developing a weighted collection development allocation formula
DESCRIPTION
2014 Charleston Conference Thursday, Nov 6, 11:30 AMTRANSCRIPT
![Page 1: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/1.jpg)
Developing a Weighted Collection Development
Allocation Formula
Jeff Bailey, Library DirectorLinda Creibaum, Acquisitions and Serials
LibrarianDean B. Ellis Library
Arkansas State UniversityNovember 6, 2014
Copyright Jeff Bailey and Linda Creibaum, 2014
![Page 2: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/2.jpg)
Ground Rules• Questions are welcome at any time, but we
may defer answering a question until later in the session
• Interactive discussions are welcome
![Page 3: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/3.jpg)
Background and History•In 1997 the Arkansas State University library had no equitable means of making allocations
•Funds had not been reallocated/redistributed in many years
•One department accounted for nearly 20% of all collection development expenditures
•There was no funding to support new programs
![Page 4: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/4.jpg)
Background and History - continued
•We searched literature to discover methods of making allocations, including the use of a formula
•We chose to use a formula based on one used by Colorado State University and described in SPEC Kit #36
![Page 5: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/5.jpg)
First Steps: Gathering Data
Do these steps before selecting formula factors
![Page 6: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/6.jpg)
List Potentially Relevant Data
•Doing this is much like a brainstorming session• Cost of materials• Degrees awarded per department or program• Faculty per department or program• Number of course sections offered• Number of courses in catalog• Number of degree programs• Number of majors in each program• Semester credit hour production (actual
enrollment)• Use of materials
![Page 7: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/7.jpg)
Gathering Data (continued)
•Evaluate and refine the list• Eliminate duplicates and non-viable suggestions• Identify the factors that are most relevant to your
campus
![Page 8: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/8.jpg)
Some of Our Ideas•What we used
• Cost of materials (from the Library and Book Trade Almanac)
• Degrees awarded per department or program• Faculty per department or program (FTE faculty)• Number of course sections offered• Number of courses in catalog• Number of degree programs• Number of majors in each program• Semester credit hour production (actual
enrollment)• Use of materials
![Page 9: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/9.jpg)
Gathering Data (continued)
•Determine what data is available or could be gathered
• Both internal (within your library and within the field) and external (campus, community, company, etc.)
• Eliminate possible factors for which data cannot be obtained
•Gather samples of available data
![Page 10: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/10.jpg)
The Formula•The original factors we used
• Semester credit hour production (actual enrollment)• Number of classes offered• Degrees awarded• Faculty per department• Cost of materials from Library and Book Trade
Almanac•Other factors that could have been used
• Number of degree programs• Departmental external funding and/or research
productivity• Use of materials• Number of courses in catalog
![Page 11: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/11.jpg)
The Formula
•Weights• Weighting is the assigning of values to indicate
the importance or impact of each factor in the formula relative to the other formula factors
• The assigned weight values are inserted into the Excel spreadsheet and are used in formula calculations
![Page 12: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/12.jpg)
The Formula•Assigning weights to each factor
• These should be based upon each institution’s priorities and culture• Library Committee• Faculty Senate• Institutional Administration• Something else?
• We subdivided some factors before assigning weights
• Do test runs and adjust weights if needed
![Page 13: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/13.jpg)
(by non-mathematicians)
How the Formula Works
![Page 14: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/14.jpg)
Screen Shot of a Previous Formula Run
![Page 15: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/15.jpg)
Running the Formula•You can do separate formula runs for…
• Books • Journals• Print• Online resources (databases/ejournals/eBooks)• Any other budgets your library may have• Or any combination of these
•We chose to run a single formula for all allocations
![Page 16: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/16.jpg)
Additional Thoughts…
•Before running the formula, determine how much of your budget to allocate and how much to keep back for library use (if any)•You may want or need to make adjustments to individual allocations after running the formula
• Do no harm• Nonparticipation• Special entities or protected programs
![Page 17: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/17.jpg)
Some Advice•Your formula will probably need to be modified at some point in the future
•We have changed our formula• Weights were adjusted• Added departmental external funding as a factor in
2012
![Page 18: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/18.jpg)
In Conclusion…•Document, document, document!
•Make the decisions and modify the formula to fit your library’s needs
•Feel free to contact either of us with any questions you may think of later
![Page 19: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/19.jpg)
To download an interactive copy of the demo spreadsheet
www.astate.edu/a/library/charleston
![Page 20: Developing a weighted collection development allocation formula](https://reader035.vdocument.in/reader035/viewer/2022062708/558a2f41d8b42ace5d8b4698/html5/thumbnails/20.jpg)
Contact InformationJeff BaileyLibrary DirectorDean B. Ellis LibraryArkansas State University JonesboroP.O. Box 2040State University, AR [email protected]
Linda CreibaumAcquisitions and Serials Librarian
Dean B. Ellis Library
Arkansas State University Jonesboro
P.O. Box 2040
State University, AR 72467
870-972-3354