I 1 L LI N 01 S UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN

PRODUCTION NOTE

University of Illinois at Urbana-Champaign Library

Large-scale Digitization Project, 2007.

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September 15, 1995

Report of the Committee-on the Library .

During the last year the items.listed .below were dealtwithspecificallyby thecommittee.

1. The principalconcern of the committee in the 1994/95 academicyear was consultation with the UniversityLibrarian and the library staff onthe developmentof a means to govern the allocation of the materials budget among.the various departmentalhbraries and separate funds on a basis other than past history. Library staff developeda set of measures including numbers.of users,degrees awarded, etc. and these criteria were reviewed by a consult fromoutsidethe university and a consultant drawn from within the university. Thecommittee ~· :the ·University Librarianfully intend to complete the developmentof this procedureby the ~e discussionof the \ allocation of the FY 1997materialsbudget begins.

2. The committee discussed two reports prepared by library staff andplans for '..-: implementation of their recommendations. The first was from the Users Committee chaired by Nancy O'Brien dealt with recommendations from this committeeon improvementofservices. The other, prepared by the Library Systems Director Meni Beth ·Lav~gniJl9, .p~lteelmology currentlyavailableand equipmentneeded in the library .

3. , The committee recommended that the library investigatewhether there-would be any financial benefit to the library if the library.were to 'control the copying machines in the library directly rather than have them controlled by another campus unit

4. The Library has managed to fill a significantnumber of positionsthat had been allowed to remain vacant because of budgetary problems over the last few years.

5. The MaterialsBudget was increasedby $375,500 (6%), but nearly han-Qf·~,plusadditional

moneyfrom other acquisitionsfunds, had to beused to meet a deficit in the areaof electronic resources. The Library proposed to allocate the remainder to the Subject Funds asa3%increase on base for all funds except Law, which was to receive 12%of the total budget incrementon the assumption of the existence of a binding agreement that guaranteed that the Law Library would receive 12%of all incrementalfunding. The committeestrongly objected tOea budget in which one area, Law, would receive an increase of $45,000 while all others would share $143,000 and a few would suffer significantdamage to their collectionsbecauseof a reductionin funding of blanketorder plans. The committee advised the UniversityLibrarian that the availablenew money should be distributed as a 3% increase across the board and that the funds recaptured from the Law allocationbe used to.support the blanket orders previouslyslate4:for significantreduction.

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\ Report of the Committee on the Library Page 2

The committee, required by its charge tomake a recommendation on the library materialsbudget, did not feel bound by an arrangementabout which it has never been consulted and which, therefore, had not received required approval bythe committeeand the Senate. .

6. The committee was surprisedand concerned that the funds earmarkedfor the University Libraryas one of the priorities in the campus reallocation processhave been made available in only one of the three years of that program (FY94)~ The more than $1,000,000designated for the Librarygreatlyexceeds the deficit that the Library is carryingfor FY 1996 and could have moderated the cuts in library materialsfunds that threateneventhestrongest of the Library's collections.

SenateLibraryCommittee, 1994-95 AlanBaptist Richard Betts Elizabeth'Bohls CharlesCowger Bettina M. Francis KyleGallivan MargaretGrossman ChristopherMarks LanyNeaI RobertWedgeworth.Bx Officio . Tom R. Ward, Chair

SenateLibraryC()mmittee, 'l99S-96 Richard Bens Elizabeth Bohls EricChamberlain Emanuel Donchin ' Bettina M. Francis Kyle Gallivan Margaret Grossman­'Roberto Luque Larry Neal Dorothee'. Schneider: Robert Wedgeworth,ExOfficio Tom R. Ward','Chait

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Attachment: Summary'of CollectionDevelopment(prepared by·the University Library)

ANNUAL REPORT: COLLECTIONS AND ,ACCESS University Library

1~94/95

A. BUDGETARY PROFILE

The total permanent allocation to the General Library Materials Fund for fiscal year 1995 was $7,183,026'. This figure represented a zero percentincrease over fiscal year 1 .99~.. Of this budget, $4,389,Sl·5was allocated for serialsand $2,793,491 ·was allocated for ~onograRhsand general library materials expenses, including binding, replacements, etc. ' .

The permanent .allocation was supplemented by additionalsums fromothersources for fiscal y~ 1995: .

Foundation accounts . 5546,865 Other 'gifts 45,225 Library grants 134,412 Book sale 66,258 From Library Operating 1,374 Non-library sources 199,384

5952,825

Figures weretaken.fromthe June,3D, J995 Library.J.cquisitiprlS Acc~unts Payable Fund SummaryReport and from June 3'O~1~95 University Financial Stfl;lements. ,The' B~ok Sale figure is not the amount collected at the 1995 sales, but is the cum~IQtive total availablefor library.materials

" , . : ' . ,

purchases.

B. COLLECTION DEVELOPMENT ACTIVITIES

The CollectionDevelopmentCommitteemet monthly throughout the academic year. Important collection development activities included the following:

1. The Materials Budget and Price Increases

The Library received no price;"increase·from the state for fiscal y~: , 1995. Price increases averaged 9 percent. Therefore it was necessary to cancel 325.serial subscriptions, costing SJ32,851.

The number of monograph titles received increased from.62,487 in fiscal year 1994 to 69~789

in fiscal year'1995. ,Of the .library materials •. expenditures,~O !~' percent ~8..S ' forserials;33 ~5 percent was for monographs; and 6 percent was for non materials (binding, interlibrary borrowing, etc.)

2. Allocation Guidelines

The allocations matrix was reviewed by a consultant from outside and a consultant from within the University. Library staff will revise the set of measures as recommended, and work toward completing the matrix allocation procedure for implementation during fiscal year 1997. The Senate Library Committee will review the procedures.

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3. Annual Book Sale

Two book sales, one in the .fall and one in the spring, were held in fiscal year 1.995. The two sales earned a total of $12,074.

4. Grant Support for Acquisitions, Access, and Preservation of the Library Collections

a. NEHChallenge Grant Endowment. $145,916 expended from income generated from the NEHChallerige Endowment· for humanities acquisitionsand preservation, now in the. fifth year.

b. Title VI·· Foreign Periodicals Program.S6S,067 expended for Slavic and Latin American materials acquired, cataloged, and preserved under this program.

c. National Endowment for the Humanities Preservation Microfilming Project. $101,470 expended for the preservation microfilming of brittle books in humanities subject areas, Argentine, Brazilian, and German literature and continuing in German and Latin American literature, Irish history, and American history before 1900.

d. National Agricultural Library Regional Document DeliverySvstem Service. $6,671 expended in support of document delivery services by the library Illinois Reference and Research Center (IRRC).

e. Illiriois'State Lib[8Q'. 510,077 expended ina cooperative statewide acquisitions program administered by the State Library and an appointed Cooperative Collection Management Coordinating Committee, and $44,820 expended for binding and preservation.

f. Gould Foundation. $13,391 expended in partial support of the Kolb-Proust Archive.

g. Support to the University·Archives. 523,346 was providedby.the.American Association of Law Libraries, the American Society for Quality·Control Archives, the Association of Law School Archives, the American Libraries Association, the Advertising Council Archives, and the National Panhellenic Conference.

h. Campus Computer Awards. 527,220 was expended for student wages in the Undergraduate Library'for support of the 'computer.lab..

i.NSF Diaital LibraryIriitiative. 564,723 to support the Library's Joint activities with NCSA, Beckman Institute, and the Graduate School of Library and InfonnationScience inthe.digital library initiative. . .

Pri~~.C9J1~'bu~o,n~pennit the Library to plan with confidence for the future. Endowed funds provide sti~riforcolleCtions, services, and a growing number of new technologies for information access. Through the annual funds program, nearly every library unit benefitted from donations this year.

During the University of Illinois Capital Campaign, one of the Library's goals is $14.4 million fer funds to ensure and enhance the quality of the collections-and services. Nearly half of the money has been raised to date. In additionwewish to establish -a minimum of four endowed faculty positions within the University Library.

E. LIBRARY FACILITIES

Confronted with a continuing shortage of spaee.jhe Library undertook a comprehensive study of its spaceneedsthrough the year 2009. The study, University Library .Space Need$; Study: A Fifteen Year Perspective. was 'submitted to the 'Chancellor in spring 1995~

Remodeling of the Music Library has begun, When·it is completed in-December 1995"the remodeled facility will provide improved access to electronic resources as well as increased shelving capacity for collections.

\ . Planning for the first phase of the remodelling of the Horticulture FieldLaboratory for the '

University Archives is now complete. Remodelling work will begin in fiscal year 1996.

Planning continues for a new Agriculture Library and AlumniCenter, anticipated to begin construction in the next several years at an estimated c~st of $15,750,000. .

F. NEW LIBRARY UNITS

The responsibility for the John Philip Sousa collection and related collections of Herbert L. Clarke and Carl Busch was transferred from the School of Music, University Bands to the University Library.

With the dissolution of the Research Services Office, the research information service was given a new name, Illinois R.eSearehel-' InformaticnService, (IRIS) and affiliated, with the University Library. During fiscal year 1995, three new online services were developed: the IRIS Gopher Server; the new telnet version of the IRIS database; and the new World ··Wide-Web·version of the IRIS database.

UNIVERSITY OF ILLINOIS-URBANA D271295R CDD1 REPORT. URBANA 1994/95

Grants beginning in fiscal year 1995 are as follows:

National Endowment for the Humanities. $452,567 II II """""U11111111' """" IIUII , rill 1111111111"" I3 0112 018653722 identification and cataloging for the Illinois Newspaper Project.

OCLC. $10,921 to support resource sharing for East Asian Studies.

In addition, the Library will be working with Follett, Getty, and Kodak on various imaging projects, both in the areas of instruction and access to collections.

5. Illinet Online Plus (10 plus) is the University of Illinois Library Information System, containing the online catalog, the statewide system locating books, journals, and non-print materials from the University of Illinois and other libraries across the state; and the Illinois Bibliographic Information System (IBIS), which contains references to articles in journals and magazines with subject, author, and title access. Indexes cover a broad subject range, including the Wilson Files (2000 journals indexed); Current Contents (7000 journals); CARL Uncover (1400 journals); Educational Resources Information Center (ERIC); and PsycINFO (1300 journals). Library networked terminals also have access to OCLC First Search and to Grateful Med.

6. In February 1995, the ILCSO Policy Council approved a recommendation to begin contract negotiations with DRA on a replacement for the current Illinet Online hardware and software. System plans will continue to be discussed throughout the coming year.

C. SPECIAL COLLECTIONS ACQUIRED

1. Gift of the personal library of Professor Carol Kyle.

2. Purchase of microfiche of the architecture portion of the photograph collection of the Conway Library, Courtauld Institute of Art, University of London.

3. Purchase of a significant addition to the William S. Merwin collection, including unpublished personal correspondence, drafts, typescripts, and proofs of original poetry and prose.

4. Purchase of eight H.G. Wells letters and one Marcel Proust letter.

5. Purchase of several additions to the Spanish Civil War collection, including four posters.

6. Purchase of the Andrew Hoyem archive, as an addition to the Jane Wilson San Francisco Bay Fine Print Collection.

D. OFFICE OF DEVELOPMENT AND PUBLIC AFFAIRS

The Library development effort is an integrated fundraising program that seeks support on three levels: the annual funds program, which includes the corporate matching gift program; major gifts, many of which are endowed funds; and planned giving. In fiscal year 1994/95, nearly $2.2 million in private funds was raised in cash contributions and deferred gifts.

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