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Getting to the core
- 1. Getting to the Core: What Centralized ILL Means for a Small Academic Library Presented by: Karen Hildebrandt & Bonita Bjornson
- 4. Library Staff @ King’s
- 5. ILL Staff @ King’s
- 6. ILL Service @ King’s
- 9. Library Staff @ Concordia
- 10. ILL Staff @ Concordia
- 11. ILL Stats: 2012 - 2013
- 12. Our Consortia Agreements & Impact
- 15. Spring 2013
- 29. References • Breeding, M. (2013). “Introduction to resource sharing”, Library Technology Reports, Vol. 49 No. 1, pp.5-11. • Lars, L. et al (2003) “Enhanced resource sharing through group interlibrary loan best practices: a conceptual, structural, and procedural approach”, Library Faculty & Staff Publications. Paper 84. • Lars, L. and Kress, N.(2011) “Looking at resource sharing costs”, Interlending & Document Supply, Vol. 20 No. 2, pp.81-87. • McGillivray, S. et al (2009). “Key factors for consortial success: realizing a shared vision for interlibrary loan in a consortium of Canadian libraries”, Librarian and Staff Publications. Paper 15. • Rogers, D. (1997). “Centralized vs. decentralized models in interlibrary loan access”, Journal of Interlibrary Loan, Document Delivery & Information Supply, Vol. 73 No. 3, pp. 29-32. • Stevens, R. (1974). “A study of interlibrary loan”, College & Research Libraries, September 1974, pp. 336-343. • Zhou, J. (1999). “Interlibrary loan cost studies and copyright fees”, Journal of Interlibrary loan, Document Delivery & Information Supply, Vol. 9 No. 4, pp. 29 – 38.
Notas do Editor
- Getting to the Core: Definition of Small Academic Library1200 or less students (fte)100 faculty (tenured & Sessionals)Concordia: 1200 students/ 60 permanent faculty and 129 sessional instructorsKing’s: 700 students/113 faculty
- King’s University College offers quality Christian education with fully accredited Bachelor degrees in the arts, humanities, music, social sciences, natural sciences and commerce/management, as well as an education after degree.
- DirectorInstructional Librarian – Reference/Classroom Orientation SessionsSenior Library Technician – ILL, E-Resources, Serials (Print/Online), Public Service, ArchivesLibrary Technician – Acquisitions, CataloguingPart-time Assistants – evenings/SaturdaysStudent Assistants – shelving, minion work,
- Senior Library Technician = ILL Dept.The evening staff and on occasion, student assistants do help.The Acquisitions Library Technician and Instructional Librarian will also help when needed.
- ILLs are received by email. If the item is available within NEOS, a hold is placed on it for the patron. An email is sent explaining the hold process.If the item is an article available at another NEOS library, staff request it through the owning library’s system: Relais or Email.If the item is available at another non-NEOS library, it is requested using the owning library’s system. ILLs are staff-mediated. This gives staff the ability to connect with patrons and, if necessary, educate them on using resources.An example might be, a first-year English student ordering 45 articles for a paper that the professor has supplied sources. This has happened! Staff can control ILL costs easily.
- Requests from King’s patrons2155 – NEOS books signed out by King’s patrons @ King’s602 (does not include NEOS books)64 Unfilled (language, duplicates, cost)219 (available in King’s Library)219 (req’d from NEOS libraries, 95% U of A)37 (open source)63 (COPPUL, OCUL, CREPUQ, TAL or other)
- Concordia University College of Alberta is an intimate university community within the busy urban centre of Edmonton, Alberta's capital. Concordia offers undergraduate degrees in arts, science, management, after-degrees in education and environmental health, and graduate certificates and degrees in biblical and Christian studies, information security, and public health.
- We have 10 permenant staff, 1 full time contract, 5 pt circ, and 2 shelvers) Library Director/VP Student Life, 2 Assistant Directors, 2 librarians, 4 lib techs,
- We have one staff member looking after ILLs. The searching is through Worldcat. Articles are delivered to patrons via WorldShare. Books coming in from outside of NEOS are banded, brief record created in Sirsi, Hold placed for the patron and then checked out through Sirsi.
- Requests from Concordia’s patrons2229 NEOS books signed out by Concordia’s patrons @ Concordia555 (does not include NEOS books)167 Unfilled lending and 107 borrowing (language, duplicates, cost)74 (available in Concordia’s Library)252 (req’d from U of A )27 (open source)201 (COPPUL, OCUL, CREPUQ, TAL or other)
- AAAL – Alberta Association of Academic LibrariesCOPPUL – Canadian Organization of Prairie & Pacific University Libraries. Free book ILLs and $4.00 charge for non-returnables. OCUL , CREPUQ – Eastern Canadian Library consortiums. No charge for returnables & $5.00/article.CLA – Canadian Library Assn. There is a shipping agreement between CLA and Canada Post for affordable library rates.OCLC – WorldshareTAL – The Alberta Library. Charges vary. King’s doesn’t charge but does pay charges. Concordia may charge depending on the agreements that are in play.
- Established in 1994, NEOS is a cooperative library consortium consisting of government, hospital, college and university libraries throughout Alberta.Member libraries participate in many activities, including but not limited to, the development and maintenance of a shared on-line integrated library system; a shared electronic catalogue of consortium holdings; a shared patron database; onsite services such as reciprocal borrowing and reference services; an interlibrary loan service supported by a document delivery distribution system; collaborative electronic database subscriptions; cooperative collection development; and shared continuing education and staff development activities.17 Libraries (not including all the branches).
- NEOS book requests are unmediated. Patrons place a hold and the copy can come from any NEOS library via bin delivery service. Within Edmonton about 1-2 days, outside of Edmonton area may be up to one week. Article requests through NEOS go through ILL. Staff mediated.
- Early Spring an idea was formed. BackgroundILL services require dedicated staff for the following:Borrowing:Provide ability for users to submit requestsReview requestsSubmit requests to other libraries or cancelCommunicate with users regarding their requestNegotiate the filling of requests (cost, format, etc.)Process the receipt of material (print, electronic)Return of material to lending librariesPayment to lending libraries by managing invoicesLendingProvide ability for libraries to submit requestsReview requests whether able to fill or cancelRetrieval of item if available, or cancel requestScan the item and deliver electronically/process the item for shipping Invoice and receive payment from borrowing librariesILL dept. benefit from automation but the cost of an ILL system and managing the technology infrastructure can present obstacles in automating ILL. Dependence on IT staff to implement and update ILL systems can lead to delays in bringing ILL systems online, as
- The Proposal went before the NEOS Library Directors and they approved the formation of a Task force. The Task force will develop a detailed proposal that addresses the following requirements:CostService GuidelinesIT infrastructureReportsCopyrightTimeline for implementationA call for volunteers was sent out and the committee was formed with 6 members from within NEOS.
- A initial survey went out to the NEOS Libraries. Of the 17 members, 13 responded to date.The questions were:Total number of items requested from other libraries (borrowing – including filled and unfilled)Total number of items supplied to other libraries (lending)Total number of items requested from and filled by the UALTotal number of items requested from and filled by Canadian suppliersTotal requested and filled by USTotal requested and filled elsewhere. Are you interested in taking part in a centralized ILL service? Yes, No, it depends, other.
- Knowing that we were giving this presentation, Bonita and I had many conversations on the impace centralized ILL would have on our respective libraries. What do our ILLs currently cost us? With staff time, shipping, licensing, borrowing costs, border fees, etc. Current Costs @ King’s: $17.30/item and Current Costs @ Concordia: $25/itemPredicted cost: Centralized NEOS ILLAnnual fee: Would the fee be based on previous year’s ILL stats? Software: such as licensing for RELAIS. One time fee?Cost per item: or base fee based on range of requests? Maximum $ for what we would be willing to spend to fill an ILL.Who mediates the unique/costly ILLs?Additional questions were regarding invoicing. Would it be added to the consortium invoice or a separate service invoice? What is the maximum cost? It would have to be less than it currently costs to have a staff member to provide the service or there isn’t any cost saving measures. Don't want to lose staff.
- How will articles be delivered?Article requests would need to link to the host library (UAL) website. Would articles be delivered post to web or email attachment? What copyright statement would be attached?
- Imagine what our lives would be like if all NEOS book requests were all staff mediated. When I (Bonitta) first started at King’s I had to enter them into DRA. Some nights, that’s all I did for 4 hours. King’s NEOS books 2155. Concordia 2229 NEOS books. The items are sent out daily, and received daily and placed on HOLDS shelves. For our libraries in Edmonton, it takes a couple of days. However if the item is in either end of the province, a week is more realistic.
- Restrictions need to be set regarding foreign languages, costs.Libraries may be willing to pay for faculty international requests but not ugrads. One task force member is setting up a cost per ILL request so everyone is working with the same kind of data. Risk register to include things like data security, staffing, etc. Another subcommittee working on service guidelines. Google survey will be sent out in next few days. hoping to determine concerns etc., re: Branding, article delivery mode, turn around time.
- Current proposal requires libraries to use Relaisvia UA. What other needs? LicensingIT considerations include developing a list of what libraries need toupdate their ILL info in such as OCLC, Amicus, etc.
- The NEOS Centralized ILL would supply reports. How would reports be circulated, how would the information be circulated? How would libraries report ILL requests for statistical purposes?What level of reporting would be available?
- The University currently has a copyright officer reviewing requests. Would centralized ILL have an impact on each participating library’s Copyright clearance?
- Timeline for ImplementationTaskforce report is due to the NEOS director Jan. 2014!Pilot project: Concordia, Red Deer College, and Alberta Government Libraries are definitely interested. The other libraries that responded to the survey want more information before they make a decision. If it resulted in:1) Potentially lower fees/faster services from other libraries, would be able to redeploy staff to other library functions and reduced RELAIS licensing costs;2) Would have to see the costs/benefits, make sure that the services would be comparable to what they currently have;3) Depends on cost;
- An additional survey will be sent to the NEOS members to establish Service Guidelines. Survey questions include:Within how many business days do you currently start processing incoming ILL requests (verification, build routing lists)? 1, 2, 3, 4, More than 4 business days.How often do you currently handle incoming materials to be processed for the patron (e.g. receiving, banding)? Daily, once every other day, once every three days, once every four days, more than four daysHow do you currently deliver non-returnables (articles) to your patrons? Desktop delivery/email, Post-to-web, Print for pickup, Fax, Other [ ]What statisitical information do you currently collect on your ILL transactions? (e.g. number of requests, number of items supplied to non-NEOS libraries, etc.)How often do you create these statisitical reports? Monthly, Quarterly, Bi-Annually, AnnuallyDo you currently pay additional fees for RUSH requests? Yes/NoWhat is your maximum cost for a request before you mediate or cancel the
- King’s and Concordia’s Response to ProposalCost analysis, at King’s we are in an austerity budget so there may be difficulty spinning and getting the money moved to a different budget line. “relationships and point of contact”SummarySummarize where we are at this point. Taskforce findings and recommendations.Mention the impact on staffing, make a quick note about Debbie and Bonita’s reactions to being ‘outsourced’
- Questions?