various types of institutions
such as private affiliated college, colleges of Kerala Government and Government of
India, Defence Research and Development Organisation (DRDO), University Library
and College Libraries of Kerala Agricultural University, etc. He was associated as
consultant in automating several college and public libraries in Malabar and Central
regions of Kerala. As an expert and trainer for Department of Education and Kerala
state Library Council, he had enough inter-sectoral awareness and experience to
identify the existing real problems and bottlenecks in establishing an integrated library
and information system.
The present study was mainly based on the university libraries functioning in Kerala
State, India. It was intended to study the present system of functioning of theselibraries with the intention to re-define them in the context of modern Information and
Communication Technologies (lCTs) and to propose a plan for Re-engineering their
Business Processes for the purpose of increasing operational efficiency and service
effectiveness. Based on the insight received by the review of related literature and
preliminary examination of the library and information systems, the study proceeded
with the following major objectives:
i. To evaluate the existing information resources, personnel resources and
other infrastructural facilities available in the university libraries of Kerala;
ii. To study the prevailing system of library and information services in the
university libraries in Kerala;
iii. To survey the developments in the field of application of lCTs in libraries
at the international level;
iv. To identify various management problems faced by the university libraries
in the context of modern lCTs;
v. To study the present status of university libraries in terms of application of
lCTs, library automation, quality of information services, etc.
Francis, A T." Depl. of Computer Applications, Cochin University of Science and Technology
Re-engineering and Re-defining University Libraries in the context of modern [C Ts 103
Vl. To study various manpower issues of university libraries in Kerala related
to the application of modern lCTs.;
vii. To identify the problems in planning the growth and development of
libraries, application of ICT and implementation of automation in libraries,
quality of information services, etc.;
viii. To identify the requirements of re-defining university libraries in thecontext of modern lCTs.;
ix. To propose a method for re-engineering library and information services of
the university libraries.
The study discusses in detail all aspects of seven university libraries in the State of
Kerala. A critical examination of these libraries has been done as regards the
following:
i. Universities’ profile, mission, vision, courses and functions;
ii. Resources in terms of budget, staff, infrastructural supports, etc.
iii. Collection of books, periodicals, databases and other information resources;
iv. Use of information and communication technologies and level of automation in
libraries for various activities and services;
v. Need for re-engineering and re-defining these libraries in the context of modernlCTs.
3.3 Hypotheses
The study was carried out based on the following hypotheses:
l. The information resources and ICT facilities of the university libraries in Kerala
are not adequate to meet the education, research and extension activities of their
clientele;
2. Even though the Universal Bibliographical Control is ideal for effectiveinformation services, the libraries were not able to achieve effective
bibliographical control either by self reliance or by effective partnerships and
provide document delivery services to the users based on internal as well as
external information resources;
Francis, A T: Dept. ofC0mpuier Applications, Cochin University of Science and Technology
Re-engineering and Re-defining University Libraries in the context Qfmodern {C719 I04
3. Though the modern ICTs provide enormous potential for effective library and
information services, the libraries are lagging behind in applying and exploiting
these technologies, including the latest Web technologies, to the maximum
extend possible;
4. Though the university libraries have automated many of their functions, they
were not able to reap maximum benefits of automation, especially in improving
the operational efficiency and service efficiency;
-5. At the same time, the users are not fully equipped with enough Information
Literacy skills for the maximum utilization of information resources, especially
that available and accessible in digital format.
6. The management process, including the human resource management system,
of the libraries need thorough re-structuring in the context of modern lCTs;
7. The principles of re-engineering can be applied to re-define the activities,
functions and service system of the university libraries in Kerala to achieve
maximum efficiency and effectiveness out ofthe latest lCTs, including the Web
technologies;
8. As the development and service set up of the university libraries and their users
can not be viewed in isolation, national and state level policies, rules and
guidelines are essential to develop the university libraries as part of an
integrated national library and information system with the intention to increase
the quality of education, research and extension and transform the entire country
as a knowledge society.
3.4 Limitations of the Study
Though all the university libraries in lndia have some sort of similarity and functional
uniformity, it was also necessary to narrow down the geographical area of study
because selecting a much wider area tends to defuse the results and findings in a
research work. Therefore, such a study would not be feasible if much wider
geographical area was taken into consideration. Similarly, while studying the
functioning and services of the university libraries, major attention has been given for
the service target of the libraries for post graduate and research level programmes of the
universities. In view of these factors, the present study was mainly concentrated on
direct departments/colleges of the universities offering postgraduate courses and
Francis, A T: Dept. of C omputer Applications, Cochin University of Science and Technology
Re-engineering and Re-defining University Libraries in the context of modern lCTs 105
research programmes. This limitation was necessary to develop worthwhile norms
towards the accomplishment of the present study.
3.5 Data Sources .The study was mainly based on survey using structured questionnaires. This has been
supplemented by observation of working of the libraries, discussions and interviews
with the different types of users and staff, review of literature, etc. Personal
observation of the organization set up, management practices, functions, facilities,
resources, utilization of information resources and facilities by the users, etc. of the
university libraries in Kerala havebeen made. As the concept of re-engineering and re
defining was comparatively new to the library and information field, its applications
have been studied in other fields through literature search. The present status of
university libraries in India has been reviewed through a literature search. For the
study of university libraries in Kerala, the data was collected through questionnaire
based surveys, interviews, discussions, etc. Data was also collected from Internet and
CD-ROM databases other than printed books and journals.
3.6 Selection of Respondents
The survey was conducted in all seven universities in Kerala to collect data on the
management of university libraries in the context of modern information and
communication -technologies. Perceptions of the university students and faculty, and
their use of various types of library documents and information resources and services
in the university libraries were studied. Perceptions of the library professionals werealso been studied in detail.
Though the targeted users of the university libraries include affiliated colleges of the
university, in the present set up, the library services were concentrated on the students
and faculty of the various teaching and research departments and constituent colleges of
the universities. Because of this, and also as a limiting factor, the study focused on the
teaching / research departments / constituent colleges of the universities functioning
mainly in their main campuses. The data was collected from seven universities by
serving four types of structured questionnaires to random samples of the following
categories:
Francis, AT: Dept. of C ompuier Applications, Cochin University 0fSeience and Technology
Re-engineering and Re-defining University Libraries in the context of modern [C Ts I O6
i. University Librarians;ii. Library Professionals;iii. Students of the University; and
iv. Faculty ofthe University
3.7 Questionnaire Design
The questionnaires were prepared by including questions related to awareness of library
and information resources and services, use of services offered, different aspects of
management and satisfaction of users and staff. These questions were formulated to
ascertain the perceptions, preferences, expectations and general information-seeking
behavior of users coming under the universities, especially in the modern context of
computer and other information and communication technologies. Several on-site
interviews were conducted with selected users and library professionals to validate the
survey questions. The questionnaires thus prepared were pre-tested and finalized for
distribution. Personal discussions with some of the respondents were also done to
obtain more insight into the answers given. The finalized questionnaires have been
enclosed in Appendices l- IV.
3.8 Sampling
The following criteria were considered for the choice of respondents from each
participating organization:
i. University Librarians : All (Seven numbers);
ii. Library Professionals : All semi- professionals or above that level
working in seven University Libraries
(169 numbers);
iii. Students of the University : Five percent of the students from all teaching
departments or constituent colleges of the
universities (408 numbers);
iv. Faculty of the University : 408 numbers of faculty members (that is,
44 percent of the total) from all teaching
departments or constituent colleges of the
universities.
Francis. AT: Depl. of Computer Applications, Cochin University of Science and Technology
Re-engineering and Re-defining Um'vers:'!y Libraries in the context of modern 1CTs 107
The sample size of the students and faculty from each university have arrived at on the
basis of size of their population in teaching departments and constituent colleges
functioning in the main campuses of each university. While deriving these numbers,
the newly established self financing engineering colleges of the universities have been
excluded.
Table 3.8.1: Size ofthe Population identified for the study from each university 1lUniversities in 1 Student Faculty L Library y University
Kerala State 5 Users T Users Professionals Librarians
Iuo1< 1985 1 183 62 4 ‘ 01 lly1v1ou A 1125 84 1 25 01l 5 5 _ 11- ~ _ Y - -7 " 7'A UOC 1 l0l0 p 122 27444 T0! J1 1<u 5 910 28 07 01CUSAT l 900 ‘ 186 26 01 l‘_l5 5 L g _ __l 5 _ _ 5 1 55
lSSUS 1 1ll0 77 16 1 OlSKAUL 1120 247 " 4 06 ‘P A it 01" Pl1 g_ g_ |g _ g 1
lTotal 1 8160 927 169 y 07 0l
Table 3.8.2: Sample size derived for the study from each university
i Universities in 1 Student A Faculty l Library UniversityKerala State 1 Users Users Professionals Librarians
uo1< 99 80 62 014'. ‘]' vi‘ 7 ' 7 ' iTMGU 5 56 37 25 1 011 1 155 L l 5 5 5 5, _55uoc T 51 54 * 27 01l1<u P 46 12 07 H01cusm" 45 82 26 01ii ssus i 55 34 16 0155 5 1 _ lKAU T 56 4109 06 A 01 7‘i Total 408 408 it I 169 07
Francis, A T: Dept. of C‘ omputer Applications, Cochin University of Science and Technology
Re-engineering and Re-defining University Libraries in the context of modern lC'l's I08
3.9 Data Collection
Most of the questionnaires were delivered and collected personally and some
questionnaires were delivered and collected through representatives. The data was
collected during the period of July 2006 to December 2007. Out of total 408
questionnaires served to each of the student/faculty users, 280 questionnaires were
returned by the student users, that is, 68.63 percent, and 243 questionnaires were
returned by the faculty users, that is, 59.56 percent. Out of total 169 questionnaires
served to the library professionals, 159 questionnaires were returned, that is 94.08
percent. All the seven questionnaires served to the University Librarians or ln-Charges
of the Librarians were also returned after filled. The distribution of questionnaires
served to and returned from each university is shown in the following table 3.9.], table
3.9.2 and table 3.9.3.
Table 3.9.1: Responses received from Student Users
Sample size of Student Users andUniversities in responses received from each universityKerala State _ y
Questionnaires E Responses Responses receivedserved (No.) received (No.) (%)
UOK ' it 99 73 73.74
MGU 7 “M56 34 60.71
UOC 51 7 31 60.78
KLJWSU 46 27 58.70
CUSAT 45 ; 31 68.89
SSUS 7 55 36 M65A5
KAU 56 ” 4s 9 “ 8571ii 408 tii“i 280 68.63
Francis, A T." Dept. of Computer Applications. Cochin University of Science and Technology
Re-engineering and Re-defining University Libraries in the conrexr of modern [C Ts 109
Table 3.9.2: Responses received from Faculty Users
I
Universities in Sample size of Faculty Users andKerala State ; responses received from each university
‘ Questionnaires I Responses I Responses receivedserved (No.) % received (No.) (%)
IUOK I 80 50 I I 6250
IMGU 37T 2r I I 5676
Iuoc" I 54I
27I
50.00
SKUY
I2 07 5 _ I 5883
ICUSAT "I
82 42 5122
Issus 34L,fl 20 I 5882
I KAU 109 76 5 6972I
it “I
I243 408 243 5956
Table 3.9.3: Responses received from Library professionals
Kerala State
Sample size of Library Professionals andUniversities in p responses received from each university
Questionnaires Responses ; Responses received(%0
I UOK Iserved (No.) received (No)62 58 9355 “K SS
IPMGUSS_ 7
I 25 24 96.00
"uoci 27i
I 24 8889
FKU 07 07 100
ACUSATI , , il26 25_ , _ I 96.15
ssus I6I
I 15 II 93.75
IKAU II
I so
06
169
06 I5 6 5 s_I159 I
I00
94.08
Francis, AT: Dept. of Computer Applicalions, Cochin University of Science and Technology
Re-engineering and Re-defining Universiry Libraries in the context of modern l(‘Ts 1 I O
3.10 Method of Analysis
To analyze the collected data, investigator has used the tables and figures. Statistical
techniques like percentage calculation, mean, weighted mean, standard deviation,
correlation, trend analysis, etc. have also been used. All the points in the Schedule were
analyzed on the basis of the formulated objectives; and interpretations were made
through analysis.
Francis, A T: Dept. of Computer Applications, Cochin University of Science and Technology