Victoria ChuUCEAB at UC Irvine, 9/15/2011

24 Years in the Making, 7 Months in the

Undoing: The International Relations

and Pacific Studies Library at UCSD

“The UC system is experiencing what officials have called the worst financial crisis in its history, losing millions of dollars in state funding over the past few years while steadily raising tuition and laying off employees to compensate.”

The San Diego Union Tribune, 8/18/2011

Local Newspaper Article

Eliminated (or held vacant) ~50 positionsShorter library hoursReduced expenditure on information resourcesReduced instruction and classroom supportService points consolidationSlowed down digitization effortsAcross the board cuts to supplies and equipment

budget Budget cut for facilities maintenance and

renovation

Libraries’ Cost-Cutting Measures, FY2008/09 and FY 2009/10

Impending Library Closure

Picture posted on the former IR/PS Library Home Page

Medical Center Library

Additional Closures/MergersCLICS

SIO Library

Additional Closures/Mergers

S&E Library

Closure on Flickrhttp://www.flickr.com/photos/ucsd_libraries/sets/72157627102179182/

East Asia Collection1988; SSH LibraryPrimarily CJK

collectionHumanities and

social sciencesGeisel Library 4th

FloorChinese and

Japanese Studies teaching and research needs

1987; School of IR/PS

English, CJK, Spanish, Portuguese, other languages

Focused collections – politics, economics, political economies

East Asia, Southeast Asia, and Latin America

EA Collection and IR/PS Library

IR/PS Library

IR/PS Sponsored Events

Early February 2011, Budget Town HallLate February, initial Libraries

Consolidation/Integration Meeting (IR/PS & CLICS into SSHL)

Mid April, Planning Meetings for Closure; Budget Town Hall

July 1st, Last Day Open to the PublicJuly 13th , All Staff at New

Departments/Libraries

Closure Logistics

To identify IssuesTo identify a Program ManagerTo identify Project ManagersTo outline TasksTo outline Timelines

First Planning Meeting

AUL Public Services as over all Program ManagerIR/PS onsite PM for Collections

Harold ColsonCollections Manager for IR/PS LibraryLatin American Studies Librarian Web Editor

IR/PS onsite PM for Closure (everything but collections) Victoria ChuActing Head, June 2010-July 2011 Chinese Studies Librarian

Online PM Tool, Confluence

Program/Project Management

Libraries-wide, EveryoneAdministrationIR/PSFacilitiesTechnical Services (Metadata &

Acquisitions)Public/Access ServicesWeb MasterCommunication Office

Team Players

Closing to the Public7/1/2011 the Earliest

Space Release to Campus10/28/2011 or Earlier

9/12/2011

Communication Plan Web Pages; Web Presence

StaffingReassignment NotificationsAUL, LHR, receiving DHs

Major Timelines

Staff Reassignments3 Librarians, 4.75 Library Assistants, 1

Administrative Assistant, 0.5 DSSLPhysical Relocation

Furniture, Supplies, Equipment Equipment Relocation– Staff

PC workstations, photocopier, printers, telephonesEquipment Relocation– Public

Workstations, productivity stationsStandalone PCs, CDs, databasesPhotocopiers, Printers

Major Project Components, 1/6

Equipment – Other (Media Room, Digital Signage)Monitors, Projector, DVD PlayerSecurity System and Cameras

Artwork Photo collections, Scroll, Plaque, Events

PostersHistorical/Archival Library Files and

DocumentsBuilding and Collection HistoriesPublicity and Events

Major Project Components, 2/6

Reference and Research ServicesReference and ConsultationsInstructions and OutreachDepartmental Liaison, Liaison Activities

Other Public ServicesReservesBook ReturnsWeb PagesDirectories, Internal and External

Major Project Components , 3/6

Other On Location ServicesMedia ViewingData DropsCustodial ServicesBook Drops/Returns, Pickups/DeliveriesWater DeliverySecurity Services

System and PCBuilding and Room Keys, Security Access Cards

Major Project Components , 4/6

CollectionsCDs, Standalone DatabasesReference CollectionRegular Print CollectionMicroform CollectionCurrent Periodicals and NewspapersNew Books / New Books ShelfCirculation of Existing Materials during

TransitionTransportation of Materials during Transition

Major Project Components , 5/6

Records AdjustmentsBibliographic MillenniumMelvylCircuit

Major Project Components , 6/6

Physical RelocationIR/PS Collection Consolidation

Move to Geisel Floor 8Floor 8 to move to the Annex

LC Class Q to Z and Oversized~8-16 Students on Moving and ReconfigurationCompleted August Week 3

~60,000-65,000 on Floor 8; 30,000 Annex TransferCirculating Books and Journals on Floor 8Current Journals, Microforms, Newspapers, and

Reference Books on Geisel Floor2, Interfiled with SSHL’s Existing Holdings

Impact: Collections

Human Resources RelocationAll IR/PS Staff Reassigned

Considerations of strengths and organizational needsAdvance notifications sent to all

Receiving Libraries and DepartmentsBiomedical LibraryWithin Geisel Library

S&E LibrarySSHLAccess Services DepartmentCollections Services & Support DepartmentAcquisitions DepartmentMetadata Services DepartmentFacilities Department

Impact: Staffing

Collection Development ContinuesBoth IR/PS Collection and EA Collection

Research Consultations ContinueSSHL & School of IR/PS

Both IR/PS and EA Collections within one Building (Geisel)Floors 8 and 4Consolidated; De-duplicated

IR/PS Collection Intact, Updated, Consolidated, Alive!

Implications: Users, 1/2

Loss of a Special Library and Community SpaceFor IR/PS students and facultyNeighborhood library for northwest campus

Study SpaceLoss of 3 group study rooms Seating increased, from 125 at IR/PS to 144

School to Re-Open Former Library Space Using select library furniture15 out of 18 newspapers subscriptions retained

Implications: Users, 2/2

RIP, IR/PS Library, 1987-2011

IR/PS Collection’s New Home

Project , February to SeptemberNew Arrangements for the New Academic YearContribution from All Library StaffIR/PS Library ClosedIR/PS Collection Lives On!

Further questions on Closures, Consolidation Efforts, and Impact on Services and ResourcesBrian Schottlaender, UL, becs@ucsd.eduCatherine Friedman, AUL, Public Services,

crf@ucsd.eduMartha Hruska, AUL, Collections, mhruska@ucsd.edu

Conclusion