Q & A (March 15, 2012)

In the summer of 2011, the Libraries embarked on a three-year effort to consolidate our print collections, which was necessary to accommodate a smaller campus footprint.  Our chief goal in this effort has been to retain on campus the unique materials that are most actively used and needed to support current instruction and research. The following Q&A addresses the questions and concerns that faculty and students may have about the process and its possible impacts. We welcome and value feedback from interested members of the campus community.   If you have comments or questions about our collection consolidations, please send them to us at:

http://libraries.ucsd.edu/collections/consolidation-qa-feedback.html

You may also contact us via your library liaison at: http://libraries.ucsd.edu/contacts/subject-specialists.html


As our consolidation efforts continue, we realize these library changes may, at times, be disruptive and inconvenient to our users. We greatly appreciate your patience and understanding during this transition.


Sincerely,


Martha Hruska
Associate University Librarian for Collection Services

Collection Consolidation Overview

Q.  Why are the Libraries consolidating their collections?
A.  The UC San Diego Libraries’ state-funded budget has been reduced by $5.5 million (approximately 18%) since 2008-09.  To absorb this kind of cut, the Libraries have reduced expenditures on both collections and operations.


In the area of operations, budget cuts have led to the closure of three facilities: the Medical Center Library in April 2011; the Center for Library & Instructional Computing Services (CLICS) in June 2011; and the International Relations & Pacific Studies (IR/PS) Library in July 2011.  We will also be consolidating the print collections of the Scripps Institution of Oceanography Library into the Geisel Library, starting in July 2012. These consolidations have been necessary to accommodate our smaller footprint—from seven to four physical locations.  When these consolidations are completed within the next few years, our collections will reside in:  the Geisel Library; the Biomedical Library building; the Miramar Road Storage Annex; and in the Scripps Special Collections and Library Annex.


In the area of collections, this has meant the elimination of print journal subscriptions that duplicate what we already receive electronically, and that are available at other UC libraries.  It has also meant an overall decrease in the purchasing of new journals as we aim to manage ongoing price increases for subscriptions. In terms of books, it has meant a decrease in print acquisitions and a shift to more eBooks, which can be purchased and made available as needed.


Q.  What criteria are you using to make these consolidation decisions?
A.  Our guiding principles for the location and arrangement of the collections are:  ease of access and preferred use; proximity to the academic divisions and schools that use the materials; and the integration and clustering of collections that support complementary academic divisions.

Our focus has been on the withdrawal of only those materials—mostly older journals and monographs—that have not been used over the last decade, are available in digital format, or are available at other UC libraries or one of the UC Regional Library facilities. Our library collection coordinators, who have significant subject and bibliographic expertise, have managed the reviewing and the withdrawal process.  Unique and rare materials, such as those from our Special Collections, have not been included in this review process.


Q.  Why are you targeting books that have not been used over the last 10 years? How have you arrived at that specific benchmark?
A. This is a widely-accepted standard in the library world. It has also been a longtime UC San Diego Libraries practice to review those monographs more than 10 years old which have not circulated in 10 years when weeding our collections. These books are generally outdated editions and are held elsewhere in the UC system.  This weeding process helps us to accomplish several important goals:  it allows us to accommodate our reduced footprint on campus; it frees up valuable library space needed for more flexible study space; and it provides space for newer, higher-demand materials.  Materials no longer available on campus are held at our Miramar Road Storage Annex or at a UC Regional Library Facility. All are still available on request within two or three working days.

Changes to the Collections

Q.   What has happened so far and what materials have been involved?
A.   Last year the collections from the IR/PS Library and the Medical Center Library were reviewed.
IR/PS materials retained on campus were transferred to the 8th floor of Geisel Library. Medical
Center Library materials retained on campus were consolidated into the Biomedical Library. 

Selected materials—including duplicated and dated items—from both these collections are housed in the Libraries’ Miramar Road Storage Annex or the Southern Regional Library Facility and are available on request.


Q.  How will the consolidated collections be arranged?
A.  Over the next three years, the campus collections will be consolidated and integrated in the Geisel and Biomedical Library buildings. Lesser-used materials are being stored in our offsite Miramar Road Storage Annex or added to the UC Regional Storage Facilities. The plan is to locate the reference materials, actively used books, and print journals from the year 2000 and later, in the Geisel and Biomedical library buildings. Geisel collections would include Mandeville Special Collections, arts, humanities, social sciences, East Asia, engineering, mathematics, and marine sciences materials. Eventually, these materials, including those formerly housed in the IR/PS and Scripps libraries, will be arranged in one call number sequence with the exception of reference, special collections, and media or special formats. The collections housed in the Biomedical Library building would include biological science, medicine, pharmacology, chemistry, and physics materials. Likewise, the general collections housed in this building would be arranged in one call number sequence. The Scripps Special Collections and Library Annex will include the Scripps archives, scientific expedition reports, and other special collections, including the Hubbs collection, nautical charts and selected maps and atlases.

We are continuing to seek feedback from faculty members from academic units across campus to ensure that our decisions about the proposed location and arrangement of our collections take diverse faculty preferences into account. Interested faculty members can provide feedback here:

http://libraries.ucsd.edu/collections/consolidation-qa-feedback.html


Q.   What other changes to the collections can we expect to see over the next year?
A.   To more effectively consolidate and increase our capacity for library materials, we will be installing compact shelving in Geisel Library during 2012. We have already temporarily relocated some materials from Geisel to the Miramar Road Storage Annex until this project is completed.  These materials include social sciences and humanities oversized materials and pre-1990 bound journals from the Science & Engineering collections.  While many of these journals are available online, the Libraries are providing a scan and delivery service for materials that are not.  We will scan articles from those journals not available online and deliver them to the requester’s desktop.  If a physical volume is needed, users can request it for prompt delivery back to a campus library. Library users who wish to visit the Miramar Road Storage Annex can do so by appointment.  

During this time, we will monitor requests to determine demand and use patterns.  Frequently used materials will be returned to a campus library facility after completion of the consolidated shelving project. We expect it will take us at least a year to transition all of these library collections to the Geisel and Biomedical Library buildings.

After the second phase of compact shelving is completed in the spring of 2013, the Scripps general collection will be moved to Geisel Library.  This means that after the Scripps Library closes to the public in June 2012 and up until spring 2013 when the compact shelving in Geisel Library has been completed, Scripps Library materials will remain in the Eckart Building and will need to be paged.  Scripps Special Collections, Archives, and nautical charts will continue to be housed in the Scripps Eckart building where they will remain accessible to users by appointment, Monday thru Friday, from 9 a.m. to 5 p.m. 

Accessing Offsite Library Materials

Q.   Are the Libraries committed to the scanning and physical delivery services from the Miramar Road Storage Annex over the long haul?  How long do you plan to offer these services?
A. Yes, as long as we keep these types of materials at the Miramar Road Storage Annex, journal articles will be scanned and physical volumes will be delivered to one of the campus libraries.

Q.   While many faculty members in science and medicine rely mostly on electronic materials, there are faculty members in the social sciences, arts, and humanities that depend far more on printed materials for teaching and research purposes.  How are the Libraries addressing this discrepancy?
A.   We do realize that faculty members have different library needs depending on their discipline. To address the need for physical materials that some faculty members have, we are considering the possibility of providing for delivery of materials to a selected library location.

Collection Locations

Q. Where will print journals prior to the year 2000 be held?
A. Currently, we are planning to store all print journals up to the year 2000 at the Libraries’ offsite annex. These will be scanned on demand or delivered to campus on request. Current periodicals will be shelved by call number. Feedback on this proposal is welcome.  Please provide your comments directly here: 

http://libraries.ucsd.edu/collections/consolidation-qa-feedback.html

You may also consult with your library liaison at: http://libraries.ucsd.edu/contacts/subject-specialists.html


Q.  Where will the Scripps Library materials be housed?
A.  At the request of the Scripps Institution of Oceanography community, the Scripps Library holdings will primarily reside in Geisel.  After the second phase of compact shelving is completed in Geisel Library in the spring of 2013, the Scripps general collection will be moved to Geisel Library.  After the Scripps Library closes to the public in June 2012 up until the time the compact shelving in Geisel Library has been completed, Scripps Library materials will remain in the Eckart Building and will need to be paged.   In the spring of 2012, we will begin consolidating some of the maps with those in the Geisel building. In June 2012, we will begin the process of consolidating the Scripps Library collections—with the exception of the Scripps Archives and special collections—with those housed in Geisel.  The Scripps Archives, which house a wide range of historic materials on Scripps and UC San Diego, will remain in the Scripps Archives and Library Annex in the Eckart building, where they will continue to be accessible by appointment, Monday thru Friday, 9 a.m. to 5 p.m.


Q.  What about the Science & Engineering Library?  Where will those materials reside?
A.  Our current plans call for  the physics and chemistry resources to be  integrated in the Biomedical Library building, where they will complement the existing life sciences collections in that facility, sometime in 2013.  This includes the current periodicals and books. Those materials in engineering and mathematical sciences will continue to be housed in the Geisel Library building, where they will remain in close proximity to the Jacobs School of Engineering.  This decision is not final, however, and we encourage feedback from affected faculty to ensure that our decision about the location of the collections best meets the needs of the campus community.

Q,  What about the other library collections?
A .  Our current plans call for the integration of the collections that remain in the Geisel and Biomedical libraries. As a result of budget cuts and the consolidations that have accompanied them, the Libraries are transitioning from a discipline-based and decentralized structure to a comprehensive library in two locations that offers a suite of services across its facilities. Consequently, our collections will be arranged in one call number order in these two buildings, rather than by discipline.  Again, we encourage campus feedback to ensure that our decisions about the arrangement of the collections meet the needs of our users.

If you have feedback on any of the above, you can send it to us at:

http://libraries.ucsd.edu/collections/consolidation/consolidation-qa-feedback.html

You may also contact us via your library liaison at: http://libraries.ucsd.edu/contacts/subject-specialists.html