Library Materials Budget Allocation
by Lois Schultz February 23, 2005
“A balanced collection proportionally
reflects all the programs, instruction and research conducted in an institution.” David Genaway
Source: Library Acquisitions: Practice & Theory, Vol. 10, pp. 287292, 1986.
Balance collection is achieved through some plan, often a formula.
“The best formula is one that quantifies need with the minimum number of variables, since each variable adds time and expense of data collection as well as the number of calculations that must be made to implement the formula.” David Schappert
Source: Tuten, Jane H. and Beverly Jones, Allocation Formulas in Academic Libraries, American Library Association, 1995.
History of NKU’s formulas
Formula in 1980’s
• X = .2A + .3B +.3C +.1D + .1E • Where X = Departmental allocation A = Departmental library use (circulation statistics): % total library use B = Cost of books published by subject: % total cost of all books published C = Cost of serials published by subject: % total cost of all serials published D = Number of majors in department: % total majors E = Credit hour production by discipline: % total credit hours
Formula in 1990’s
• Based on previous year’s allocation and credit hour generation by department
Library Materials Budget Advisory Committee formed in the fall of 2001
Library Materials Budget Formula Subcommittee
Fred Beasley Tom Heard Don Kelm Lois Schultz
Departmental Variables
• Number of credit hours – Graduate – Upper Division – Lower Division • Number of courses – Graduate – Upper Division – Lower Division • Number of majors • Number of graduates • Number of faculty
Publications Variables
• Cost of materials
– Serials – Books
• Number of items published
Library Use
• • • • Circulation of items in the collection Interlibrary loan requests Library research orientation of the field Faculty publications
Other Variables
• • • • • • New Programs New faculty Programs of distinction Accreditation Historical allocation Historical collection development
Recommended Formula
X = A + 2B + 3C + D +2E 9 Where X = Departmental allocation A = Lower division courses B = Upper division courses
C = Credit hours
D = Cost of books E = Cost of periodicals No department could lose or gain more than 10%.
Revised Formula X = A + 2B + 3C + D +2E 9 Where X = Departmental allocation A = Lower division courses B = Upper division courses C = Credit hours D = Cost of books E = Cost of serials
No department could lose or gain more than 5%.
Library Materials Budget Formula Subcommittee 2002/2003
Clinton Hewan Yasue Kawahara Kathy Schroerlucke Lois Schultz
Charge
To fine tune the formula for allocating the departmental funds to include the graduate programs.
Recommended Formula
X = A + 2B +3C + 3D + E +2F 12 X = Departmental allocation A = Percentage of university’s lower division courses generated by the department B = Percentage of the university’s upper division courses generated by the department
C = Percentage of graduate courses generated by the department
D = Percentage of the university’s student credit hours generated by the department E = Percentage of the average cost of books published in all subject areas by the average cost of books published in the department’s subject area F = Percentage of the average cost of periodicals published in all subject area by the average cost of periodicals published in the department’s subject area
Revised Formula
X = A + 2B +2.5C + 3D + E +2F 11.5 X = Departmental allocation A = Percentage of university’s lower division courses generated by the department B = Percentage of the university’s upper division courses generated by the department
C = Percentage of graduate courses generated by the department
D = Percentage of the university’s student credit hours generated by the department E = Percentage of the average cost of books published in all subject areas by the average cost of books published in the department’s subject area F = Percentage of the average cost of periodicals published in all subject area by the average cost of periodicals published in the department’s subject area
Used in 2003/3004 and 2004/2005 with exceptions for departments with most dollars in recurring cost items.
In 2003/2004 departments with over 80% of their 2002/2003 allocation in recurring cost items received $500.
In 2004/2005 departments with over 95% of their 2003/2004 allocation in recurring cost items received no dollars for one time purchases.
In 2004/2005 departments with recurring cost items being between 90-95% received $500.
Journal Increase Cost Example
3000 2500 2000
Dollars
1500 1000 500 0 1 2 3 4 5 6 7 8 9 10 11 Years
$100 Journal at 10%A $1,000 Journal at 10%
$100 Journal at 15%
Why the High Rate of Increase for Periodicals
• • • • • • Technology investments Increases in paper cost Increase in postage Page & volume increases Strength of dollar Electronic journals
– Bundle paper and electronic – Unbundle paper and electronic
•
Cancellations cause publishers to raise prices
– – – – Consortial sales Document delivery Pay per view Price
• •
Mergers and buyouts cause increases in conversion and realignment General inflation
What for 2005/2006?
• Work on a plan for containing recurring cost. • Move excluded departments back into the formula
Containing Cost
The Collection Management Committee of the Library is working on ways to contain recurring cost.
Plans
• Accreditation requirements • Usage study • Provide access to content instead of container
– Interlibrary loan – Document delivery – Purchase article from the publisher
Is it better to purchase content article by article instead of subscribing to the journal?
Ingenta articles average less than $30, but assume articles are $50. Ten articles = $500.
Recurring High Cost Items
20
Number
15 10 5 0 Art Biology Literature Management Physics Sociology, Anthrpology & Philosophy $500-$999 Over $1,000
Department
All departments back in the formula
To include all departments in the formula with no department receiving less than last year. $151,000 is needed for the departmental allocations. Cost is $41,000 more than last year.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
B C D E F G H I J Lower Division A Upper Division 2B Graduate 2.5D Credit Hours 3D Ave. Book Department (100-200)of Low. Courses (300-500) Courses Graduate Courses % Div. % of Upper Div. % of Sum.,Fall,Spring %of Credit Hours 2000 Cost Accountancy5 1.0% 16 3.9% 6 7% 6466 6.6% $58.93 Art 22 4.4% 43 10.6% 6 7% 9802 10.0% $58.19 Biological Sciences 5.6% 28 21 5.2% 3 3% 14981 15.2% $80.54 Chemistry 6 1.2% 14 3.4% 1 1% 6724 6.8% $147.20 Communications 19 3.8% 49 12.1% 1 1% 20953 21.3% $55.89 Economics &4Finance 0.8% 26 6.4% 9 10% 9479 9.6% $58.93 Education EMS (ELE) 0.2% 1 39 9.6% 11 12% 11975 12.2% $42.30 Education Specialities 5.2% 26 (EDU) 48 11.8% 47 53% 12210 12.4% $42.30 History & Geography 2.4% 12 64 15.8% 2 2% 23368 23.8% $64.91 Information Systems 0.6% 3 9 2.2% 16 18% 6105 6.2% $58.93 Literature & Language9.8% 49 76 18.7% 8 9% 35745 36.4% $35.83 Management5& Marketing 1.0% 44 10.8% 23 26% 13429 13.7% $58.93 Mathematics30 6.0% 40 9.9% 14 16% 24443 24.9% $66.47 Music 75 15.1% 48 11.8% 3 3% 5488 5.6% $58.19 Nursing 43 8.6% 26 6.4% 28 31% 9960 10.1% $72.04 Physics 16 3.2% 24 5.9% 3 3% 6755 6.9% $88.94 Political Science & International Studies 11.1% 18 3.6% 45 25 28% 18562 18.9% $50.83 Psychology 9 1.8% 21 5.2% 1 1% 16447 16.7% $44.85 Social Sciences 33 6.6% 50 12.3% 0 0% 24296 24.7% $50.87 Social Work 12 2.4% 29 7.1% 0 0% 5807 5.9% $55.89 Technology 33 6.6% 70 17.2% 20 22% 9705 9.9% $88.12 Theatre 53 10.6% 16 3.9% 2 2% 7093 7.2% $58.19 Women Studies 1 0.2% 10 2.5% 0 0% 1629 1.7% $55.89
A
K E % Whole 4.2% 4.2% 5.8% 10.6% 4.0% 4.2% 3.0% 3.0% 4.7% 4.2% 2.6% 4.2% 4.8% 4.2% 5.2% 6.4% 3.6% 3.2% 3.6% 4.0% 6.3% 4.2% 4.0%
L M N O Ave. Cost 2F Formula Allocation Periodicals% of Whole X=(A+2B+2.5C+3D+E+2F)/11.5 $151,000 $196.04 4.4% 2.3% $3,525.08 $68.77 1.5% 3.3% $4,912.38 $632.61 14.1% 4.3% $6,470.70 $1,765.20 39.4% 5.4% $8,211.46 $149.77 3.3% 4.0% $5,996.06 $196.04 4.4% 3.1% $4,666.11 $175.10 3.9% 3.6% $5,417.26 $175.10 3.9% 7.7% $11,698.15 $85.09 1.9% 4.4% $6,661.88 $196.04 4.4% 3.1% $4,669.77 $76.16 1.7% 6.8% $10,261.67 $196.04 4.4% 5.2% $7,862.97 $704.12 15.7% 6.7% $10,097.68 $68.77 1.5% 3.6% $5,453.76 $895.72 20.0% 7.1% $10,727.81 $1,765.20 39.4% 5.7% $8,548.40 $176.12 3.9% 6.0% $9,083.37 $454.84 10.1% 3.3% $5,014.44 $261.86 5.8% 4.6% $6,977.74 $ 261.86 5.8% 2.2% $3,322.96 $ 509.73 11.4% 6.4% $9,696.62 $ 68.77 1.5% 2.6% $3,905.94 $ 85.09 1.9% 0.9% $1,342.85
P
R
Department Accountancy Art Biological Sciences Chemistry Communications Economics & Finance Education EMS (ELE) Education Specialities (EDU) History & Geography Information Systems Literature & Language Management & Marketing Mathematics Music Nursing Physics Political Science Psychology Social Sciences Social Work Technology Theater Women Studies
A Compromise
• Apply formula at 50% for departments with high recurring cost items • Total costs would be $128,500 • Cost is $18,500 more than last year.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34
B C D E F G H I J K Lower Division A Upper Division 2B Graduate2.5DCredit Hours 3D Ave. Book E Department (100-200) Low.Courses (300-500)Div. % of Graduate Courses % of Div. % of Upper Courses Sum.,Fall,Spring %of Credit Hours 2000 % Whole Cost Art 22 4.9% 43 13.1% 6 9% 9802 12.6% $58.19 5.6% Biological Sciences 6.3% 28 21 6.4% 3 4% 14981 19.2% $80.54 7.8% Communications 19 4.2% 49 14.9% 1 1% 20953 26.9% $55.89 5.4% Economics & Finance 0.9% 4 26 7.9% 9 13% 9479 12.2% $58.93 5.7% Education EMS (ELE) 0.2% 1 39 11.8% 11 16% 11975 15.4% $42.30 4.1% Education Specialities 5.8% 26 (EDU) 48 14.6% 47 68% 12210 15.7% $42.30 4.1% History & Geography 2.7% 12 64 19.4% 2 3% 23368 30.0% $64.91 6.3% Information Systems 0.7% 3 9 2.7% 16 23% 6105 7.8% $58.93 5.7% Literature & Language10.9% 49 76 23.1% 8 12% 35745 45.8% $35.83 3.5% Mathematics 30 6.7% 40 12.1% 14 20% 24443 31.3% $66.47 6.4% Music 75 16.7% 48 14.6% 3 4% 5488 7.0% $58.19 5.6% Nursing 43 9.6% 26 7.9% 28 40% 9960 12.8% $72.04 7.0% Physics 16 3.6% 24 7.3% 3 4% 6755 8.7% $88.94 8.6% Social Sciences 33 7.4% 50 15.2% 0 0% 24296 31.2% $50.87 4.9% Technology 33 7.4% 70 21.2% 20 29% 9705 12.4% $88.12 8.5% Theatre 53 11.8% 16 4.9% 2 3% 7093 9.1% $58.19 5.6% Women Studies 1 0.2% 10 3.0% 0 0% 1629 2.1% $55.89 5.4% Total 448 100% 659 200% 173 250% 233987 300% $1,036.53 100.0% Average $ 45.07
A
L M N O Ave. Cost 2F Formula Allocation Periodicals X=(A+2B+2.5C+3D+E+2F)/11.5 % of Whole $109,000 $68.77 2.2% 4.1% $4,460.68 $632.61 20.7% 5.6% $6,125.82 $149.77 4.9% 5.0% $5,470.17 $196.04 6.4% 4.0% $4,363.87 $175.10 5.7% 4.6% $5,034.62 $175.10 5.7% 9.9% $10,781.87 $85.09 2.8% 5.6% $6,065.94 $196.04 6.4% 4.0% $4,402.46 $76.16 2.5% 8.5% $9,226.23 $704.12 23.0% 8.7% $9,464.25 $68.77 2.2% 4.4% $4,790.66 $895.72 29.3% 9.3% $10,139.12 $1,765.20 57.7% 7.8% $8,547.04 $261.86 8.6% 5.8% $6,366.05 $ 509.73 16.7% 8.3% $9,016.76 $ 68.77 2.2% 3.2% $3,462.79 $ 85.09 2.8% 1.2% $1,281.67 $6,113.94 200% 100.0% $109,000.00 $ 265.82
P
R
S
T
U
Department $ 110,000.00 Art $ 4,501.60 Biological Sciences $ 6,182.02 Communications $ 5,520.36 Economics & Finance $ 4,403.90 Education EMS (ELE) $ 5,080.81 Education Specialities (EDU) $ 10,880.79 History & Geography $ 6,121.59 Information Systems $ 4,442.85 Literature & Language $ 9,310.88 Mathematics $ 9,551.08 Music $ 4,834.61 Nursing $ 10,232.14 Physics $ 8,625.45 Social Sciences $ 6,424.45 Technology $ 9,099.48 Theater $ 3,494.56 Women Studies $ 1,293.43 Total $ 110,000.00 Average
Accountancy 5 1.1% 16 4.9% Chemistry 6 1.3% 14 4.2% Management &5Marketing 1.1% 44 13.4% Political Science & International Studies 13.7% 18 4.0% 45 Psychology 9 2.0% 21 6.4% Social Work 12 2.7% 29 8.8%
6 1 23 25 1 0
9% 1% 33% 36% 1% 0%
6466 6724 13429 18562 16447 5807
8.3% 8.6% 17.2% 23.8% 21.1% 7.4%
$58.93 $147.20 $58.93 $50.83 $44.85 $55.89
5.7% 14.2% 5.7% 4.9% 4.3% 5.4%
$196.04 $1,765.20 $196.04 $176.12 $454.84 $ 261.86
6.4% 57.7% 6.4% 5.8% 14.9% 8.6%
3.0% 7.6% 6.7% 7.7% 4.4% 2.9%
Accountancy Chemistry Management & Marketing Political Science Psychology Social Work
$ $ $ $ $ $ $
18,500.00 1,763 4,106 3,932 4,542 2,507 1,662
1.5% 3.8% 3.3% 3.8% 2.2% 1.4%
Questions?
Recurring cost projections 2005 2006\Departmental Allocation for 2005-2006 .xls - Sheet1!A1
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