The End is Here…

for the Reference

Collection

Mark A. Vargas, DirectorUniversity LibrariesSaint Xavier University

CARLI, October 2008

2

Purpose

To explain why and how Saint Xavier University eliminated 95% of its print reference collection.

3

Context

SXU is a comprehensive, private Catholic university for both men and women.

Two main campuses, and over sixty off-campus teaching sites.

Offers undergraduate and graduate programs in the arts and sciences, business, education, and nursing.

5,600 students.

4

Library was Sinking… Fast

Shelves were at 140% of capacity.

Collection was dated.

Lack of budget control.

At least 25% of the print budget went for reference materials and standing orders… and no one knew why.

5

Where We Started

ServicesServices

FacilitiesFacilities

PersonnelPersonnel

ResourcesResources StrategicPlan

StrategicPlan

6

Two Approaches

1. Get the budget under control

2. Get the physical collection under control

Library’s Budget Priorities

Redefining the Hoops

8

Established Collection Priorities

LibraryBudget

University Curriculum

AnnualReview

Collection Development

9

Reference Collection Policies

Evolved over several years. Changed in context with other collection issues.

10

Collection Review

Collection must accurately reflect the curriculum.

Need to accommodate vast majority of students who never enter the library.

No new funding; instead, reallocate existing funds.

11

No Sacred Cows

End the “we’ve always done it this way” approach.

Willing to review all aspects of collection development.

12

New Primary Focus

Base collection development on curricular area, not format

Up-to-date circulating book collection. Best possible array of web-based databases.

Low priority

Print reference collection. Print journal collection.

13

Budget

Circulating Books Reference Books Databases Serials

Art

Business

Art

Business

Art

Business

Chemistry

Mathematics

Nursing

Chemistry

Mathematics

Nursing

Chemistry

Mathematics

Nursing

Art

Business

Chemistry

Mathematics

Nursing

Previous Budget Model

14

Budget

Art Business Chemistry Mathematics

AV

Books

AV

Books

AV

Books

Databases

Serials

Databases

Serials

Databases

Serials

AV

Books

Databases

Serials

New Budget Model

15

Reallocation of Expenditures

Collection Development, by Format

0%

10%

20%

30%

40%

50%

60%

Fiscal Year

Pe

rce

nta

ge

of

Bu

dg

et

Circulating Books Reference Books Periodicals Databases

Library’s Facility Priorities

Making room for more… with a lot less

17

Off-Site Storage Program

Used third-party vendor (records management firm) for storage and retrieval.

Eliminated political problems with weeding the collections.

18

Off-Site Storage Program

60% of book collection to off-site storage. Any circulating items not used in the last 10

years.

99% of print journals to off-site storage. Any cancelled titles, and anything more than 5

years old.

1 business-day delivery

19

Essential Questions

Is the curricular need better served with an item in reference or the circulating collection?

Would you buy it again? Could the funds be better spent on circulating

books or other resources?

20

Basic Early Policies Adopted

Electronic versions of reference materials were preferred.

If available electronically, hard copy taken out of reference.

Bibliographies taken out of reference.

About 30% of reference.

21

“Process of Elimination”

Lists of remaining titles given to each librarian.

Each person reviewed the lists and made their priorities.

Options: keep in reference, send to stacks, send to storage, or weed.

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“Process of Elimination”

Combined reviewed master list was discussed and decisions made.

There were no pre-assigned targets or quotas.

23

Results

Not every subject needs to be represented.

For most primary subject areas (music, for example), we retain one general, multivolume set and keep it current.

Almost all single volumes less than 5 years old went to the stacks; older items sent to off-site storage.

24

Results

New titles with “Almanac, Atlas, Bibliography, Encyclopedia, Index,” etc. no longer automatically put in reference.

Reference may not have the most current materials (Mental Measurements Yearbook).

If in doubt… let it circulate.

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Where the Items Went

0%

10%

20%

30%

40%

50%

60%

Retain in referenceSend to circulating collectionSend to off-site storage

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Outcomes

We can tie the reference collection directly to curricular needs.

We know why what we have in reference is there.

Released extensive funds for better use.

No problems with students or faculty.