table of contents - cput
TRANSCRIPT
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Table of Contents
Highlight 2007 (page 2)
Technical Services (page 5)
Faculty Librarians (page 9)
Satellite Libraries / Branches (page 16)
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IT HIGHLIGHTS FOR 2007
Library Budget 2007
The library collection budget for 2007, while seemingly larger compared to other years, still
falls short compared to similar institutions in the region. (See Appendix 1) …/page 41
Knowledge Centre Bellville
During the year 2007 our ideal to have a Knowledge Centre that is properly staffed and
equipped to deal with the information needs of our students has culminated in the appointment
of a librarian and library assistant to manage the Knowledge Centre. We also employed a few
students to provide assistance to our users. Printing facilities were made available through the
implementation of two HP laser printers and using software that enable the students to have
cost of printing debited against money loaded on their student cards. The Knowledge centre is
a hive of activity with students flocking there every day in large numbers. This year we are
going to start keeping stats of the numbers of students using the facility. Our goal is to
develop the Knowledge centre in such a way that it will be comparable to the best elsewhere.
Information Technology
Aleph system
The Aleph system was very stable during 2007 with virtually no down time. During the year
2007 some of our staff members were involved in a re-evaluation of the Aleph system. During
this process other library systems at tertiary institutions in South Africa were also scrutinized.
The review process will be concluded during the course of 2008 when a decision will be taken
whether to continue with the Aleph system or adopt a new system. According to best practice
library systems should be reviewed at least every five years.
Connectivity
Connectivity particularly Internet access was adequate at the bigger branches during the year
2007 but in Mowbray and particularly Wellington there were serious Internet access problems.
This lead to the library management requesting that the IT Department consider alternatives
such as ADSL or wireless solutions to address these problems. We hope that 2008 will be a
much better year for connectivity. The Cape Town City Council network that is currently being
rolled out hold promise of increasing bandwidth substantially for the Cape Town based
campuses. The only campus that will not benefit is the Wellington campus that is outside the
scope and range of this project.
Hardware
In order to enhance the image of the library we installed flat screen monitors at the Bellville
branch in the service areas for subject librarians, as well as at the Groote Schuur and
Tygerberg branches. With our experience of all the power outages in the country it was great
news when we learnt that towards the end of last year a generator had been installed that will
provide the Bellville branch library with power in the event of a power outage.
Aleph Reporting
Detailed management information acquired through reporting systems is vitally important to
facilitate decision making at academic libraries. Although Aleph is a very sophisticated system
its reporting tools were always seen as being inadequate. An attempt at addressing this
shortcoming was the implementation of ARC version 1, a third party Graphical User Interface
application for extracting reports from the Aleph system. ARC version 1 was not very popular
because performance was poor e.g. reports took very long to run and many important data
elements in tables were not searchable. ARC version 2, was implemented in 2007. Although we
just started using this new release one thing that stands out is the fact that most of the
shortcomings of the previous release have been addressed.
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Reports run fast compared to the previous version. Many of the data elements not present in
the previous version had also been added. What we are now busy doing is to set up the
various type of reports normally requested by the various departments in the library and then
train people to empower them to run their own reports.
Approval of appointment of 4 senior librarians
The library, since the merger, had worked on getting a library structure that would address
current issues facing information centres and the approval to appoint 4 new senior librarians
was a step in the right direction.
Internal policy for appointments and staff lateral movements
Library management approved an internal policy on recruitment following resignations and
lateral staff movements at the same grade.
Appointment of Acting Library Director
Due to illness of Mr. Adriaan Coetzee, the Library Director, Ms. Lydia Zingoni was appointed
Acting Library Director from the 1st of July 2007.
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HUMAN RESOURCES
Staff Complement
Senior Librarian
Librarian Senior Library
Assistant Library
Assistant Library
Attendant Total
1 5 2 6 4 18
New appointments:
The following staff members were appointed within the Technical Services department:
Ms Livhuhanni Khorommbi – Librarian, Cataloguing
Ms Nyameka Mila – Library Assistant, Periodicals
Ms Nolwando Vananda – Library Attendant, Periodicals
Ms Sizeka Lengisi-Sikhondo – Library Assistant, Book processing
Ms Nomambulu Dolo – Library Assistant, Book processing
Ms Vuyokazi Kiva – Library Assistant, Book processing
Promotions:
Ms Patricia Sentleng was promoted to the position of Librarian, Cataloguing
Resignations:
Ms Nolusindiso Kayi resigned at the end of September 2007
Internal movement of staff:
Ms Estelle Kriger was moved from Periodicals to Inter-library loans
Mr Tyrone Meyer was moved from Periodicals to Circulation
Ms Nombulelo Magwebu-Mrali was moved from Circulation to Book accessioning & invoicing
Mr Thabo Mohale was moved from Audio-Visual section to Periodicals
Highlights / Strengths
The second phase of the merger between the two Technical services departments was
completed at the end of September 2007. All the Technical services functions (Acquisitions,
Book processing, Cataloguing, E-Resources and Periodicals) are now centralized on the Bellville
campus.
A great deal of 2007 was spent on re-organising all Technical services functions and workflows
in order to achieve greater efficiency. Intensive training was provided to staff to assist them
with all the changes brought about by the merger and also the change in policy and workflow.
Six new staff members were appointed at various levels and all of them received training on
the Key performance areas of the job as well as the policies, processes and procedures.
Regular evaluation sessions were also conducted with each one.
The Athlone cataloguing project was also one of the highlights of the year. Within a short
period of time, the Athlone library materials were reflected on ALEPH and ready for circulation.
The cataloguing staff was heavily involved in this project.
Towards the end of 2007, a draft strategy with regards to print vs. e-journals had been drawn
up. Technical services staff are now at a stage where they are comfortable with all the changes
and they perform their duties with more confidence and independence.
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Weaknesses
The year kicked off with major staff shortages in Cataloguing and Book processing. As a
result, there were backlogs in these areas. The re-training of staff also contributed to these
backlogs. However, towards the middle of the year, most of the vacancies were filled, and the
backlogs were reduced.
The 2007 building renovations budget for the expansion of Technical services was not
approved. As a result, space is a major concern for the department.
Opportunities
Training opportunities enabled staff to grow on a personal and professional level and also to
enhance existing skills and to develop new ones. Staff attended the following courses: Minute-
taking, Ms Excel Advanced, Mentoring & Coaching, Personal Effectiveness and Diversity
management. Two staff members attended the IFLA satellite workshop at UWC which focused
on Serials and Electronic Resource Management tools. One staff member also attended the full
IFLA conference in Durban.
Threats
Three full-time cataloguers for a growing institution as CPUT are inadequate. This department
is understaffed in comparison to the other CALICO libraries. Also, there is a shortage of
cataloguers in South Africa and even internationally.
Space is a major concern for the department which needs to be addressed in 2008.
COLLECTION: FUNDING FOR DEVELOPMENT
BUDGET FOR COLLECTION DEVELOPMENT
2006 2007 % Change
Books & Audio-Visual R2 803 945 R3 6000 000 28.3%
Print Periodicals R2 432 370 R2 400 000 -1.3%
E-Resources R1 212 430 R1 500 000 23.7%
Total R6 448 745 R7 500 000 16.3%
There was an overall increase of 16.3 % on the collection budget in 2007. More funds were
allocated for books and Audio-Visual material to enhance these collections. Also, new
programs came on board and the Library had to develop collections to support these
programs. The 1.3 % reduction in print journal subscriptions is in line with the Library’s
strategy to move towards electronics journals. Also, duplicate titles at the different branches
were cancelled. The 23.7 % increase in the E-Resources (e-Databases) budget was necessary
to accommodate increases in subscription fees and also for new databases.
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COLLECTION: BOOKS & AUDIOVISUAL MATERIAL PURCHASES
Faculty 2006 Items
2006 Cost
2006 Average cost
per item
2007 Items
2007 Cost
2007 Average cost per
item
Applied Sciences 506 R261 157 R 516.12 326 R223 596.63 R 685.87
Business 1969 R789 374 R 400.90 1488 R849 072.15 R 570.61
Education & Social sciences
1653 R280 390 R 169.62 1082 R243 337.76 R 224.89
Engineering 876 R566 532 R 646.72 983 R1 129 967.53 R 1149.50
Health & Wellness sciences
222 R127 821 R 575.77 418 R 343 737.46 R 822.33
Informatics & Design
1530 R585 396 R 382.61 556 R 267 776.86 R 481.61
Library & Office 592 R285 755 R 453.93 698 R 261 696.40 R 374.92
TOTAL 7348 R2 9513 76 R 401.65 5541 R 3 319 184.53 R 599.02
The above table reflects the number of items ordered and received, cost per faculty and
average cost per items. There is a 24.5% reduction in the number of items purchased from
2006 to 2007. This reduction is attributed to the rising cost of books and audiovisual material.
Engineering material is very expensive averaging R 1149.50 per item. The library has received
3862 items from vendors such as Van Schaik, Ulrich Naumann, Exclusive Library Division,
Dawson Books, Ambassadors and individuals.
COLLECTION: BOOKS AND AUDIOVISUAL MATERIAL PURCHASED PER FTE
Faculty
Items 2006
FTE 2006
Items per FTE 2006
Items 2007
FTE 2007
Items per FTE 2007
Applied Sciences 506 1722 0.29 326 1721 0.18
Business 1969 9549 0.20 1488 9403 0.15
Education & Social Sciences 1653 2802 0.58 1082 2778 0.38
Engineering 876 3769 0.23 983 3819 0.25
Health & Wellness Sciences 222 1265 0.17 418 1263 0.33
Informatics & Design 1530 2735 0.55 556 2757 0.20
Library & Office 592 698
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COLLECTION: PERIODICALS
The current print journal collection has grown by 30% and consists of 1412 titles, located at
the eight branches. In 2007, 26 titles were cancelled due to duplication at the branch libraries.
A total of 60 new titles were added to the collection which included 12 journals in electronic
format. The print journal collection is slowly moving towards an ever increasing electronic
environment and the collection will be reviewed annually to keep abreast of this trend.
CHANGES IN PERIODICALS SUBSCRIPTIONS
Faculty New 2006 Cancel 2006
Total subs end 2006
New 2007 Cancel 2007
Total subs end 2007
Applied Sciences 9 7 162 6 0 170
Informatics & Design
4 1 227 7 5 263
Business Informatics
2 0 37 0 3 0
Business 0 0 0 13 0 325
Management 10 0 162 0 0 0
Journalism 0 0 27 0 0 27
Education & Social sciences
2 2 142 3 2 127
Engineering 1 9 204 6 1 209
Other categories Fundani
1 0 5 2 0 5
Library 1 0 43 8 13 187
Health & Wellness Sc
0 0 72 8 2 89
Health & Wellness Athlone
0 0 0 7 0 10
Total 30 19 1081 60 26 1412
COLLECTION MAINTENANCE: PERIODICALS BINDING
The Periodical staff was heavily involved in ensuring that complete sets of loose print journals
were sent to the binders and updated on ALEPH. There was a 14% increase in this activity.
Volumes 2006
Cost 2006
Average cost 2006
Volumes 2007
Cost 2007
Average Cost 2007
11498 R100 075.00 R 66.80 1701 R120 810 .00 R 70.77
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COLLECTION: DISCARDS
Three hundred items (books, audio-visual material and periodical volumes) were withdrawn
from the library collection in 2007, for reasons such as dated content and physical un-
serviceability.
COLLECTION: E-RESOURCES
Currently, the library subscribes to 18 platforms which provide access to many databases
across various disciplines. E-Databases are becoming more popular with researchers and post-
graduate students. In 2006 an amount of R 1 212 430 was allocated to e-resources and it has
grown by 23.7% to R1 500 000 in 2007.
CATALOGUING AND PROCESSING STATISTICS
Cataloguing is a function which describes library material according to international rules and
standards and which enables a user to retrieve and access information. Processing is the
function which physically prepares library materials for the shelves.
The table below refers to the number of items catalogued and processed within the
department. It also includes quality control and upgrading of bibliographic records on ALEPH,
adding of holdings to OCLC and problem items returned to the department from branch
libraries.
Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov/Dec Total
Copy Cataloguing 65 475 708 523 279 469 622 725 908 1627 127 6528
Original cat: Aleph 38 1 59 92 45 54 70 112 149 110 88 818
Original cat: OCLC 10 0 8 80 6 8 4 24 5 8 67 220
Holdings OCLC 70 129 428 388 959 592 494 459 750 755 537 5561
Serial (New) 0 5 0 27 13 2 5 15 19 23 11 120
Upgraded records 65 97 0 0 1024 426 1035 208 419 408 423 4105
Items created 278 584 996 788 1112 823 953 925 922 1005 976 9362
Items processed 316 639 506 648 1141 1450 1396 1387 882 1038 9403
Quality control 213 160 517 330 691 426 792 423 308 429 116 4405
Problem items returned to Processing
23 3 5
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1. KEY FACTS
1.1 Reconfiguration
Faculties merged, departments and academics moved to other faculties and across
campuses. These changes posed challenges for the library to respond accordingly
New relationships had to be built between the library, new deans and lecturers moving
to and/or operating across campuses
The library collections in CT & BV were reconfigured into sub-libraries (Applied & Health
Sciences; Business; Engineering; and Informatics & Design). These projects lasted 2
months in CT, and 1 month in BV
The most notable benefits of the library reconfiguration are that each faculty is now
served by its own library collection in its own designated area, and that students will be
able to fulfil their information needs at one point
Student printing and photocopying could be done at a multifunction device within each
sub-library (CT)
Staff shortages in the AIS resulted in Librarians being asked to work in various Acting
positions on a temporary basis and at different branches
Additional personnel (Student Information Assistants) were allocated to each sub-
library (CT)
Signage of the entire library was done professionally to corporate specifications (CT)
To identify each sub-library’s resources, the collections were labelled with different
colour codes {Sciences – light blue; Engineering – green; Business – dark blue;
Informatics – red}
The Librarian (CT) participated in site visits and meetings for the departments now at
Thomas Patullo, as the library has to deliver plan a service in support of the academic
programs of study of the relocating departments. The impact of this relocation on the
library’s staff and collection resources, resulted in 2 (CT) staff members being relocated
to the new location
Library collections (BV) were weeded before re-configuration. Librarians from other
branches selected from these books to bolster their own branch collections
1.2. Professional & Developmental
For personal and professional enrichment, Librarians attended various professional and
developmental initiatives: meetings, short courses, workshops, training initiatives,
conferences, presentations by vendors, Quality Assurance, LIASA, Cape Town Book
Fair, book exhibitions, AIS Strategic Planning Breakaway
Librarians compiled library resources for departmental quality audits, and represented
the library in these audits
Librarian (at BV) provided personal library support to physically challenged students, 2
blind students and 1 in a wheelchair. Their information needs were catered for by
‘taking the library to them’ in their lab situated in the IT Centre, and worked closely
with Exchange Foreign students (German) at the request of the academic mentoring
them. Librarian compiled list of resources that were lacking yet in great demand by
students (in BV). SRC donated books to the value of R100 000,00 to the AIS, and co-
presented a workshop on Dewey Decimal Classification at UWC for LIASA project
Librarians continued faculty visits, meetings, and student training sessions including
post-graduate students have increased
Librarians have worked on special projects over and above normal duties e.g. catalogue
clean up, book restoration project (Eng – CT) and on task teams on Quality Assurance
Marketing department (in BV) has sent all their undergraduate students for database
training – this is a huge achievement for that faculty’s Librarian and for the LIS. Other
departments have recognised the value of the library training and plan to do the same
in 2008
Librarians pursuing post-graduate studies at Masters level, are using their work
experience in key performance areas (KPA) such as Information Literacy to do their
research and write their mini-thesis
Librarian (CT) set up wiki and blog for faculty department
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Librarians compiled resources on HR topics which would be used to train all CPUT staff
on interventions such as Performance Management and Supervisory Training
2. TREND ANALYSIS
2.1. Library Skills: Orientation and Information Literacy
The importance of these sessions is that users are taught life skills, skills that teach them how
to use information and knowledge for their academic studies and outside of the academic
world, aiding them to become independent users of information and becoming information
literate. Users are shown which services the library offers, how to use the library and its
numerous resources for their information needs, and the librarian to consult for professional
assistance. Attendance of these sessions is dependent on academics that deem it important
enough to integrate the library skills into their class time, and due to late registrations. The
table below indicates the ratios of user enrolments, compared with the numbers of users who
attended Orientation and Information Literacy sessions, at Bellville and Cape Town, is on
average 50%.
Table 1: First Year Enrolments, Library Orientation & Information Literacy by Faculty
Faculty 1st Year Enrolments 2007
Library Orientation 2007
Information Literacy 2007
Applied & Health Sciences 1 578 (CT) 1 375(BV)
815 (CT) 699 (BV)
797 (CT) 505 (BV)
Business (Cape Town) 1 422 (CT) 1 269 (BV)
880 (CT) 810 (BV)
865 (CT) 818 (BV)
Engineering 1 057 (CT) 803 (BV)
604 (CT) 683 (BV)
773 (CT) 740 (BV)
Informatics & Design 501 (CT) 479 (BV)
411 (CT) 391 (BV)
390 (CT) 352 (BV)
2.2. Information Queries to Groups of Users (other than 1st years)
The figures in the table below indicate the number of complex and subject based reference
queries handled by the librarians in Cape Town and Bellville branches, for designated groups of
users. It is noteworthy that the number of queries by Staff is half that of the BTech group,
indicating that the staff do value the assistance that the library provides. The number of post-
graduate student queries handled by the librarians is significant as there are dedicated
research centres, namely RISC, both in Bellville and in Cape Town. Yet, it indicates the
librarians’ skills, abilities, knowledge and expertise to operate at levels higher than BTech and
undergraduates.
Table 2: Information Queries by User Groups
Information Queries by User Type 2007
Undergraduates 9 639
BTech 1 982
MTech & DTech 541
Staff 964
Public 89
CALICO 60
TOTAL 13 275
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3. STRENGTHS AND OPPORTUNITIES
Highlight of year was the staff team-building exercise / breakaway at Spier, where
motivational speakers relayed how to overcome tough conditions in the workplace
New library configuration allows improved control of users and the collections, acts as a
‘one-stop shop’
Staff assuming Acting roles presents an opportunity for professional and personal
development in new areas
New signage in corporate colours gives a professional look to the library
Liaison with academics and faculty have increased
Re-configuration into sub-libraries presented librarians with the opportunity to
supervise, manage and mentor Assistants and fellow staff members. They attended
appropriate Supervisory Training courses to aid this task
Library Orientation and finding resources on the shelves is much easier and less time-
consuming with the new arrangement
Engineering and Business faculties (BV) students received a second round of training in
the 2nd semester. Information literacy concepts were understood better after this
repeat training
4. WEAKNESSES AND THREATS
The changes in the faculty configurations are placing further pressure on library staff as
staff have to be moved to offer services in several different locations and assume
different working capacities (e.g. WCCN, Thomas Patullo) thus leaving gaps in former
positions, and staff having to perform the work of more than one position
Uncertainty due to future changes to faculty reconfigurations is causing anxiety among
staff
Network problems continue to hamper delivering effective services to our clients
Academics still do not see the value of Information Literacy, so academics still refuse to
allocate class time for this important life skill, little realizing that it would be of benefit
to them to teach information literate students
Security in the library needs to be tightened. LCD screens, keyboards and optical mice
were stolen from workstations on more than one occasion in CT and BV
Lack of physical space to expand collections and study areas of sub-libraries (CT)
Budget is still insufficient as it was overspent and many orders are still outstanding due
to lack of funds
Lecturers complained about the new layout, the difficulty in locating resources as
collections are now split, and that they were not consulted about the move
The split in collections due to reconfiguration has caused a tussle for books between
lecturers who were previously in the same departments and who were using the same
resources
Portions of collections had to be relocated to branches, thereby weakening and creating
stock gaps in existing collections
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A) ANNUAL REPORT 2007: RISC (Research & Information Support Centre)
1. KEY FACTS
Continued representation on Senate Research Committee, and liaison with
Research Department (on behalf of CT & BV).
Ongoing IT problems (in CT), specifically access/speed and (Bellville) support continues
to be poor
Continued liaison with POGSA to promote RISC (CT & BV)
Presentation delivered at international conference, attended conferences and Cape
Town Book Fair
Physical improvements made to Centre (CT), BV still awaiting budget to establish RISC
Appointed to task teams on Quality Assurance
Purchased 3 x online thesis for post-graduate students (BV) via the CPUT Finance
Officer
Assisted lecturer from Pretoria University locate local Cape Town community-based
resources for his research and papers that he was to deliver overseas (BV)
2. TREND ANALYSIS
Participation/presentation at (postgraduate) supervisor workshop BARC building,
January 25th
Turnitin acquisition project completed
Endnote/Refworks software acquisition investigated – acquisition presently on hold.
Support for legal services at CPUT (Advocate Harper)
Presented paper “Planting a seed” at “Postgraduate Supervision: The State of the Art
and the Artists”, international conference held at Technopark Stellenbosch by University
of Stellenbosch Centre for Higher and Adult Education, April 25th.
(See http://academic.sun.ac.za/chae/conf/index.htm)
Attended DALRO copyright presentation Cape Town campus, May 15th.
Attended Canadian open source online journal publishing workshop at UWC, June 28th,
29th
Presentation at POGSA (Postgraduate Students Association CPUT) AGM, CT campus,
August 8th
Report to Library Committee meeting at Bellville campus, August 22nd
Support/training for academic staff at Granger Bay (Tourism) wanting to implement
online journal publishing – August 23rd
Internet orientation workshop for Faculty of Engineering, 90 participants at Lecture
Theatre 1, Cape Town campus, September 14th
Invited to present RISC activities to BTech Radiography programme, Bellville campus,
October 11th
Attended Supervisor training during October/November, Cape Town and Bellville
campuses
Support/training for two German Tourism postgraduate exchange students – November
Meeting with Dr. Hartley (acting Director of Research, CPUT) and Prof. van Aswegen, at
Research Department, Cape Town, to consolidate liaison with Department, November
21st
AIS planning session at Kelvin Grove, RISC presentation, December 3rd
Research requests are becoming very specialized, and one often has to use contacts
and resources outside of libraries to obtain the information. The nature of these tasks is
complex and very time-consuming
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3. STRENGTH AND OPPORTUNITIES
Research information expertise and “leading edge” position remain major strengths
International students from Africa are core users of Centre – possible opportunity for
cooperation with other African institutions?
Cooperation with Research Department and position on Senate Research Committee
major strengths
Possible physical extension to Centre? Budget restrictions?
Bellville RISC needs to be established as a matter of urgency to offer a specialized
service to post-graduates
4. WEAKNESSES AND THREATS
Providing cover for entire CPUT research community is difficult to achieve
Failure of technology can threaten performance
Development/staffing of Bellville RISC?
Extending postgraduate support to branches
There is a myriad of free e-resources on the WWW which we should be making
available to our students from our library website page and which will be of benefit to
them, but due to lack of vision from our managers and differences of opinions amongst
staff, this matter is sadly not being taken advantage of and we continue to lag behind
other higher education institutions
STATISTICS: 2007
Month Cape Town Campus Bellville Campus
January 220 22
February 380 29
March 410 35
April 190 41
May 360 38
June 280 51
July 180 55
August 390 38
September 260 35
October 340 61
November 380 77
December 150 30
TOTAL: 3540 (CT), 582 (BV)
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B) ANNUAL REPORT 2007: ERC (Environmental Resource Centre)
1. STRENGTHS AND OPPORTUNITIES
A lateral move was made from Faculty Librarian Engineering to the Environmental
Resource Centre.
The ERC’s aim is to establish an electronic resource centre for on-campus students &
distance users.
The librarian assisted 2 academic staff members with setting up a Wiki, (an exciting
task), learned how to make the Wiki accessible, to populate information to the relevant
links, and she was also responsible for maintaining the Wiki, ensuring that it had a
professional look and ensuring that students could not add plagiarized material onto the
site - This was a tedious task.
20% of the students failed the Environmental Studies course. In response, a survey
was drafted to analyze BTech users’ information needs and knowledge of information
literacy. Most of them were not familiar with the electronic databases. Knowledge of the
databases is essential for the Environmental program. Students are not equipped in
scientific writing. At BTech level, students should have improved on their writing skills
dramatically since their first inception at first year entry level. In-depth training was
provided on the Wiki as well as the databases for research purposes. The database can
be a daunting experience for first time users but with sufficient training and life-long
skills instilled, they do acquire the technique of creating a search strategy and
executing a search on various electronic resources.
Being the librarian for a dedicated group of students allowed me to become specialized
in the subject areas as well as building relationships between the faculty and students.
Collection development – R145 000, 00 of items were ordered. The collection is being
built by selecting specialized material matching patron’s research needs and teaching
them how to access, find and use the information in an ethical manner.
None or little support was received from colleagues in the beginning … however, I must
state that this perception that “this is your job” has changed. Much more interaction
and assistance is offered across faculty librarians
2. WEAKNESSES AND THREATS
Information literacy should be an ongoing process and should be enforced in great
detail at entry level to equip students for postgraduate education. Too little time is
spent on training.
Internet access has been extremely slow at certain times. During one training session,
the librarian was unable to logon in the IST centre.
Wiki – Access to populate the wiki is limited, but Michael Smith and I will liaise with
Charl Abner for a username and password.
Budget – An amount of R822 000, 00 was allocated for collection development for the
entire engineering faculty. The diagram below indicates the amount spent by the
Environmental Engineering Centre.
Budget
Amount spent
Allocated amount
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REPORT: LIBRARY INVOLVEMENT AT ATHLONE
Monographic and Audio/visual material
Since April 2007 we added 33 new videos and 17 new DVDs to our library collection. We also
added 156 new monographs and 6 journal titles.
New services to the library
New document binder and laminating machine was bought
A cash register was bought to keep closer and streamline financial activities
Two new student printers and 3 extra computers were added to our library
An audio/visual section was established for our students to view A/V material
Documents scanning service introduced
Document binding was introduced
A fax machine for student use
Ergonomic changes
We moved the newspaper area to a more visible and marketable area
Shortloan was re-arranged
Reference was moved to one area
Extra PC was added to the issue desk for circulation
A periodical area was created
Two new seminar rooms were built
Library manager’s office was built
Issue desk was cordoned off, to create more security and privacy
Two handheld bar-code scanners. This will be used at the issue desk for circulation to
scan in the barcodes placed inside all our books
Two book trolleys to cart our books around in the library
All 156 WCCN staff members were loaded onto our circulation module and library
access cards have been developed
Collection development and training
The whole monographic collection has been loaded on CPUT's electronic catalogue. (ALEPH) +
8000 units
This will enable us to render a much more comprehensive service to our users.
Training has been done on a one on one basis. The library is in consultation with I.T and our
lecturers to plan group training sessions. All first year students went through a two hour
orientation program. (310 students)
Future developments
We are planning to convert the back offices of the library into seminar rooms, where
students can group work
Set up an information point where students can ask for assistance
Establish a learning commons where students can access our electronic catalogue,
online databases and internet. This area will double up as a training room
Establish after hour library service
Reconfiguring and upgrading study areas
Acquire new shelving for our periodical collection
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ANNUAL REPORT: GRANGER BAY CAMPUS LIBRARY
PURPOSE
To provide a quality library service at Granger Bay campus
KEY FACTS
Orientation of all first year Hotel School and Maritime Studies students were completed
The CPUT AIS water bottle was given to all first year students on the Granger Bay
campus
6 new PC’s were purchased and made available specifically for OPAC, database
searches and research
We purchased a new colour printer
We received a new plasma screen to contribute towards marketing the services offered
by the library
Weeding was done in the June vacation. 66 books were discarded and sent to Bellville
campus for the holdings to be removed from Sabinet
Bound periodicals were sent to Cape Town branch due to space constraints
STAFF
A vacancy was left by Lynn Kleinveldt who was promoted to senior library assistant at
the Wellington branch
Permanent staff was exempted from Saturday duty as this became the responsibility of
the contract workers
In order to improve the staffing and the general organizational state of the WCCN
library in ATHLONE, the following staff changes were made:
Sulaiman Majal and Adhil Parker were transferred to the Athlone branch to deal with
managerial and staffing as well as organizational matters.
Sophia August temporarily replaced Sulaiman Majal as Branch Head at Granger Bay
(April – December)
Amanda Cooke temporarily replaced Sophia August Senior Library Assistant at Granger
Bay (April - December)
3 contract workers were appointed to fill the gaps left by Lynn Kleinveldt and Adhil
Parker and to take responsibility for the Saturday shift
Adhil Parker returned to Granger Bay at the beginning of December
Esther Carney returned to the Granger Bay library in September 2007
TRAINING
Group training
As part of orientation, the library was given an opportunity to address all the first years and
inform them about the services we are offering.
Apart from that, OPAC training was given to all first year students from both Maritime Studies
and Hotel School. As an incentive, we handed out chocolates to all students who attended
these training sessions. Because of this gesture, students were found to be more cooperative
and enthusiastic during the training sessions.
Information Literacy awareness
In order to make academic staff aware of the importance of information literacy, we arranged
for the training librarian to introduce staff from both the Hotel School and Maritime Studies to
the Infolit course on the library webpage. Some of them were very excited and felt that they
could benefit too from using this tool.
We found that students are struggling with bibliographic referencing techniques and we
therefore spent lots of time teaching them the correct way of doing it.
- 20 -
Individual training
We had 721 individual training sessions for 2007. 90 % of the training was for undergraduates.
Information provision Reference queries
A lot of reference queries are still directed to staff at the Issue Desk. We decided to refer
students to the Information Point at times when it was too busy to deal with reference queries
at the Issue Desk.
Collection development
The number of new orders per department was the following:
Hotel School 97
Maritime Studies 57
Graduate Centre of Management 41
Library 70
The number for of new orders placed under the library is an approximate figure since the
accurate figure was unavailable. We have received most of the new orders, and those that are
still outstanding, could not be purchased since the 2007 book budget was depleted.
A total number of 577 books and audiovisual items were added to our collection in 2007.
This number includes orders outstanding from 2006, but excludes donations received from the
Maritime department and Hotel School. Items in his category amounts approximately to 80
items.
Due to extremely limited shelf space, we had to weed a section of the collection and 66 books
were discarded. These were mostly 2nd or 3rd copies and we targeted those items that were
Course level Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total
Undergraduate 29 137 71 99 62 26 6 52 80 11 0 0 573
BTech 4 40 6 13 21 11 6 0 4 0 0 0 105
M&DTech 9 9 2 13 0 0 0 2 0 0 0 35
Staff 0
Calico 0
Public 8 8
Total 33 186 86 114 96 37 12 52 86 11 0 8 721
Course level
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total
Undergrad 245 2205 2154 1832 3265 1353 897 2726 1776 1770 1198 113 19534
BTech 11 504 376 391 452 422 146 455 409 381 61 19 3627
M&DTech 2 143 129 139 168 61 26 100 113 79 72 6 1038
Staff 12 130 108 84 169 56 31 78 86 19 61 834
Calico
Public 6 6
Total 270 2982 2767 2446 4054 1892 1100 3359 2384 2230 1350 205 25039
- 21 -
last issued more than ten years ago. In order to create more shelf space, we would need to
continue with the weeding exercise during the June vacation in 2008.
About 20 titles in the Management section were relocated to Mowbray since the courses
currently offered by the Graduate Centre of Management at Granger Bay have been relocated
to Mowbray from 2008 onwards. All new titles ordered by this department, were also sent to
Mowbray library.
Income
Income has increased from R 46,529.85 in 2006 to R 48,166.03 in 2007. There was a
difference of R1636.17.
Income was mostly derived from the services/areas:
An amount of R17079.50 was received for photocopy cards. This amount includes the initial
fee of R10.00 that was paid when photocopy cards were bought for the first time.
Income derived from printing was: R10966.35. This figure includes both normal and colour
printing. Normal printing was charged at 25c per page and colour printing at R5,00 per page.
It is therefore complicated to calculate how many pages of normal and colour printing were
done for the year.
The absence of a cashier at the Granger Bay campus contributes in a major way towards the
fact that we assist students with their printing needs at the library. Students at other
campuses purchase printing credit from the cashiers and it is directly credited towards their
student account. This enables them to print from any PC to a selected printer.
The Granger Bay Library in conjunction with the HOD’s from Maritime Studies, the Cape Town
Hotel School and the financial director of the CPUT, investigated the possibility of appointing a
cashier at the Granger Bay campus. After various meetings, a decision was made that a
cashier be appointed at Granger Bay campus. However, it was put on hold due to financial
matters of a more urgent nature.
The amount of 10,903.75 was received for binding.
The approximate number of items bound for 2007 was 1678.
Income from fines for the last two years was as follows:
2006 – R 3761.60
2007 – R 4377.70
From the figures above, it is clear that there was a steady increase in income derived from
fines over the past 4 years.
We managed to recover R1591.73 for lost books. In 2005, we recovered merely R70.00 and
R80 in 2006. This is indeed a huge improvement and proves that the decision to withheld
academic results due to outstanding fines and library material is working well.
- 22 -
Circulation
The following table outlines the circulation statistics from January-December 2007.
Although the total number of loans (including 2-week, 3-day, short loan (overnight), dropped
with 74 items from 2006 to 2007, the in-house usage of library material compensates for that.
2006 2007
Total number of loans: 4612 Total number of loans: 4538
In-house usage of library material
In-house usage of library material is very good. The size of the library does not always allow
us to buy multiple copies. Therefore, when the demand for a title is very high, we usually
purchase a second copy, and in extreme cases, we would consider buying a third one. In most
cases, these copies are placed in the short loan section - 1 overnight, 1 in-library use and if
there’s a third copy, we put it on 3-day loan.
The positioning of the Short Loan collection, makes it difficult to issue books with the status of
“in library use” on the Aleph system. All items used inside the library, are usually counted and
recorded on the monthly statistics form.
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total
Undergraduate 63 886 803 812 1264 568 386 631 743 512 316 120 7104
BTech 14 179 162 172 305 117 55 101 125 60 1290
MTech 92 53 40 62 90 16 82 59 31 525
Staff 12 32 40 36 41 13 47 44 12 277
Public 9 9
Total 89 1198 1058 1060 1672 775 470 861 743 740 419 120 9205
Inter Branch loans / Inter Library Loans
Inter branch and interlibrary loans are treated with the urgency they deserve. At a Circulation
meeting held in September, the Granger Bay library was praised for their quick response to
requests from other branches.
Inter-branch Loan Stats 2007 Requests
Jan Feb March April May June July Aug Sept Oct Nov Dec Total
Sent To Branches 2 6 9 6 10 3 5 11 8 9 2 2 73
Received From Branches
3 3 10 8 19 5 6 11 7 5 4 1 82
Sent To Ill 1 3 5 2 9 1 2 1 3 1 28
Received From Ill 1 4 8 12 2 1 6 3 1 38
Jnl Articles Received From Ill
2 1 3 1 4 3 4 2 20
Jnl Articles Sent To Ill
1 3 4 1 3 2 1 15
TOTAL 7 16 35 32 47 9 15 31 29 23 9 3 256
- 23 -
Visits to the Library 2007
Our accumulated number of users in the library from January – November was 90982. The
average number of users per month was 8271. Our busiest months were March, May, August
and September. During these months students had projects due and were preparing for the
forthcoming exams.
Strengths Weaknesses
Staff willingness to go the extra mile Staff development enjoys high priority. (In 2007 we had 2 staff members studying towards professional qualifications in librarianship) Good working relationships with academic staff and students Client-centredness.
Lack of study and shelf space Re-occurrence of old maintenance problems to library building. (The water-leak close to the Issue Desk remains problematic) Absence of cashier at Granger Bay causes frustration since we are forced to assist students with printing because they are unable to go to Cape Town campus to purchase printing credit Our computer hardware is also affected negatively by the student’s hardware.
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total
2885 8460 11305 8137 12557 6762 4240 10986 10824 9920 4906 none 90982
- 24 -
ANNUAL REPORT: GROOTE SCHUUR CAMPUS LIBRARY
PURPOSE:
To provide a quality library service at Groote Schuur Campus
KEY FACTS:
Belinda Hector started 2007 with us on a 6 month contract basis as Shireen Meyer had
left at the end of 2006
Busy start to 2007 with new staff member and staff training
In February we appointed a student assistant for 20 hours a week, this proved to be
successful
Student orientation and training took place at both Cape Town and Groote Schuur
campuses
IT problems and bad connectivity remain a problem, however we did get 2 new staff
pc’s and 1 student pc which has made a difference
IT needs much improvement and there is a need for more student pc’s in the library
Lack of space and proper ventilation continues to be problematic and was discussed on
numerous occasions, various options came up but as yet there are no definite plans on
a move or expansion
We worked on various projects viz. periodicals clean up, identifying missing
copies/issues of periodicals, errors etc and now have a very comprehensive periodical
lists, changing the status/location of items in various collections so as to reflect their
correct location on Aleph
Discussions around the digitization project took place and a proposal was forwarded to
Management
I attended various training invention during the past year
In September a permanent staff member was appointed to Groote Schuur Library this
has given us stability in terms of staffing
Still paying in of money at Cape Town and Mowbray campuses
Re-labelling and covering of our entire collection has been done with a few long loan
items still to be done
We have acquired new furniture, fitting and equipment from our 2007 budget; also I
had the lighting changed and extra shelving put in
4 new Periodical titles were added to our collection which was a plus for both academic
staff and students
Book orders went well, we received most of our orders placed, and there is a pending
file of which we await those new titles
Weeded collection in conjunction with lecturers, shelves are looking much better
Information provision
Reference queries
QUICK REFERENCE SUBJECT REFERENCE COMPLX REFENCE
3658 2706 69
Orientation statistics
ORIENTATION INDIVIDUALS ORIENTATION GROUPS
250 243
Items collected
Books Short loans Ref Periodicals bound Loose periodicals CD’s Total
1829 3739 458 85 160 90 6361
- 25 -
Telephone queries total approx: 520
Correspondence Totals- Letters and e-mail approx: 550
Our Circulation figures from Aleph loan report totals: 9389
Interlibrary loans supplied from Groote Schuur: 19
Interlibrary loans supplied to Groote Schuur: 22
IBL’s supplied from Groote Schuur: 56
IBL’s supplied to Groote Schuur: 29
IBL’s are mainly supplied and requested between Tygerberg and Groote Schuur Libraries,
articles requested between Tygerberg and Groote Schuur via CCB’s to lecturers is popular
Training
Training groups: out of a total of 42 1st Year Students for 2007 = 39 students trained,
2nd Year Students = 20, 3rd Year Students = 17, BTech Students = 22, Short Course students
= 28, Total = 126
Training figures as compared to 2006 increased by 22, as well as extra 28 short course
students
Training of individuals and academics: 89
Strengths and opportunities
Close contact with Faculty, good relations with academic staff
Good communication and liaison with lecturers always on par with there needs
Book stock has improved regularly with purchasing of new books
Periodical collection has been expanded
Odette attended supervisory training end November
With new facility or library expansion we could vastly improve facilities for both
students and staff
With better IT infrastructure and more students PC’s we could improve the experience
for our users
Library and staff are involved in activities of faculty
We are able to form good relations with our students especially the senior students
Photocopying facilities and the sale of photocopy cards has really assisted students
Weaknesses and Threats
Desperate lack of space frustrating for both staff and student
No proper issue desk and work areas
Only one table for student use desperate lack of study space and work area for
student’s in the library
IT needs improvement, especially student PC’s in the library as only 1 PC available
Poor response time when dealing with and sorting out of IT problems
E-resources not easily available to students due to poor IT
Lack of proper ventilation, health risk for staff and students
- 26 -
ANNUAL REPORT: MOWBRARY CAMPUS LIBRARY
PURPOSE
To provide a quality service on Mowbray campus
KEY FACTS
Staffing complement strengthened with the employment of 2 casual workers to cope
with the evening shifts and Saturdays – enabled permanent staff to cope with the busy
daily activities
Visits to the Library – 65,469 prove that we are a busy Branch and that the staff has
to deliver an above average service and be good team players
2 Student Assistant appointments to assist our Library attendant with shelving; daily in-
house statistics for 2007 is 26,441;with February, March, May and September
averaging more than 3,000.There is a definite need for an additional worker which has
been repeatedly motivated for over a period of two years
Circulation statistics for 2007 is 31,425 compared to 33,656 in 2006, with a student
population of 2,091 which does not include the recent Public Management Post
Graduates
Public Management Part-time students transferred to Mowbray, spearheading the
proposed move of the Centre of Graduate Management from Granger Bay. Their
collection of books has been transferred to Mowbray
Huge donation of mostly management titles from African Book Connection and Van
Schaik
Support for the audit of the Faculty of Education PGCE course and a glowing
commendation received from HEQC
New Library Building as part of the extensions proposed for the Education Faculty and
the Mowbray Campus
Appointment of a permanent staff member in October has strengthened our staffing
capacity and facilitates better planning
Vigorous collection building – spent R253, 000 on all the departments
Training
Group Training January February March April
Undergrad 38 180 55
Btech 148 26
M&DTech 205 55
Staff
Total 391 261 55
Training is given by the Faculty Librarian, Pippa Campbell to groups of students in Education,
Sport and Retail Management and it is done in collaboration with the lecturers. One-to-one
training is done on demand by the Desk staff. Training on demand continues throughout the
year.
Information provision
User Queries
Feb Mar April May June July Aug Sep Oct Nov Dec Total
U/G 387 117 15 101 19 91 62 75 42 10
Btech 32 41 55 5 50 37 32 30 8
M/Dtech 3 6 5 13 1 3 3 4
Staff 28 18 25 40 35 16 8 31
Public 3 0 7 7 5 5 11 6
CABs 21 23 27 39 50 14 68
- 27 -
All the staff handles a wide range of queries from a broad spectrum of users. Generally the
short and subject queries are dealt with by the staff at the Desk and the Faculty Librarian
fields the complex queries. The gathering of desk stats has been problematic, and the stats do
not reflect how busy the branch is. For 2008 we have devised our own in-house forms for
individual staff members and the process will be monitored on a monthly basis.
Inter Library/Branch Loans
Faculty Librarian 160 requests
Desk staff 288 requests
Due to the requests for articles resulting from academics doing research, there was a steady
flow of ILL throughout the year. Many searches are fulfilled by online sources hence the small
total of requests.
The IBL has been more active than ILL with requests emanating from all the campuses; asked
from us 237 ; asked by us 51.Most of the requests came from Bellville.
Collection Building
A new strategy for purchasing was initiated and devised by the Director in consultation with
the Deans. All Faculty staff and Librarians were encouraged to purchase new material and
Mowbray bought 555 items and used R116, 430 of R884, 000 budget. The total purchases for
Sport and Retail Management were 346 items and R137, 000 was spent by Sport and Retail
Management.
Research, Mathematical Literacy, Literacy, Numeracy and Children’s Literature are our main
focus areas in order to keep our collection updated and filling the gaps.
Xhosa material will be our major focus in 2008 due to the changes in the language policy for
Education.
A major problem pertaining to the time lag of new acquisitions has been raised by a number of
staff members who are dealing with Post Graduates. They suggest that the Education Faculty
appoint their own cataloguing person to expedite the processes.
The income generated for 2007 is R91, 731; the major areas of money arising from
photocopies, fines and lamination. We have extended the periods for lamination.
We struggled with banking and stats keeping as the staff member who had this responsibility
had additional tasks which could have demanded more attention at a given period. The
uncertain presence of the cashier impacted on this procedure. The till also malfunctioned and
was not working for 2 – 3 days.
- 28 -
Strengths and opportunities Weaknesses and threats
Purchase of new carrels to increase seating capacity
Installation of Sony screen for marketing and
promotion of our services –students very complimentary
Experienced and dedicated staff
Strong support from other branches
Good reputation, rapport and support from
staff and students
Unrivalled poster collection in a Library
Comprehensive children’s literature collection especially South African literature
Strong community outreach initiatives, e.g.
schools (local and rural)and Catholic Welfare Development Campaign
New staff member has been delegated with
tasks normally handled by Fac. Lib and Branch Manager – better focus on professional aspects
Appointment of a Cashier at MB on a
permanent basis
Two valuable reading titles donated from US
Network connectivity and slow speed has had an enormous impact on service delivery, resulting in classes being cancelled or rescheduled
Power cuts have had a negative impact on our
operations especially the technology
Photocopier/printer/till malfunctioning all
hampering our ability to perform optimally
Aleph accessibility remains problematic due to technical problems and designated staff not readily available or in close proximity
Reliance on Campus Technician not trained to
handle Aleph problems
Sudden directive to curb spending though we had not exhausted our budget was a concern
Training sessions hampered due to malfunctioning
of Data projector
Liaison with Maintenance and Facility Management still problematic
Consistently high telephone bill
Problematic journals delivery/claims
Cataloguing related problems
Requisitions problematic
Office /Ramp – structural changes needed
Unhappy academics re ordering process needs to
be re-evaluated
- 29 -
REPORT: LIBRARY INVOLVEMENT AT THOMAS PATTULO
Towards the end of 2007, it was indicated that the Departments of Architecture, Town Planning
and Interior Design were moving to the new Thomas Pattullo campus on the Foreshore. A
space at the new campus was allocated to the library.
The library appointed Debbie Becker as branch librarian and Tyrone Meyer as library assistant
for the new branch library for a period of 3 years. Permission was received to appoint a full
time student assistant for 2008.
A number of informal meetings were held with the architect and project manager with regard
to the allocation of space and layout within the library. Issues such as security, shelving and
lighting were addressed. It was decided that low shelving would be erected to allow for a clear
view across the library space. Of the existing offices, 1 would be allocated as a librarian’s
office, 1 as a training room, 1 as printing area and the remaining 3 as seminar rooms.
Although the space in the library is very limited, it is hoped that the seminar rooms will offer
enough study space for students.
Staff identified the items currently shelved at Bellville and Cape Town libraries which needed to
be moved to the new campus. These included items purchased by the 3 departments and
those identified according to subject areas. Books, periodicals and audio-visual items have
been included. The items at Bellville were packed into boxes and are awaiting delivery to the
new library.
Material type No. of items
AV 82
Books 4016
Reference 62
SABS 15
Periodical titles 49
As no budget was allocated for furnishings, various items of furniture and other essential
equipment, such as a security gate and circulation desk, needed for the new library were
identified and marked. Also selected were: periodical display shelves, photocopiers, study
carols, desks and chairs, television, video/DVD players and computers. These will be moved to
the new library in accordance with the project plan.
A number of essential items such as a cash register, binding equipment, etc. were purchased
for the new library.
According to the latest project plan, library staff can have access to the new library premises
from 11 February 2008 with the library formally operational and open for use on 20 February
2008.
- 30 -
ANNUAL REPORT: TYGERBERG CAMPUS LIBRARY
PURPOSE:
To provide a quality service on the Tygerberg Campus
KEY FACTS:
Overview
Tygerberg library achieved a number of success in 2007, the most noticeable being the IT
infrastructure and collection development. The year 2007 was full of challenges and yet
exciting with achievement and development in the different subject areas. We received 9 new
PC’s in August.
Although there were slight problems at the beginning of the year, we strove for providing a
good service. Tygerberg server was always down and at some point during training session we
could not go through. Despite these challenges created by IT infrastructure we managed to
cope.
Quality of service
We are trying our best to offer the best service ever. We’ve been getting positive response
from our students and staff whom we serve. The QA LibQUAL survey will be conducted next
year 2008. This will truly reflect the quality of service we are rendering in Tygerberg branch.
Staff
When I started in May 2006 I had one casual assistant and through library staff development
she was appointed as a library permanent worker in Bellville campus. Vuyo from Wellington
replaced her position on a casual basis up until June when she was also appointed on a
permanent basis as a library assistant. I recruited 2 student assistants although the budget
was for meant for one student. The idea was to get the job done quickly. An amount of 30,
000 was spent for these 2 students. One student left 28 hours of R420, 00. Their key
performance areas were shelf packing, issuing books, projects etc.
At the branch we have the following
Librarian: Ms Tshetsha V.
Library Assistant: Ms Mtshakazi V.
Student assistant: Mjongeni Z.
Training User Education programme
User education programmes were conducted during the course of 2007. All students were
given basic training and these were Foundation students, Dental Technology, Radiography
students and Emergency medical care students.
0
10
20
30
40
50
60
70
80
90
Rad DT EMC DA FS
2007
2006
- 31 -
The computer training centre has limited access to staff and students and is available via the
booking system. Some training interventions were not successful due to unavailability of the
computer training centre. Besides this, sometimes lecturers did not send students for training.
The computer centre belongs to the department but we all share it and can only accommodate
28 students per session. Health and Wellness faculty had 384 students in 2007 and they all
needed this room.
There were 10 training interventions in Tygerberg between January and June. In August I
couldn’t get any students and I spoke to the head of the department they told me the
convenient training time was the first semester not the second. Therefore I couldn’t train any
students after July. The main focus by lecturers through this programme was on how did
students access library information, how to reference sources, what is OPAC, how to access it,
how to search for articles in the library databases.
Plagiarism workshop for all students
In 2006 I was approached by the head of Dental sciences to run a plagiarism workshop. I
approached the writing centre in Bellville and they offered the workshop and I extended it to
all health and wellness students. All three departments were catered for.
Computer literacy skills
The health sciences departments often hold meetings and through discussions it was pointed
out that each year all first year students and other students should attend various computer
programs offered by CPUT. I then approached writing centre to run all necessary required
trainings for students like ms word, excel, power point, internet etc. The library ran library
training programs starting from orientation, catalogue, databases and marketing our e-
resources program although the infrastructure was not in place at that time.
Collection building
Tygerberg collection has developed tremendously since 2006 and last year in 2007 we added
about 330 titles into our collection. Outstanding orders are estimated around 170 titles. The
status for these titles is on order. A total of twenty titles were problematic as they were out of
print and not available anymore.
Tygerberg was grateful that it was granted a budget of R238 009. We received 20258,14 for
book collection for 4 departments i.e. Radiography and nursing, Dental Sciences and
Emergency Services. We purchased 7 Computer machines for students and 2 for staff. There
was an improvement in the overall expenditure on books and PC’s. The cost of journals and
electronic database subscriptions continued to rise and this resulted in increased expenditure
on electronic resources grants. There were four journal print cancellations of medical titles. All
these are available online via e-journal list. In 2006 we cancelled 2 dental sciences titles and
added one e journal for EMC. This year we added 1 dental sciences title.
Odette Jessa and I proposed and motivated for radiography resource centre database. This
was done with the intension of meeting the information needs of radiography students.
Information Resources for Radiography contains searchable resources like, databases,
Electronic Journals, Web gateways, directories and organizations, other useful websites,
Discussion list, Tutorial on internet information skills for allied health professions.
Unfortunately there was no luck as there was no response from e-resources librarian.
We have received book donations and journals from radiography and Dental lecturers.
- 32 -
Library System support
The library technology system managers dealt with a fair number of support requests
compared to 2006 i.e. hold requests, loan status, generating reports through ARC. We are still
battling with IBL/ILL system.
Inter Library Loans & Inter Branch Loans Collection utilization and access
Tygerberg requested 48 articles and 25 books via ILL system. Requested items from our
branch were mainly articles and books by ILL department and few IBL requests.
Visits to the library
Library visits by students has increased compared to 2006. This is due to the increase in the
number of students frequenting our library. An awareness and marketing of our services has
spread and reached our students. The growth, development and improvement in our collection
are one reason for extended visits by our users.
0
5
10
15
20
25
30
35
40
45
50
ILL
art
icle
s f
or
ILL
bk r
eq
fro
m
ILL
art
icle
s f
rom
ILL
bks f
rom
IBL
req
fo
r
IBL
bks f
rom
IBL
art
icle
s f
rom
- 33 -
2007 gate count
In a graphic style the above statistics will look like the graph below. We have peak months
where we have heavy library users than other months and those are March (6015), May
(6376), June (9095) and August (6138). May was extremely high which really proves that this
time of the months students are busy preparing for exams. In total we had 52715 users who
frequented the library.
Income
The table below shows the income of different profit centre generated in 2007. A total amount
of 9733, 41 was generated and this is far better than 2006 which was 3628, 40c. This clearly
shows an improvement in the Aleph system as it used to not charge late returns and the loan
report was totally confusing.
Profit Centre
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Tot Acc no.
Copies - BW Cash
25,87
0,00 161,16
106,70
153,50
352,20
85,00
313,70
331,00
984,50
137,00
2650,63
55218
Printing BW - Cash
0,00 796,00
482,50
2,50 1278,50
55218
Binding - Cash
122,00
180,80
11,98
302,80
55206
E - Stiffies 0,00 25,0
0 95,0
0 45,0
0 60,0
0 65,0
0 10,0
0 5,00 0,00 0,00 0,00
305,00
55208
Fines 8,00 167,00
379,60
305,00
502,00
327,00
277,00
433,00
523,00
736,00
640,25
97,00
4297,85
55208
Fax 12,0
0 59,0
0 20,0
0 0,00
96,00
56,00
9,00 17,5
0 37,0
0 123,50
115,00
545,00
55218
Lamination 12,0
0 8,00
20,00
55218
Lost Books 222.15
222.15
TOTAL 45,8
7 251,00
655,76
456,70
811,50
800,20
381,00
769,20
891,00
2774,00
1563,55
111,48
9733,41
TOTAL 9733,41
0
1000
2000
3000
4000
5000
6000
7000
8000
9000
10000
Jan. 0
7
Feb.0
7
Mar
.07
Apr.0
7
May
.07
Jun.0
7
Jul.0
7
Aug.
07
Sept.0
7
Oct
.07
Nov.
07
Dec
.07
2007
- 34 -
Circulation
0
1000
2000
3000
4000
5000
6000
7000
8000
Loans Returns Renewals Holds
2007
2006
This graph clearly shows a
slight increase in the number
of loans and returns between
the years and big difference is
in the number of renewals and
holds
Shelf maintenance
The number of returns per year determines the total number of books we packed. In 2007 we
packed 7322 returns plus 2277 in-house and this sums up to 9599. We shelf read every Friday
morning for 45 minutes and approximately 60 times per year.
Outstanding projects
Most of CPUT Tygerberg journal titles are not added on Sabinet. I spoke to Shanaaz last year
2007 and suggested to keep the list updated up until they sort out OCLC system.
- 35 -
ANNUAL REPORT: WELLINGTON CAMPUS LIBRARY
MJL Olivier Library
Academic Information Services, Wellington campus
Process: Branch library management and functioning
Purpose: To provide a quality library service on the Wellington campus
Key facts
High training impact with 103 sessions offered, reaching 3150 students
Extremely busy facility with an average of 638 visits per day – representing every user
using the library twice a week for the whole year – including holidays!
8691 queries handled by staff – equivalent to 6 questions per user per year.
Huge workloads with regard to acquisitions (1202), bar-coding (1513), tattle-taping
(1506) and weeding (279) dealt with by staff in between their assistance to users
Successful conference held
Planning for alterations is carrying on with input being done to the 2008 budget.
In-house projects of placing journals on system and updating records and placing
Africana on system going well
The IT system is still slow and impacting negatively – with promises of improvement
but no results and buying office delays are an ongoing problem
Staff
Staff available during the year fluctuates with
the availability of student assistants only in
term time, staff taking leave and the position
of contract staff. In 2007 we were fortunate in
having our two contract positions changed to
permanent, with one being upgraded to Senior
Library Assistant. Student assistants worked
much better this year, with more focused
training and use of them.
Staff available
0
5
10
15
Jan
Feb Mar
Apr
May
June
July
Aug
Sep
tOct
Nov
Dec
Staff for 2007:
Branch library manager: Michiel Moll
Branch librarian: Elra Rademeyer
Senior Library Assistant: Lynn Kleinveldt
Library Assistants:
Martine Bester,
Portia Rhode,
Naomi Williams
Library attendant:
Alma Pietersen
- 36 -
Circulation
With the exception of holiday periods our share of circulation is consistently much higher than
our share of students. For the whole of 2007 this share stood at 9.6% which is 0.4% more
than in 2006, and back to the level of
2005.This again shows that the number of
potential users of the service cannot be
used as the only measure, but the actual
usage must also be taken into account when
determining the actual workload in a
branch.
2007 2005 2006
Wellington All libraries
Welling-ton %
Welling-ton
All libraries
Wellington %
Welling-ton
All libraries
Wellington %
Jan: 179 2392 7,5 51 1543 3,0 51 1543 3,0
Feb 2312 28533 8,0 2607 27233 9,6 2130 28414 7,5
Mar 4417 37198 12,0 3530 32869 10,7 4056 38775 10,5
Apr 1522 20958 7,0 2813 33322 8,0 1387 22397 6,0
May 4193 34738 12,1 5226 35723 15,0 4752 38585 12,0
June 2714 17585 15,0 3244 18390 18,0 2833 17856 16,0
July 986 11861 8,0 1677 15694 9,4 1480 16770 9,0
Aug 2136 28812 7,0 2787 32416 9,0 3184 33979 9,0
Sept 2883 24854 11,6 2229 38431 6,0 2215 23540 9,0
Oct 1382 23009 6,0 1390 25485 5,0 1049 24793 4,0
Nov &
Dec
215 9918 2,0 269 7004 3,8 347 7288 4,8
Year 22939 239858 9,6 25823 268110 9,6 23484 253940 9,2
For the last four months of 2007, more accurate statistics have been kept of the in-house use
of material, and a total of 4929 items shows that in-house use is as much as circulation.
Information provision
The long term effects of training are
being felt in several ways: students are
more aware, leading to increased
demands on our services, but also
raining the expectations of our users. A
shift in training emphasis to more
academic tasks and a higher level of
work expected from students has also
led to the marked increase in subject
queries. During 2007 we handled a total of 8691 queries – some 6 queries per potential user of
the library! Excluded from this are all the queries handled during training sessions themselves
– and if these were added we would have a much greater number which would be more
representative of the total information provision picture.
0
500
1000
1500
2000
2500
3000
3500
4000
4500
Circulation
Jan
Feb
Mar
Apr
May
June
July
August
September
October
Nov and dec
0
1000
2000
3000
4000
5000
Quick Complex
2007
2006
2005
2004
- 37 -
2007 2005 2006
Short Subje
ct Comp
lex Service*
Short Subje
ct Comp
lex Service*
Short Subje
ct Comp
lex Service*
Jan 75 21 6 96 87 29 47 93 7 3 46
Feb 731 239 15 113 515 178 75 223 310 123 14 146
Mar 587 293 15 168 624 206 20 313 407 212 32 193
Apr 258 201 12 110 264 45 1 136 115 56 4 108
May 631 419 10 210 355 161 5 257 511 148 15 326
June 452 255 10 166 462 175 5 280 220 105 11 131
July 233 152 5 158 170 74 3 214 246 82 14 122
Aug 469 192 4 136 289 184 8 412 393 138 18 180
Sept 782 294 21 251 466 172 7 582 268 114 21 155
Oct 285 201 7 116 293 111 19 366 160 72 16 132
Nov & Dec
111 97 8 76 109 53 7 137 52 11 4 40
Total 4614 2364 113 1600 3634 1388 150 2967 2775 1068 152 1579
*these include assistance with faxes, copiers, laminating, ring binding and service queries such
as opening hours, closing time of library and location of facilities.
Training
Training is given both to individuals on a demand basis (One-to-one), as well as to groups,
usually by request of the lecturer. This year we gave a course of information literacy for all B
Ed 1, OMT 1 and Accountancy 1 students. In addition, B Ed 3, B Ed 4, B Ed Hons, M Ed and ND
Agric 2 groups were also trained, and presentations and training were given to specialised
groups of B Tech and B Ed 4 students.
Training numbers for 2007
Total for year Avg per session 2006 Total Avg per session
Individuals trained: 31 68
Groups trained: 103 253
Total in groups: 3150 30.6 4397 17.4
This is once again a phenomenal record of training
and shows what can be done. However, the toll it
takes on staff time and effort is tremendous, with one staff member working almost fulltime on
training and assessment. The reduction in overall numbers is due to the 4th B Ed training,
which has been phased out, as these students were the first to undergo full training in their
first year and the first-year Information Literacy courses that have been restructured with less
0
1000
2000
3000
4000
5000
Total persons
Training year
2007
2006
0
50
100
150
200
250
300
Groups
2007
2006
- 38 -
contact time, but with larger numbers per group with the average attendance per session
almost double that of 2006.
Interlibrary loans
With the boost for postgraduate research on campus, we have once again had a large increase
in the requests for material from other branches and libraries. This is in spite of our updating
of our collection in key areas, and our students now being able to rely more on our own
collection, Internet and databases. The total number of requests handled this year (292) is
30% more than the total for 2006 (200). The decrease in journal articles requested from us is
significant and can be attributed to greater electronic access – and Cape Town purchasing their
own Farmer’s Weekly!
Books Articles
Total for year 2006 Total. 2005 Total Total for year 2006 Total. 2005 Total
Asked by us 144 94 128 50 7 28
Asked from us 98 94 137 0 5 35
Collection building:
For 2007, a target for additions to the collection was set at 1200 as we are feeling great
pressure on certain parts of the collection that need to be updated. Primary amongst these is
education itself, particularly educational management, agriculture (where two new directions of
agricultural mechanics and winemaking have been introduced) and books to cater for the new
3rd years in Accountancy and OMT. Included in this target figure were 504 items of the 640 we
ordered in 2006 that were still outstanding at the beginning of 2007. The actual number of
additions was 695 purchases and 507 donations – a total of 1202 items. This just reached the
target total we had set.
However we are still waiting on 56 orders placed in 2006 that have not yet arrived (and will
probably now be cancelled) and 284 of the 412 orders placed in 2007. By switching to a more
appro based service we hope to cut these order delays, but there is a concomitant cost in
depending on a single supplier.
In 2007 we wrote off 279 books from our collection, excluding those lost by users. In addition
we turned down 381 donations. There is still a great need to write off older material, and this
will probably receive more attention in 2008.
We are still placing our own items on system and in 2007 we added 667 items, mainly Africana
and old stock. We have started a colour coded spine label system for Africana, which looks to
be very effective. Our picture collection was finalised with extra pictures being sent to
Mowbray for donation to schools. In addition, problems from stocktaking in 2006 and the 800’s
from this year have been sorted out.
Own books tattle-taped: The special attention to tattling is continuing and we are now coming
to the end of the project. The total for 2007 was 1506 items – again a large effort over and
above the normal work.
Our periodical collection also received special attention with 846 bound volumes being placed
on system as a project to place all our holdings on system and correct the Aleph records. In
some records a lot of work is needed to correct the record as it is on Aleph and, of course, this
is made more difficult by the slow system speed. The end of this project is now in sight and we
will have probably the only up-to-date correct periodical records in CPUT!
- 39 -
Income
Income 2007 Income 2006 Income 2005 less Internet and Printing Income 2005
Jan 3845.00 1741.50 789.00 819.00
Feb 9648.30 13420.55 12840.00 18580.00
Mar 14661.65 14595.20 11347.95 18417.95
Apr 4208.95 3878.25 8071.30 14351.30
May 18195.90 18538.25 13147.00 28317.00
June 7236.75 9091.40 10833.60 18983.60
July 3347.55 4336.10 7469.10 10529.10
August 9700.00 15179.75 14852.30 24522.30
September 9944.70 9060.55 10933.10 18823.10
October 7998.00 9863.40 10379.95 17009.95
Nov and Dec 3781.30 5670.23 1400.00 2030.00
Total 92568.1 105375.18 104263.30 172383.30
Income figures for 2007 were significantly lower than for 2006. The main drop is in
photocopying, which can partially be attribute to the high cost of the new cards, as well as
technical problems found throughout the year, but which seem to be sorted out now. The new
photocopier with document feeder will be very popular and has already been used in the
examination period. Lamination, on the other hand, still shows a good increase, mainly due to
the new laminator. Overall, income this year showed a decrease in photocopying income, but a
slight increase for everything else.
Visits to library
The total number of visits to the library in
2007 was 156840 compared to 161403 for
2006. The drop in use is thus 4563 or some
2,8%. The average after hours use is very
low, with Saturdays slightly better supported.
Some of the reasons for
this are:
High hostel and
commuter population
Computer facilities in
the hostels enabling
students to work there,
particularly after hours
Increased own computer ownership amongst students.
As part of the attraction for visits we have displays
of new as well as topical material. In addition we
also havedisplays and exhibitions such as the B Ed
Art Students exhibition.
Jan
Mar
May
Ju
ly
Sep
t
No
v
2007
0
500
1000
1500
Average visits per day
2007
2006
0
10000
20000
30000
40000
2005 2006 2007
Visits to the library Jan
Feb
Mar
Apr
May
June
July
August
September
October
140000
150000
160000
170000
180000
190000
2005 2006 2007
Total visits per year
Visits
- 40 -
Library maintenance
Planning for an Africana partition and workroom for binding and laminating was done and
budgeted for in 2005 already but these have not been able to be carried out. This project was
been removed from the 2007 budget and has been re-budgeted for 2008. The new office has
been upgraded to be an office for the AV section with windows providing control of both the
training and sound rooms. This has freed space in the computer room/photocopy room for
group work – a badly felt need. However the office will definitely have to have air-conditioning
installed with all the equipment that we have placed in it.
The 24 computers for the training room were installed, as well as Net-Op, during 2007. There
were some teething troubles but these were fully sorted out by the end of April, and the room
has already proved its worth. Other lecturers have also used the room – this will probably
expand as we market the area!
Quotations have also been given to finally finish the work in the bathrooms that was started in
2005!
Special events
Several functions were held by the library during the year – the most significant being the tea
for the Business faculty members, the Art Exhibition and the conference on teaching resources
for Foundation Phase. All of these required special input from the staff, but have proved to be
very successful and great marketing tools. We hope to build on these in 2008
Strengths Weaknesses
Best collection of primary school education material in Afrikaans in the Cape, and, together with Mowbray, the best in any language The largest collection of books of any CPUT library Experienced, highly qualified and dedicated staff Strong support from other branches’ management and services staff A very good reputation and strong support amongst staff, students and alumni Only facility on campus available to students after hours, Saturdays and holidays On completion of building a facility rarely equalled with a total one-stop service for students A penetrative and effective training intervention
Slow network speed causing frustration with users Subject to policy decisions often made with other branches’ circumstances in mind Lack of support on Dean Level for branch as no Dean present on Campus Lack of understanding by some staff of other campuses of the functioning and circumstances at branch Problems at time with computer functionality due to network restraints Language of searching a barrier to certain students Lack of complete cataloguing makes searches more difficult
- 41 -
Opportunities Threats
Only large education library in area Computerization of Mowbray and own stock can lead to better utilization Provision of research material for M and D students
through new facilities (ILL, RISC) As consultant to Education Faculty on information literacy component of training, we have a direct impact on what is being offered, shown again this year The pattern of training offered to Education students is also offered to others on campus, as they see it as being successful
Increasing emphasis on electronic only use in certain courses - in particular the link between e-learning and the library needs to be more extensively spelled out Time spent in training is becoming an increasing (albeit pleasant) burden on staff, leading to potential neglect
of other areas Lack of space when campus expands again – the new additions go only a part of the way to combat this Reluctance on part of users to use English only catalogues Part-time lecturers lack of knowledge of what is being offered The speed and acceptance by lecturers of products obtained through Google, rather than library databases and other material. Attempts to impose uniformity in certain functions to the detriment of what is already working well
42
Annual Report – Library 2007 Appendix 1
Western Cape HEI budgets for 2006 towards Library Information Supp ly
University of the Western Cape (UWC)
University of Cape Town (UCT)
University of Stellenbosch (US)
Cape Peninsula University of Technology (CPUT)
E-RESOURCES
R 8,150,000
R 5,000,000 R 14,000,000 R 1,500,000
PRINT JOURNALS R 14,000,000 R 6,200,000 R 2,700,000
ALL BOOKS R 1,880,000 R 3,000,000 R 6,700,000 R 1,313,000
OTHER R 150,000 R 6,000,000 R 500,000 R -----NIL-----
Total R 10,180,000 R 28,000,000 R 27,400,000 R 5,513,000
OTHER at UCT includes delivery service costs, tax and similar costs which in other institutions and the CPUT, are covered by the amounts shown.
The ALL BOOK at UWC is currently being reconsidered as it is seen as too low for the needs of the institution.
UWC aggregates its budgets for electronic resources and print journals.
US, UCT and CPUT includes databases and full-text electronic resources, typically journals , in E-RESOURCES
Of the R14 million budgeted by US for E-RESOURCES, R 5 million is for typical electronic journal subscriptions, and R 9 million is for resources provided as database services
US includes typical book budgets and some irregular serial publications in its ALL BOOK component
OTHER at US covers customs duties as a specific component of their budget. It is included in the other line items for all the other institutions except UCT (Note 1)
Data as provided 2 June 2006 by DS at UCT, JE at US and JA at UWC
Western Cape HEI budgets for 2007 towards Library Information Supply
University of the
Western Cape (UWC) University of
Cape Town (UCT) University of Stellenbosch
(US)
Cape Peninsula University
of Technology (CPUT)
E-RESOURCES R 4,364,877.00 R7,750,000 R15,970,000.00 R3,074,306.00
PRINT JOURNALS R 4,000,000.00 R16,000,000.00 R4,785,000.00 R2,500,000.00
ALL BOOKS R 1,400,000.00 R4,250,000.00 R5,980,000.00 R3,600,000.00
OTHER R 820,000.00 R4,250,000.00 R400,000.00 R800,000.00
Total R 10,584,877.00 R32,250,000.00 R27,045,000.00 R9,974,306.00
Notes: UWC, Other includes Audio Visual Resources, and Printed Materials not covered on book budget
Western Cape HEI budgets for 2008 towards Library Information Supply
University of the Western Cape (UWC)
University of Cape Town (UCT)
University of Stellenbosch (US)
Cape Peninsula University of Technology (CPUT)
E-RESOURCES R6,662,000.00 R9,000,000.00 R20,900,000.00 R1,500,000.00
PRINT JOURNALS R6,392,000.00 R17,500,000.00 R5,470,000.00 R2,182,000.00
ALL BOOKS R1,652,000.00 R4,250,000.00 R6,140,000.00 R3,300,000.00
OTHER R987,000.00 R4,350,000.00 R361,000.00 R1,418,000.00
Total R15,693,000.00 R35,100,000 R32,871,000.00 R8,400,000.00